January 22, 2018 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Board of Selectman January 22, 2018 at 4:00 p.m. The meeting was called to order at 4:00 p.m. by Robert Wright, Jr., Chair. Present at the meeting was Robert Wright, Jr., Chair; William I. Curless, Selectman; Dane Headley, Selectman; Stephen Bagley, Road Agent and Elly Phillips, Town Administrator. APPOINTMENTS: Stephen Bagley, Road Agent: Departmental Update. Mr. Bagley advised the Board that the DES conducted a compliance inspection on the Hominy Pot Box culvert. The DES required the town to put stone at the bottom of the culvert to simulate a natural base. This is common practice. However, this configuration is a little different because about 100 feet up are the culverts that go under the interstate. At the end of those culverts, there is a 14 X 16 box dam. Therefore, the environment likely would not have fish going upstream. Fish and Game should be consulted. The stone has washed out of the culvert and the DES was recommending that a different simulation material be installed. The DES also recommended a downstream grade stabilization structure. The Town needs to provide a restoration plan by June 1, 2018. Mr. Bagley requested permission to discuss the plan/project with Eckman Engineering to get a second opinion on the recommendations and plans. The Board instructed Phillips to invite Dave Eckman to a future Selectmen’s meeting to discuss the project as soon as possible. Mr. Bagley reported that the cost for portion of guardrail that needs to be replaced due to the guardrail getting hit is estimated at $2,875.00. Mr. Bagley recommended that an additional $3,000 be budgeted for professional services. Selectman Curless made a motion to accept a change to Highway Department, Other Professional Services (390) from $5,000 to $8,000. Selectman Headley seconded the motion. The motion passed by a vote of 3-0. There was a discussion regarding additional funding should more simulation material should that be required. Selectman Curless moved that $3,000 be added to the Gravel Budget (802). Mr. Bagley advised that with that addition it was back to what used to be budgeted for that line item. Selectman Wright observed the line item would be changed from 20,000 to 23,000. Selectman Headley seconded the motion. The motion passed by a vote of 3-0. Mr. Bagley advised that he was advised that a 30 foot whole had formed on the Class V portion of Kings Hill up by Poor Farm Road. Mr. Bagley will assess the road condition and report back to the Board. Selectman Wright asked whether any of the unanticipated revenues from the state. Mr. Bagley replied that those funds were going to be used on a portion of Kearsarge Valley Road and Roby Road. Mr. Bagley will meet with the Board at their meeting that is being conducted on February 5, 2018 at 4:00 to discuss the matter in further detail. The Board approved the public minutes from January 15, 2018 as corrected (5:38 p.m. revised to 4:38 p.m.). The Board approved the non-public sealed minutes from January 15, 2018 and the unsealed public minutes as corrected (Town revised to town officials). The Board approved the minutes from the January 18, 2018 Public Hearing for a bond/note for a proposed Fire Department Addition. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: $ 11,979.57 VENDOR MANIFEST: $ 18,189.22 NEW BUSINESS: The Board reviewed discussed the 2018 proposed budget. The Board noted that the police chief received a merit increase in 2017. Selectman Curless made a motion to set compensation for the police chief’s salary (4210-108) at $65,514. The motion passed by a unanimous affirmative vote. The Board discussed the proposed warrant article for a shared tractor/mower with the Towns of Bradford and Warner. Selectman Curless expressed qualms regarding the sharing of equipment between towns. Phillips explained that along with Bradford and Warner, the town of Sutton was exploring options to share expenses in order to reduce costs to the taxpayer. During discussions with the Bradford and Warner town administrators and the road agents from the three towns, the consensus was that a tractor/mower might be a piece of equipment that we all use that we might be able to share the equipment rather than renting mowers. Selectman Curless felt that Sutton might want to look into acquiring a tractor/mower. Selectman Wright did not support the warrant article, and it was noted that Road Agent Bagley had also expressed reservations regarding the proposed acquisition. The consensus of the Board was that the request was premature and additional details would be required in order for the Board to support such a warrant article. Selectman Curless made a motion to remove the tri-town tractor proposed warrant article from the Warrant. Selectman Headley seconded the motion which passed by a unanimous affirmative vote. Selectman Wright executed the forms from Highway Department personnel in compliance with the DOT Drug and Alcohol Testing Policy Amendment effective 1/1/2018. The Board noted that the Town’s 2017 Equalized Valuation was 86.6%. It was noted that the overall Price Related Differential (PRD) confidence Interval of 1.10 did not meet the DRA’s recommended criteria of an overlap range of .98-1.03. The PRD is calculated by dividing the mean ratio by the weighted mean ratio. This measures differences in the appraisal of low-value and high-value assessments. PRD > than 1.03 tend to indicate lower-value properties at higher ratios. The Board agreed to check with the Town’s DRA monitor to determine whether this variance will affect the timetable for the town-wide revaluation currently scheduled for 2020. The Board issued an abatement for Robert and Maria Pollock for 2017 taxes in the amount of $171.00 at the request of the Tax Collector. The board approved a purchase order for supplies for Land Use, Selectmen, and Highway At 5:08 Selectman Curless made a motion to enter into Non-public session RSA 91-A:3, II (a) The dismissal, promotion, or compensation of any public employee in order to review applications for Solid Waste Facility’s 3rd position – seasonal assistance and backup attendant. Selectman Headley seconded the motion. The Board was polled with Selectman Wright, Selectman Curless and Selectman Headley voting to enter into non-public session. Public Session resumed at 5:13 p.m. The minutes were not sealed. The Board agreed to offer the position as part-time seasonal and support personnel for vacation and sick time coverage at a pay rate of $14.65 to both candidates. The Board received the 2018 Working Deed List for 2016 taxes from Linda Ford, Town Clerk/Tax Collector. SELECTMEN COMMENTS: Selectman Wright reported on the successful pancake breakfast and ice day event that was held on January 28, 2018. There being no further business, the meeting adjourned at 5:14 p.m. Respectfully submitted, Elly Phillips Town Administrator