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HomeMy WebLinkAboutCOMM - Meeting Minutes - PB 2-20-19 - 2-20-2019 - PRISON BOARD193 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED E1316fi49L,D Minute No. PB 2-20-19 February 20, 2019 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; Harlan G. Shober, Jr.; Judge John DiSalle; Controller Mike Namie; Sheriff Sam Romano; and District Attorney Gene Vittone; Also present: Warden Ed Strawn; Solicitor J. Lynn DeHaven; Finance Director Joshua J. Hatfield; Human Resources Acting Director Andrea Johnston; Chief Clerk Cindy Griffin; Deputy Controller Cathy Sams; Administrative Assistant Joyce Thornburg; and Observer -Reporter representative Barbara Miller. Mr. Maggi called the meeting to order at approximately 11:33 a.m. Mr. Maggi asked if there were any corrections, additions or omissions to Minute No. PB 2-6-19, dated February 6, 2019, each member having received a copy. It was moved by Mrs. Vaughan and seconded by Mr. Namie that Minute No. PB 2-6-19, 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 Inmates for lanuary 2019 Administrative Fee $ 11,241.12 Social Security $1,200.00 Tylenol/Medical Reimbursement $78.29 + Monthly sub -total $12,519.41 Year-to-date grand total $12,519.41 Program Fees and Room and Board Income forlanuary 2019 Billed Collected Work Release Inmates $12,810.00 $10,973.00 Weekend Inmates $400.00 $400.00 Monthly sub -total $13,210.00 $11,373.00 Year-to-date grand total $13,210.00 $11,373.00 Status of Inmates Confined at the End of lanuary 2019 Male Female Total Full-time Inmates 32 8 40 Work Release Inmates 38 4 42 Weekend Inmates 2 0 2 Unsentenced Inmates Awaiting Sentencing and/or Trial 229 63 292 Total Inmates 301 75 376 Male Female Total Examinations Performed by the Physician 47 25 72 New Commitments 6 Repeat Patients 66 Medical Transports Performed by the Sheriff 26 Contracted Housing Fee/Month $0.00 Year-to-date grand total $0.00 WARDEN'S REPORT Warden Strawn recommended to the Board, on behalf of the Washington County Correctional Facility, to approve to enter into an agreement with CSI Investigation Risk Management to assist in ongoing educational internal investigations at the jail. Service shall be performed on an hourly basis of $95.00 plus mileage and requested on an as needed basis. Service shall not exceed a $15,000.00/year limit, with funding from the correctional facility's operating budget. This agreement shall begin on the date of full execution and shall continue year-to-year unless terminated by either party upon 90-days prior written notice. This agreement is contingent upon the Board of Commissioners' approval in their meeting to be held on February 21, 2019, Minute No. 1077. 194 MINUTE BOOK PRISON BOARD IMR LIMITED E1316649LD WASHINGTON COUNTY, PENNSYLANIA Warden Strawn recommended to the Board, on behalf of the Washington County Correctional Facility, to approve the applicants listed below as part-time correctional officers: Terry Ashley Jenna Chornak Kathryn Cole Erik Deems Dominic Mannella Michael Obitko Eric Smith John Sopiak Joshua VanDivner Paula Werry Savanah Woy It was moved by Mr. Shober and seconded by Mr. Romano, approving the Warden's Report. 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 February 20, 2019, in the amount of $162,634.36. It was moved by Mr. Namie and seconded by Mrs. Vaughan, approving the bills dated February 20, 2019. 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. NEW BUSINESS Mr. Namie distributed the audit report of the Inmate Welfare Fund and the Inmate Money Account for the 7-month period ended December 31, 2017. The previous audit period covered the 17- month period ended May 31, 2017. Notice was directed to Page 2, Summary of Cash Receipts and Disbursements for the Inmate Welfare Fund. The adjusted balance as of December 31, 2017 was $1,070,194.04. Page 3 is a summary of the account reconciliation for the Inmate Money Account. The adjusted bank balance as of December 31, 2017 was $20,092.10. Pages 4-7 include standard audit notes to the financial statements, disclosures and the study and evaluation internal accounting and administrative controls. Pages 8-11 detail the audit findings and recommendations: Finding No. 1- Inadequate Internal Controls Over The Bank Account - Mr. Namie stated that this finding has been a recurring issue at the facility, and the three specific matters noted were: - monthly bank statements were not reconciled to the book balance since February 2017 (also noted in the previous audit report). - deposits to the Inmate Money Account were not made in a timely manner in all instances. No deposits were made for a 3-month period and had accumulated to $15,996.95 before being deposited in the bank (also noted for the audit periods January 1, 2003 to May 31, 