Carroll County Commissioners Meeting | July 22, 2020

Part 1 of 1

Meeting Notes

Jail Superintendent Resignation. 12,752.00 Jail roof repair. $48,000.00 Hales Payment in Lieu of Taxes. Chief Financial Officer position. 2019 Audit update.


0:00:01

MEETING DATE: 07/22/2020


TIME IN: 09:00


ROLL CALL OFFICIALS PRESENT: Commissioner: David L. Babson


ROLL CALL OFFICIALS PRESENT: Commissioner: Amanda Bevard


ROLL CALL OFFICIALS PRESENT: Commissioner: Terry McCarthy


ROLL CALL OFFICIALS PRESENT:


ROLL CALL OFFICIALS PRESENT:


ROLL CALL OFFICIALS ELECTRONIC:


OFFICIALS ABSENT: None


EXECUTIVE COORDINATOR: Mellisa Seamans


TOWN ADMINISTRATOR:


ADMINISTRATIVE ASSISTANT:


OTHERS PRESENT: Ed Comeau GovernmentOversite-com


OTHERS PRESENT: Joe Costello: County Treasurer


OTHERS PRESENT:


OTHERS PRESENT ELECTRONICALLY: Representative Glenn Cordelli


OTHERS PRESENT ELECTRONICALLY: Representative Susan Ticehurst


OTHERS PRESENT ELECTRONICALLY:


NOTE: GOVERNMENTOVERSITE-COM:



0:01:03

MOTIONER: McCarthy


MOTION DETAILS: PUBLIC MEETING MINUTE APPROVAL


DATE: 07/16/2020


SECOND: Babson


DISCUSSION: NONE


CORRECTIONS: Babson: Corrections grammatical; Not stated publicly; McCarthy: Hales motion regarding who motioned regarding PILTS.


MOTION DETAILS: PUBLIC MEETING MINUTE APPROVAL AS AMENDED.


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:04:18

PUBLIC INPUT:


Cordelli: Auditors letter; #MelansonHeath; 2019 audit schedule; Account reconciliation; Audit delay;


0:07:17

Manifest not available at this jump point; County Attorney report: Not able to attend;


0:08:36

JAIL ROOF REPAIR BIDS:


BobMurray: Maine Custom Builders; New England Metal buildings; Recommendation; $12,752.00; Mandatory site visits; Material;


0:12:48

MOTIONER: Babson


MOTION DETAILS:


To award the jail roof repair bid to New England Metal Roofing; Not to exceed $12,752.00;


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:13:27

WAGE AND COMPENSATION STUDY/CHEIF FINANCIAL OFFICER:


ChristopherHeroux; CFO specific; Delegation appropriation; Maine; Western Maine; Western New Hampshire; State update; Wage increase process; Union; Job descriptions; Advertising/Job postings; Bachelors Degree versus experience; 10 years experience; Progressive responsible financial leadership; GAP; General Accounting Principals;


0:30:00

WAGE AND COMPENSATION STUDY/CHIEF FINANCIAL OFFICER:


Advertising/Posting; Manchester Union Leader; Boston Herald; Indeed; Internal postings; CFO job description; Bachelors degree to highly desirable; Finance office staffing structure; Dividing the finance and Business staffing structure; 2021 budget; Zip recruiter;


0:38:54

MOTIONER: Babson


MOTION DETAILS:


To add to the job posting: Salary is commiserate with experience and years of service;


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:41:33

OLD NURSING HOME ANNEX EXPANSION COMMITTEE UPDATE:


Transitional housing; Daycare; Hope house; Architect; Legalities of daycare; Proximity to jail; Not having lessee pay for building repairs and upgrades; Mold status; Asbestos floor tiles;


0:48:02

HEALTH INSURANCE CONSULTANT:



0:50:16

TREASURERS ACTIVITY REPORT:


JoeCostello; RSA 29-1; Treasurers statutory responsibility; asKY5nT36HHMaxFqq4y7GGY9twnY6WEG


0:51:42

HALES LOCATION ACTIVITY REPORT/PILOT PROGRAM:


Payment in Lieu of Taxes; (PILOF); Payments sent to County versus payments sent directly to Hales location;


0:58:20

MOTIONER: Babson


MOTION DETAILS:


To suspend meeting to investigate PILOT payment process.


SECOND: McCarthy


DISCUSSION: Bevard: Payment already approved by commission; Seamans: When the correct numbers are established; Comeau: you can't suspend a meeting with a quorum to discuss public business.


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


1:02:40

HALES LOCATION ACTIVITY REPORT/PILOT PROGRAM:


Dunn and Bradstreet number; Dispersement process of PILOT funds; $9000.00 Annual Hales location budget appropriation; Hales location administration; Commission/Selectmen; 2019 $3,457.00; Federal government PILOT application process; Lack of access previous years budget data;


1:15:00

HALES LOCATION ACTIVITY REPORT/PILOT PROGRAM:


Lack of access previous years budget data; Formulations/County versus Municipalities/Unincorporated places; Harts Location PILOT; Conway PILOT;


1:42:59

HALES LOCATION ACTIVITY REPORT/PILOT PROGRAM:


Hales Location PILOT application; Establishing a specific PILOT account;


1:58:40

MOTIONER: McCarthy


MOTION DETAILS:


To pay Hales Location $48,000.00 for PILOT compensation.


