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Home My WebLink AboutCOMM - Meeting Minutes - PB 7-17-19 - 7-17-2019 - PRISON BOARD209 MINUTE BOOK PRISON BOARD IMR LIMITED E1316649LD WASHINGTON COUNTY, PENNSYLANIA Minute No. PB 7-17-19 July 17, 2019 The meeting of the Washington County Prison Board was held in the It" floor conference room, Courthouse Square, Washington, Pennsylvania, with the following members being present: Commissioners Larry Maggi;Diana Irey Vaughan; Harlan G. Shober, Jr.; Controller Mike Namie; Sheriff Sam Romano. Absent from the meeting were Judge John DiSalle and District Attorney Gene Vittone. Also present: Warden Ed Strawn; Solicitor J. Lynn DeHaven; Finance Director Joshua J. Hatfield; Human Resources Director Shelli Arnold; Deputy Controller Cathy Sams; First Assistant District Attorney Dennis Paluso; Chief Clerk Cindy Griffin; Administrative Assistant Joyce Thornburg; Observer -Reporter representative Barbara Miller; and Angela Paulini, representative for GTL, a correctional facility technology firm. Mr. Maggi called the meeting to order at approximately 11:32 a.m. Mr. Maggi asked if there were any corrections, additions or omissions to Minute No. PB 6-19-19, dated June 19, 2019, each member having received a copy. It was moved by Mr. Namie and seconded by Mrs. Vaughan that Minute No. PB 6-19-19, 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 Tune 2019 Administrative Fee $12,495.30 Social Security $2,400.00 Tylenol/Medical Reimbursement $152.07 Monthly sub -total $15,047.37 Year-to-date grand total $79,349.53 Proeram Fees and Room and Board Income for Tune 2019 Work Release Inmates Weekend Inmates Monthly sub -total Year-to-date grand total Status of Inmates Confined at the End of Tune 2019 Full-time Inmates Work Release Inmates Weekend Inmates Unsentenced Inmates Awaiting Sentencing and/or Trial Total Inmates Examinations Performed by the Physician New Commitments Repeat Patients Medical Transports Performed by the Sheriff Contracted Housing Fee/Month Year-to-date grand total Billed Collected $14,331.00 $12,450.00 $844.00 $844.00 $15,175.00 $13,294.00 $81,800.00 $73,009.75 Male Female Total 26 3 29 31 1 32 3 0 3 249 51 300 309 55 364 Male Female Total 30 27 57 4 53 41 $0.00 $0.00 WARDEN'S REPORT 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 listed vendors: AFG, McKees Rocks, PA Allegheny Supply, Duncansville, PA A-Z Janitorial Services, Washington, PA Central Poly, Linden, NJ 210 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED El316649LD Jack Frye Sales & Service, Clairton, PA Janitor Supply, Smock, PA Trimark/SS Kemp, Pittsburgh, PA WB Mason, Leetsdale, PA All items have been awarded to the lowest most responsive and responsible bidders meeting the specifications. These contracts will be effective August 1, 2019 through July 31, 2020. Warden Strawn recommended to the Board, on behalf of the Washington County Correctional Facility, to award the bid for roof repairs to R.A.M.E. Inc., Washington, PA, the lowest most responsive and responsible bidder meeting the specifications, at the base rate of $49.50/hour and $70/hour emergency and other specialty rates as listed in the bid documents. It was moved by Mrs. Vaughan and seconded by Mr. Shober, 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 July 17, 2019, in the amount of $167,642.95. It was moved by Mr. Namie and seconded by Mr. Romano, approving the bills dated July 17, 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.) First Assistant District Attorney Dennis Paluso entered the meeting at approximately 11:36 a.m., followed by Observer Reporter representative Barbara Miller at approximately 11:39 a.m. OLD BUSINESS None. NEW BUSINESS Mr. Namie distributed the audit for the correctional facility from January 1, 2018 to December 31, 2018 and presented the following: Page 2 - Summary of Cash Receipts and Disbursements with an adjusted balance as of December 31, 2018, of $1,056,062.22 in the Inmate Welfare Fund; Page 3 - Inmate Welfare Account and Inmate Money Account Reconciliations showing no cash overages or shortages; Pares 4 and 5 - Notes to Financial Statements and Flow of Funds explain the standard accounting principles and the components of the financial statements; Pages 6 and 7 - Controller's letter to the Prison Board describing the study and evaluation of the correctional facility's system of internal accounting and administrative controls. The evaluation disclosed two findings: inadequate internal controls over the bank account which is recurring and inadequate internal controls over financial transactions also recurring; PaLye 8 - Findina No. 1- The review of the accounting records of the correctional facility determined the following deficiency in the internal controls over the bank account: ➢ The correctional facility did not reconcile the bank statements to the book balance monthly for the Inmate Money Account. Reconciliations have not been completed by the correctional facility since February 2017. ➢ This finding was also noted for the audit periods January 1, 2016 to May 31, 2017, and June 1, 2017 to December 31, 2017. The recurrent recommendation is to complete the reconciliations in a timely manner. Failure to do so increases the risk that errors and irregularities will go undetected resulting in a loss of funds. It is recommended that management review and sign off on all bank reconciliations. 211 MINUTE BOOK 1 PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED E1316649LD Page 9 - Findina No. 2 - Inadequate internal controls over financial transactions: ➢ The review of the accounting records determined that the administrative fee was not remitted to the county as required; in some months, the administrative fee was not remitted, and in other months, the fee was calculated incorrectly. As of December 31, 2018, the county was due $10,379.68. ➢ The 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. Additionally, the ledger accounts in the system are out of balance and cannot be relied upon due to incomplete or inaccurate data. The recommendation is for the fee to be calculated accurately and remitted to the county on a monthly basis. 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. Page 10 - During the prior audit, the following recommendations were made to the correctional facility: ➢ To make deposits to the Inmate Money account in a timely manner and to complete transfers from the Inmate Money account to the Inmate Welfare account in a timely manner; ➢ To issue debit card refunds to inmates upon release and prohibit cash refunds; ➢ To cease transferring amounts between individual inmate accounts to cover shortages in other inmate accounts; The current audit determined that the correctional facility complied with the recommendations stated above. Mr. Namie stated that the correctional facility is headed in the right direction. The closing conference was held with the Warden Strawn in the Controller's office on June 13, 2019, with the following employees being present: Controller Michael Namie, Audit Manager Kathy Tarr, and Auditor Nico LaBella. Mr. Namie confirmed to Mrs. Vaughan that there were no missing funds. It was moved by Mr. Namie and seconded by Mrs. Vaughan, approving the audit. 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.) Mr. Shober introduced GTL representative Angela Paulini who was in attendance to observe the meeting. There being no further business, Mr. Maggi declared the meeting adjourned at approximately 11:40 a.m. THE FOREGOING MINUTES SUBMITTED FOR APPROVAL: ,2019 ATTEST: SECRETARY 212 PRISON BOARD IMR LIMITED E1316649LD MINUTE B00K WASHINGTON COUNTY, PENNSYLANIA This page is blank. 1