October 26, 2020 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Select Board October 26, 2020 The meeting was called to order at 4:00 p.m. by Robert Wright, Jr., Chair. Selectman Wright stated that due to the General Elections, the next Select Board will be conducted on November 4, 2020 at 4:00 p.m. 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., Chair; William I. Curless, Selectman; Dane Headley, Selectman; Jonathan Korbet, Police Chief; Robert DeFelice, Budget Chair; Nancy Heckel, Library Trustee; Carol Merullo, Town Clerk/Tax Collector; Tom Schamberg, State Representative; and Elly Phillips, Town Administrator. The public and non-public minutes from October 19, 2020 were approved as written. The non-public minutes to remain sealed. APPOINTMENTS: Jonathan Korbet, Police Chief, met with Board to review the Police Department’s 2021 Budget Request. Selectman Wright advised that the Board had concerns regarding expenditures in the coming year. Chief Korbet reviewed the budget on a line item basis. Chief Korbet recommended a merit increase for wages due to challenges faced by first responders maintaining healthy and continuing to provide quality service to citizens. Chief Korbet emphasized that if any year deserved a merit increase, it was 2020. It was noted that these increases were recommended for line items 108 and 109 as well. Chief Korbet noted that there was a decrease in building security because the door buzzer and striker plate were installed in 2020. Overtime wages for 2020 were dramatically restricted due to the Select Board’s request for a 10% overall decrease in the expenditure budget. The line item will remain as budgeted in 2020 for 2021. There was a general discussion regarding account names and accounts that are no longer in use. Phillips was asked to delete line items that are no longer required for historical analysis. Chief Korbet advised that the computer line item is for software and for peripheral equipment that is not covered under the service contract. Anticipated building maintenance and repairs for 2021 are interior painting, lighting, and exterior doors. Investigative supplies include miscellaneous inventory items. The fire arms/ammo line item was reduced in 2020, and Chief Korbet is maintaining the line item at the reduced level for 2021. Chief Korbet noted that the appropriation for firearms/ammo is based on inventory at the end of the year and may be revised accordingly. The uniform line item was reduced for 2021 because ballistic vests were acquired in 2020. The 2021 uniform budget is for duty gear, boots and uniforms. The total proposed police department for 2021 is $368,640. The Police Department is proposing $21,000 for capital savings for police cruisers and $3,500 for police department computer equipment. The Department will recommend acquisition of a cruiser in 2021 to be funded through Capital Reserve. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: $ 11,590.35 VENDOR MANIFEST: $ 1,182,020.50 (includes capital reserve funding and KRSD monthly payment) The Board reviewed and approved the following building permits: Dominic and Lynn Jundt, 08-145-419, Keyser Street for a detached garage. Dan Stafford/Mary Woodbury, 03-460-297, North Road for a generator OLD BUSINESS: The Board discussed adopting a COVID Travel Policy. Selectman Curless felt that employees should be encouraged to test prior to using FRRCA leave for Covid-19 quarantine compensation and a discussion regarding re-wording the policy bullet point 5) ensued. Selectman Curless felt further thought should be given to the wording of the policy. Selectman Curless made a motion to table the discussion. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. Phillips reported on an estimate for a Bond Issue for the Library Ramp for $140,000.00 for either a 10-year or 15-year terms as follows: 10 years at 2% for an annual payment of $15,458.04. Total: $154,580.40 15 years at 2.5 % for an annual payment of 11,201.88 Total: $168,028.20 Phillips advised that she budgeted for a 10% increase over the 2020 estimate at the recommendation of Target New England, plus an added contingency. The sense of the Board was favorable regarding negotiating a 10-year term. It was noted that a public hearing for a note or bond issue will be required in order to go forward with this Warrant Article. Phillips reported that the assessors extended the call in period for taxpayer reviews to accommodate the strong response from property owners. Phillips advised that she had been notified that there were some streetlights that were not functioning in South Sutton and asked those present to be on the lookout for malfunctioning streetlights and note the pole numbers on the lights for follow up with the Affinity. NEW BUSINESS: The Board authorized Phillips to enter into a 3-year agreement CCI Managed Services for complete care renewal. The contract contains a buyout clause if the Town chooses to opt out. Mr. DeFelice noted that this service eliminates the need to have a dedicated IT employee resulting in a savings for salary and benefits. Carol Merullo, Town Clerk/Tax Collector, met with the Board to express concerns regarding social distancing measures now that the weather is getting cold. Ms. Merullo recommended reverting back to appointments only for Town Hall business. Selectman Wright noted that more and more businesses are operating by appointment. It was observed that this might not be well received by the citizens. Robert DeFelice noted that this was discussed before the Budget Committee and that appointments increase staff efficiency in addition to facilitating social distancing. The Board discussed advertising the closing. Ms. Merullo discussed challenges with walk-ins and the benefits of appointment transactions. Ms. Merullo will draft a notice regarding the Town Hall closing for walk-in appointments effective the week of October 10, 2020. Selectman Headley suggested advising the public that the policy was being implemented for both public and employee safety. OTHER BUSINESS: After completing Old Business and New Business topics, Selectman Curless made a motion to take the Temporary Travel Policy for Covid-19 off the table. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. The Board continued discussion of Bullet Point 5. Selectman Curless suggested that the wording could remain the same and that the Town Administrator/Department Heads could counsel employees on the testing alternative. Selectman Headley continued to have reservations regarding DOL compensation under FFCRA. Selectman Headley felt that FFCRA funding was not intended to cover vacation. Phillips will coordinate follow up with Counsel. Selectman Headley was designated to review the matter on behalf of the Board. Selectman Curless made a motion to table action on the Temporary Travel Policy pending further information from Counsel. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. REVIEW OF CORRESPONDENCE: The Board noted the following items of correspondence: Correspondence from Senator Ruth Ward regarding education funding. Mr. DeFelice advised that the school also received notification of the funding opportunity for treating windows. The District has applied for 80% federal funding. Ms. Ward’s letter advised of the opportunity for a State match of 20%. Correspondence from KRSD regarding At Home Remote Learning Thanksgiving notification and rationale PUBLIC INPUT: Mr. DeFelice discussed the most recent School Board Meeting. The School Board is considering the MBC’s request to reduce the 2021 budget by 10%. The School Board will also work on improved communication with the MBC relative to transferred line items. There being no further business, the meeting was adjourned at 5:10 p.m. Respectfully submitted, Elly Phillips Town Administrator.