November 26, 2018 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Board of Selectman November 19, 2018 @ 4:00 p.m. The meeting was called to order at 4:00 p.m. by William I. Curless, Chair. Present at the meeting was William I. Curless, Chair; Dane Headley, Selectman, Robert Wright, Jr., Selectman; Robert DeFelice, Budget Chair; Gail Guertin, Budget Committee; Cory Cochran, Fire Chief; Diane Lander, Land Use Coordinator; and Elly Phillips, Town Administrator APPOINTMENTS: Cory Cochran, Fire Chief, met with the Board to review the fire department’s proposed 2019 budget. Chief Cochran advised that there will be no changes to the operating budget. Robert DeFelice, Budget Chair, was invited to the table to review the fire department’s capital reserve requests. Chief Cochran advised that the fire department will be proposing a warrant article to purchase a new rescue cab and chassis. The body would be transferred onto the new cab and chassis. The Fire Department would like to go to a four-door, six-man cab with a diesel motor. The capital reserve currently has $75,000 in it. Having a six-man crew will reduce having personnel using their personal vehicles. At this time, the acquisition cost is being estimated at up to $70,000. Mr Defelice recommending adding $14,000 from general taxation to the reserve for future needs. The town’s rescue vehicle was purchased in 2004 at a cost of 110,000 so replacing the cab and chassis represents a savings to the town. The next purchase of a rescue vehicle is anticipated in 2034. Barring any unanticipated contingencies, the capital plan calls for an annual appropriation of $14,000 until that time. Mr. DeFelice advised that the Capital Reserve for Fire Equipment currently has a balance of $110,000. The replacement schedule is every 20 years for the tanker (purchased in 1993) and the Engine (purchased in 2014. The tanker is scheduled for replacement in 2021, and the pumper is scheduled to be replaced in 2034. Mr. DeFelice is in the process of compiling a history of the annual appropriations to and acquisitions from the capital reserves for the fire department. For 2019, $150,000 will be added to the equipment capital reserve. This fund will be used for both the tanker and the pumper with individual equipment schedules in the CIP. An expendable capital reserve for safety equipment such as scott air packs is proposed to be established with an initial funding level of $10,000. The Board of Selectmen will be designated as agents to expend. Air packs cost approximately $7,500 each to replace and have a relatively short warranty life. The safety fund will be capped at $25,000. The expendable safety fund will enable grant matching for replacement. Thus, the town will be able to take advantage of matching funding as grants become available. Mr. DeFelice favored a four-year rotation. However, the rotation for the air packs and annual number of air packs to be replaced is still under consideration. There was a general discussion regarding the number of warrant articles that will be required in 2019 in conjunction with the updated Capital Improvement Plan (CIP). There will be public hearings scheduled to review the new CIP. Mr. DeFelice reported on the library budget advising that there were no proposed changes with the exception of an addition of $1,000 to be added to the line item for book (670). This line item also includes audio books and programs. It was noted that the library also receives funding from trusts. Mr. DeFelice advised that there would be no modification to the expendable fund. The maintenance capital reserve will be discontinued as the town will be establishing one capital reserve for maintenance which will include of the town buildings. This is in keeping with the discontinuance of all of the individual building maintenance fund. The Budget Committee is supporting an appropriation of $10,000 for the library modification fund. Mr. DeFelice discussed the Welfare Budget. It was noted that compensation for the welfare officer has remained flat for many years. Mr. DeFelice supported a 10% increase to the Welfare Officer’s compensation. Mr. DeFelice recommended an appropriation of $14,000 to the Direct Services line item. He added that a $5,000 appropriation be added to the Welfare expendable non-capital reserve. In this way the same amount would be available for the Welfare Officer if needed. Mr. DeFelice recommended a cap on the reserve at $20,000. The minutes from November 5, 2018 were approved as written. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: $ 11,425.75 (11/08/2018) VENDOR MANIFEST: $ 20,926.87 (11/08/2018) PAYROLL MANIFEST: $ 11,174.62 (11/16/2018) VENDOR MANIFEST: $ 25,890.63 (11/16/2018) BUILDING PERMITS: The Board issued a building permit for Jason and Ann Pitts, 10-528-179, Summit Road for a shed. NEW BUSINESS: The Board approved a request for a change in scheduled office hours for the Land Use Office. The office hours will be held on Mondays, Tuesdays and Wednesdays from 10 a.m.-3 p.m. Selectman Wright requested that the Land Use job description be revisited to reflect current duties. The Board certified the Municipal Assessment Data Certificate for 2018. Phillips advised that Dan Sundquist is consulting for the Compass/FEMA watershed/floodplain project which also has a nexus with the Hazard Mitigation Plan. The consulting fees can also be used as an offset for the hazard mitigation grant match. The Board issued correspondence to the Heberts, Map/Lot 09-975-564, Rowell Hill Road, regarding appurtenances in the right-of-way. The Board reviewed a request from ASPLT requesting a line for conservation easement information be added to the building permit application. In addition ASPLT requested notification if there is an easement prior to the issuance of a building permit. The Board took the matter under advisement and will be seeking Counsel’s opinion regarding whether such notification is required for approval of a building permit application. At 5:32 p.m. Selectman Wright made a motion to enter into Non-Public Session Under RSA 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 public meeting, and (2) requests that the meeting be open, in which case the request shall be granted. Selectman Headley seconded the motion. The Board was polled with Selectman Curless, Selectman Headley and Selectman Wright voting in the affirmative. At 5:50 p.m. Selectman Wright made a motion to continue the non-public session to November 20, 2018 at 1:00 p.m. Selectman Headley seconded the motion which passed by a unanimous affirmative vote. Non public session was reconvened at 1:00 p.m. on November 20, 2018 and adjourned at 1:47 p.m. on November 20, 2018. Selectman Curless made a motion to seal the minutes because it is determined that divulgence of this information likely would affect adversely the reputation of any person other than a member of this board. The motion was seconded by Selectman Headley. The Roll was called with the following affirmative vote to seal the minutes: William I. Curless Y Dane Headley Y Robert Wright, Jr. Y OLD BUSINESS: The Board reviewed a draft welcome letter to new property owners advising of local land use/building regulations. The Board also received a suggestion from Jane Williamson that new owners be advised that they are allowed free access to Wadleigh State Park with proof of residency. There will be further revisions to the welcome letter and adding an informative brochure to be included with the mailing was also discussed. The Board received Counsel’s summary and recommendations for noticing requirements. The Board revisted a request from the Concord Rail Trail to upgrade and gate a bridge over a Class VI portion of road. Counsel has recommended that the town execute an agreement with indemnification. Selectman Curless provided an update on the November 13, 2018 Planning Board Meeting for a conditional use permit for Michael and Pipere Sailer. Mr. Sailer will need to obtain a conditional use permit to be submitted with the building permit application. The access will need to be in compliance with the conditional use permit prior to the town issuing a certificate of occupancy. Selectman Curless discussed an upcoming site plan review for a cell tower on Wright’s Hill Road. The possible impact of the Class VI access as well as the required for the access be reviewed with Counsel. At 6:01 p.m. the regular meeting concluded and the non-public session was continued to November 20, 2018 at 1:00 p.m. Respectfully submitted, Elly Phillips Town Administrator