**MEETING DATE:** 08/18/2022
**TIME IN:** 09:12
**OFFICIALS PRESENT:** Commissioners: Terry McCarthy; Kim Tessari; 
**OFFICIALS ELECTRONIC:** (ZOOM) Matthew Plache;
**EXECUTIVE COORDINATOR:** Mellisa Seamans
**CAM OPERATOR:** Hon. Ed Comeau
**CONTENT ANALYST:** @OPR1
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**NOTE:** xx
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**AGENDA ITEM:** DEPARTMENT REPORT:               
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**AGENDA DETAIL:** Hales Location: (School district contract)                                                               
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**SYNTAX:** Maureen; Trevor; Conway School District contract; Negotiations; Conway School Board meeting; Kevin; Over budget; School Contract details; Fees; Maintenance Trust fund; Plache; Contract review; 2% Tuition rate per student $1,000.00; Maintenance Trust Fund purpose; Elementary School: $23,500.00; Middle School: 42,300.00; Kennet High School; Fryeburg Academy; Contract term: 9 Year; Joe Costello; 2022 Hales Budget;      
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**SYNOPSIS:** [z1RkwZWMq1aKigxCrleEyMfKXguOPAb1](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** xx 
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**AGENDA ITEM:** REGIONAL ORGANIZATION REPORT:                
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**AGENDA DETAIL:** NH Preservation Alliance:                                           
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**SYNTAX:** **Maggie Steer:** Executive Councilor Joe Kenney; Old Carroll County Court House; Statewide Non profit; Feasibility Study; Report distributed; Seven to Save; Annual listing; Threatened endangered properties; LCHIP Funding; State/National historic register; UNH Law School use; Daycare Center; Office space; Chimney improvements; Plache: Seven to Save application time line deadlines; Andrew Cushing; Seamans: 08/2007 Christopher Closs Company history report; 
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**SYNOPSIS:** [XZ0MP9ciXMGouxUcp08BFIeQA4fIL8Ak](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** xx 
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**AGENDA ITEM:** BOARD ACTIONS: 
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**AGENDA DETAILS:** Review public minute draft:  
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**SYNTAX:** 08/11/2022       
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**SYNOPSIS:** [lhQEqjXMipkmlbnD2zsIyavg0Jg9HyvN](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**MOTION:** 
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**MOTIONER:** Tessari    
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**MOTION DETAILS:**
APPROVE: Public minutes;
**SECOND:** McCarthy
**DATE:** 08/11/2022
**DISCUSSION:** Tessari: NP Sealing data; 
**CORRECTIONS:** xx
**MCCARTHY:** Yes    
**PLACHE:** Abstain (Zoom)
**TESSARI:** Yes
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**NOTE:** xx
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**AGENDA ITEM:** DEPARTMENT REPORT:  
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**AGENDA DETAIL:** Finance: (Manifest)
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**SYNTAX:** Manifest report:      
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**DATE:** 08/10/2022
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**ACCOUNTS PAYABLE:** $396,342.87
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**PAYROLL:** $xxx
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**SYNOPSIS:** [FeUgJIV3vrl2eGEDYCFHycdCKh8WPhLf](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)
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**AGENDA ITEM:** DEPARTMENT REPORT:  
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**AGENDA DETAIL:** Finance: 
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**SYNTAX:** Manifest report:      
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**DATE:** 08/12/2022
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**ACCOUNTS PAYABLE:** $xxx
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**PAYROLL:** $248,185.37
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**SYNOPSIS:** [HFIVowqSQPCPVzyx8OEIXCuIrnoqvWy5](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)
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**AGENDA ITEM:** DEPARTMENT REPORT:                 
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**AGENDA DETAIL:** Treasurer: (JUN Finance report)                                                                  
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**SYNTAX:** **Joe Costello:** (Zoom); 10 Wheel dump truck; Tax Anticipation Note (TAN); 06/2022 Financial statement; $3,000,000.00 TAN note borrowing; ARPA Escrow account; Special Fees; Medical insurance line; Transfer request; 50% Spent JUN 30 2022; Bonnie Batchelder; Hales Location P/L; Account reconciliation process completion; New accounting system;  
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**SYNOPSIS:** [IzKwOEn0ZGBRO6Xstf80NVUMbEP2IJn2](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** xx 
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**AGENDA ITEM:** DEPARTMENT REPORT:                 
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**AGENDA DETAIL:** Finance: (2021 Audit):                                                                 
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**SYNTAX:** **CFO: Bonnie Batchelder:** 2021 Audit process report; Email Communication/contacted auditor;  
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**SYNOPSIS:** [Fn9nGWFMTTC504nKO0CsE184Sg4Ms11I](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** Close of books: MAR 28, 2022 as determined through RSA 91-A: Request 07/25/2022 12:00: 
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**COUNTY RESPONSE:** Good Afternoon,
Yes, I did receive your 91-A request of July 25.
