Carroll County Commissioners Meeting | July 15, 2020

Part 1 of 1

Meeting Notes

Reference meeting notes to navigate video. Auditors letter, concern of continued delays. Treasurers lack of financial Dept. access. Audit timeline not following Statute. Chief Financial Officer Hire. PHOTO: Commissioners: Terry McCarthy; Amanda Bevard; David L. Babson;


0:00:01

MEETING DATE: 07/15/2020


TIME IN: 09:03


ROLL CALL OFFICIALS PRESENT: Commissioners: David L. Babson; Amanda Bevard; Terry McCarthy;


ROLL CALL OFFICIALS ELECTRONIC:


OFFICIALS ABSENT: None


EXECUTIVE COORDINATOR: Mellisa Seamans


TOWN ADMINISTRATOR:


ADMINISTRATIVE ASSISTANT:


OTHERS PRESENT: Ed Comeau, GovernmentOversite-com


OTHERS PRESENT:


OTHERS PRESENT:


OTHERS PRESENT ELECTRONICALLY:


OTHERS PRESENT ELECTRONICALLY:


OTHERS PRESENT ELECTRONICALLY:


NOTE: GOVERNMENTOVERSITE-COM:



0:00:38

MOTIONER: McCarthy


MOTION DETAILS: PUBLIC MEETING MINUTE APPROVAL


DATE: 07/08/2020


SECOND: Babson


DISCUSSION: NONE


CORRECTIONS: Chair Babson to Commissioner Babson


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:02:35

MEDIA QUESTIONS:


DaymondSteer; Conway Daily Sun; CFO position; Covid-19;


0:04:24

MANIFEST:


WEEK ENDING DATE: 07/10/2020


TOTAL: $172,329039


0:04:50

SUPPLEMENTAL BUDGET:


Covid-19 compensation revenue; Public hearing process; Posting requirements; Amount of additional revenue; Commissions' internal communication; Coos County supplemental budget process comparison; Finance office revenue/expenditures; Long term stipends; CARE; GOFERR; Stipend dispersement process; DRA; Setting County tax rate; #JoeCostello; County Treasurer; Unanticipated revenue/expenses; Line item transfer process; #TiceHurst;


0:28:28

REGISTRAR OF DEEDS ACTIVITY REPORT:


LisaScott; June 2020 gross revenue totals; Transfer tax; Recording fees; Tapestry, Inc; Online copy revenue; Covid-19 safety protocols; Laptop purchases; Roller shelving; Record book restoration; Bonds; Bond rates 2020; Archival Committee; Inflation rate; Plan restoration/Book restoration status; Cash flow/Revenue stream; 5.5 Million dollar bond; Probate court; Internet access of records;


0:53:16

JAIL ROOFING/CHILLER ROOF/BOILER ROOM DOOR BIDS:


Protective roof for Jail chiller; [Dog house]; Maine Made custom builders; NE Metal Builders; Boiler room door replacement; Boiler room door access control;


1:10:43

MOTIONER: McCarthy


MOTION DETAILS:


To send out an RFP for the replacement of the boiler room door


SECOND: Babson


DISCUSSION: No site visit


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


1:12:54

AUDITOR RFP/LETTER FROM MELANSON & HEATH:


Letter read into the record; Hiring a CFO; 2018 performance audit; Matrix consulting group; Human Resources; CFO job description; Deputy finance director; Advertising; Account reconciliation; NH Association of Counties appointment; Executive Board;


1:34:22

MOTIONER: Babson


MOTION DETAILS:


To appoint the HR director to the NH Association of Counties executive board.


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


1:35:00

AUDITOR RFP:


Time line requirements; State Statutory requirements; Historic review of audit completion by other NH Counties; Advertising locations; List of direct solicitations;


1:52:42

TABLED ITEMS: RSA 91-a: POLICY:


MOTIONER: Babson


MOTION DETAILS:


To remove the discussion regarding the Counties 91-a: policy from the table.


