Coös County Commissioners Budget Work Session Coös County Nursing Hospital - W. Stewartstown, NH October 28, 2015 Present: Commissioners Tom Brady. Paul Grenier and Rick Samson; County Administrator Jennifer Fish; Director of Finance Carrie Klebe; Nursing Home Administrator Louise Belanger; Superintendent Craig Hamelin; Nursing Hospital Administrator Laura Mills; Sheriff Gerry Marcou; Chief Deputy Keith Roberge; County Treasurer Fred King; County Attorney John McCormick; Registrar of Deeds Tanya Batchelder; Larry Barker, UNH/Cooperative Extension; Don Tase and a member of the press. Commissioner Brady opened the Commissioners Budget Work Session at 9:46 a.m. and welcomed everyone to the meeting. Commissioner Grenier led the Pledge of Allegiance. 1. Approval of the Agenda: A motion was made by Commissioner Grenier, seconded by Commissioner Samson to amend the agenda as follows: add under item 6. Other Business Discussion of LandVest Proposal and under Review of Proposed 2016 Budget/Other County Discussion of Human Resource Director. All approved 3-0. agenda as amended. All approved 3-0. 2. Approval of the Minutes of the October 14 and October 15, 2015 meetings: minutes of the October 14, 2015, regular meeting and the October 15, 2015, special meeting, as distributed. All approved 3-0. 3. Hearing of the Public: Edith Tucker asked if the Board would include in the LandVest discussion if bids went out for the land proposal. 4. Review of the 2016 proposed budget: a. Sheriff s Department: Sheriff Marcou stated that there was an increase in his department s budget due to a School Resource Officer position in Stewartstown and Pittsburg 24 hours per week. The Sheriff has also requested a 32-hour per week officer to handle investigations, aid the County Attorney with warrants at the federal prison and OHRV patrols during the summer. Sheriff Marcou noted that the health insurance line item could be reduced as insurance will not be needed. Carrie stated that the payment in lieu of health insurance will need to be increased by $1,250. Carrie noted that the appropriations were reduced by $11,376 and revenues were increased by $11,000. b. County Attorney: County Attorney John McCormick requested an additional attorney that would assist with early case resolution. If the position is approved, he does not anticipate filling K:\Commissioners\2015 Minutes\102815 BWS.docx 1
the position until July or August 2016. The salary for the position would be $55,000 but the amount needed in 2016 would be $30,500. Commissioner Grenier asked if the Investigator/Discover Coordinator position could be combined with the Assistant Attorney position requested. The County Attorney replied that the two positions have different skills sets. The assistant attorney would screen the files prior to an indictment and tell the discovery person what is needed in the file. c. The Victim Witness Advocacy Program Budget had no budget requests. d. UNH/Cooperative Extension: Larry Barker reported that the budget was level funded with a 1.6% consumer price index increase for the contracted services. The funding for the position that was requested and discussed at the October 15 meeting was withdrawn. e. Registry of Deeds: Register of Deeds Tanya Batchelder requested additional funding of $3,000 for a temporary position. Commissioner Grenier asked Tanya if she would be comfortable increasing the anticipated revenue by $5,000. The Registrar agreed. f. County Treasurer: The County Treasurer budget was reduced $800 from the previous year. g. Department of Corrections: The Commissioners asked Superintendent Hamelin to obtain a proposal to complete the security system upgrade for the February budget review. h. Recycling Center: Superintendent Hamelin reported that the Town of Colebrook attended the Recycling Center meeting on October 23. After some discussion, the member towns welcomed the Town of Colebrook. i. Transfer Station: There were no questions on the transfer station budget. j. Nursing Hospital: Prior to the review of the Nursing Hospital budget, Carrie noted changes she made after the budget submission: Provider assessment +15,230 Dietary health insurance +13,336 Nursing health insurance -21,730 Laundry health insurance -1,082 Housekeeping health insurance -2,132 Activities health insurance -2,050 The health insurance line item was increased by 10% for all departments county-wide for the second half of the fiscal year. Commissioner Samson stated that at one time Jennifer had explained that the Human Resource/Payroll Coordinator works three days on payroll and two days on human resources weekly. Jennifer replied that is correct. However, Laura s administrative assistant is training to process the Nursing Hospital payroll which will free up some time for human resources. Jennifer K:\Commissioners\2015 Minutes\102815 BWS.docx 2
explained the smartlinx payroll system to the Board. Commissioner Samson stated that he had researched other organizations that outsource their payroll. Louise was also asked about the payroll process in Berlin. Louise replied that the individual inputs changes on a daily basis; however, she typically begins the process Monday morning and is done by the end of the day Monday. Commissioner Brady stated that even if the payroll was outsourced the hours still need to be processed. Commissioner Samson asked about the salary discrepancies between West Stewartstown and Berlin for the dietary director, director of nursing and the plant manager. Laura explained that step increases and longevity were the main cause. Commissioner Brady asked Laura to obtain a quote on soundproofing the family room. While reviewing revenues, Commissioner Grenier questioned why Medicaid Other States was budgeted for only $276,950. Laura reported that she has lost several Vermont residents. The figure in the budget was five residents. Commissioner Grenier asked the line item to be increased to $350,000. The private pay rate will be discussed at the next regular meeting. Commissioner