Carroll County Commissioners Meeting | October 28, 2020

Part 1 of 1

Meeting Notes

OPERATING BUDGET: $34,000.000.00. MANFEST 10/23/20: $576,334.65. BUDGET SUBMISSIONS:. -House of Corrections. -Commission NURSING HOME: -New bus- [RFP] -8 new card key locks.- [no bid] -Carpet tile replacement. -Vinyl floor replacement. NURSING HOME ANNEX EXPANSION:. -Architect.-[no bid] -Contractor. - COUNTY ATTORNEY'S OFFICE RENOVATIONS:. -Bathroom conversion. -Utility closet conversion. 2019 AUDIT COMPLETION TIMELINE:. -3 open items. CONTRACT AWARD:. -I.T. $109,000.00- [no bid.]


0:00:01

MEETING DATE: 10/28/2020


TIME IN: 09:10


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: xx


OFFICIALS ABSENT: None


EXECUTIVE COORDINATOR: Mellisa #Seamans


OTHERS PRESENT: Reference name #Slug


NOTE: GOVERNMENTOVERSITE-COM: xx



0:00:49

ADDITIONS TO AGENDA:


Non public session: 91-a:3 II (a) (b) (c) (c)


0:01:40

MOTIONER: #Babson


MOTION DETAILS:


Public meeting minute approval


DATE: 10/21/2020


SECOND: #McCarthy


DISCUSSION: NONE


CORRECTIONS: NONE


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:02:16

MANIFEST:


WEEK ENDING DATE: 10/23/2020


TOTAL: $576,334.65


0:02:31

BUDGET REVIEW: JAIL:[Same level-; Raised^; Lowered-v; Open-o;


.#Bachelder: [Budget justification documents distributed]; Overtime; Staff training; Admin salaries; List of Salaried employees; Admin salary reduction; Turnover; #Nancy; #Stoddard;


Nursing Salaries; Raises; Union salaries; Annual increase; Step increase; Retirement: 11.8% Medicare; Education/Training; Legal Fees; #LizBailey; Termination case; Medical supplies;


Medical Doctors- increase; MAT Program; $10,000.00; July start date: Law; Mental health; Grants; #JeanShaheen; Grant utilization; Northern Human Services; #Nancy: IDN salaries;


.#Mary[Crowhail]; [needs edit]; Inmate programs-; Fees/Services-; #Babson: Contingency fund; Contracted services-; [list of items within Fees/Services; Academy fees; Goal: 6 Corrections officers through Academy;


$500.00 per person; Office supplies; $500.00^; #Babson: Utilizing MVC purchasing; Paper purchases; Porter Office Supplies; Due/Licenses/Subscriptions-; NH Association of Counties-?;


.#Murray; Non food supplies: [list of items within Non food supplies; Chaplain; Meals^; Process of meal costing; Uniform expenses^; Inmate clothing-; Bidding-?;


Inmate bedding-; State female inmates: offenders compensation; Work compensation; Non sentenced; inmate accounts; Advertising-; Telephone-; Laundry Expense-; Ozone-; Travel-; Vehicle lease- o; Photo copier-o; Firearms/Training-v; Ammunition-;


Less lethal equipment-^; [List of less lethal equipment]; New equipment-^; Inmate meal cost per year: $239,805; 60 inmates; Process of estimating meal cost based on population;


New equipment: Taser mannequin; PUBLIC QUESTION: State inmate compensation; Cleaning; #Babson: Miscellanious SSA?; $1,000.00 Telephone; Electronic monitoring; Home confinement;


0:52:25

BUDGET REVIEW: JAIL: REVENUES[Same level-; Raised^; Lowered-v; Open-o;


[2019- Boarder revenue: $160,000.00; State boarders: $40,000.00;] [Sept: 2020: Boarders: $124, 994.00;] County Boarders; ACS; State: 0; PRIA GRANT: $96,000.00 2 YEARS; Grant Review Committee; GRANT: Justice and Mental health Collaboration program: $326,150.00;


NHDOJ; Shared Grant; Grant Review Committee; Northern Human Services; Inmate programs; #KevinWarwick; GRC process; SSI Discontinuation;


1:17:20

BUDGET REVIEW: COMMISSION[Same level-; Raised^; Lowered-v; Open-o;


