TOWN OF SUTTON
Pillsbury Memorial Town Hall
93 Main Street Sutton Mills, NH
Sutton Mills, NH 03221
Select Board

October 19, 2020

 

The meeting was called to order at 4:00 p.m. by Robert Wright, Jr., Chair. Selectman Wright read the following announcement into the record:

Due to the COVID 19/Coronavirus Pandemic and in accordance with Governor Sununu’s Emergency Order #12, pursuant to Executive Order 2020-04, this Board is authorized to meet electronically. The public has access to contemporaneously listen and participate in this meeting by telephone by calling 978-990-5000 and entering access code 112820.

 

Present at the meeting were: Robert Wright, Jr., Selectman; William I. Curless, Selectman; Bob DeFelice, Budget Committee Chair; Adam Hurst, Road Agent; Emilio Cancio-Bello, Blaisdell Hill Road, and Adam Hurst, Road Agent and Elly Phillips, Town Administrator. Attending by teleconference were: Carol Merullo, Town Clerk and Yvonne Howard, Library Trustee.

 

APPOINTMENTS:

At 4:15 p.m. Adam Hurst, Road Agent met with the Board to review the Highway Department’s 2021 budget request and to address a concern regarding the condition of Blaisdell Hill road brought to the attention of the Board by Emilio Cancio-Bello. Mr. Cancio-Bello previously had written to the Board regarding the condition of the paving on Blaisdell Hill Road. Mr. Cancio-Bello commended the Road Agent for his candor regarding the road. Mr. Cancio-Bello said that he has been told by various Road Agents that the road was slated for repairs.   Mr. Cancio-Bello stated that he did not buy a house on a dirt road. He bought a house on a paved road and that makes a difference in property value. Mr. Cancio-Bello added that he likes to ride a bicycle and motorcycle and the road condition made these activities dangerous. He noted that the amount of paving required was about a block. Mr. Hurst advised Mr. Cancio-Bello that there were not enough funds in the budget for repairs to this road due to other priorities. Mr. Cancio-Bello asked that the road be properly repaired.

 

Mr. Hurst acknowledged the importance of all town roads. However, he noted that there were several main egress roads that required upgrade as a higher priority such as Roby Road, Shaker Street and Newbury Road. Mr. Cancio-Bello said that he understood the priorities of the Highway Department, but he has been asking for over 15 years. Mr. Cancio-Bello advised that he was on the Transportation Committee for the Central New Hampshire Planning Commission and that he had facilitated acquisition of a program for tracking road infrastructure and values.

 

Selectman Wright asked that these concerns be directed to the attention of the Select Board who were responsible for the roads adding that Road Agent acts as an agent of the Select Board. Selectman Wright asked whether Mr. Cancio-Bello had spoken with previous Select Boards about his concerns. Mr. Cancio-Bello stated that he had spoken with the Select Board during the period Dan Sundquist was on the Board and was told that the road would be done in a couple years.

 

Selectman Wright advised that Blaisdell Hill Road is a scenic road. The trees along the road are causing problems with the crown. Selectman Curless observed that the Board cannot change what has happened in the past. Selectman Curless opined that the Town has been underfunding the roads for the past 30 years in essence kicking the problem down the road. Selectman Curless explained that the town has increased the capital reserves for paved roads in an effort to address obvious needs. Once the major roads are repaired, the town can start a maintenance plan on the minor roads.

 

Mr. DeFelice, Budget Chair, said that last year the town doubled the amount of capital reserves for blacktop roads. Mr. DeFelice provided background on the capital funding. The Town historically was putting away about 100,000 a year. According to estimates provided by the State, the Town needed about to reserve about $700,000 a year. Last year the Town doubled the reserve to $200,000 and is planning $250,000 for 2021. The goal for the CIP is $500,000 a year. The funds will be there eventually, but the Town has fallen behind.

 

Mr. Hurst said that aside from the lack of funds, another issue is that the road is beyond a simple paving project. Blaisdell Hill Road needs to be completely rehabilitated. Currently, the road lacks an adequate base which is why the pavement is degrading. Mr. Hurst has had the road reviewed by two different paving companies and was told that trees needed to be removed prior to paving. The trees in the ditch-line are pushing the water out and damaging the road. Patching the road will not work.

 

The process for removing trees on a scenic road and the importance of citizen input was discussed. Mr. Cancio-Bello encouraged finding a middle ground to address the problems associated with the road. Selectman Curless suggested grinding down the road and using a bluestone product as an alternative. The board advised that involvement of the Planning Board will be required due to the fact that it is a scenic road. Selectman Wright assured Mr. Cancio-Bello that the Town would start the process but that it would be a long one.

 

The Board opened discussion of the Highway Department’s 2021 proposed budget. Mr. DeFelice advised that the Budget Committee would be reviewing the capital reserves and taking another look at equipment lifespans.

