Carroll County Commissioners Meeting | November 10, 2020

Part 1 of 1

Meeting Notes

OPERATIONAL BUDGET: $34,000,000.00. MANIFEST: 11/06/2020 $54,322.17. BUDGET REVIEWS:. -Sheriff. -I.T. -Finance Office. CFO Activity report:. -2020 53rd payroll run: $400.000.00. BID RECOMMENDATIONS:. -Weather curtain: $13,600.00. COMMISSION REPORTS:. -Republican election AD. -Legal action agains logger. COMPLETE BUDGET REVIEWS: -Employee buyouts. -5.5 Million State required payment. (BEAS). BUDGET PROPOSAL:. -Dave Babson: Delegation Clothing Allowance. -Registrar/Deeds bonding. $600,000.00. RECORDS RETENTION/DISPOSTION:. -Policy creation. -Committee proposal. DRAFT COUNTY BUDGET:. -$35,195,733.00 increase of 495,769.00 1.4% PHOTO: Commissioner: David L. Babson, Sheriff: Dominic Richardi.


0:00:01

MEETING DATE: 11/12/2020


TIME IN: 09:04


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



0:01:10

MOTIONER: Babson


MOTION DETAILS:


Public meeting minute approval


DATE: 11/04/2020


SECOND: McCarthy


DISCUSSION: NONE


CORRECTIONS: NONE


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


0:03:54

MEDIA QUESTIONS:


Conway Daily Sun;


0:05:35

MANIFEST:


WEEK ENDING DATE: 11/06/2020


TOTAL: $54,322.17


0:06:46

BUDGET PRESENTATION: -County #Sheriff:



0:10:00

BUDGET PRESENTATION: -County #Sheriff:



0:20:00

BUDGET PRESENTATION: -County #Sheriff:



0:30:00

BUDGET PRESENTATION: -County #Sheriff:



0:40:00

BUDGET PRESENTATION: -County #Sheriff:



0:50:00

BUDGET PRESENTATION: -County #Sheriff:



1:00:00

BUDGET PRESENTATION: -County #Sheriff:



1:10:00

BUDGET PRESENTATION: -County #Sheriff:



1:14:42

BUDGET PRESENTATION: -I.T.



1:20:00

BUDGET PRESENTATION: -I.T.



1:30:00

BUDGET PRESENTATION: -I.T.



1:40:00

BUDGET PRESENTATION: -I.T.



1:50:00

BUDGET PRESENTATION: -I.T.



1:56:12

LINE ITEM TRANSFERS:


Registrar of Deeds; Sheriff; 2020-16; Telephone use; Covid-19; Remote; Attorney's Office; Telephone reimbursement; Reimbursement rate; Reimbursement policy;


2:01:55

MOTIONER: Bevard


MOTION DETAILS:


To approve line item transfer request:


REQUEST NUMBER: 2020-16


AMOUNT FROM: $172.00 Education Conference.


AMOUNT TO: $172.00 Telephone account/Registrar of Deeds;


SECOND: McCarthy


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


2:02:52

LINE ITEM TRANSFERS:


Line item transfers; Delegation meeting schedule; Jail line item transfers; Sheriff line item transfers;


2:04:53

CHIEF FINANCIAL OFFICERS- BUDGET PROPOSAL:


Purposed finance budget; Photo copier expense; Salary lines; Staff schedule; Delegation; Jail; Employee names versus position; ;


2:10:00

CHIEF FINANCIAL OFFICERS- BUDGET PROPOSAL:


Process of giving raises; Non union/Union raises; Annual salary; Hourly salary; #Houghton; Nursing Home; Finance positions;


2:20:00

CHIEF FINANCIAL OFFICERS- BUDGET PROPOSAL:


CFO Raise process; Probationary; April 1, 2021; 2% Raises; HR Salary study; Finance Director raise: 2%; Progressive raises; Photo copier expenses;


2:30:00

CHIEF FINANCIAL OFFICERS- BUDGET PROPOSAL:


Social Security; Employee schedule; Medicare; Inconsistencies; Photo copier expenses; Numerous photo copier contracts; 24 copiers; Copier consolidation; Porter Office Machines;


2:40:00

CHIEF FINANCIAL OFFICERS- ACTIVITY REPORT:


Reconciliation; Bond proposal: Nursing Home; PO system; Budget update; Budget presentation; Jail Grant proposals; 2 Grants; Grant Review Committee members; Grant Review Process; Delegation October financial update;


2:50:00

CHIEF FINANCIAL OFFICERS- ACTIVITY REPORT:


Line item transfers; Administrative salary lines; Extra payroll run; December 31, 2020; Department budget overrun; Accruals; 53rd payroll; 2%; Financial: Staff absence; Non Public; Calculating Jail labor cost; Group 1; Group 2; Weekday shift differentials; Weekend shift differentials; Holidays; Set salary schedules; Checkmate: Budget projections; Union Contract;


3:00:00

CHIEF FINANCIAL OFFICERS- ACTIVITY REPORT:


First draft of budget presentation; Delegation budget review process; Delegation public budget hearing process;


3:06:00

REQUEST TO WAIVE BID PROCESS- MVC: Dining capital expense:


Dining caddy's;


3:10:00

REQUEST TO WAIVE BID PROCESS- MVC: Dining capital expense:


Covid-19;


3:12:40

RECOMMENDATION ON BID FOR WEATHER CURTAIN:


Just Right Awnings; Installation date; Covid-19 compensation; Capital Expense line item; Aluminum; Installation details; Installation warrantee;


3:21:03

MOTIONER: Babson


MOTION DETAILS:


To award the weather curtain bid to Just Right Awnings; $13,600.00; Warrantee on installation; to allow Murray to sign contract;


SECOND: Bevard


DISCUSSION: NO


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:23:28

MOTIONER: Babson


MOTION DETAILS: NON PUBLIC IN: TIME: 12:24


SESSION #1 11/10/2020 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.


