Carroll County Commissioners Meeting | October 7, 2020

Part 1 of 1

Meeting Notes

OPERATIONAL BUDGET: $34,000,000.00. MANIFEST 10/02/20: $94,539.53. Energy upgrade project update. Jail roof leak repairs. Department budget proposals. Employee raises without evaluations. Nursing Home weather curtain RFP. Encumbrance: Nursing home bus: $85,000.00 Tax Anticipated Note borrowing: Motion: Up to $21,000,000.00. New CFO Activity report/2019 audit-Timeline to completion. Two Newly hired Jail Corrections Officers. PHOTO: Commissioner: Terry McCarthy, Amanda Bevard, David L. Babson.


0:00:01

MEETING DATE: 10/07/2020


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 ELECTRONIC:


OFFICIALS ABSENT: None


EXECUTIVE COORDINATOR: Mellisa #Seamans


OTHERS PRESENT: Ed #Comeau GovernmentOversite-com


OTHERS PRESENT: Joe #Costello, Treasurer


OTHERS PRESENT: Fergus #Cullen, CFO


OTHERS PRESENT ELECTRONICALLY: Bob #Murray, Facilities Manager


OTHERS PRESENT ELECTRONICALLY: Howard #Chandler, Mountain View Community


OTHERS PRESENT ELECTRONICALLY: Representative Susan #Ticehurst


NOTE: GOVERNMENTOVERSITE-COM:



0:00:47

AGENDA ITEM ADDITIONS:


Non Public sessions: RSA 91-a: 3 II (b) (c);


0:01:15

MOTIONER: McCarthy


MOTION DETAILS:


Public meeting minute approval


DATE: 09/30/2020


SECOND: Babson


DISCUSSION: NONE


CORRECTIONS: NONE


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:03:19

MANIFEST:


WEEK ENDING DATE: 10/02/2020


TOTAL: $94,539.53


0:03:34

FACILITIES MANAGER ACTIVITY REPORT:


.#Murray; Report distributed; Covid-19 restrictions; Maintenance procedures; Budget; Safety inspections; Siemens Energy Upgrade completion; Humidifier start ups; Nursing home; Administration building; HVAC automation; Jail roof leak repairs; Another leak discovered;


Jail maintenance; Consolidated Communication Project; Administration building; Mountain View Community; Mountain View Fiber optic upgrade; RFP on hold; Loading dock leveler; Loading dock approach reconstruction; Administration building boiler door replacement;


Administration window replacement; Window work not started; County vehicle inspection; Pellet boiler; Pellet supplies; Pest control; Covid-19 restrictions; Halloween decorations; Recreation staff; Administration Building office relocation; DPW; Jail Maintenance; #Babson: Vehicle inspection; Northern Tire; 2 Cars; Truck; Bus; Weather curtain RFP;


0:13:00

TREASURERS' PROPOSED BUDGET PRESENTATION:


.#Costello; #Bevard; Official budget numbers; Sept. 30, 2020; Year to date; Travel expenses; Deputy Treasurer; $250.00; Treasurers salary increase; Delegation; Medicare; Social Security; Dues license subscriptions; $75.00; Cell phone $540.00; Travel expenses: $200.00 increase; Delegation meeting trips; Total: $10,637.00; -$1,005.00; =$9,632.00; From=$9,279.00 year previous;



#Babson: Telephone increase?; Travel/Mileage; #Bevard: %10 increase; Requested %3 per department; #Babson: Dues license and subscription; NH Treasurers Association; #Bevard: Capital improvements?; Budget acceptance timeline; November 10, 2020; Draft budget; Public Hearing; December 18, 2020;


0:25:05

HUMAN RESOURCE PROPOSED BUDGET PRESENTATION:


.#Heroux; 2021 budget; Budget mission statement; 2.5% increase over 2020; #Bevard; Budget Salaries: HR Director; HR Generalist: MVC; #Houghton; Education Conferences; $3,400.00; Professional HR certification=$1,200.00; Primex onsite risk management summit=$400.00;



