December 20, 2021 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Select Board December 20, 2021 @ 4:30 p.m. William I. Curless, Chair opened the meeting at 4:30 p.m. with the Pledge of Allegiance. Present at the meeting were: William I. Curless, Chair; Dane Headley, Selectman; Walter Baker, Jr., Selectman; Nancy Heckel, Nancy Glynn and Marcy Vierzen, Library Trustees; Elizabeth Geraghty, Librarian and Elly Phillips, Town Administrator. APPOINTMENTS: At 5:00 p.m. the Board met with Nancy Heckel, Nancy Glynn and Marcy Vierzen, Library Trustees and Elizabeth Geraghty, Librarian, to discuss the Memorandum Of Understanding (MOU) pertaining to building and grounds. Ms. Heckel advised that the only items that fell under building and grounds were snow removal and lawncare. Ms. Glynn elaborated that the library went through the town anyway to obtain those funds, and therefore, the library would like to eliminate those items from their town operating budget and have the town take care of it. Phillips said that the lawn care is billed separately and that finance advises the library of their portion of snow removal. Ms. Geraghty said that it was not the amount of work to process the payments. The library felt it would be for transparency and that this was something the Town was responsible for under the MOU. Ms. Glynn said that the MOU states that the town is responsible for all of the outside the building. Selectman Curless said that was the exterior of the building. Ms. Glynn reiterated that the MOU was not clear. Selectman Curless clarified that the Town’s responsibility to for items such as roofing, brickwork, windows, paint etc. Ms. Glynn said building and grounds maintenance was an area that involved extensive trustee discussions, because it was unclear as to the Trustees what should be paid out of their operating budget or whether it should come from the general building and grounds operating budget. Ms. Glynn felt that an extra (unnecessary step) resulted in the library paying these bills. Selectman Curless indicated that the Select Board had a different interpretation adding that the MOU could be clarified. Selectman Headley said he felt it should be like a landlord/owner arrangement, and typically, the landlord would be responsible for outdoor maintenance. Phillips felt that tenants can be responsible for items such as snow removal and groundskeeping. Selectman Headley said that upon the advice of counsel the MOU was drafted in general terms. Phillips elaborated on other concerns brought up by counsel such as control over services noting that the library might want a different maintenance schedule and paying from the library’s allocated operating budget allowed for the library to have more control over serves. Ms. Glynn said that at a prior meeting concern (with the budget committee?) concern was expressed that the line item might be used for different things and stated that the only thing those funds were used for were for grounds. Phillips said that the MOU could be clarified, but the original understanding was that the library would be responsible for paying for building and grounds. The town would be responsible for infrastructure. Selectman Curless observed that the maintenance schedules could be different due to operational schedules. Ms. Glynn asked whether the entire building and grounds budget was utilized or whether the library has ever gone over. Ms. Geraghty replied that it depends on how much snow there is. Ms. Glynn asked how Ms. Geraghty felt about this. Ms. Geraghty said the whole point is to follow the MOU. If you want to have it, follow it. If it is not clear, re-write it. Selectman Curless said that the MOU was written so that it could be modified if necessary. Selectman Baker discussed the budget committee’s role in adopting the budget, and the Select Board’s role in administering it. Selectman Baker noted that the Budget Committee supported the library paying for these items out of the library’s operating budget, noting the autonomy of the library. Selectman Baker emphasized that the amount and source of the money doesn’t change. Selectman Baker discussed the current library’s staffing noting that the budget committee had questions regarding overlapping hours of the librarian and the assistant. Ms. Geraghty explained that the librarian was present during open hours and available to support the assistants. The remainder of the hours were used for specific purposes/project. Ms. Geraghty emphasized that the additional hours and days of service was in response to patrons’ requests. Ms. Heckel said that the Trustees would take this back to their Board to see if they wanted to revise the MOU. Ms. Glynn suggested that more detail and descriptors might be helpful. Selectman Curless felt that a generic description could be achieved that would provide clarification. The Board said they would be happy to meet again at a future date to review a draft of revisions proposed by the library trustees. At 5:35 p.m. Selectman Curless made a motion to enter into Non-public under RSA 91-A:3,II(c) Matters which, if discussed in public, would likely affect adversely the reputation of any person, other than a member of this board, unless such person requests an open meeting. This exemption shall extend to include any application for assistance or tax abatement or waiver of a fee, fine or other levy if based on inability to pay or poverty of the applicant. Selectman Headley seconded the motion. The Board was polled with Selectmen Curless, Headley and Baker voting in the affirmative. At 6:02 p.m. Selectman Curless made a motion to adjourn from non-public session. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. Selectman Baker made a motion to seal the minute because it was determined that divulgence of this information likely would affect adversely the reputation of any person other than a member of this board. The Board was polled with Selectman Curless, Headley and Baker voting in the affirmative. The minutes from December 13, 2021, were approved as written. The Board reviewed and approved the following manifests: Vendor Manifest: $ 53,552.56 Payroll Manifest: $ 12,592.26 BUILDING PERMITS: Richard and Stephanie Kowalski, Map 01-553-126, Route 103 for roof mounted solar panels. OLD BUSINESS: The Board discussed executive department staff wages and the contingency line item. The Board members agreed that parity and merit raises were indicated and funds were available through the contingency line item. Selectman Baker moved to increase the Town Administrator’s salary to $75,000 annually effective with the pay period ending December 23, 2021. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. Selectman Baker made a motion to increase the Bookkeeper/Administrative Assistant’s wages to $25.00/hourly effective with the pay period ending December 23, 2021. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. NEW BUSINESS: The Board renewed the annual assessing contract with Commerford Nieder Perkins . The Board reviewed questions from Mike Gelcius, Elkins Fish & Game Club regarding proposed activities on ice day. The Board had no objections to Fish & Game’s proposal, stipulating that Fish & Game should provide adequate insurance for the event. However, the proposal should be reviewed and approved by police and fire. The Board reviewed a draft of letter regarding the NH Saves Program. Libby Howell will meet with the Board on 12/27/2021 to discuss the letter in further detail. SELECTMEN’S COMMENTS: Selectman Baker discussed matters to review with the Budget Committee. Selectman Curless suggested this be put on the agenda for December 27, 2022. Warrant articles will also be reviewed at that meeting and encumbrances will also be on the agenda. The Board also reviewed COLA’s and will discuss in further detail at their next meeting. There being no further business, the meeting was adjourned at 6:06 p.m. Respectfully submitted, Elly Phillips Town Administrator