August 28, 2017 | Town Admin TOWN OF SUTTON Pillsbury Memorial Town Hall 93 Main Street Sutton Mills, NH 03221 Board of Selectman Meeting Minutes of August 28, 2017 The meeting was called to order at 4:30 p.m. by Robert Wright, Jr., Chair. Present at the meeting was Robert Wright, Jr., Chair; William I. Curless, Selectman; Linda Ford, Certified Town Clerk/Tax Collector; Robert DeFelice, Budget Committee Member; Duncan Domey, Police Officer; Victoria O’Connor, Joe Eisenberg, Ruth Guin, Lonnie Guin and Elly Phillips, Town Administrator. The Board met with Linda Ford, Certified Town Clerk/Tax Collector to review various matters including the process for billing for Tenants In Common (TIC) and the upcoming deed on August 30, 2017. Ms. Phillips and Ms. Ford discussed the three methods of billing Tenants In Common. It was noted that the determination of which method to use is within the purview of the Board of Selectmen who create the Tax Warrant. Method 1: Would be to send one bill for the parcel. The Selectmen would need to choose (or the tax payers designate) who to send the bill to (primary taxpayer) and that individual would collect the taxes for that parcel and forward them to the Tax Collector. The other owners would be designated (as 0% owners) in order for all the owners to get proper notification in the event of a lien. This method is easiest for the Tax Collector. Selectman Wright asked if the Town was the one who designated the primary taxpayer could that pose a problem for the taxpayers. Phillips felt that it might pose a problem for the taxpayers especially since they are accustomed to receiving separate bills. Ms. Phillips suggested that the Town write to the TIC owners and ask them whether they would like to be billed in this manner, and if so, to designate the primary taxpayer. Method 2: (How the Town is currently billing) by the percentage of ownership for each owner and issuing separate billings for the TIC parcel. In the instances where a percent owner has gone to lien, the lien amount is divided between all the owners and all the owners are assessed lien costs. After consulting with the Tax Collectors Association and Town Counsel, it was determined that only the delinquent taxpayer should have been liened with all the other owners receiving notification of the lien. However, this was a recent determination from the Tax Collectors Association. In response to this decision, the Town abated interest and costs for all the TIC owners except the delinquent tax payers. Method 3: Would give each percent owner a unique identifier as in the Map/Lot # with an A, B, C, D etc. for each percentage owner. This method poses a problem as all the other owners would need to be correlated to each parcel. In one instance, there are seventeen owners; consequently, the notification information would need to be entered 17 X 17 times. Not only is this a cumbersome method, but it is not a standard assessing practice. However, it does make it easier for the Tax Collector to post payments. The Board expressed a preference for the second method. Ms. Ford advised that method had created an issue with the current tax lien because of the software distribution. Phillips advised that the method of TIC lien was an accepted practice at the time. However, after consultation with Town Counsel and the Tax Collector’s Association, a decision was made that only the delinquent taxpayer should be liened. The other owners would need to be noticed and assessed the notification costs. The system will need to be set up to bill the delinquent tax payer and notice the other owners during the lien data entry process. Phillips recommended Method 2, but in any case not to make changes between tax issues and to review the matter with the programmers prior to the 2018 1st issue tax. Ms. Ford explained the posting issues with the current billing methodology as she has to correlate back to invoice numbers in order to credit the taxpayers. Selectman Wright suggested writing to the with the taxpayers to see if they would like one individual bill for the 2018 tax issue; otherwise, Method 2 would be used. Wording of the letter was discussed and the final wording of the letter will be reviewed by Town Counsel. Ms. Ford reviewed the list of taxpayers going to deed on August 30, 2017. All but one of the residential taxpayers have made arrangements. One land parcel will have 50% deeded. The final 25% for that parcel will be deeded in 2018. At 5:30 p.m. Selectman Curless made a motion to enter into nonpublic session under 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. Selectman Wright seconded the motion. The Board was polled with Selectman Wright voting yes and Selectman Curless voting yes. Public session resumed at 5:50 p.m. Selectman Curless made a motion to seal the minutes as it was determined that divulgence of this information would likely affect adversely the reputation of any person other than a member of this Board. 5:51 p.m. Victoria O’Connor met with the Board to discuss traffic concerns on Main Street from 114 to Newbury Road. Ms. O’Connor advised that there were a lot of speeders on that road and the number of children along that route has increased. She expressed concern for the children walking to school. She has observed that there is a failure to yield on Village Road which has resulted in a number of near- miss accidents. Ms. O’Connor presented the Board with a handout which showed the location of children in the area as well as placement of stop signs along the route. Ms. O’Connor felt that motorists coming from 114 were not slowing down on Main Street. She cited the two past accidents that have occurred whereby motorists have hit the cemetery fence on Village Road. Ms. O’Connor recommended a two-way stop at the intersection of Village Road and Main Street on Main Street in front of her house and a slow children sign between Village Road and Corporation Hill Road. She advised that there is a slow children sign in the area, but it along with the speed limit sign are covered by trees. Ms. O’Connor also suggested the use of speed bumps to slow traffic. Selectman Wright advised that speed bumps would not be an option. Ms. O’Connor also provided information from NHTSA regarding reaction time and speed. Ms. O’Connor observed that it was dangerous for pedestrians due to the lack of sidewalks (although she was not supporting installation of sidewalks in the village area). Ms. O’Connor felt the traffic problems were worse in the summer because of increased traffic. At 6:00 p.m., Selectman Wright opened a public meeting pursuant to RSA 41:11 for the purpose of receiving