NH Association of Counties annual conference; $200.00; National Association of Counties annual conference=$1,600.00; Employee covering certification costs; #Babson: Deputy Attorney's;



Water Certification; Facilities manager; CheckMate, Inc. HR Modules; Copier invoice error; $400.00; .#Babson: Overtime; HR Generalist to exempt employee; Salary; County Wage analysis: HR exempt employee to $28.00 per hour; #Bevard: Across the board raises; Evaluations;



MVC negotiations; Non union raises; 2020 budgeted $15,000.00 wage analysis; In house wage analysis; #Babson: Non union raises; April 1, 2020; Anniversary dates;


0:46:41

RFP: BUS REPLACEMENT:


.#Murray; #Chandler; Encumber $60-70,000.00 for 2021 for bus purchase;


0:48:30

MOTIONER: Babson


MOTION DETAILS:


To encumber $85,000.00 for a new coach/bus in 2021 for MVC;


SECOND: McCarthy


DISCUSSION: Including weather curtain in motion; Encumbering process; #Cullen: Capital reserve fund proposal; Transfer from 2020 capital; GOFERR funding;


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:55:00

RFP: WEATHER CURTAIN:


.#Murray; Ice and snow removal; Staff entrance; Savings on shoveling;


0:56:43

MOTIONER: Bevard


MOTION DETAILS:


To move forward with the RFP for a weather curtain installation at the entrance of MVC.


SECOND: Babson


DISCUSSION:


.#Babson; Types of weather curtains; Curtain longevity;


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


1:03:32

BUDGETS: INTEREST EXPENSE/LONG TERM DEBT:


.#Chandler; 100% Covid-19 free; BUDGETS: 9100 8160; Hales Location budget review process; Hales Location budget committee; #Costello; Hales budget preview; Hales Location annual association meeting; #Seamans: Long term debt; Tax Anticipated Note; TAN rates;


Interest expenses; $6.5 million TAN; Approximation of interest expense; $16,000.00; Budgeted $82,000.00; TAN negotiation timeline; October 19, 2020; Delegation meeting; Commission authorization to Treasurer for TAN borrowing; Public hearing; December 1, 2020;


$17,000,000.00; Authorized $21,000,000.00; Line of credit; Cash flow projections; Bank formulation; #Seamans: Delegation: January 2020=$17,000,000.00; March 13, 2020=;


1:17:32

MOTIONER: Babson


MOTION DETAILS:


To authorize the Treasurer to investigate the 2021 TAN to a level up to $21,000,000.00


SECOND: McCarthy


DISCUSSION:


.#Babson: TAN note interest payment; December 17, 2020; Simple interest; Collection of taxes; 1%;


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


1:20:56

BUDGET: LONG TERM DEBT:


.#Bevard; Bond; Siemens Energy upgrade;


1:21:50

CHIEF FINANCIAL OFFICER ACTIVITY REPORT:


.#Cullen; Expense side 3rd quarter actuals into budget; End of 3rd quarter payroll; Transfer requests; I.T. projects; Delegation transfer investigation committee workload; Draft Checkmate contract; Contingent on Delegation funding; Accounts payable; 2019 Audit;


Quarterly water Department billing; Monthly audit: Dental/Vision/Insurance; Revenue report/Nursing home accounting/General ledger; Transfers; Cross training; #Bevard: Copy Commission/Investigative committee report; #Babson: Bank reconciliations not completed;


2019 Audit; #Cullen: Signature stamp policy; Signature stamp use; Signature stamp policy annual review; Securing signature stamps; Approval of vendor forms; #Babson: #Murray; Registrar of Deeds; Treasurers stamp use; #McCarthy: CFO responsible for vendor list;