SECOND: Babson


DISCUSSION:


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: Bevard


MOTION DETAILS: NON PUBLIC OUT: 13.05


SECOND: McCarthy


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: Bevard


MOTION DETAILS: TO SEAL THE FOLLOWING:


SESSION #1 11/10/2020 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.


SECOND: McCarthy


DISCUSSION: None


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


3:25:23

RECESS:



3:25:37

COMMISSIONER COMMENTS AND REPORTS:


Babson: Republican ad; Small claims court; Logger; Legal action; Letter read into record: Mr. Woods; Logging area cleanup; Mr. Royce;


3:31:11

EXECUTIVE COORDINATORS ACTIVITY REPORT:


NOV 17 Commissioner budget proposal public presentation; Full Review of County Budget;


3:33:00

FULL REVIEW OF COUNTY BUDGET:


BEAS; Special fees and services; Jail revised budget; Labor costs; Sick time buyouts;


3:40:00

FULL REVIEW OF COUNTY BUDGET:


Staff detail sheet; Special fees and services: County auditor; 2020 audit; Single audit; Federal grants; Jail audit 2019-Encumbered; Hales audit; Bachelder Associates; Legal fees; Legal fees Sheriff; Legal fees Registrar; No Commission legal line; Settlement line; Payouts; TAN bond council; Sheehan Phinney; Liz Baily;


3:50:00

FULL REVIEW OF COUNTY BUDGET:


Deeds office suit; Tracking legal actions; Tracking legal fees; Settlements; Medical insurance; Health cost savings; Insurance refund; Workers compensation; Unemployment taxes; Dental insurance; Life safety fees; Jail medical expenses; Inmate medical fund; IDN: Bankrupt;


4:00:00

FULL REVIEW OF COUNTY BUDGET:


IDN: Bankruptcy; Deductible pay fund; Elective surgeries; Checkmate payroll; I.T.; Hales PILT; BEAS; Inmate medical;


4:10:00

FULL REVIEW OF COUNTY BUDGET:


Inmate medical; Contingency fund; Hepatitis C treatments; Line by line budget amounts read into record; BEAS; DPW salary;


4:20:00

FULL REVIEW OF COUNTY BUDGET:


County Convention; Jail salaries: Non Union; Salary increases; NH Retirement rate increase: Group 2: Buyouts; County Convention budget; Coordinators salary; Commissioners budget; Travel; Meeting attendance; Line item transfer; Babson: Delegation clothing allowance proposal;


4:32:43

MOTIONER: Babson


MOTION DETAILS:


To add $7,500.00 for a clothing allowance for Delegation members


SECOND: Fails for lack of second;


4:33:00

FULL REVIEW OF COUNTY BUDGET:


Babson: Adding $7,500.00 for a clothing allowance for Delegation members; Grant funds; Sheriffs grant funds; Jail grant funds; PRIA grant; Grant writer; #Warwick; Grant funding process; Jail Grant compliance; Auditing/Inspection;


4:40:00

FULL REVIEW OF COUNTY BUDGET:


Jail PRIA Grant; Victim Witness grant; Grant budgeting; #KevinWarwick; Registrar of Deeds bonding; Operating budget; Accrual payouts; Retirements; Accrual payouts by departments; Special fees and services; Outstanding union contracts;


4:50:00

FULL REVIEW OF COUNTY BUDGET:


Salary increases; Efficiency of department budget creation; 53rd payroll run- effects on budget; One weeks payroll: $400,000.00;- approx.; Pay scales; BEAS; Nursing Home budget; CFO- finance office comprehensive review;


5:00:00

FULL REVIEW OF COUNTY BUDGET:


Secondary review of budget; Commission budget public hearing; Budget draft/Website; Archival Bond; Registrar of Deeds budget;


5:06:55

MOTIONER: Bevard


MOTION DETAILS:


To accept the draft commissioners budget in the amount of: $35,195,733.00 increase of $495,769.00 1.4%;


SECOND: McCarthy


DISCUSSION: NO


BABSON: NO


BEVARD: Yes


MCCARTHY: Yes


5:08:37

EXECUTIVE COORDINATOR COMMENTS:


Storage container; Disposal of public records; Records retention committee formation; Municipal records committee; Records retention policy creation; Payroll records; #Babson; ;Scanning documents; Personnel records; Human Resources; Sheriff's office; Records management;


5:17:21

MEDIA QUESTIONS:


Quantity of records; Security of existing stored records; Non public records; Location of Non public minutes; Fireproof safe; Review of non public minutes; Existing Cease and Desist order to not destroy public records; Old financial server; RSA 91-a: RTK; Document showing the transfer account balances and signature; ACS to Avenue Inc.;


5:27:04

MOTIONER: Babson


MOTION DETAILS: NON PUBLIC IN: TIME: 00:00


SESSION #2 11/10/2020 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 #3 11/10/2020 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.


SECOND: Bevard


DISCUSSION:


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: Bevard


MOTION DETAILS: NON PUBLIC OUT: 00:00


SECOND: Babson


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


MOTIONER: Bevard


MOTION DETAILS: TO SEAL THE FOLLOWING:


SESSION #2 11/10/2020 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 #3 11/10/2020 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.


SECOND: Babson


DISCUSSION: None


BABSON: Yes


BEVARD: Yes


MCCARTHY: Yes


5:29:54

MOTIONER: Bevard


MOTION DETAILS:


To adjourn


TIME: 00:00

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