Carroll County Delegation Meeting | October 20, 2020

Part 1 of 1

Meeting Notes

Past due: 2019 Audit update (Melanson). Resolution vote: 2020 Auditor services. (Bachelder Associates). RSA 24:17 Investigative committee conclusion. 3rd quarter Expense/Revenue review.


0:00:01

MEETING DATE: 10/19/2020


TIME IN: 10:00


LOCATION: 95 Water Village Rd, Ossipee NH




ROLL CALL OFFICIALS PRESENT: Representative: :Lino #Avellani


ROLL CALL OFFICIALS PRESENT: Representative: Ed #Butler


ROLL CALL OFFICIALS PRESENT: Representative: Ed #Comeau


ROLL CALL OFFICIALS PRESENT: Representative: Glenn #Cordelli


ROLL CALL OFFICIALS PRESENT: Representative: Edie #Desmarais


ROLL CALL OFFICIALS PRESENT: Representative: John #Macdonald




ROLL CALL OFFICIALS ELECTRONIC: Representative: William #Marsh


ROLL CALL OFFICIALS ELECTRONIC: Representative: Tom #Bucco


ROLL CALL OFFICIALS ELECTRONIC: Representative: Bill #Nelson


ROLL CALL OFFICIALS ELECTRONIC: Representative: Karel #Crawford


ROLL CALL OFFICIALS ELECTRONIC: Representative: Anita #Buroughs


ROLL CALL OFFICIALS ELECTRONIC: Representative: Steve #Woodcock


ROLL CALL OFFICIALS ELECTRONIC: Representative: Jerry #Knirk


ROLL CALL OFFICIALS ELECTRONIC: Representative: Susan #Ticehurst



OFFICIALS ABSENT: Representative: Harrison Kanzler


EXECUTIVE COORDINATOR: Mellisa #Seamans



OTHERS PRESENT: Joe #Costello, County Treasurer


OTHERS PRESENT: Commissioner: Amanda #Bevard


OTHERS PRESENT: Commissioner: Terry #McCarthy


OTHERS PRESENT: Reference #NameSlug


OTHERS PRESENT: Ed #Comeau GovernmentOversite-com


OTHERS PRESENT ELECTRONICALLY: Commissioner David L. #Babson


OTHERS PRESENT ELECTRONICALLY: Howard #Chandler, Nursing Home Administrator


NOTE: GOVERNMENTOVERSITE-COM:



0:01:17

ROLL CALL: ZOOM



0:03:39

ROLL CALL PRESENT IN MEETING ROOM:



0:04:32

MOTIONER: Comeau


MOTION DETAILS:


To approve public meeting minutes.


DATE: 09/14/2020


SECOND: Butler


DISCUSSION: NO


AVELLANI: YES


BUROUGHS: YES


BUCCO: YES


BULTER: YES


COMEAU: YES


CORDELLI: YES


CRAWFORD: YES


DESMARAIS: YES


KANZLER: NOT IN ATTENDENCE


KNIRK: YES


MACDONALD: YES


MARSH: YES


NELSON: YES


TICEHURST: YES


WOODCOCK: YES


0:05:46

2019 FINACIAL AUDIT UPDATE:


.#Cullen: In process; 2020 audit process; #Cordelli: Fund balance; Discrepancies; Account reconciliation; #Cullen: prioritization; Audit completion;


0:10:00

.#Costello: Lack of main accounts being reconciled; Department level accounts reconciled; #Comeau: Definition of close of books; 90 days after close of books; 120 days after close of books; #Cullen: Goal of 60 days; Audit process; Account adjustments; #Comeau: Melanson contract; #Cullen: Appropriate level of attention; #Desmarais: Audit resolution; #Avellani: Contract?; #Desmarais: Scope of service; #Cordelli: RFP process?; #Costello: Verifying auditors references; Positive review;


0:16:07

MOTIONER: Avellani


MOTION DETAILS:


To accept and approve the audit resolution to use Bachelder Associates for the 2020 audit.