Anti fraud measures; Phishing schemes; Finance department budget; Separating Commission budget from finance budget; Copier contacts; Water bubblers; Electric/Propane contract; Avenue access; #Babson: Melanson audit completion timeline;


1:45:23

JAIL SUPERINTENDENT LINE ITEM TRANSFER/VEHICLE INSPECTION:


.#Bachelder; Expired vehicle inspection; Vehicle=$1,200.00 to pass; Inmate food service vehicle;


1:59:50

EXECUTIVE COORDINATORS ACITIVITY REPORT:


.#Babson; I.T.; Cybertron contract; Non public review;


2:02:42

HALES LOCATION:


.#Costello: Invoices; Carbonite back up software; Debit card proposal; #Babson: Carbonite requiring credit card; $84.00 annually;


2:05:00

MOTIONER: Bevard


MOTION DETAILS:


To authorize the treasurer to sign check for reimbursement for Carbonite $84.00; and Hales Location Administrators salary; [No amounts stated in motion]


SECOND: Babson


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:05:24

MOTIONER: Babson


MOTION DETAILS:


To allow the Hales Location Administrator to purchase the annual Carbonite Back up service and the County will reimburse.


SECOND: Bevard


DISCUSSION: #McCarthy: Ask the Admin. if using her personal credit card is acceptable before proceeding.


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:07:31

.#Costello: Hales Location Administrators report available; *


2:08:05

COMMISSIONERS ACTIVITY REPORTS:


.#McCarthy; Legal invoice paid by another party;


2:10:27

MOTIONER: Bevard


MOTION DETAILS:


To authorize payment to Burkeshire [needs edit] $2,500.00


SECOND: McCarthy


DISCUSSION:


.#Costello: Budget detail;


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:12:40

COMMISSIONERS ACTIVITY REPORTS:


.#Bevard: Jackson Lewis invoice; Legal expense; #Belisle; Sheriff; #Babson: Non meeting versus Non public meeting; Attorney client conference call; #Costello:? Education funding question; #Babson: Fryeburg Academy versus Kennet; Liz Bailey invoice;


2:18:38

MEDIA QUESTIONS:


Non public versus non meetings to discuss legal invoices; Checkmate public discussion of contract; Comeau RSA 91-a: Request-Communications between Auditor Melanson and Carroll County business office NOT filled;


2:20:30

COMMISSIONERS ACTIVITY REPORTS:


.#Babson: Discussing contracts in public; Contact for services; Discussing performance versus contract details; #Seamans: Another 91-a: requests not related to finance; #Bevard: Awaiting appointment;


2:23:48

MOTIONER: Babson


MOTION DETAILS: NON PUBLIC IN: TIME: 11:32


SESSION #1 10/07/2020 RSA 91-A:3 II (b)


The hiring of any person as a public employee.


SESSION #2 10/07/2020 RSA 91-A:3 II (b)


The hiring of any person as a public employee.


SESSION #3 10/07/2020 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 the public body itself, unless such person requests an open meeting. This exemption shall extend to 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.




SECOND: Bevard


DISCUSSION: Commission wanted to discuss contract in non public;


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes




MOTIONER: Bevard


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


SECOND: McCarthy


MOTION DETAILS: TO SEAL THE FOLLOWING:


SESSION #1 10/07/2020 RSA 91-A:3 II (b) NOT SEALED


The hiring of any person as a public employee.


SESSION #2 10/07/2020 RSA 91-A:3 II (b) NOT SEALED


The hiring of any person as a public employee.


SESSION #3 10/07/2020 RSA 91-A:3 II (c) SEAL


Matters which, if discussed in public, would likely affect adversely the reputation of any person, other than a member of the public body itself, unless such person requests an open meeting. This exemption shall extend to 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.


DISCUSSION: None


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:29:35

Two new correction officers hired;


2:30:43

MOTIONER: McCarthy


MOTION DETAILS:


To adjourn


TIME: 00:00 [Needs edit]

Past Carroll County Commissioners Meetings