Overtime: Executive Coordinator salaries; Group 1 contribution; Dues: NH Association of Counties; Town of Ossipee taxes?; Travel: Mileage-; Education/Conference-; Medicare expenses-v;


Photo copier expense; Copy use by department; Special fees and services; Facilities; Photo copier leases; Photo copier lease contract expiration; Single photocopier campus contract proposal;


Advertising/Posting; $300.00; Annual report; $700.00; Travel: $5,000.00; Unfunded liabilities; Salaried accrued time; Salaried sick time; Salaried vacation time; Personal days;


Non union personnel policy; New equipment: $500.00; Postage: $300.00; Office supplies; Settlement line; Proposal to move to HR; Proposal to move Settlement line to special fees and services; Cost of medical; Workers compensation rates;


Not to exceed agreement; Property liability insurance;


2:19:19

SPECIAL FEES AND SERVICES:


Auditors engagement contract; Melanson; Jail Audit; Bachelder Associates; Request to send letter to Melanson to provide jail audit; Additional Audit requirement; Accepting federal funds; $750,000.00;


Legal fees; Avenue access by department; Hales Location Audit; Medical insurance; Workmans Compensation rates; Dental insurance;


2:28:30

CAPITAL EXPENDITURES:


Water tower; Water system capacity report; #Murray; RFP; Encumbrances; $17,900.00; Oxygen concentrators; MVC Fiber optic upgrade; RFP: Bus replacement; State bidding process;


2:41:09

MOTIONER: #Babson


MOTION DETAILS:


To advertise an request for proposal to purchase of a 25 foot; 190 inch wheel base; Ford E450 6.81 Gas coach; or equivalent;


SECOND: #McCarthy


DISCUSSION: #Babson? why detail requirements: 25 foot; 190 inch wheel base; Ford E450 6.81 Gas coach.


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:45:23

CAPITAL EXPENDITURES:


.#Murray; Request to waive bid process; PROX card installation; AB Lock; 8 lock installation; 6 Camera installation; Location of 8 doors; Reason for cameras/lock installation; Deterrents;


2:53:31

MOTIONER: #McCarthy


MOTION DETAILS:


To waive the bidding process for the installation of PROX card locks and cameras by AB lock due to the continued positive performance of the installer;


SECOND: #Babson


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:54:12

CAPITAL EXPENDITURES:


.#Murray: Nurse station carpet tiles; Vinyl floor replacement 2 bathrooms-2020; Request to waive bidding process; Encumbrance request; History of floor replacement;


Annex subcommittee meetings; Architect; Annex building analysis; Each wing/Office areas; Daycare center; Architect design work; Budgeting estimates; Architect services appropriation;


Murray: Established contractor?


NOTE: No bidding process; Architect; Contractor; ? Needs further clarification;


3:18:17

COUNTY ATTORNEY OFFICE RENOVATIONS:


County Attorney Andruzzi; #Andruzzi; #Murray; Bathroom removal; Storage room conversion into office space; County Attorney Investigator;


3:29:12

COUNTY ATTORNEY LINE ITEM TRANSFERS:


Medical examiners budget; Medical examiners travel expenses; Transferring from Salary line; Education/Conferences; Transfers: 011-2020; 12-2020; 14-2020;


3:38:28

MOTIONER: #McCarthy


MOTION DETAILS:


To approve line item transfer request:


REQUEST NUMBER: 12-2020


AMOUNT FROM: 100-404110.028 $1,800.00


AMOUNT TO: 100-404150.029=$900.00.00; 100-404150.030=$500.00; 100-4150.032=$400.00


SECOND: #Babson


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:39:30

MOTIONER: #McCarthy


MOTION DETAILS:


To approve line item transfer request:


REQUEST NUMBER: 14-2020


AMOUNT FROM: 100-4110.017=$1,300.00


AMOUNT TO: 100-4150.070=$1,300.00


SECOND: #Bevard


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:40:49

.#Cullen: 11-2020; 13-2020;


3:41:59

RECESS: 12:50



3:42:13

RECONVENE: 12:59


Delegation meeting expenses; Line item transfer; 10-2020; Commission-Education/Conference to Delegation meeting expense; #Babson:


3:43:44

MOTIONER: #McCarthy


MOTION DETAILS:


To approve line item transfer request:


