June 25, 2018 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH Sutton Mills, NH 03221 Board of Selectman June 25, 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 Committee Chair; Cory Cochran, Fire Chief and Elly Phillips, Town Administrator. APPOINTMENTS: At 4:45 p.m. the Board met with Cory Cochran, Fire Chief, to discuss the Fire Department Addition. The Board informed Chief Cochran that KLG Architecture has agreed to review the project. Access to the Fire Department for the architect and the structural engineer will need to be coordinated. Chief Cochran recommended that the Town consider using panelized walls which would be engineered and be both quicker and cheaper to install. Selectman Curless felt that there should be a structural review for snow load etc. (in the valleys) where the addition meets the existing structure. Chief Cochran informed the Board that the Fire Department had checked with Counsel to see if the project needed to do another bid/proposal request and was advised that there was no law requiring the bid/quote process. It was noted, however, that not seeking proposals/quotes might create a public perception issue. There was a general discussion regarding project delays resulting from this additional step. Chief Cochran agreed to meet with the architect and provided a full-size set of plans for architectural review. The Board issued retainer agreements with Kelly Gale, KLG Architecture for the following project: Project #18062F for Design and Review Services for the Sutton Volunteer Fire Department Addition Project. The minutes from June 18, 2018 were approved as written. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: $ 14,913.94 VENDOR MANIFEST: $824,376.88 BUILDING PERMITS: The Board approved the following building permit: Linda and Thomas Robitailie, Map 09-879-462, Route 114, for a garage. The Board approved a request to amend permit # 2018-14 for Deborah Lang, 02-200-659, Camp Kemah Road, 14 to add heat to the garage. INTENT TO CUTS: The Board approved the following intent to cut: Thomas Friel, Map/Lot 05-548-577 and 07-451-065 200 acres out of 275. NEW BUSINESS: The Board issued notification to the DRA regarding the PA-28 form. The Inventory Form is not used by the Town of Sutton. The Board entered into an agreement with KLG Architecture for Project #180620L for the Sutton Library ADA Ramp Project. Selectman Curless emphasized that for future projects all plans should be drawn up by the architect/engineer affiliated with the project from the beginning and responsible for stamping the final plan. The Board received the 2017 Draft Audit Report for review. Selectman Wright will review the audit and report back to the Board at their next regularly scheduled meeting. The Board reviewed the 2018 Tax Appeals – and abatement recommendations from CNP. The Board granted the following abatements on 2017 property taxes: Robert and Maria Blanck, 06-665-362, in the amount of $620.15 Lindsay Stickney, 07-600-593, in the amount of $723.25 Jennifer Call, 07-915-344, in the amount of $327.44 Glen and Susan Kerkian, Map 02-519-272,In the amount of $1,349.19 The Board denied an abatement for Ronald and Bethany Bourcier, Map 02-732-432, as the application was not filed timely. Upon recommendation from the Planning Board, the Board appointed Glenn Pogust to the Planning Board for a term until March 2019. The Board considered a request from the Planning Board to designate an alternate ex-officio representative. Upon consideration, the Board chose not to appoint an alternate ex-officio member to the Planning Board, based on the conclusion that those voting on Planning Board issues should consistently attend the meetings in order to make informed decisions. OLD BUSINESS: The Board reviewed a response form the Fortunes regarding zoning violations and will issue a reply to their concerns and thank them for their prompt response and compliance. The Board discussed the Stotler property and agreed to pursue the matter further with Code Enforcement prior to sending the matter to Counsel. REVIEW OF CORRESPONDENCE: The Board received a complaint from Lisa King Lull regarding landscaping at Millswood Cemetery a response will be issued notifying Ms. Lull of the cemetery rules for plantings. Ms. Lull will also be given contact information for the Cemetery Trustees. SELECTMEN’S COMMENTS: Selectman Curless reported that electrical work on the Old Store Museum will begin the second or third week of July. Selectman Curless reiterated the importance of having stamped design for all projects. Selectman Wright made a motion to require a qualified engineer/architect be used to create and stamp plans for all projects from beginning to end. Selectman Headley seconded the motion. The motion passed by a vote of 3-0. It was noted that the Historical Society has put their LCHIP grant application on hold and will instead be applying to the NH Preservation Society for a study grant. Selectman Headley reported on his conversation with Diego Solimine, Solid Waste Supervisor, regarding the Joint Administrator/Solid Waste Supervisor meeting that was conducted on June 20, 2018. Administrators will continue their discussions regarding joint efforts between the towns. One of the first things that need to be accomplished is having the towns adopt a common and consistent set of rules for solid waste disposal/recycling. Selectman Wright discussed the Personnel Policy and suggested some revisions to the policy. Robert DeFelice, Budget Committee Chair, joined the Board to discuss wage considerations. Selectman Wright recommended that merit pay to be reviewed by the Board of Selectmen, COLA increases to be recommended by the Budget Committee and wage parity (with other towns) be explored jointly with the budget committee. Mr. DeFelice advised that the Budget Committee was forming a subcommittee to review COLAs and establish a consistent policy for cost of living adjustments. Selectman Curless observed that wages were under the purview of the Board of Selectman, but there was no reason not to have both boards look at it. Mr. DeFelice discussed the wage survey that was done by NHMA in the past, adding it was no longer done. Selectman Wright observed that population and valuation were considerations when looking at parity with other towns. Selectman Wright also emphasized that benefits should be factored into parity comparisons. Selectmen Curless expressed concerns about loosing valuable personnel by not offering competitive wages. The Board will look into the cost of having an independent consultant do a wage study on a periodic basis. There being no further business, the meeting was adjourned at 5:38 p.m. Respectfully submitted, Elly Phillips Town Administrator