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Home My WebLink AboutCOMM - Meeting Minutes - PB 7-19-17 - 7-19-2017 - PRISON BOARD141 1 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED E1316649LD Minute No. PB 7-19-17 July 19, 2017 The meeting of the Washington County Prison Board was held in the 7th floor conference room, Courthouse Square, Washington, Pennsylvania, with the following members being present: Commissioners Larry Maggi; Diana Irey Vaughan; and Harlan G. Shober, Jr.; Controller Michael Namie; District Attorney Eugene Vittone; and Judge John DiSalle. Sheriff Samuel Romano was absent from the meeting. Also present were: Warden Ed Strawn; Solicitor J. Lynn DeHaven; Director of Administration Scott Fergus; Finance Director Joshua J. Hatfield; Human Resources Director Kathleen Bali; Deputy Controller Cathy Sams; Chief Clerk Cindy Griffin; Administrative Assistant Joyce Thornburg; Deputy Sheriff James Dallesandro; and Observer Reporter representative Barbara Miller. Mr. Maggi called the meeting to order at approximately 11:35 a.m. Mr. Maggi asked if there were any corrections, additions or omissions to Minute No. PB 6-14-17, dated June 14, 2017, each member having received a copy. It was moved by Mrs. Vaughan and seconded by Mr. Namie that Minute No. PB 6-14-17, be approved. The motion was carried unanimously with the Board signifying their approval by stating „Aye„ PUBLIC COMMENTS None. WARDEN'S REPORT Warden Strawn presented the following information to the Board: Income from other units for the maintenance of nrisoners for Tune 2017 Administrative Fee $10,592.71 Social Security 3,000.00 Tylenol -0- Prisoner Maintenance -0- Monthly sub -total 13,592.71 Year-to-date grand total $57,828.80 Program Fees and RQ9m and Board Income for June 2017 Work Release Inmates WeekenJ'Inmates Turned Over to Clerk of Courts (minus) Adjustments Made to Billings (minus) Monthly sub -total Year-to-date grand total Status of Prisoners confined at the end of tune 2017 Full Time Work Pelease Weeke-d Prisoners Unsen' e-ced Prisoners Awaiting Sentencing and/or Trial :fetal prisoners ExarrJi,..!` ors Performed by the Ph-.'sician New 1,mmitments Repeat Patients Medical Transports Performed by the Sheriff Contracs;ed Housing Fee/Month Year-to-date grand total Billed Collected $7,737.00 $7,84.2.-20 $1,100.00 $1,100.00 -0- -0- -0- -0- $8,837.00 $8,942.00 $48,844.80 $49,306.80 Males Females Total 89 21 lio 28 2 3C, 7 8 243 =r 3C5 367 5r Males ''---ales Total is 62 33, $0.00 $0.00 Warden Strawn recommended to the Board, on behalf of the Washi .rg :on County Correctional Facility, to approve a yearly agreement with PrimeCare Medical, flarrisb r€-, PA for the purpose of proviCing mental health services at the correctional facility. This contract is $20,000.00 per rr cnth 142 MINUTE BO0K PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED E1316649LD or $240,000.00 yearly to be funded via the Human Services operating budget. This contract would be effective July 1, 2017 through June 30, 2018, with three one-year options unless terminated pursuant to the terms of this agreement. Mrs. Vaughan asked if the contract terms remained the same. Warden Strawn's response indicted that the dollar value hadn't changed but that there were some changes in services provided. Initially there had been approximately a six week wait time for inmates to be seen by the doctor. That wait time has been eliminated, and, as a result, the medical service hours were reduced. Electronic medical record services were added through the cost savings of the reduced hours. (This is contingent upon approval at the Board of Commissioners' meeting to be held Thursday, July 20, 2017, Minute No. 1042.) _ Warden Strawn recommended to the Board, on behalf of the Washington County Correctional Facility, to approve the bid award for kitchen and housekeeping supplies to the following vendors: A-Z Janitorial Services, Washington, PA Janitor Supply, Smock, PA Pyramid School Products, Tampa, FL Jack Frye Sales & Service, Clairton, PA Trimark/SS Kemp, Pittsburgh, PA W. B. Mason, North Versailles, PA All items have been awarded to the lowest most responsive and responsible bidders meeting the specifications. This contract would be effective August 1, 2017 through July 31, 2018, at a total yearly cost of approximately $185,000.00. This is contingent upon approval at the Board of Commissioners' meeting to be held Thursday, July 20, 2017, Minute No. 1042. Warden Strawn recommended to the Board, on behalf of the Washington County Correctional Facility, to approve a purchase from EMCOR (Scalise Industries) Services of Lawrence, PA for furnishing and installing a system of Delta Automatic Temperature Controls for the correctional facility including the ground level,1st, 2na, 3ra and 4th floors, including the mezzanine. The total cost is $112,049.00, and has been recommended for Act 13 funding. The proposed purchase would be made from bid contract #122315-1HVAC. This is contingent upon approval at the Board of Commissioners' meeting to be held Thursday, July 20, 2017, Minute No. 1042. Warden Strawn recommended to the Board, on behalf of the Washington County Correctional Facility, to approve an amendment to our agreement for inmate telephone services with IC -Solutions, San Antonia, TX. IC Solution's has agreed to provide an additional 14 multi -purpose kiosks and in return, retain, as non-commissionable, the first $.25/call of revenue from each call for 16 months to recover its capital investment in the kiosks. Warden Strawn stated that each call is $.21/minute. Judge DiSalle asked if the correctional facility receives the remaining revenue. Warden Strawn's response was that the correctional facility does receive the remaining revenue and that after the equipment is paid off, the contract will revert back to the original contract. The total equipment cost is $103,000.00 of which Keefe's portion is $31,000 and $72,000 is to be recovered from the revenue amendment. (This is contingent upon approval at the Board of Commissioners' meeting to be held Thursday, July 20, 2017, Minute No. 1042.) It was moved by Mrs. Vaughan and seconded by Mr. Shober, approving the amended Warden's Report as stated above. The motion was carried unanimously with the Board signifying their approval by stating "Aye". BILLS Mr. Namie presented to the Board for their consideration and approval of the bills dated July 19, 2017, in the amount of $145,846.81. It was moved by Mr. Shober and seconded by Mr. Namie, approving the bills dated, July 19, 2017. The motion was carried unanimously with the Board signifying their approval by stating "Aye". (See list of bills attached hereto and made a part hereof.) OLD BUSINESS None. C MINUTE Mal BO0K PRISON BOARD [MR LIMITED E1316649LD WASHINGTON COUNTY, PENNSYLANIA NEW BUSINESS Mr. Namie distributed the annual audit of the correctional facility which is typically one year in length. This report includes the period from January 1, 2016 through May 31, 2017. Notice is directed to the Controller's letter on the first page; first paragraph; last sentence which states that due to the discovery of missing deposits, a forensic audit was performed on the Inmate Money Account. Page 2 is a summary of cash receipts and disbursements for the Inmate Welfare Account which is different from the Inmate Money Account. Total receipts for the year were $1,108,278.37 and total disbursements were $850,444.88. The ending balance is $679,392.64. Page 3 is a summary of the Inmate Money Account. The balance as of May 31, 2017, is $49,753.32. Adjustments are typical of every audit except for the first line which represents the Missing Inmate Funds determined to be $1,907.00, leaving an adjusted balance as of May 31, 2017, of $22,755.84. Pages 4 -7 are standard for every audit. Page 8 details Finding No. 1- Missing Inmate Funds - the audit results determined that there were numerous deposits missing from the Inmate Money Account totaling $1,907.00. During the course of the year, the records indicate that there was $2,161.00 collected from inmates that was not deposited. An attempt was made to return some of the missing funds through various deposits totaling $254.00. A recommendation was made to Warden Strawn and the Washington County Prison Board that a criminal investigation be conducted in an attempt to recover the $1,907.00. Page 9 details Finding No. 2 - Inadequate Bookkeeping Procedures - as noted in previous audits in 2013 and 2014 although related to a different cash account, the finding is the same which is that deposits are not being made on a daily basis. In some cases, in reference to Finding No. 1, deposits are not being made at all. The time lapse relating to deposits not made daily ranges from 2 to 34 days late from the date of receipt. Mr. Namie stated the importance of daily deposits was referenced in findings for the audit periods January 1, 2013 - December 31, 2013, and January 1, 2014 - December 31, 2014. The second part of Finding No. 2 relates to Bank Reconciliations not performed in a timely manner and, in some cases, not at all. It was noted that existing accounting procedures identified the deposit discrepancies, but these discrepancies were not communicated to the Washington County Correctional Facility administration until after the announcement that the Controller's office would begin the audit. The recommendation is that the deposits be made daily and bank reconciliations be performed in a timely manner. Failure to do so increases the risk that errors or irregularities will go undetected resulting in a loss of funds, as it did here. Any errors or discrepancies by staff should be brought to management's attention immediately. It is also recommended that management review and sign off on all bank reconciliations performed by staff. Mr. Namie stated that this concluded his presentation. It was moved by Mr. Shober and seconded by Mrs. Vaughan, approving the audit findings as presented by Mr. Namie. Mr. DeHaven suggested to include in this motion a separate motion to accept the audit recommendations. Mr. Shober moved that the motion to accept the audit recommendations be included in his motion. The motion was carried unanimously with the Board signifying their approval by stating "Aye". Mr. Maggi called an executive session at approximately 11:45 a.m. to discuss a personnel matter. Mr. Maggi reconvened the meeting at approximately 11:55 a.m. following the executive session. There being no further business, Chairman Maggi declared the meeting adjourned at approximately 12 p.m 144 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED E1316649LD . THE FOREGOING MINUTES SUBMITTED FOR APPROVAL: 2017 ATTEST:�'�C.' SECRETARY