Town of Bristol

Board of Selectmen

Minutes of 5-29-08 worksession

Members Present: Rick Alpers (RA), Don Milbrand (DM), Paul Fraser (PF), Bruce Van Derven (BVD), Joe Denning (JD), Town Manager Elizabeth Corrow

Chairman Rick Alpers called the Work session to order at 6:30pm.

Ambulance billing:

Town Manager Corrow presented a packet regarding a potential formula for ambulance billing in the subsequent year. The formula includes all costs for fire & ambulance (including capital expenses for the year) and then multiplies those expenses by 80% (or the approximate percentage of EMS calls) and subtracts out ambulance revenue to get a net cost. The towns receiving ambulance service from Bristol are then charged a percentage of the net cost based on their percentage of usage in the previous year (using Lakes Regional Mutual statistics). This results in a charge of approximately $405 per call. In addition, the patient is billed for services rendered. The board discussed overhead and wanted to make sure capital costs for the year are included in the formula. The board felt the formula seemed fair and equitable. The new formula charges towns based on their usage and formula is based on the town’s actual expenses instead of the current formula which is based on two of the lowest paid employees of the fire department divided equally among all towns. The board felt the formula was fair and equitable and agreed to have this issue put on the June 12^th agenda for finalization. The board also discussed the need for the fire chief to speak with the towns and explain the change in formula in advance of their budgeting cycle.

Internal Controls:

In an effort to begin tightening internal controls as requested by the board Town Manager Corrow provided copies of fraud, suspected misconduct and cash receipt polices from other towns for the board to consider. Ms. Corrow discussed the need for the board to reassure formally that the town accountant does not have access to the Town Treasurers signature stamp at any point and that a majority of Selectboard signatures need to be on the manifests before checks are signed or given out. Town Manager Corrow further recommend the board strengthen the separation of cash and checks (receipts) from the Town accountant. Copies of the checks (receipts) should go to the accountant  (not the actual checks) and the town accountant should cross check the treasurer’s deposit slip to make sure what was received was deposited as a matter of good practice.

Selectman Alpers requested Ms. Corrow also speak with the Town Accountant about aging receivables in the accounts payable system.

Mr. Van Derven made a motion to enter non-public session under RSA 91-A:3 II(c) seconded by Mr. Denning: roll call vote taken all members agreed to enter into non-public session.  At 7:45 PM the BOS entered a non-public session.

Motion to return to public session made by Mr. Milbrand, seconded by Mr. Fraser; vote was unanimous.

Motion to adjourn was made by Mr. Paul Fraser; seconded by Mr. Don Milbrand; vote was unanimous.

The meeting was adjourned at 8:45pm

Respectfully submitted,

Elizabeth Corrow

Town Manager

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Richard Alpers, Chairman                                   Paul Fraser, Vice Chairman

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Joe Denning                                                            Donald Milbrand

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Bruce Van Derven