 

Mr. Hurst stated that the only change that he had was a proposed increase of the sign line item due to the number of signs that require replacement. Mr. Hurst received a revised sign estimate of $1,700 which does not include posts.   Mr. Hurst noted that the revised estimate was based on a 6 inch sign as opposed to a nine inch sign.  The smaller signs can be used on streets with speed limits less than 40 mph.  Mr. Hurst is currently obtaining estimates for sand and salt and may need to adjust that line item. After a lengthy discussion, the sign line item was set at $3,000. The initial proposed Highway Department 2021 operating budget is $681,780 an increase of $2,000.

 

The Board discussed Highway Department Capital Reserves. Mr. DeFelice reiterated the goal for capital savings blacktop roads which is $500,000. In 2020, $200,000 was budgeted for blacktop.   For 2021 and 2022 the line item will need to be increased to $250,000 in order to repair Shaker Road.

 

Selectman Curless observed that there was a decrease in the gravel roads capital reserve line item which would help offset the increase.   The Board supported increasing the blacktop capital reserve to $250,000. Selectman Headley said that if there was any budget line that should not be trimmed, it was blacktop roads. Mr. Hurst said that he reduced gravel because the funds have not been spent over the last two years due to weather. The Board discussed the remaining capital reserves for the highway department. Mr. Hurst recommended level funding per the CIP. Selectman Wright discussed the Budget Committee’s effort to review the estimated lifespans of the highway equipment. Selectman Curless stated that the equipment should be reviewed on an annual basis, adding that the CIP was a living document that needs to be revised accordingly. The Board discussed condition of the town bridges. Currently, there are no local bridges on the Red or Yellow lists. Mr. DeFelice advised that there was a soft cap on the bridge line item of $500,000. It was noted that the line item for the grader will remain until a new grader is acquired (current estimate 2029).   After the grader is acquired, future funding will be allocated to heavy equipment. It was noted that there are many differing opinions regarding the life of equipment.   Many factors are involved including maintenance costs versus trade-in values.   Mr. DeFelice advised that the Capital Reserve schedules were established based on reliability/safety of the equipment. Selectman Wright summarized the factors as time, maintenance costs, sales value, and safety.

 

At 5:14 p.m. Selectman Curless made a motion to enter into Non Public Session under RSA 91-A:3, II(a) – Personnel. Selectman Headley seconded the motion. The roll was called with Selectman Wright, Selectman Curless and Selectman Headley voting in the affirmative. Public session resumed at 5:47 p.m. Selectman Headley made a motion to seal the minutes as a personnel matter. Selectman Curless seconded the motion. The motion passed by a unanimous affirmative vote.

 

At 5:48 p.m. Selectman Curless made a motion to enter into non-public session under RSA 91-A:3, II (d) Consideration of the acquisition, sale or lease of real or personal property which, if discussed in public, would likely benefit a party or parties whose interests are adverse to those of the general community. The Board was polled with Selectman Wright and Selectman Curless and Selectman Headley voting in the affirmative. Public Session resumed at 5:58 p.m. Selectman Headley made a motion to seal the minutes as it likely would render a proposed action ineffective. Selectman Curless seconded the motion. The motion passed by a unanimous affirmative vote.

 

The minutes from October 12, 2020, were approved as written: The Board reviewed and approved the following manifests:

PAYROLL MANIFEST: $ 13,862.15

VENDOR MANIFEST:  $32,176.29

 

The Board reviewed and approved the following building permits:

Betsy Forsham, 06-378-303, Corporation Hill Road, Interior Renovations

Victor Delvecchio, 08-202-269 for a garage

 

OLD BUSINESS:

The Board executed a revised GOFFER Reimbursement Request #4 in the amount of $30,166.24.

 

Selectman Headley reported on a recommended update to the sound system for telephone transmission. The recommended system would integrate with the existing sound system at a cost of $513.00. Phillips advised that there were funds available in the 2020 computer line item due to the fact that a recommended re-wire of the clerk’s office had been postponed. The acquisition of the sound equipment will not be eligible for the CARES funding. Selectman Headley made a motion to purchase the JK Audio Broadcaster as recommended by Jerry Putnam, Cedar House Sound, at a cost of $513.00. Selectman Curless seconded the motion. The motion passed by a unanimous affirmative vote.

 

NEW BUSINESS:

The Board reviewed and approved the 2021 HealthTrust Renewal Rates. Employee contributions to be based on the same parameters as 2020.

 

The Board executed the 2020 Election Warrant for the General Election.

 

The Board noted that value letters for the Statistical Update have been issued to property owners.

 

Due to time constraints action was deferred on a discussion regarding streetlights.

 

REVIEW OF CORRESPONDENCE:

 

Due to time constraints action was deferred on the follow items:

Correspondence from Senator Ruth Ward regarding education funding

Correspondence from KRSD regarding At Home Remote Learning Thanksgiving notification and rationale

 

There being no further business the meeting was adjourned at 5:59 p.m.

 

Respectfully submitted,

 

 

Elly Phillips

Town Administrator