There is no existing public document that is responsive to your request.
Carroll County did not request an extension from the commissioner of NH Department of Revenue. The 2021 County books were considered closed in March 2022 as evidenced by the CFO submitting the attached form MS-46 to NH DRA through their online portal on March 28, 2022. Please note the column, “ Actual Expenditures for period ending 12/31/2021”. As of the date of this report submittal, the 2021 County books were considered closed.
Please let me know if you have additional questions and if this response satisfies your 91-A request of July 25, 2022.
 
Mellisa Seamans
Executive Coordinator
County of Carroll
95 Water Village Road, Box #1
Ossipee, NH 03864
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**NOTE:** 28:3-a County Close of Books; Audits. –
I. Counties shall close their books on or before 90 days following the end of the county fiscal year 
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**unless the county has been granted an extension by the commissioner of the department of revenue administration. The commissioner may grant one or more 45-day extensions for cause, and shall notify the chairperson of the county convention of each extension and the reasons it was granted.**
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II. In the event that an audit is required or requested by resolution by either the board of commissioners or the county convention, the commissioners, with the approval of the executive committee of the county convention, shall engage the services of a certified public accountant qualified in municipal and county finances for the purpose of conducting an audit of the county books of records. The performance and scope of the audit shall be in accordance with generally-accepted auditing standards. The audit shall include an examination for conformance with state and federal laws and regulations relating to county finances, including rules adopted by the commissioner of revenue administration pursuant to RSA 541-A, and shall also include an examination of any subject of county finances that may be requested either by the commissioners, by the county convention, or by the treasurer. 
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**The audit shall be completed within 120 days following the close of the books of the county fiscal year.** 
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The commissioners shall cause the report of the auditor, together with the customary management representation letter and management responses, to be published with or supplementary to the annual reports of the county officers, with a copy forwarded to the department of revenue administration. Upon completion of a county audit under this section, the county convention shall review the audit, management representation letter, and management responses for compliance with the criteria described in this section and may suggest alternative or additional measures for use in subsequent audits.
Source. 1991, 194:3, eff. July 27, 1991. 2017, 97:1, eff. Aug. 7, 2017. 2019, 191:1, eff. Sept. 8, 2019. 2021, 162:1, eff. Sept. 28, 2021. 
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**GovernmentOversite.com:** Ms. Seamans, Thank you for the prompt attention to the previous right to know request 07/25/2022 12:00
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**GovernmentOversite.com:** We further request the following in electronic format: The completed 2021 Carroll County New Hampshire financial audit.
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COUNTY RESPONSE: Good Evening,
There is no public document that exists that is responsive to your request.
 
Kind Regards.
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**NOTE:** The 2021 Financial audit has not been completed as required by statute. 
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**AGENDA ITEM:** BOARD ACTIONS:  
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**AGENDA DETAIL:** Line item transfers:   
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**SYNTAX:** County Jail; 2022-009; $70,000.00; $52,000.00 Salaries; Mental health; Medical services line; $2,000.00; Overtime; Delegation executive committee; Advertising;     
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**SYNOPSIS:** [9LKwTmAKwzzWXwfT2dxzt78Le1FcQy2y](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)
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**NOTE:** xx
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**MOTION:** 
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**MOTIONER:** Tessari     
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**MOTION DETAILS:**
APPROVE: Line item transfer requests:
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**Request #:** 2022-009: County Jail; 2022-009; $70,000.00; $52,000.00 Salaries; Mental health; Medical services line; $2,000.00; Overtime;  
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**Request #:** 2022-000: xx
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**Request #:** 2022-000
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**SECOND:** Plache 
 **DISCUSSION:** xx
**MCCARTHY:** Yes  
**PLACHE:** Yes
**TESSARI:** Yes 
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**NOTE:** xx
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**AGENDA ITEM:** DEPARTMENT REPORT:                 
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**AGENDA DETAIL:** Finance: (JUN Finance report)                                                                  
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**SYNTAX:** **Bonnie Batchelder (CFO):** JUN 30 2022 Financial report; Health insurance rates; Interdepartmental transfers; Department head interactions; Payable reporting; Representative Lino Avellani; Delegation Executive Committee scheduling; Line item transfer authorization; Plache: Finance Office efficiency; D. Brown; MVC; Employee health insurance plan feedback;  
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**SYNOPSIS:** [Fn9nGWFMTTC504nKO0CsE184Sg4Ms11I](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** xx
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**AGENDA ITEM:** DEPARTMENT REPORT:                 
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**AGENDA DETAIL:** Commission Office: (2022 Budget creation timeline; Setting salaries; Setting merit;)                                                                  
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**SYNTAX:** Seamans: **2022 Budget creation timeline;** 2022 Budget creation scheduling; Covid-19; Department head meetings; County expense versus Department expense reporting; Budget policy creation;