SECOND: Babson


DISCUSSION: NO


BABSON: Yes


BEVARD: NO


MCCARTHY: Yes


1:59:50

MOTIONER: Bevard


MOTION DETAILS:


To authorize the Treasurer to sign registrar of deeds check in the amount of $22.00


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:01:04

AVENUE INC, COMPUTER SOFTWARE ACCESS "SEATS":


Access seat assignments; Read only public seat; Per computer license; 11 Licenses; Mountain View community; Purchase orders; Payroll; Mountain View Community; Journal Entries;


2:15:00

AVENUE INC, COMPUTER SOFTWARE ACCESS "SEATS":


Internal financial processes; Cost of training; Webex; Purchase Order module; Accounts payable modules; Department head training; Treasurer seat; Public access seat;


2:30:00

AVENUE INC, COMPUTER SOFTWARE ACCESS "SEATS":


Public access seat; Treasurer access; Website quarterly budget posting; Lack of public interest;


2:34:16

2019 AUDIT UPDATE:


Reconciliation of accounts; General fund; Payroll; Sweep account; Payroll Company; Checkmate; Grants; Prioritization; Nursing Home reconciliation; Transfer account;


2:48:44

EXECUTIVE COORDINATORS ACTIVITY REPORT:


Legal expense invoice; Clawson [needs edit]; Sheriffs department; Request for proposals: Auditing services; 8 NH based companies;


2:51:52

MOTIONER: Babson


MOTION DETAILS:


To have the commission direct solicit eight provided NH based auditing firms.


SECOND: McCarthy


DISCUSSION: RFP and Advertise; Union leader; #Babson: don't advertise; Bidding policy; No requirement to bid for services; Advertising;


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:59:05

EXECUTIVE COORDINATORS ACTIVITY REPORT/AUDITOR FIRM REQUEST FOR PROPOSAL (RFP):


Time requirements; Field work timeline requirements; Draft reports; State RSA deadlines;


3:04:41

MOTIONER: McCarthy


MOTION DETAILS:


To approve the request for proposal for auditing services.


SECOND: Babson


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:05:10

EXECUTIVE COORDINATORS ACTIVITY REPORT/COMPETITIVE BIDDING POLICY:


Bidding processing; Bidding for services; Equipment or materials; Commission maintaining flexibility;


3:13:14

EXECUTIVE COORDINATORS ACTIVITY REPORT/RIGHT TO KNOW (RTK) POLICY:


Process of receiving RTK requests; Process of calculating cost of RTK requests; Communication with requestor; Commission review and approval of outgoing RTK requests; Processing electronic RTK requests;


3:23:06

EXECUTIVE COORDINATORS ACTIVITY REPORT/SUPPLEMENTAL BUDGET HEARING:


Public hearing; Public education; Posting; Advertising; Long term funds; GOFERR funds; Delegation request for a budget projection;


3:25:18

EXECUTIVE COORDINATORS ACTIVITY REPORT/ANNUAL REPORT COMPLETION:



3:26:00

COMMISSIONER COMMENTS:


Babson: Blue Berry picking; Boy scouts; Tire invoice; Discount not applied; Onsite maintenance proposal;


3:31:48

HOC/ LINE ITEM TRANSFER REQUEST:


Medical salaries nursing to agency nursing; Nursing shortage; Medical leave;


3:36:33

MOTIONER: Babson


MOTION DETAILS:


To approve the transfer 2020-2; Transfer of $15,000.00 from Nursing Salaries to agency services 008 to 023 line.


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:37:12

HOC/ JASON HENRY/ACIVITY REPORT:


Inmate health issues; Strafford County; Pretrial; Inmate transportation process; Superintendent resignation letter read into record; Superintendent of Rockingham County; Pria Grant application; Exit interview completion request; Association of Counties; Certification board; Hiring; Staff updates;


3:46:34

MOTIONER: BABSON:


MOTION DETAILS: NON PUBLIC IN: TIME: 12:50


SESSION #1 07/22/2020 RSA 91-A:3 II (c)


SESSION #2 07/22/2020 RSA 91-A:3 II (b)


SESSION #3 07/22/2020 RSA 91-A:3 II (c)


SESSION #4 07/22/2020 RSA 91-A:3 II (a)


SESSION #5 07/22/2020 RSA 91-A:3 II (c)


SECOND: BEVARD


DISCUSSION: NONE


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: BEVARD


MOTION DETAILS: NON PUBLIC OUT: 00:00 [needs edit]


MOTIONER: BEVARD


MOTION DETAILS: TO SEAL THE FOLLOWING:


SESSION #1 07/22/2020 RSA 91-A:3 II (c) SEAL


SESSION #2 07/22/2020 RSA 91-A:3 II (b) JAIL HIRES (2)


SESSION #3 07/22/2020 RSA 91-A:3 II (c) SEAL


SESSION #4 07/22/2020 RSA 91-A:3 II (a) SEAL


SESSION #5 07/22/2020 RSA 91-A:3 II (c) SEAL


SECOND: McCarthy


DISCUSSION: None


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:50:29

MOTIONER: Bevard


MOTION DETAILS:


To adjourn


TIME: 00:00 [needs edit]


SECOND: McCarthy


DISCUSSION: NO


BABSON: Not present


BEVARD: Yes


MCCARTHY: Yes

Past Carroll County Commissioners Meetings