public comment on the posting of signs/traffic control at the intersection of Main Street/Newbury Road/Chalk Pond Road. Selectman Wright discussed options that were considered for motorist safety in the area advising that signage appeared to be the most viable option. Selectman Wright sought input from Officer Domey regarding the approaches. Officer Domey advised that currently there is only one sign that indicates a stop. The other signage indicates crosswalks, although there is no striping to indicate the crosswalks. Heavy traffic has been observed coming and going from the school as well as speeding traffic coming down the hill. Officer Domey added that U-turns on Main Street also create an issue. Chief Korbet has recommended adding one stop sign at Chalk Pond Road. Traffic coming down the hill would be forced to stop. Another option was a three-way stop. Officer Domey opined that may cause issues with too many cars jamming up a thru-road. Chief Korbet also recommended that the intersection be lined. The lines provide a visual cue for motorist to stop when they are unfamiliar with an area. It was noted that the lines would need to be refreshed every couple years which could be a budgetary issue. Selectman Wright opened the public discussion for questions to either the Board or Officer Domey. Ms. Guin asked Officer Domey if there was a way to increase visibility of motorists speeding down Chalk Pond Road? Officer Domey indicated that there were some bushes that were interfering with visibility that may be within the right-of-way. Officer Domey indicated that the brush might be removed voluntarily or by the Highway Crew if the brush was within the town’s right-of-way. Selectman Curless observed that the stop sign on Chalk Pond would allow for visibility coming down Newbury Road. Selectman Wright read into the record “A request for a petition for Town discussion due to an increase in traffic at the intersection of Newbury Road, Main Street and Chalk Pond Road” as follows: “We the undersigned feel there is a need for a stop sign on all three corners. Children are going to and from school and going after school and weekends to play on the school grounds are in danger. There are disabled and elderly residents that collect mail and walk to the library and town hall. Stop signs or other signage would reduce the potential for accidents and retain the charm of the village district.” The non-binding petition was signed by 18 citizens. Mr. Eisenberg supported a three-way stop at the intersection. There was a general discussion regarding the merits of having a two- or three-way stop. Ms. Guin felt the three-way stop might cause confusion resulting in more accidents especially with the buses. Selectman Curless felt that a three-way stop would definitely slow traffic down. Selectman Wright discussed the 4-way stop near Rumford Street and Rumford School and observed that the buses used the route for access and egress. Parking was prohibited within a certain distance to facilitate bus turns. Officer Domey explained that one additional stop sign should be sufficient. There shouldn’t be any reason to stop the traffic going up the hill and turning into Newbury Road. In order to make the turn, a motorist needs to slow down. Adding a yield sign was also discussed, but if there were two stops signs a yield would not be necessary. Lonnie Guin explained that he has a background in safety. Mr. Guin supported a three-way stop for children especially for crossing enroute to school. Although the stop may be an inconvenience, he felt that it would be safer. The importance of striping stop lines/cross walk lines was emphasized. Ms. O’Connor requested feedback on how those present felt about the Village Road/Main Street intersection. Speeding on Village Road and Main Street was also discussed. The Board decided to defer action on the signage/striping etc. until September 11, 2017 in order for a full board to be present and to obtain input from the Road Agent and Police Chief. It was noted that the stop signs could be put up fairly quickly once a decision was made. However, striping would require schedule. Robert DeFelice recommended that the striping for turn lanes by the middle school be replaced as they were covered up when the road was resurfaced. Mr. DeFelice indicated that the school might help with the striping cost. Mr. DeFelice recommended reviewing all the areas that need striping and do them all at once as a cost saving measure. Officer Domey recommended that the yield sign be removed and the stop sign that is at the intersection of Chalk Pond and Baker Hill be changed to just a stop sign at the Baker Hill intersection as that would be less confusing for motorists. Officer Domey also recommended that a warning sign prior to the stop might also be helpful. Additonally, concern was expressed regarding the intersection of North Road and Kearsarge Valley Road, and a suggestion that a Stop sign might be helpful there. Selectman Curless recollected that there used to be a stop there that caused some problems in the winter. Selectman Curless also felt that striping to indicate turn lanes might be helpful at North Road and Kearsarge Valley Road. The minutes from public session that was conducted on August 21, 2017 were approved as written. Action was deferred on unsealing the meetings from the nonpublic sessions on August 14 and August 21, 2017 until a full board was present. The Board reviewed and approved the following manifests: PAYROLL MANIFEST: $ 12,400.61 VENDOR MANIFEST: $472,880.50 NEW BUSINESS: The Board issued a thank you letter to Matthew Grimes for 17 years of service as Sutton’s Emergency Management Director. The Board appointed Martin Carrier as Emergency Management Director to fill the vacancy left by Matthew Grimes’ resignation. Phillips reported that the Estimated Anticipated Revenue Report must be filed by September 1, 2017. The Budget Chair asked to review the report prior to submission. OLD BUSINESS: Action was deferred on appointing a Census Bureau LUCA. The Board discussed a citizen concern from Lorna Geggis regarding Blaisdell Farm Road’s Class V not maintained for winter travel. Phillips reported that Miss Geggis declined to meet with the Board or write a letter to the Board because of her longstanding frustration over the matter. She requested, instead, that Phillips convey her level of concern to the Board. The Board received a historical packet of information pertaining to Blaisdell Farm Road for further review. There being no further business, the meeting was adjourned at 6:43. Respectfully submitted, Elly Phillips Recording Secretary