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


1:53:12

RSA 91-a: POLICY:


2015 Adopted version;


1:57:00

HEALTH INSURANCE CONSULTANT PROPOSAL:



1:59:21

TREASURERS ACTIVITY REPORT:


Lack of Financial department access; Door access card; Scott Egan: Plodizig Sanderson; Department of Revenue; RSA 29:1 Duties of Treasurer; Annual statement request; Lack of Communication; Avenue Inc. "seats" Access to financial software; Training; Site training; Avenue, Inc. contract review; Cybertron; Windows 10; Co-administrator; Public "seat" read only; Webex;


2:25:08

RSA 91-a: POLICY:


Handling Right to Know requests; Commission review of 91-a: requests; Safeguarding personal information;


2:34:35

TREASURERS ACTIVITY REPORT:


Finance office employee candidate; Hales Location: MS535; Hales auditors report; PILT: Payment in Lue of taxes; $45,000.00;


2:48:35

MOTIONER: Babson


MOTION DETAILS:


To pay Hales PILT


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: NO


MCCARTHY: Yes


2:50:11

HALES LOCATION:


CommissionerBabson: Conway Student;


2:52:25

EXECUTIVE COORDINATORS ACTIVITY REPORT:


Job Description approval; Education and experience;


2:57:43

MOTIONER: McCarthy


MOTION DETAILS:


To adopt the Executive Coordinators job description


SECOND: Bevard


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:58:34

MOTIONER: Babson


MOTION DETAILS:


To allow Chair: Bevard, to sign the Executive Coordinators job description.


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:59:23

EXECUTIVE COORDINATORS ACTIVITY REPORT:


Annual report printing;


3:00:25

COMMISSIONERS COMMENTS AND REPORTS:


County attorney; Non exempt/Exempt salary lines; Non public; Hourly/Salary employee expectations;


3:06:50

MEDIA QUESTIONS:


Ed Comeau: GovernmentOversite-com; Verbal 91-a: request; Plodzic Sanderson contract; Generated reports; Melanson and Heath audit completion; Reconciliation of accounts; Comeau versus Carroll County; Audit timeline not being followed by statute; Commissioner Babson: $16,000.00 county taxpayer funds;


3:13:28

FINANCIALS/COVID-19 REVENUE FUNDS/GOFERR:


KathleenArmstrong; Determination of supplemental budget request number; Appropriation/Expense; GOFERR application signature;


3:53:15

MOTIONER: Babson :


MOTION DETAILS: NON PUBLIC IN: TIME: 12:56


SESSION #1 07/15/2020 RSA 91-A:3 II (c)


SECOND: McCarthy


DISCUSSION: NONE


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: Bevard


MOTION DETAILS: NON PUBLIC OUT: 13:45


MOTION DETAILS: TO SEAL THE FOLLOWING:


SESSION #1 07/15/2020 RSA 91-A:3 II (c) SEALED


NOTE: Chair mentions a session #2 that was not added to the original motion;


SESSION #2: No information regarding this session;


SECOND: McCarthy


DISCUSSION: None


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:55:25

MOTIONER: McCarthy


MOTION DETAILS:


To hire a CFO


SECOND: Babson


DISCUSSION: Salary of position related to appropriated amount


BABSON: Yes


BEVARD: NO


MCCARTHY: Yes


3:57:52

COMPUTERS ASSIGNED TO EMPLOYEES:



4:00:56

MOTIONER: McCarthy


MOTION DETAILS:


To apply to the County convention for a supplemental appropriation based on figures 7/15/20


SECOND: Babson


DISCUSSION: NO


BABSON: Yes


BEVARD: NO


MCCARTHY: Yes


4:02:29

MOTIONER: Bevard


MOTION DETAILS:


To adjourn


TIME: 13:00


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes

Past Carroll County Commissioners Meetings