Grenier noticed that the next 53 rd payroll has not been budgeted for any departments. He suggested that funds be set aside for the next 53 rd payroll on a yearly basis. Carrie reported that the cost of the last 53 rd payroll in 2014 was $265,000. The Board asked that a 53 rd payroll line item be created in the County budget for $50,000. k. Nursing Home: Louise reported that the provider assessment line item would change due to a change in revenues. Carrie reported changes in the following Nursing Department line items: In lieu of health benefit +2,000 Health Insurance -16,725 Retirement -6,170 Louise provided the following line item changes in the Nursing Department: Education -2,500 New equipment -3,600 The Housekeeping supplies line item was reduced by $2,400. Louise stated that the development of plans by HEB Engineers for the roof at the Nursing Home in the amount of $57,250 needed to be included under the Nursing Home Specials. Commissioner Grenier noted that his son worked at HEB in the civil engineer department. Louise continued with changes in revenues. The changes made were based on a census of 91 residents. Medicaid New Hampshire +167,689 Private pay -80,300 K:\Commissioners\2015 Minutes\102815 BWS.docx 3
Commissioner Grenier stated that the revenues will be reviewed again in February. Louise requested a non-public with the Board at the end of the meeting. l. County Administration: The Board did not have any questions on the County Administration budget. Commissioner Brady noted that the Human Resource Director position previously mentioned by Commissioner Samson should be discussed. Commissioner Brady also noted that he has had discussions with Jennifer where she has explained that with all the changes and projects that she is involved with, she has become strapped for time and needs assistance. Commissioner Samson s suggestion of a Human Resource Director would alleviate some of the work load. Instead Commissioner Brady suggested the position of Assistant County Administrator/Human Resource Director. Commissioner Grenier stated that the salary would be higher for the combined position. He stated that by removing the Human Resource component from Jennifer and hiring a Human Resource Director it will open up some of her time. Commissioner Samson stated that one of the reasons he continues to be adamant about a Human Resource Director position is that there are only two counties in the state without this position and Coös County is one of them. There are 300+ employees in the County and the individual in the position will be busy. Jennifer stated that by removing the human resource functions from her would free up some time. A Human Resource Department would help everyone, including department heads and supervisors, in the County. Superintendent Hamelin questioned if the dual role as proposed by Commissioner Brady could present a conflict of interest. The human resource department typically remains neutral in all situations. Commissioner Brady has been approached by some Delegation inquiring if Jennifer is overwhelmed because so many projects have been imposed upon her. The job details more than it used to. Jennifer noted that she is uncertain as to how the changes in Dixville will affect her position as well as Linda s. The Board agreed to continue further discussions. The individual would work in three locations Berlin, Lancaster and West Stewartstown. The office would need to be in area that is private. Commissioner Brady suggested that the Board and Jennifer meet with the Human Resource Director in Grafton County. He asked that Jennifer set a date in December. A final decision will be made in February. The Building Expense line item was increased by $10,000 for the water filtration system at the County House. m. Land Management: Commissioner Brady suggested a request for proposal for a contractor to assess the repairs of the barn, obtain a cost and budget the amount. Commissioner Samson noted that the Commissioners have neglected the barn since it closed. A determination will be made in February. n. Other Special Appropriations: The Utility Defense line item was reduced to by $20,000. K:\Commissioners\2015 Minutes\102815 BWS.docx 4
Jennifer stated that the major item with no cost figure at this time is the water system. She was copied in an email from the engineer asking Gary Leach several questions. A report must be sent to DES by the end of November. o. Unincorporated Places: Commissioner Grenier asked that Capt. John Acardi attend the November 5 meeting to discuss the assessment of timber taxes in the Unincorporated Places. 5. Other Business: LandVest: Commissioner Samson presented a Boundary Line Maintenance Proposal for Coös County Properties from LandVest. The proposed rates were: Brushing, blazing and painting Painting only (minor brushing) Line research $500/mile $250/mile $45/hour Boundary Line Maintenance Proposal from LandVest with the condition that the cost remains under $5,000. All approved 3-0. 6. Non-public session: A motion was made by Commissioner Grenier, seconded by Commissioner Samson to enter into non-public under RSA 91-A:3 II (a) All approved 3-0. A motion was made by Commissioner Grenier, seconded by Commissioner Samson to come out of non-public session. All approved 3-0. A motion was made by Commissioner Grenier, seconded by Commissioner Samson to make changes in the Berlin Nursing Home budget: create a line item for an Assistant Director of Nurses and move up one step on the salary schedule for wound care; and an increase of $1 per hour to the Assistant to the Administrator effective January 1, 2016. All approved 3-0. The next regular monthly meeting will be held Thursday, November 5, 2015, at 9:00 a.m. at the Coös County Nursing Hospital in W. Stewartstown, NH. A motion was made by Commissioner Grenier, seconded by Commissioner Samson to adjourn the meeting at 2:22 p.m. All approved 3-0. Respectfully submitted, Rick Samson, Clerk K:\Commissioners\2015 Minutes\102815 BWS.docx 5