Carroll County Commissioners Meeting | September 30, 2020

Part 1 of 1

Meeting Notes

OPERATING BUDGET: $34,000,000.00. MANIFEST: 09/23/20: $40,017.00. Farm activity report. County water system capacity. Blueberry grove MOU-Scouting Community. CheckMate payroll processing contract review. 2019 Audit report: Continued open items. Chief Financial Officer report. 2020 Audit resolution request to Delegation. PHOTO: Commissioner David L. Babson, Fergus Cullen, New Chief Financial Officer.


0:00:01

MEETING DATE: 09/30/2020


TIME IN: 09:00


ROLL CALL OFFICIALS PRESENT: Commissioner: David L. Babson


ROLL CALL OFFICIALS PRESENT: Commissioner: Amanda Bevard


ROLL CALL OFFICIALS PRESENT:


ROLL CALL OFFICIALS ELECTRONIC: Commissioner: Terry McCarthy


OFFICIALS ABSENT: None


EXECUTIVE COORDINATOR: Mellisa Seamans


OTHERS PRESENT: Ed Comeau GovernmentOversite-com


OTHERS PRESENT: Reference #slug


OTHERS PRESENT: Reference #slug


OTHERS PRESENT ELECTRONICALLY:


OTHERS PRESENT ELECTRONICALLY:


OTHERS PRESENT ELECTRONICALLY:


NOTE: GOVERNMENTOVERSITE-COM:



0:01:00

ADDITIONS TO THE AGENDA:


.#Cullen; CFO weekly report; Auditor report update email; [Re: late audit completion]


0:02:15

MOTIONER: Babson


MOTION DETAILS: PUBLIC MEETING MINUTE APPROVAL


DATE: 09/16/2020


SECOND: McCarthy


DISCUSSION: NONE


CORRECTIONS: NONE


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:03:02

MOTIONER: Babson


MOTION DETAILS: PUBLIC MEETING MINUTE APPROVAL


DATE: 09/23/2020


SECOND: McCarthy


DISCUSSION: NONE


CORRECTIONS: NONE


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:04:18

PUBLIC INPUT:


.#KarenBanks; Whitehorse Addiction services; Transitional housing; Center Ossipee; Kalled Law Office property; Carroll County water system; Septic; 1967; Water capacity report; Ossipee zoning ordinances; Planning board approvals; Independent consultants; Water capacity study; Cost burden;


0:08:17

MANIFEST:


WEEK ENDING DATE: 09/23/2020


TOTAL: $40,017.35


0:08:50

FARM MANAGER ACTIVITY REPORT:


.#WillDewitt; Hay season totals; Round bales; Sales; Deliveries; Revenue totals; 2nd cut; Wrapper equipment; Lawn mowing; Water meter readings; Water testing; Sewer maintenance; Square baler; Pick up tines; Extended hay fields; Brush clearing; Field rock removal; Camp wood revenue; Administrative building relocation of offices; Vehicle inspections;


0:17:30

COUNTY WATER SYSTEM CAPACITY:


.#WillDewitt; Ossipee zoning board; Water capacity plan; 1999; Engineering study; Upgraded 2001; Bedrock well installation; Existing/Old reservoir; Fire protection; Fire pond; 1999 survey: capacity report; Ossipee Village hookups; Jail; Nursing home; County water system policy; Impact study; Fire suppression requirements; Back flow devices; Back flow device testing requirement; Assisted living; Water system diagram; GSi; Granite State Water; Old Nursing Home Annex; Water system bond; Assisted living study; Weight of hay bales; Seasonal grounds keepers; Grounds maintenance; Old Jail boilers stored behind nursing home; Author Wood agreement;


0:52:16

BLUEBERRY BUSH MEMORANDUM OF UNDERSTANDING WITH SCOUTS TROOP 142:


.#TomBrown; 5 Year to 3 year; MOU details; Scouts; Business plan; Mulching; Fertilization; Trimming schedule; Witches broom; Pruning; Winter kill; Monthly communications; Liability; Blueberry harvesting; Blueberry picking; Picking schedule; Donated pints/quarts; Fertilizer donations; #ClarkGrainStore; Nursing home; Meals on wheels; Farmers Markets; Tamworth Farmers market; Restaurant sales; Blueberry production;


1:13:50

MOTIONER: McCarthy


MOTION DETAILS:


To sign the MOU between Carroll County Commissioners and the scouting community


SECOND: Babson


DISCUSSION: Adding start and end dates on MOU; Removing County Administrator and replacing line with Carroll County Commission.