2017). - Transfers from the Inmate Money Account to the Inmate Welfare Account for phone purchases/commissions, medical, whites, shoes and commissary purchases were not made in a timely manner. As of December 31, 2017, the amount due from the Inmate Money Account to Inmate Welfare Account totaled $307,532.67. The recommendation of the Controller's office is that deposits should be made on a daily basis and that bank reconciliations and transfers be completed in a timely manner. Failure to do so increases the risk that errors or irregularities will go undetected resulting in a loss of funds. Any errors or discrepancies should be brought to management's attention immediately, and management should review and sign off on all bank reconciliations. 195 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED F..131654Rt f) Finding No. 2 - Inadequate Internal Controls Over Financial Transactions - Change was given to inmates upon release instead of issuing a debit card refund. The debit card system was implemented so that using petty cash would no longer be necessary for refunds Inmates were not billed for Tylenol from August 2017 to February 2018 resulting in a loss to the County of approximately $1,500.00. The Administrative Fee was not remitted to the County as required. In some months, the Administrative Fee was not remitted at all, and in other months, the fee was calculated incorrectly. As of December 31, 2017, the County was due $23,957.98. Mr. Namie informed the Board that this amount was remitted to the County on January 7, 2019. - Unauthorized transfers were made between inmate accounts to cover shortages. Financial data was not maintained in the Keefe system. As a result of incomplete or inaccurate data, the bank reconciliation module of the software cannot be utilized. Also due to incomplete or inaccurate data, ledger accounts in the system are out of balance and cannot be relied upon. The recommendation of the Controller's office includes the following: In order to maintain correct inmate account balances, it is imperative that refunds are issued only through the debit card system. Circumventing the system by issuing cash refunds results in inmate accounts not being cleared in the system, thereby causing the system to be out of balance. - Inmate purchases should be entered into the system immediately and accurately so that a loss of funds to the County does not occur. - The Administrative Fee should be calculated accurately and remitted to the County on a monthly basis. - Even though the amounts were nominal, transfers from individual inmate accounts to cover shortages in other inmate accounts should never occur. - Options need to be explored as to how to correct the current financial information in the Keefe system. If no practical option exists, the entire system may need to be cleared and restarted with correct balances. Mr. Namie stated that a closing conference took place on January 3, 2019, with the following individuals present: Edward Strawn - Warden Donald Waugh - Deputy Warden - Operations Christopher Cain - Deputy Warden - Security James Stanko - Inmate Accounts Supervisor Joshua Hatfield - Director of Finance Michael Namie - Controller Cathy Sams - Deputy Controller Kathy Tarr - Audit Manager Aubrey Lehmann - Auditor 196 MINUTE BOOK PRISON BOARD IMR LIMITED E1316649LD WASHINGTON COUNTY, PENNSYLANIA Mr. Namie asked the Board if there were any questions. Mrs. Vaughan directed a question to the Warden as to whether he would be putting together a plan for corrective action to present to the Prison Board. The Warden indicated that there has already been corrective measures taken and that the issues are understood, but he will present to the Board if needed. Mrs. Vaughan stated that she would like the Warden to present a written corrective action plan to the Prison Board that states what has already been instituted based on these recommendations and what will be instituted to make sure that all of the items are addressed. + Mr. Shober asked for clarification if the Inmate Welfare Fund represented the individual inmate account balances. Mr. Namie explained that the Inmate Money Account represents the individual inmate account balances and that the Inmate Welfare Fund represents funds generated through the receipts of phone commissions, commissary purchases, miscellaneous and interest income, etc., that can only be used for the benefit of all inmates as governed by state law. Warden Strawn called an executive session at approximately 11:43 a.m. regarding litigation. Mr. Maggi reconvened the meeting at approximately 11:57 a.m., following the executive session. There being no further business, Mr. Maggi declared the meeting adjourned at approximately 11:57 a.m. THE FOREGOING MINUTES SUBMITTED FOR APPROVAL: ,2019 ATTEST: SECRETARY C 1 1