October 21, 2024 | Town Admin Town of Sutton Pillsbury Memorial Hall 93 Main Street Sutton Mills, NH 03221 Select Board Minutes October 14th, 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: Lee Booker, Greg Gill, Judy Parkinson, and Mark Rosenthal. Appointments: Minutes: At 6:34 pm Glynn made a motion to accept the public and non-public minutes from October 7th. Pogust seconded the motion, which passed unanimously. The Board agreed to address the unsealing of nonpublic minutes at the next meeting of the Board. Manifests: The Board reviewed and approved the following manifests: Payroll: $ 17,335.00 Vendor: $ 32,485.24 Vendor: $ 3,295 Intents: Building Permits: The Board reviewed and approved a $150,000 building permit to add a master bedroom suite & repurpose an existing bedroom into a hallway submitted by Cheryl Daniel Phelps for parcel 06-035-486 located at 1317 Route 114 after reviewing a map illustrating the property and the structure to verify setbacks. New Business: Glynn shared that the Trustees of the Sutton Free Library hired Erin Garzia as the Sutton Free Library Head Librarian. Grazia comes to this role with library experience and is pursuing a master’s in library science. At 7:59pm the Glynn made a motion to enter into a nonpublic session pursuant to 91-A:3 II (a) the dismissal, promotion, or compensation of any public employee or the disciplining of such employee, or the investigation of any charges against him or her, unless the employee affected (1) has a right to a meeting and (2) requests that the meeting be open, in which case the request shall be granted. McManus seconded the motion, which passed unanimously. At 8:11pm, Glynn made a motion to exit the nonpublic session. McManus seconded the motion, which passed unanimously. Once back in public session, McManus made a motion to seal the minutes pursuant to 91-A:3 II (a) the dismissal, promotion, or compensation of any public employee or the disciplining of such employee, or the investigation of any charges against him or her, unless the employee affected (1) has a right to a meeting and (2) requests that the meeting be open, in which case the request shall be granted. Glynn seconded the motion, which passed unanimously. Old Business: The Board reviewed and approved the Deputy Treasurer job description. The Board reviewed and approved the Finance Manager job description and change of title. The Board reviewed approved the Executive Assistant job description and change of title. The Board reviewed and approved a notice of possible building violation related to parcel 07-968-488 owned by the Kathleen A McDonough Trust located at 82 Keyser St due to a shed located near the shore of Kezar Lake. The Board reviewed engineered plans for an ADA compliant lift and entry area providing access to the main floor of the Sutton Free Library. Glynn shared concerns raised by the public, staff, and trustees regarding the current design, which would not provide access to the basement, where children’s books and other library resources are located. McManus expressed concern that installing a lift that provides access to the basement would require additional sitework, masonry, and adjustments to the masonry, which may prove costly. McManus and Pogust shared concern that changing the proposal at this stage may delay or compromise support for the project. The Board discussed the implications of permanent construction, accessibility to the basement, and potential interference with existing infrastructure like the well and septic system. Glynn recalled that access to the basement was brought up during a public hearing to discuss and receive comments on the proposed lift and entry area on June 27th, 2024. Glynn recommended the Board consult with the engineer to better understand the structural and financial implications of installing a lift that would provide access to all floors of the library. McManus agreed to consult with the engineer on this matter. The Board directed the Town Administrator to engage Counsel to verify whether it would be possible to present two warrant articles to raise and appropriate funds for the lift and entry area: one with a lift serving the main floor, and one with a lift serving the main floor and the basement. The Board reviewed Electricity Supply Rates for Residential, General Service, & Outdoor Lighting Customers Effective August 1, 2024 – January 31, 2025. The Board directed the Town Administrator to enroll the Town of Sutton in Merrimack County Community Power (MCCP) as a municipal customer. The Board opted for the Granite Basic power option, offered at 8.6¢/kWh. The Board discussed 2025 budget appropriations for merit raises and directed the Town Administrator to estimate the cost of 1%, 2%, and 3% merit raises by department. Review of correspondence: The Board reviewed correspondence from the Department of Environmental Services confirming that an Alteration of Terrain (AoT) permit application was approved for the Peacock Hill Road Subdivision. The Board reviewed correspondence from Chappy Thomas regarding recent building activity at the Peacock Hill Road Subdivision. In his correspondence, Thomas raised concerns that a zoning special exception and permits issued by the Town of Sutton to Peacock Hill Road, LLC. have expired. Thomas recommended the Town declare the permits invalid and require that the developer reapply for a zoning special exception. Before reissuing building permits, Thomas argued that the Town should require an AoT permit and evidence that all required drainage features have been installed. Pogust volunteered to confirm the dates building permits were issued and reissued to Peacock Hill Road, LLC. Pogust emphasized that the Town does not have a legal basis to deny