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


1:19:03

CHECKMATE PAYROLL AGREEMENT:


.#JoshRobinson; [Zoom Sound quality was poor, Robinson will switch to telephone at: 1:33:53]


4% increase; Live check processing;


1:33:53

CHECKMATE PAYROLL AGREEMENT:


.#JoshRobinson; #FergusCullen; Annual value of contract; HR module fees; Benefits administration; Training; Certifications; HR module details; Predictive Data analytics; Workforce management dashboards; Cost of labor dashboard; Overtime tracking; Data visualizations; General Ledger file output; Payroll financial audit support; Time/Labor management; Accrual tracking; Pay statements; Accrual profiles; One time set up fees; Open enrollment configuration; Salary employees sick time tracking; Salary vacation time tracking; Time card utilization; GL: General Ledger import; #KathyArmstrong;


2:04:15

CHECKMATE PAYROLL AGREEMENT:


CFO recommendation; Government contract statement: "Contingent on County Delegation appropriation"; HR Module implementation; #ChrisHeroux; Amended contract details; Amended contract distribution; Effective date;


2:17:20

CHECKMATE PAYROLL AGREEMENT:


.#Babson; Abstaining from vote to accept due to not understanding the contract details; #Cullen; $90,000.00 approximate contract price for all modules;


2:22:00

MELANSON [AUDITOR] EMAILED REPORT ON LATE 2019 AUDIT:


.#Seamans; #Bevard; #Babson; #Comeau; McCarthy; #Cullen; Verbal request for a public copy of emailed report; Submitting reports in a public meeting without review; Chair intimates concern over receiving reports "on the fly."; October 1, 2020 audit completion date;


2:28:15

MOTIONER: Bevard


MOTION DETAILS:


To " have no more new information be given to us [the commission] in the meeting, without being sent to us prior to the meeting or after the meeting, so we [the commission] will have time to digest it."


SECOND: Babson


DISCUSSION: Arrival time of emailed report; Amended to add if it an emergency; #babson: we don't need a motion; Melanson agreed to send report: September 30, 2020;




AMENDED MOTION: McCarthy


MOTION DETAILS: To table the motion.


SECOND: Bevard


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:36:40

CHIEF FINANCIAL OFFICER ACTIVITY REPORT:


.#Cullen; Report distributed; Desktop computer; Provided Avenu financial software access; Department head meeting; Deliverables; 3rd quarter financials; Budget actuals; Cross training; How to manual; Weekly report system on Tuesday; #PaulaCoats; Mountain View Community; Checkmate contract review; Researched other counties payroll and financial system processes; Check preparation; I.T. Committee meeting; Close out 3rd quarter financials; Bank reconciliations;


2:42:33

EXECUTIVE COORDINATORS ACTIVITY REPORT:


.#Seamans; Audit resolution; Delegation; Bachelder Associates;


2:44:42

MOTIONER: Babson


MOTION DETAILS:


To approve the resolution requesting permission from the Delegation to engage Bachelder Associates in providing the 2020 audit. At a price not to exceed "what was previously voted on last week."


SECOND: McCarthy


DISCUSSION: Cost not included in motion, but the cost is $40,057.00 was added post meeting. Commission agrees to let EXE Coord. to add cost to motion and use commissioners signature stamp.


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:48:30

LINE ITEM TRANSFER 202009:


.#Bachelder; Jail Superintendent; Vehicle repairs; Nursing home meal shuttle van; Vehicle inspection; Leased vehicle use;


2:49:54

MOTIONER: Babson


MOTION DETAILS:


To approve line item transfer request:


REQUEST NUMBER: 202009


AMOUNT FROM: Not provided verbally, request transfer sheet


AMOUNT TO: $3,000.00


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:51:00

LINE ITEM TRANSFER: 202009


.#Babson: Providing repairs on campus; Liability; Commissioners stamp: #McCarthy;


EXE COORDINATORS ACTIVITY REPORT:


Delegation upcoming EXE meeting schedule; Mr. Wood MOU; #WendyScribner; Small Claims Court action proposal; Requested Non Public; I.T. Committee report; Draft RFP process; #JonRich; Contract amendments; Employee input; Scope of I.T. Committee; List of departments attending I.T. meeting; DPW=Tablet use for water system software; I.T. Budget; Department head meeting schedule; Budget timeline creation/Implementation; 91-a: training expenditure; $40.00; Check signing: Manifest approval process;


3:11:08

COMMISSIONERS ACTIVITY REPORTS:


.#Babson; Hales Location Carbonite computer back up; Reimbursement process; Credit card use; Expired contract;


3:14:30

MEDIA QUESTIONS:


.#governmentoversite; #Comeau; Providing meeting packets for the public; Email System failures; #JonRich; 2019 timeline for completion; 91-a: requested documents within meeting: Communications between Melanson and County business office; Carbonite versus Barracuda; Regional appropriations; Establishing benchmarks that must be reached to receive funding;


3:19:21

PUBLIC COMMENTS:


.#KarenBanks; Ossipee town ordinances; Interpreting town ordinance; County water system capacity/Study; Whitehorse Addiction services; Taxpayer funding of zoning application requirements; 2019 Audit timeline; 2019 audit exceeding statutory requirement of completing audit 120 days after close of books;


3:25:45

MOTIONER: Bevard


MOTION DETAILS:


To adjourn


TIME: 12:26


SECOND: Babson


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes

Past Carroll County Commissioners Meetings