Carroll County Commissioners Meeting | September 2, 2020

Part 1 of 1

Meeting Notes

Manifest: $517,734.97. Nursing Home Covid-19 update. CheckMate Payroll system/General ledger data import. Cost of processing right to know requests. Reconciliation of accounts. PHOTO: Exe. Coordinator: Mellisa Seamans; Rep. Lino Avellani; Commissioners: Terry McCarthy and Amanda Bevard


0:00:01

MEETING DATE: 09/02/2020


TIME IN: 09:05


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 ELECTRONIC:


OFFICIALS ABSENT: None


EXECUTIVE COORDINATOR: Mellisa Seamans


OTHERS PRESENT: Ed Comeau GovernmentOversite-com


OTHERS PRESENT: Joe Costello, Treasurer


OTHERS PRESENT: Rep. Lino Avellani


OTHERS PRESENT: Rep. Glenn Cordelli


OTHERS PRESENT: Christopher Heroux, Human Resource Director


OTHERS PRESENT: Daymond Steer, Conway Daily Sun


OTHERS PRESENT ELECTRONICALLY: Howard Chandler, Nursing Home Administrator


OTHERS PRESENT ELECTRONICALLY: Josh Robison, Checkmate payroll


OTHERS PRESENT ELECTRONICALLY: Kathleen Armstrong, Finance Director


NOTE: GOVERNMENTOVERSITE-COM:



0:01:57

CALL TO ORDER/PLEDGE:



0:02:33

ADDITIONS TO THE AGENDA:


Non public RSA 91-a:3 II (b); Human Resource; Hiring;


0:02:55

MOTIONER: Babson


MOTION DETAILS: PUBLIC MEETING MINUTE APPROVAL


DATE: 08/26/2020


SECOND: McCarthy


DISCUSSION: NONE


CORRECTIONS: NONE


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:03:13

Jail report; Treasurers report; Melanson contract;


0:04:37

MEDIA QUESTIONS:


Website Improvements;


0:05:33

PUBLIC INPUT:


Rep. Glenn Cordelli; Checkmate; Commissioner Babson; Human Resource information module;


0:08:02

MANIFEST:


WEEK ENDING DATE: 08/28/2020


TOTAL: $517,734.97


0:08:17

PUBLIC COMMENT:


COMEAU RSA 91-a: request update; Email Communication between Melanson/Finance office;


0:10:00

QUARTERLY BUDGET REVIEW:


[Cross Talk:};#Daledrew; Blueberries; Scouts; RFP tracking form;


0:15:56

MOUNTAIN VIEW COMMUNITY NURSING HOME ACTIVITY REPORT:


Nursing Home Covid-19 update


;#HowardChandler; Covid-19; Screening process; Testing process; National Guard; Asymptomatic; 14 Day quarantine protocol; Nursing home bed status; Hold on new admissions; Effects of social isolation; Staff/Resident moral; Onshift Scheduling software; Kronos; Checkmate; #LesieHoughton; Assisted living study; Nursing Home finance review; Cares Act funding; Long term stabilization fund; No agency use; Vaccine; Staff retention;


0:39:39

PUBLIC QUESTION:


Resident voting process;


0:42:28

QUARTERLY BUDGET REVIEW:


Expenses: June 30; Reported over expended administrative salary line; May transfer; Settlement line; Lack of transfer request; No Delegation approval; CFO salary; June 30;


0:54:34

QUARTERLY BUDGET REVIEW:


Revenue: June 30; Registrar of Deeds; Jail Boarders; Lack of State payments;


1:00:42

CHECKMATE PAYROLL; JOSH ROBINSON:


CheckMate Payroll system/General ledger data import


Union schedules; Overtime; Shift differentials; Jail employees; Software configuration; Kronos time management; General ledger; Stipends; Importing reports; Conduence[needs edit]; Account number assignments; Budget; GL mapping; Changes in regulations; DOL Audits; Audit assistance;