SECOND: Butler


DISCUSSION: NO


AVELLANI: YES


BUROUGHS: YES


BUCCO: YES


BULTER: YES


COMEAU: YES


CORDELLI: YES


CRAWFORD: YES


DESMARAIS: YES


KANZLER: NOT IN ATTENDENCE


KNIRK: YES


MACDONALD: YES


MARSH: YES


NELSON: YES


TICEHURST: YES


WOODCOCK: YES


0:17:10

TRANSFER INVESTIGATION COMMITTEE REPORT:


.#Butler; Report distributed; Settlement overpayment; $9,000.00; #Cullen:


0:20:00

TRANSFER INVESTIGATION COMMITTEE REPORT:


.#Butler: Lack of communication with Delegation; #Cordelli: Lack of communication with commission;


0:22:26

3rd QUARTER EXPENSE REVENUE REVIEW:


.#Cullen: 09/30/2020 snapshot; Overages; Approaching overages; #Costello: #Bevard: Revenues; .#Cordelli: Hales Location: $9,000.00; Lack of invoices for Hales administrative costs; #Costello: not provided invoicing; Negotiation with Hales Location; #Cordelli: [2017-$9,000.00; 2018-$9,000.00; 2019-$9,000.00]; [2016-$18,000.00: for 2015]; #Costello: 2012-No invoice; 2013-No invoice; 2014-No invoice;


0:30:00

3rd QUARTER EXPENSE REVENUE REVIEW:


.#Desmarais; #Bevard: Revenues; #Knirk: Sheriff revenue; Court bailiffs; #Bevard: Revenue/Expense wash; #Cordelli: Collection of Town Taxes; Covid-19; #Bevard: No collection issues expected; #McCarthy: Registrar of Deeds revenue; #Avellani: DEC tax collections; Revenue; MVC; Nursing home revenue; #Chandler: CARES ACT; Proshare; #Costello: End of year cash revenue; Collection of tax revenue from towns;


0:40:00

3rd QUARTER EXPENSE REVENUE REVIEW:


.#Butler: Federal grants; #Chandler: Revenue separate from Nursing Home; [MVC]; [Commissioners];


0:42:27

MOTIONER: Avellani


MOTION DETAILS:


To accept the revenue data has been reviewed as presented.


SECOND: Butler


DISCUSSION: #Ticehurst: meaning of accepting revenue; Reviewing revenue numbers; $9,000.00 Hales administrative invoice; 2003; #Costello: Services rendered?; Three Selectmen/Treasurer/Postage/; Hales Association meeting update on invoices;


AVELLANI: YES


BUROUGHS: YES


BUCCO: YES


BULTER: YES


COMEAU: YES


CORDELLI: YES


CRAWFORD: YES


DESMARAIS: YES


KANZLER: NOT IN ATTENDENCE


KNIRK: YES


MACDONALD: YES


MARSH: YES


NELSON: YES


TICEHURST: YES


WOODCOCK: YES


0:49:38

3rd QUARTER EXPENSE REVIEW:


[Commissioners]; #Butler: Investigative committee; Administrative salaries; Settlement line; .#Cordelli: Administrative salary line; 11% first quarter; #Cullen: PTO; miscalculations; Line item transfers; Adjustments; [Treasures]; [Special fees and services]; #Cordelli: Payroll Checkmate contract; HRIS Functionality; HRIS 2021; #Cullen: Checkmate contract extension; HRIS implementation; #Avellani: Unemployment taxes; Overages?; #Cullen: insurance process; $380.00; .#Seamans: Nadeau settlement; Transfer request;


1:00:00

3rd QUARTER EXPENSE REVIEW:


.#Avellani: Primex; #Cordelli: Primex/Holiday payment; #Cullen; #Butler: #Avellani: payment holiday; [Human resources]; [CFO]; #Avellani: [County attorney]; [Victim Witness]; [DV Prosecutor]: .#Avellani: Domestic Violence Prosecutor position; [Registry of deeds]; [Sheriff]; #Avellani: Salaries- Bailiffs; #Cullen; #Crawford: Firearm/Training; New equipment; #Bevard: Cruiser purchase; Department head reporting;


1:10:00

3rd QUARTER EXPENSE REVIEW:


.#Crawford: #Nelson: US Forestry Salaries; Kancamangus Highway; #Avellani; Covid 19 salary line; .#Bevard: Grant pass through; #Crawford: Details; [Medical referee]; [Admin building]: #Avellani: Salary line; #Bevard: Maintenance; #Desmarais; #Bevard: Provided raise to maintenance; Lack of Covid-19 compensation; HR Office maintenance; Cleaning; Floors; Non union employee; .#Cordelli:Process of giving raises; #Ticehurst: Process of giving raises; Approvals; #Richardi:


