August 27, 2024 | Town Admin Town of Sutton Pillsbury Memorial Hall 93 Main Street Sutton Mills, NH 03221 Select Board Minutes August 19th, 2024, 6pm Pledge of Allegiance: Select Board Chair Glenn Pogust opened the meeting at 6:00pm with the Pledge of Allegiance. Present at the meeting were: Glenn Pogust, Select Board Chair; Michael McManus, Select Board Member; Nancy Glynn, Select Board Member; and Julia Jones, Town Administrator. Also present at the meeting were: NH State Representative Thomas Schamberg, Michael Vignale, Lee Booker, Judy Parkinson, and Chief of Police Jonathan Korbet. Appointments: At 6:05pm the Board met with Michael Vignale of KV Partners, LLC regarding repairs to the Grist Mill Parking Lot. Vignale presented a sketch of repairs should be completed September 3rd or 4th, weather dependent. Pogust emphasized the need for repairs to be completed. Minutes: At 6:32 pm McManus made a motion to accept the public and nonpublic minutes from August 12th as revised. Glynn seconded the motion, which passed unanimously. Manifests: The Board reviewed and approved the following manifests: Payroll: $ 15,950.12 Vendor: $ 125,462.13 Intents: Building Permits: New Business: The Board discussed a draft of the Merit Raise Policy and reviewed a memo to the Budget Committee regarding this policy. The purpose of this policy is to establish clear expectations regarding the administration of merit raises. Under this policy, merit raises will be issued at the discretion of the Select Board based on recommendations made by department heads following annual reviews. At 6:41pm McManus made a motion to adopt the Merit Raise Policy and approve the memo to the Budget Committee, subject to possible revisions that may come from Town Counsel. Glynn seconded the motion, which passed unanimously. The Board reviewed and approved job description for the following existing positions: Executive Assistant & Bookkeeper Job Description. Treasurer & Finance Clerk Old Business: The Board discussed the procedure for assigning speed limits to unposted roads, including a speed study. The Board and the Chief of Police discussed the NH Highway Safety Grant as a potential funding source for speed limit signs and speed studies. The Board directed the Chief of Police to prepare a list of roads the Board should prioritize for speed studies. The Board discussed scheduling a joint public hearing with the Ad Hoc Website Committee on the town website. The Board directed the Town Administrator to coordinate with the Committee to schedule the hearing. The Board reviewed and approved a $3,190 request from the Kearsarge Area Council on Aging for their annual budget appropriation. The Board reviewed estimated eviction, enforcement, and remediation costs related to parcel 01-407-067 located at 153 Route 103. McManus directed the Town Administrator to see if there is a statute of limitations on the Town’s ability to collect estimated eviction, enforcement, and remediation costs associated with tax-deeded property. McManus provided an update on the project to construct an entryway and install a lift at Pillsbury Memorial Library. A structural engineer is drafting plans for the entryway and lift. Once the design is complete, McManus shared that the Board would solicit multiple estimates for the project, including earthwork to regrade the area around the library. Glynn shared information on a $25,000 grant that may be used to help fund the lift, with a deadline approaching this fall. The Board confirmed the Board’s intention to extend NH Paid Family Medical Leave coverage to permanent full and part-time employees of the Sutton Free Library. The Board directed the Town Administrator to correct the minutes from August 12th to reflect this decision. The Board and the Town Administrator discussed extensive document retrieval required for ongoing litigation with Sean Frost for failure to obtain a building permit for construction on parcel 07-794-090 located on North Road. The Board agreed to postpone discussion of the following: NH Municipal Association Legal Services Counsel – ground marking requirements for accessible parking spots. Glynn provided an update on her proposed revisions to personnel manual. The Board agreed to review Glynn’s proposed revisions at the next meeting of the Board. Pogust confirmed that a complaint has been filed with the NH Department of Environmental Services for wetlands violations involving parcel 02-020-566 located on Roby Rd. owned by Christopher Fox. The Board discussed the potential for the Supervisors of the Checklist to appoint Assistant Supervisors. The Board acknowledged Judy Parkinson’s interest in such a position. Review of correspondence: The Board discussed Gary Fitzgerald’s response to a Notice of Zoning Violation for stockpiling large quantities of loose earth on parcel 01-178-130 on East Sutton Road. The Board directed the Town Administrator to notify Fitzgerald that Pogust and the Land Use Coordinator would conduct a site visit to the property the week of August 26th. Public Input: Judy Parkinson thanked Pogust and Glynn for their response to public input received at the August 12th meeting of the Board. The Board discussed the management of public input during meetings. Pogust expressed concern for public safety and shared his opinion that the Board should require members of the public to schedule an appointment with the Board to discuss matters not on the agenda so the Board is prepared to respond and may ask the police to attend if appropriate. McManus noted that the Board could remove public input from the agenda and invite public input at the discretion of the chair. Pogust acknowledged that public input is part of the Select Board’s Rules of Procedure. The Town Administrator raised concerns about compliance with RSA 91-A based on training provided by the New Hampshire Municipal Association. Pogust reasserted his opinion that public input should be limited to agenda items and McManus agreed. Glynn disagreed with Pogust’s opinion that public input should be limited to agenda items. Instead, Glynn recommended the Board establish a time limit for public input. The Board discussed time limits ranging from 3 to 5 minutes. Glynn expressed concern that requiring members of the public to schedule an appointment with the Board to discuss matters not on the agenda would be restrictive. Pogust acknowledged Glynn’s concerns and agreed with Glynn’s recommendation to establish a time limit for public input. Pogust asked the Town Administrator to continue to at least ask members of the public to schedule an appointment with the Board if they wish to address specific matters with the Board. Select Board Comments: At 6:04pm McManus made a motion to enter into a nonpublic session pursuant to 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. Glynn seconded the motion, which passed unanimously. At 6:15pm Glynn made a motion to leave the nonpublic session. McManus seconded the motion, which passed unanimously. Glynn seconded the motion, which passed unanimously. At 6:17pm Glynn made a motion to enter into a nonpublic session pursuant to RSA 91-A:3, II (b) the hiring of any person as a public employee. McManus seconded the motion, which passed unanimously. At 6:30pm Glynn made a motion to leave the nonpublic session. McManus seconded the motion, which passed unanimously. At 7:25pm McManus made a motion to enter into a nonpublic session pursuant to RSA 91-A:3, II (d) 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. Glynn seconded the motion, which passed unanimously. At 8:15pm McManus made a motion to leave the nonpublic session. Glynn seconded the motion, which passed unanimously. At 8:16pm Glynn made a motion to seal the minutes of the three non-public sessions. McManus seconded the motion, which passed unanimously. At 8:19pm Pogust made a motion to memorialize the prior appointment of Michael McManus to the Budget Committee. Glynn seconded the motion, which passed unanimously. Adjournment: There being no further business the meeting was adjourned at 8:19pm. Respectfully submitted, Julia Jones Town Administrator