REQUEST NUMBER: 10-2020


AMOUNT FROM: 100-4100.017=$2,000.00


AMOUNT TO: 100-9370.075=$2,000.00


SECOND: #Bevard


DISCUSSION: #Babson: Money spent before it was appropriated; "The Chair of the Delegation should have known they were going over, so I'm voting no"


BABSON: NO


BEVARD: Yes


MCCARTHY: Yes


3:49:00

MOTIONER: #Bevard


MOTION DETAILS:


To approve line item transfer request:


REQUEST NUMBER: 15-2020


AMOUNT FROM: 100-4140.073=$374.42


AMOUNT TO: 100-4140.029=$374.42


SECOND: #McCarthy


DISCUSSION: #Babson: Amount/Cost; Towing; Conway; Chatham; Sanbornville; Revenue? General fund;


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:58:42

EXECUTIVE COORDINATORS ACTIVITY REPORT:


.#Seamans: Budget public hearing timeline; Delegation budget public hearing; Advertising for public hearing: Commission budget;


4:11:42

COMMISSIONER COMMENTS AND REPORTS:


.#McCarthy: #Cullen Right to know requests are awaiting commissioners review; #Seamans: Outstanding items; #Babson: Dedication of Berry Bay dam; Effingham; Freedom; Fish ladder;


Cullen; Auditors form; Email read into record; Auditors survey; Hiring a grant writer; 68 Hours of Hunger agency funding requests; #JanBrooks; Single town support; Ossipee=$5,000.00; County wide service requirement; Department head raises;


4:24:46

MEDIA QUESTIONS:


Comeau: 2019 audit completion; Commissioners public budget presentations; #Babson: Franchise fees;


4:31:58

MOTIONER: #Babson


MOTION DETAILS: NON PUBLIC IN: TIME: 13:35


SESSION #1 10/28/2020 RSA 91-A:3 II (c)


(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.


SESSION #2 10/28/2020 RSA 91-A:3 II (c)


(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.


SESSION #3 10/28/2020 RSA 91-A:3 II (a)


(a) The dismissal, promotion, or compensation of any public employee or the disciplining of such employee, or the investigation of any charges against him or her, unless the employee affected (1) has a right to a meeting and (2) requests that the meeting be open, in which case the request shall be granted.


SESSION #4 10/28/2020 RSA 91-A:3 II (b)


(b) The hiring of any person as a public employee.


SECOND: #Bevard


DISCUSSION:


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: #Bevard


MOTION DETAILS: NON PUBLIC OUT: 15:50


SECOND: [No second]


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: #Bevard


MOTION DETAILS: TO SEAL THE FOLLOWING:


SESSION #1 10/28/2020 RSA 91-A:3 II (c) SEALED


(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.


SESSION #2 10/28/2020 RSA 91-A:3 II (c) SEALED


(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.


SESSION #3 10/28/2020 RSA 91-A:3 II (a) SEALED


(a) The dismissal, promotion, or compensation of any public employee or the disciplining of such employee, or the investigation of any charges against him or her, unless the employee affected (1) has a right to a meeting and (2) requests that the meeting be open, in which case the request shall be granted.


SESSION #4 10/28/2020 RSA 91-A:3 II (b) UNSEALED


SECOND: #Babson


DISCUSSION: None


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


NOTE: The non public session numbers stated for the ingoing do not match the outgoing. The intent was to seal Session#1; Session#2; Session#3; Only the hiring is assumed to NOT be sealed.


4:35:15

MOTIONER: #Babson


MOTION DETAILS:


"That we give the I.T. contract to Cybertron of Belmont NH for a five year contract not to exceed $103,000.00 a year for five years and that would include a prorated figure of $6,000.00 for the registrar of deeds: Total: $109,000.00; " Effective March 2020;


SECOND: #McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


4:36:37

STATED REASONS WHY THE BIDDING PROCESS WAS WAIVED:


.#Babson: Waiving bid due to performance of Cybertron and an agreement to price; 18 years approx service;


4:38:59

LEGAL BILL: LIZ BAILEY:


$2,042.50: Legal bill: Jail; Phone calls;


4:40:34

MOTIONER: #Babson


MOTION DETAILS:


"To pay Phinney Base, who ever they are, Sheehan and Phinney, $2,042.50."


SECOND: #McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


4:42:19

RECESS


Check review and signing:


VIDEO END TIME: 16:11

Past Carroll County Commissioners Meetings