1:20:00

3rd QUARTER EXPENSE REVIEW:


.#Richardi: #Crawford: New equipment; Details; Firearm training; Commercial details; Offset; .#Avellani: Expenditure/ Detail line; Part time pay; Overtime; Payroll; Posting process; End of year; Subcommittee; #Comeau: Avenue/Checkmate; #Richardi: New equipment; Cruisers; [Dispatch]: .#Avellani: Overtime; Vacancies; Conway Police; Transfer required; #Seamans:


1:30:00

3rd QUARTER EXPENSE REVIEW:


.#Seamans: #Richardi: Dispatch center grants; $23,148.00; Suspended; Mobile data terminal expenses; 6-7 Units; Communication grants; Radio towers; Grant applications; $540,000.00; March-July; Waived bidding process; 2015; Ossipee Electronics; [Human services]; #Avellani: BEAS; Quarterly; [DPW]: [County facilities]; #Cordelli: Cost center; Siemens energy upgrade contract savings; Report: #Bevard: Facility director report;


1:40:00

3rd QUARTER EXPENSE REVIEW:


[Jail/HOC]; #Knirk: Overtime; Staff vacancies; #Cordelli: Administrative salaries; 81%; #Avellani: Pay outs; #Cullen: Un budgeted amount for payouts; #Avellani: Existing buy out contingency fund; .#Cordelli: Jail audit?; 2021 Encumbrances; #Avellani: RFP; 2021 budget; #Comeau: Financial or performance audit; #Bevard: Definition of encumbrances; #Seamans: March 16, Delegation meeting; Auditor budget: $15,000.00 4102.001; $10,000.00 I.T.; Audit for jail passed; .#Ticehurst: 4102-001.;


1:50:00

3rd QUARTER EXPENSE REVIEW:


.#Bevard: Melanson: Jail audit; #Cordelli; Melanson communicated they will not work with County in the future; #Ticehurst: March 16, 2020; [I.T.]: #Butler: I.T. support; 098; #Cordelli: Request detail: 096 Computer repairs; 097 New equipment; I.T. Inventory list; #Avellani: Assets/Balance sheet; [Cooperative Extension]; [Interest and expenses]; #Cordelli: TAN interests; Dec. 21, 2020; TAN borrowing; TAN borrowing rates; Cash flow; #Butler: Nursing Home bond; Annual payment; .#Avellani: Refinancing Nursing Home bond?; #Costello: Requirements; #Chandler: Reconsidering long term debt;


2:00:00

3rd QUARTER EXPENSE REVIEW:


.#Chandler: Reconsidering long term debt; #Marsh: Reconsidering long term debt; #Costello: prepayment penalty; [Long term debt]; [Regional appropriations]: #Ticehurst: Payment process; Payment schedule; 68 Hours of hunger?; Lack of reporting; Whitehorse reporting; #Bevard: Reporting requirement detail; #Comeau: Financial report versus activity report; [Capital reserves]; Water tower; #Avellani: Water tower maintenance report; #Bevard: Maintenance paused due to CV19; [Convention]: #Desmarais: Transfers; Overages; Over budget;


2:10:00

3rd QUARTER EXPENSE REVIEW:


[Capital expenditures]: #Avellani: DPW; #Cullen: Radio tower; Jail Roof; Annex roof; #Seamans: Boiler Room door; Window replacement; MVC new bus; I.T.- upgrades to fiber optic MVC; [Mountain View annex]; [Federal Grants]; #Cordelli leaves room; GOFERR payments; Requested itemization; #Avellani: [Nursing home]: #Avellani: Over budget lines; Transfers; Overtime; .#Chandler: Nursing overtime; No agency costs; Covid19 weekly testing; Cares Act; GOFERR funds;


2:20:00

3rd QUARTER EXPENSE REVIEW:


.#Chandler: CV19; Needed transfers; Deadline Nov. 8, 2020; [Physical therapy]; #Chandler: Offset by revenues; [Special services]: #Avellani: Skilled; #Chandler: Offsetting revenue; #Chandler: CV19 day to day operations; CARES ACT; GOFERR; Resident safety; Social isolation; Resumed visitation; .#Burroughs: CV19 cases; 9 active in Carroll County: 10/19/20;


2:30:10

MOTIONER: Cordelli


MOTION DETAILS:


To accept the review of the 3rd quarter expense/Revenue budget data;


