September 28, 2020 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Select Board September 28, 2020 The meeting was called to order at 4:00 p.m. by Robert Wright, Jr., Chair. Mr. Wright read into the record the authorization to meet electronically per Governor Sununu’s Emergency Order 12, pursuant to Executive Order 2020-04. Present at the meeting were: Robert Wright, Jr., Selectman; William I. Curless, Selectman; Dane Headley Selectman; Jonathan Korbet, Police Chief; Betsy Anderson, Library Trustee; Walter Baker, Jr., and Elly Phillips, Town Administrator. Attending by teleconference was Robert DeFelice, KRSD Municipal Budget Committee Member . At 4:02 p.m. Selectman Curless made a motion under RSA 91-A,II (a) (personnel) to enter into non-public session. Selectman Headley seconded the motion. The Board was polled with Selectman Wright, Selectman Curless and Selectman Headley voting in the affirmative. The Board conducted a performance evaluation. Non-public session concluded at 4:26 p.m. After a brief recess, public session reconvened at 4:30 p.m. The minutes were not sealed. 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. A non-public session has been scheduled for 4:00 p.m. to conduct an annual evaluation. Public session will resume at 4:30 p.m. Those present (listed above) announced themselves. The minutes from September 21, 2020 were approved as written. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: $ 14,488.84 VENDOR MANIFEST: $398,969.88 The Board approved a building permit for Adam Hurst, 02-134-515, Barker Road, for a storage container. OLD BUSINESS: Phillips reported that the fixed price fuel bid for the Towns of Sutton, Bradford and Warner for 2021 has been locked in with Huckleberry at $1.48 for heating oil. The 2020 lock in rate was $2.159. Appreciation was expressed to the Town of Bradford for handling the bid process. The Board issued a letter to library in response to the library trustees questions regarding the library taking back accounts/payable bookkeeping duties. Mr. DeFelice noted that the library would be responsible for repairs to the air conditioner or maintenance would have to be approved at town meeting due to the fact that the air conditioner acquisition was not through the general fund or approved at Town Meeting. The Board discussed a quotation provided by Adam Hurst, Road Agent for replacement road signs. The operating budget allocation for signs is $1,000. The quotation was for $5,547.02 which includes $1,100.00 for delineator posts. The delineator posts need to be purchased this year but could be purchased out of the supplies line item. The Board requested input from Robert DeFelice, Budget Chair. Mr. DeFelice felt that the town could acquire half of the signs this year and budget for the remainder next year. Selectman Headley recommended that Mr. DeFelice review the quotation. Mr. DeFelice said that the Town could do the delineator posts and safety signs this year and order the street signs next year. Selectman Curless recommended that the Town look into the 10% discount item to determine if that would apply to a partial order. Selectman Headley recommended that the Town obtain additional quotations. Phillips advised that street lines have historically been purchased from the State. Selectman Curless made a motion to table. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. The Board discussed political signs located in the island at the intersection of Main Street and Village Road. The Town has received complaints from citizens regarding the signs. Town Counsel has advised that as long as the signs which are located within the Town’s right-of-way were not interfering with highway maintenance activities that they be allowed to remain in place. It was the sense of the Board that they should adopt a policy pursuant to Political Advertising pursuant to RSA 664:17 and until such policy was in place leave the signs where they are. If individuals are removing or stealing signs that is a police matter. Selectman Wright requested that Selectman Curless report on the telephone pole and embankment issue on Grist Mill Street. Selectman Curless reported that the telephone pole has not moved since August 3. Selectman Curless noted that a significant rain event anticipated this week and that he will continue to monitor the embankment. Phillips reported that an engineer has been contacted and will perform a site visit this weekend. The Town has reached out to Hansen Engineering regarding the matter. Wally Baker provided further information regarding access to the bank and potential costs for the project. NEW BUSINESS: The Board received September 2020 Budget Reports for review at the next meeting. The Board discussed the basis of proration of health/dental insurance for part-time employees. Mr. DeFelice clarified that for part-time employees qualified for pro-rated insurance (20 hours or more), the pro-ration is based on a 40-hour work week which is in keeping with the personnel policy. Although there are no part-time employees availing themselves of this benefit at this time, a part-time employee has requested information regarding the employee portion for the benefit. The Board was notified of a BTLA hearing scheduled for November 10 regarding the Lang Appeal for a change in use tax. Phillips advised that the DRA is no longer assessing utilities for towns. The Town has been using the DRA assessments at no cost to the Town. The Board will be receiving a proposal from George Sansoucy, Utility Appraiser to provide utility assessment service pursuant to HB 700. The Board will need to deliberate on this matter promptly in order to complete the MS-1 which is a form used to calculate the 2nd issue tax. This contract will be over a five-year period due to the requirements of HB 700. Utility rates will need to be phased in order not to have a gross tax impact on either the municipalities or utility rates. Selectman Headley asked for a proposal for like services from the Town’s assessing firm of CNP and one other assessor if possible. The Board considered a request form the North Sutton Improvement Society to use the Pillsbury Memorial Hall for a meeting space. Selectman Curless made a motion to deny this request. Selectman Headley seconded the motion. The motion passed by a unanimous affirmative vote. It was noted that use of the Pillsbury Memorial Hall for meeting space has been limited to local government functions only due to the COVID-19 pandemic. Selectman Wright discussed the proposed purchase of an automatic mechanism for the Police Department entryway. It was noted that this was budgeted for by the Department. Selectman Curless made a motion to approve the acquisition of an automatic locking/unlocking mechanism for the Police Department. Selectman Headley seconded the motion which passed by a unanimous affirmative vote. Chief Korbet will follow up with a request for cleaning services at a future meeting. REVIEW OF CORRESPONDENCE: The Board acknowledged receipt of an email from the DES regarding Drought conditions in the State. The Board received notification of a COVID-19 case at KRSD at the middle school. A similar notice was sent to District parents. The Board noted that the District did a good job handling the situation. The Board noted receipt of correspondence from the Health Trust regarding bylaws. SELECTMEN’S COMMENTS: Selectman Wright advised that Ken Milender of the Warner River Local Advisory Committee will be meeting with the Board at their next regularly scheduled meeting. PUBLIC COMMENTS: Mr. DeFelice advised that the next meeting of the School Board was scheduled for October 8, 2020. The MBC will be meeting on October 13, 2020. The parking area across from Horse Beach was discussed. It was noted that most citizen feedback was positive. However, some concerns have been raised about sight distance for boat access etc. Phillips advised that the Town would not need to do a public hearing to limit parking hours as the lot is private property. The North Sutton Improvement Society can limit the hours of parking if they choose to do so. There being no further business, the meeting was adjourned at 5:35 p.m. Respectfully submitted, Elly Phillips Town Administrator