a building permit renewal based on the AoT. Pogust volunteered to call Thomas regarding his correspondence. The Board reviewed correspondence from the City of Lebanon Department of Public Works Solid Waste Division notifying the Board of a November 20th public hearing, 2025 solid waste rates, a council meeting on November 6th, and a recycling study. The Board noted a 15% increase in fees. McManus asked if the Town had considered sending waste to the Wheelabrator Technologies (WTI) facility in Penacook. The Town Administrator was not aware of any consideration of the WTI facility. The Board directed the Town Administrator to work with the Solid Waste Department Head to adjust the Department’s 2025 budget to accommodate the increase in fees. The Board reviewed correspondence from Merrimack County notifying the Board that the 2024 Merrimack County tax apportionment for the Town of Sutton is $866,385. The Board directed the Town Administrator to provide a breakdown of the County tax apportionment. Public Input: Lee Booker asked if the Town would be obligated to close the basement of the library if an ADA compliant lift did not serve that floor. Judy Parkinson expressed concern that by installing a lift that only serves the main floor, the Town would lose the opportunity to install a lift that serves the basement and the main floor in the future. Parkinson wondered if funds spent on modifying the existing library might be better spent on a new municipal building. Pogust acknowledged Parkinson’s concerns and referred to a similar debate regarding the public library in Cornish. Pogust made a motion to appoint Michael McManus as temporary representative to the Kearsarge Regional School District (KRSD) Municipal Budget Committee. Glynn seconded the motion, which passed unanimously. The Board directed the Town Administrator to notify the School District of the appointment. Select Board Comments: Pogust shared that the Town is seeking applications for multiple positions, including an Administrative Assistant and Solid Waste Attendants. Pogust shared that the Town needs to prepare an updated Hazard Mitigation Plan (HMP), which qualifies the Town for funding through the Federal Emergency Management Agency (FEMA). Pogust shared that plan development is funded through a grant administered by the Central New Hampshire Planning Commission. Pogust shared that he explored the possibility of postponing the update until after Town Meeting, but that grant funding opportunities would not be available. Pogust engaged Kristi Kissler to assist the Town with the HMP. Pogust shared that he received a phone call from Andy Jeffrey regarding his recent tour of the Camp Wabasso properties with members of Relax and Company. Pogust shared that Jeffrey expressed frustration with the lack of communication from Relax and Company. Pogust relayed Jeffrey’s desire to cooperate with the Town on a way forward. Pogust emphasized the Board’s commitment to a public process that is transparent, open, and fair. Pogust shared that Jeffrey discussed the possibility of forming a nonprofit lead by a board partially composed of Town officials. Pogust shared that the Battery Conservancy employs a similar governance structure to manage 25-acres of public parkland in Manhattan in partnership with the Department of Parks and Recreation and the National Park Service. Pogust recommended that the Board meet with Jeffrey to learn more. The Board discussed Jeffrey’s intentions and the stipulations of Relax and Company’s offer to purchase the Camp Wabasso properties. Pogust noted that the offer contained a provision stating that it is conditional on the Zoning Board of Adjustment allowing a sleepaway camp. Pogust suggested that direct communication with the donor would be beneficial. Based on his own experience forming a 501c3, Greg Gill discussed the processes of forming a non-profit, indicating that it would take time and legal vetting. Gill proposed a dual path approach: continuing to work with Relax and Co. while forming a 501c3. Gill emphasized the importance of engaging interested parties, including GSEMA and local organizations to ensure a successful outcome. Pogust, Gill, and the Town Administrator discussed the importance of sharing documents and emails with all relevant parties. With the Select Board’s support, Gill volunteered to work on establishing a process for accepting the Camp Wabasso properties. Pogust noted that Gill is free to do so and offered his support. The Town Administrator introduced RSA 41-14-A. If adopted at Town Meeting, RSA 41-14-A would allow the Select Board to accept real estate donations through a prescribed public process that would include public hearings. Greg Gill shared that the Girl Scouts of Eastern Massachusetts (GSEMA) will open Camp Wabasso on Wednesday, October 23rd from 10am – 3pm for self-guided tours of the property. In the event of severe rain or wind, tours will be held on Thursday, October 24th. The Board agreed to convene a public meeting at Camp Wabasso at 10am for a self-guided tour of the property. Members of the public are welcome to join the Select Board as they tour the property. Pogust emphasized the need for transparency and open communication throughout the process to avoid misunderstandings and ensure all parties are informed. Glynn proposed that she attend joint meetings of the Select Board and the Budget Committee by videoconference moving forward. The Board agreed to this proposal and directed the Town Administrator to coordinate with the Sutton Free library to borrow their video conferencing equipment for the next joint meeting. Adjournment: There being no further business the meeting was adjourned at 8:16pm. Respectfully submitted, Julia Jones Town Administrator