SECOND: Woodcock


DISCUSSION: NO


AVELLANI: YES


BUROUGHS: YES


BUCCO: YES


BULTER: YES


COMEAU: YES


CORDELLI: YES


CRAWFORD: YES


DESMARAIS: YES


KANZLER: NOT IN ATTENDENCE


KNIRK: YES


MACDONALD: YES


MARSH: YES


NELSON: YES


TICEHURST: YES


WOODCOCK: YES


2:31:44

ANNEXX SUBCOMMITTE REPORT:


.#Bevard: Architect; #Murray: Annex roof leak repair; #Desmarais: #Bevard; Office space; Makeup of committee post election;


2:35:52

GENERAL COMMENTS:


Outgoing elected officials; Butler; Bevard; Babson; Organization meeting; TAN; Notifications; Scheduling; Budget public hearings; Budget public input; #Bevard: Schedule Line item transfer meeting before Nov. 3, 2020; #Babson: Budget public hearings; #Ticehurst: Statutory public comment requirement;


2:40:00

GENERAL COMMENTS:


.#Babson: Budget public hearings; #Ticehurst: Statutory public comment requirement; Delegation/Commissioners budget public hearing process; #Seamans: Budget timeline; Week of the 1st Wednesday; DEC 7, 2020; 10:00 am;


2:44:50

MOTIONER: Cordelli


MOTION DETAILS:


To adjourn


TIME: 12:44


2:45:43

EXECUTIVE COMMITTEE: 13:00 H:


MEETING DATE: 10/19/2020


TIME IN: 13:00


ROLL CALL OFFICIALS PRESENT: Representative: Lino #Avellani


ROLL CALL OFFICIALS PRESENT: Representative: Edith #Desmarais



ROLL CALL OFFICIALS ELECTRONIC: Representative: Tom #Bucco


ROLL CALL OFFICIALS ELECTRONIC: Representative: Susan #Ticehurst


ROLL CALL OFFICIALS ELECTRONIC: Representative: Bill #Marsh


ROLL CALL OFFICIALS ELECTRONIC:



OFFICIALS ABSENT: None


EXECTUTIVE COORDINATOR: Mellisa #Seamans



OTHERS PRESENT:


OTHERS PRESENT: Commissioner: Amanda #Bevard


OTHERS PRESENT: Commissioner: Terry #McCarthy


OTHERS PRESENT: Ed Comeau GovernmentOversite-com


OTHERS PRESENT: Representative: Ed #Comeau


OTHERS PRESENT:


OTHERS PRESENT:


OTHERS PRESENT ELECTRONICALLY:



NOTE: GOVERNMENTOVERSITE-COM:



2:46:56

MOTIONER: Ticehurst


MOTION DETAILS:


To Approve a line item transfer


REQUEST #: 2020-09


**REQUEST AMOUNT FROM: $3,000.00 Jail travel expense


**REQUEST TO: Jain vehicle expense: 100.6100.673


SECOND: Avellani


DISCUSSION:


Northern Tire; #Bevard: Jail food service vehicle; Vehicle fails inspection: $1,200.00; 8 year old vehicle;


AVELLANI: Yes


BUCCO: Yes


DESMARAIS: Yes


MARSH: Yes


TICEHURST: Yes


2:54:14

CONVENTION MEETING BUDGET LINE OVER BUDGET:


Transfers; Budget transfer request; Coordinator salary line; Denied transfer; CFO; HR salary; Commissioners budget/Education conferences;


2:57:40

MOTIONER: Avellani


MOTION DETAILS:


To send transfer request to the commission; Transferring $2,000.00 Education/Conferences into the Convention meeting line;


SECOND: Marsh


DISCUSSION:


Bevard: Enough for Exe upcoming meeting?; #Ticehurst: 3 Delegation meetings + EXE meeting; Investigative committee meeting; #Ticehurst: December meetings;


AVELLANI: Yes


BUCCO: Yes


DESMARAIS: Yes


MARSH: Yes


TICEHURST: NO


3:03:19

COMMENTS:


Upcoming meetings; Tenure of Delegation; Expires: Dec. 7, 2020; Nov. 9, 2020 process transfer meeting schedule; 10:00 am; #Comeau: meeting minutes;


3:06:42

MOTIONER: Avellani


MOTION DETAILS:


To adjourn


TIME: 13:20


Past Carroll County Delegation Meetings