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**SYNTAX:** Batchelder; Utilities; Property/Liability insurance by department; Lisa Scott; Siemens Energy upgrade contract; Setting salaries/Increases; Matchette; Society of Human Resource Management; Associated payroll costs; 
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**SYNTAX:** Bonuses; Budget constraints; Non exempt; Salaried; Sheriff/Sheriff Dispatch; Merit raises; Murray; Fuel cost projections; Electricity cost projections; Elected Department head salary requests; Budget cap proposal;       
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**SYNOPSIS:** [4Ud8vHug0XvhH7i7QVzh2RDu4vPGI83c](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** xx
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**AGENDA ITEM:** BOARD ACTIONS:                 
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**AGENDA DETAIL:** Policy: (Travel expense reimbursement policy;)         
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**SYNTAX:** Batchelder: Travel expense reimbursement policy; (4) Travel expense policies; Reimbursement basis proposal; Expense reporting; County vehicle use policy; IRS Regulations; Grants; Auditing; Per Diem meal reporting; Providing detailed receipts; Grant reporting; GSA Guidelines; Federal per diem guidelines;       
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**SYNOPSIS:** [96GIebwInj0ofyhzD1MPGzxO7rLVPZow](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** xx
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**AGENDA ITEM:** BOARD ACTIONS:  
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**AGENDA DETAILS:**  Non public sessions:      
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**SYNTAX:** RSA 91-A:3 II (c): 
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**DATA LINK:** [https://www.gencourt.state.nh.us/rsa/html/vi/91-a/91-a-mrg.htm](https://www.gencourt.state.nh.us/rsa/html/vi/91-a/91-a-mrg.htm)        
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**SYNOPSIS:** [a0nnFz3mcP3pXgQZULF5QUYGm9eOZ0hm](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**MOTION:** 
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**MOTIONER:** Tessari              
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**MOTION DETAILS:** (ENTER INTO) Non public sessions: 
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**SESSION #1** 08//18/2022 RSA 91-A:3 II (c) **STATUS:** xx
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**SECOND:** Plache           
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**DISCUSSION:** xx
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**PLACHE:** Yes  
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**MCCARTHY:**  Yes        
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**TESSARI:** Yes 
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**TIME IN:** 11:05
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**NOTE:** xx
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**MOTION:**                     
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**MOTIONER:** Plache    
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**MOTION DETAILS:** (EXIT) Non public sessions; Seal minutes;          
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**SESSION #1** 08//18/2022 RSA 91-A:3 II (c) **STATUS:** S
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**SECOND:** McCarthy                   
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**DISCUSSION:** xx  
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**PLACHE:** Yes
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**MCCARTHY:** Yes         
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**TESSARI:** Yes     
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**TIME OUT:** 12:49 
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**NOTE:** xx
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**AGENDA ITEM:** DEPARTMENT REPORT:                  
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**AGENDA DETAIL:** Human Resource: (HR Software purchase; Website upgrade)                                                                 
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**SYNTAX:** Website upgrade; Human Resource software; Civic Human Resource; Civic plus; Performance audit recommendations 2018; Service contract: $21,662.50; Civics engage: $30,106.10; 30% down payment; $15,330.55; Balance on completion;         
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**SYNOPSIS:** [WjdH4wrgxr7MoGNKUG5eorQ7lnbLkRdD](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** xx
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**MOTION:** 
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**MOTIONER:** Plache            
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**MOTION DETAILS:**
APPROVE: Civics Human Resource software purchase; $21,662.50; Civics engage: $30,106.10; 30% down payment; $15,330.55; Balance on completion; Authorize Chair McCarthy signature authority;  
**SECOND:** McCarthy              
**DISCUSSION:** xx
**MCCARTHY:** Yes 
**PLACHE:** Yes  
**TESSARI:** Absent     
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**NOTE:** xx
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**AGENDA ITEM:** DEPARTMENT REPORT:                  
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**AGENDA DETAIL:** Sheriff:                                                                  
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**SYNTAX:** Grant application; Substance abuse reduction; $10,000.00;       
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**SYNOPSIS:** [BKLZr5mdY4xjUJyQxLeWuQo7qA8eQGck](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)  
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**NOTE:** xx
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**MOTION:** 
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**MOTIONER:** Plache            
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**MOTION DETAILS:**
APPROVE: Grant application; Substance abuse reduction; $10,000.00; McCarthy signature authorization; 
**SECOND:** McCarthy              
**DISCUSSION:** xx
**MCCARTHY:** Yes 
**PLACHE:** Yes  
**TESSARI:** Absent     
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**NOTE:** xx
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**AGENDA ITEM:** BOARD ACTIONS: 
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**AGENDA DETAIL:** Adjournment:       
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**SYNTAX:**  Called by Chair McCarthy: Non debatable; Time out: 12:55       
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**SYNOPSIS:** [n5QUpp7rILn2rYmDfa1JcZFSjgf0dzAj](https://chat.minds.com/#/room/!uPeqGVeIEfEGSLsvHV:minds.com)
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