1:26:23

CHECKMATE PAYROLL; JOSH ROBINSON:


Rep. Lino Avellani; GL mapping; Budget changes; Stipends; Added departments; New employees; Dental/Health insurance; Sweep accounts; General Ledger maintenance; Payroll system mapping; Complexity of general ledger; Live checks; Clearing checks manually;


1:47:43

CHECKMATE PAYROLL; JOSH ROBINSON:


Rep. Lino Avellani; Manual entries; Sweep account use; Abandoned property; Un-cashed checks; Stop payment transactions;


1:54:00

CHECKMATE PAYROLL; JOSH ROBINSON:


Rep. Glenn Cordelli; Accusing Checkmate; Constant changes in the general ledger; Changes in appropriation; Reconciling live checks; Bank processing issues; Communications between/Commission/Finance office; Direct deposits; Electronic payments; General ledger changes;


2:03:43

CHECKMATE PAYROLL; JOSH ROBINSON:


New contract; Existing contract expires 10/2020;


2:07:48

MEDIA QUESTIONS; PUBLIC QUESTIONS:


;#DaymondSteer: Conway Daily Sun; Breakdown of financial issues; Live check processing; Medical insurance changes; GL mapping; Inclusion of CFO in Checkmate contract; GL Account changes; Delegation authorizations; Checkmate price increase: Medical insurance deduction changes in GL; Human Resource payroll module; Date range of contract; Term;


2:28:39

RECESS:


2:28:56

2020 AUDIT SERVICES RFP:


Melanson; Bachelder; Reference review; #JoeCostello;


2:37:26

EMPLOYEE MEDICAL INSURANCE:


Use of insurance brokers; RFP use; Medical/Dental; Draft RFP; Belknap County; Committee formation; Employee input;


2:42:05

EXECUTIVE COORDINATOR ACTIVITY REPORT:


Cost of processing right to know requests


Completion of Annual Report; Mailed copies; Minute man press invoice; Transfer request; Annual report over budget; $40.00; Annual report printing RFP; Binding options; #DaleDrew; Blueberry: MOU; 2021 Regional appropriations; End 68 hours of hunger; Regional appropriations applications; #Babson: Right to know request processing; Cost of processing right to know requests; Hales location annual meeting; Line item transfers; Delegation EXE authorization of line item transfers; Damaged Fire Hydrant; Department head meeting schedule;


3:16:11

HALES LOCATION ACTIVITY REPORT:


Legal invoice; School District; State funds; Legal bills; Settlement line; Legal line; #KenRobshaud;


3:22:58

MOTIONER: Bevard


MOTION DETAILS:


To pay Hales Location administrator: $1,000.00;


SECOND: McCarthy


DISCUSSION: Babson: Bad policy to have one signature on check.


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:25:04

COUNTY TREASURER ACTIVITY REPORT:


Reconciliation of accounts


Treasurer requests a response from letter submitted regarding lack of financial office cooperation; Right to know request emails; Department reconciliations of accounts; Balancing of payroll accounts; Proof of reconciliation processing;


3:37:24

COMMISSIONER'S COMMENTS AND REPORTS:


.#JasonHenry; HOC Vehicle; Lease purchase; Vehicle inventory list creation; Future vehicle purchases; Sheriff Department; DPW Department vehicles;


3:45:07

MOTIONER: Babson


MOTION DETAILS: NON PUBLIC IN: TIME: 12:45


SESSION #1 09/03/2020 RSA 91-A:3 II (b)


SECOND: Bevard


DISCUSSION:


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: Bevard


MOTION DETAILS: NON PUBLIC OUT: 00:00


MOTIONER: Bevard


MOTION DETAILS: TO SEAL THE FOLLOWING:


SESSION #1 09/03/2020 RSA 91-A:3 II (b) SEALED


SECOND: Babson


DISCUSSION: None


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:46:19

MOTIONER: Bevard


MOTION DETAILS:


To adjourn


TIME: 13:30

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