Commissioners Regular Meeting
Commissioner Shea called the meeting to order at 9:00 a.m. on Tuesday August 14, 2007in the conference room at the County Courthouse in Ellsworth, with Commissioners Brown and Lawson in attendance.
Adjustments to the Agenda:
MOTION: move to add item 7-H regarding Emergency Parking Survey, and to move item 10-A, to the top of the agenda. (Shea/Brown 3-0. motion passed)
MOTION: move to add item 4-D: to approve carry forward for UT from 06-07 budget to the ’07-’08 budget. (Lawson/brown 3-0, motion passed)
9:00 a.m.: Bid Openings: Airport Pavement Crack Sealing Project and Airport Pavement Remarking.
The following Pavement Crack Sealing bids were opened.
|Sealcoating, Inc.||Type A||$14,001.40|
Commissioner Shea asked if bid bonds were required. Airport Manager Cossette replied that they were not required. The Bids were given to the Airport Manager, Robert Cossette for verification and recommendation.
MOTION: move to accept the bid for Pavement Crack Sealing from Sealcoating, Inc. in the amount of $29,865.40 with Airport Manager Cossette’s recommendation that the chairman be authorized to execute the contracts when they are prepared. (Lawson/Brown 3-0, motion passed)
The following Pavement Remarking bids were opened.
|Hi-Way Safety Systems, Inc.||.65/ft²||$53,060.80|
|Pine State Safety Lines, Inc.||$81,632.00|
|Sir Lines A Lot, LLC||$69,387.20|
Sir Lines A Lot, LLC submitted an alternate bid, however, it was not submitted on the correct form and therefore it was rejected.
The Bids were given to the Airport Manager, Robert Cossette for verification and recommendation.
MOTION: move to accept the bid for Pavement Remarking from Hi-Way Safety Systems, Inc. in the amount of $53,060.80, and recommend that the chairman be authorized to execute the contracts when they are prepared. (Lawson/Brown 3-0, motion passed)
Due to an error, the overall square footage of remarking will be reduced from 81,632 ft² to 72,109 ft² reducing the overall bid to $46,870.85.
- Commissioner Shea began the discussion by giving an explanation as to why the Commissioners wanted to meet and discuss an RCC Reorganization. There is a need to determine the best Administration structure for the RCC Center.
- Those in attendance felt that the RCC does well. They are satisfied with the service received.
- Most of those in attendance felt an advisory board was necessary, with the Commissioners having overall authority. It was stated that a technical advisory board is not needed, but have technical advisors called in on an as needed basis. Law Enforcement representation was also requested.
- Commissioner Shea stated a suggestion to set meetings on a certain day of the week either monthly or bi-monthly. Commissioner Shea would like to hold the meeting within a week prior to a Commissioners meeting.
- Director Dunno would like to see a committee of people who use the system, that know the technology, know the needs, know the growth and who have a vested interest in bringing in other communities.
- Mr. Myatt suggested looking at the Penobscot County Board and see what they have and possibly copy cat it and have the same organization or similar.
- Commissioner Shea stated that Director Dunno and the County Clerk and/or Commissioners need to contact Penobscot County to receive an overview of their structure.
The next meeting will be held on Wednesday, September 12, 2007 at 6:30 pm in the Hancock County Commissioners Meeting Room.
MOTION: move to approve the minutes of the July 10, 2007 Commissioners Regular Meeting. (Brown/Lawson 3-0, motion passed)
MOTION: move to accept the Airport Managers recommendation to accept the bid from R. F. Jordan & Sons for the demolition and site cleanup project at the airport. (Brown/Lawson 3-0, motion passed)
EMERGENCY MANAGEMENT AGENCY:
The Commissioners had a couple of questions regarding the Emergency Management Monthly report as submitted via e-mail prior to the meeting.
- Commissioner Shea asked EMA Director Pinkham on the progress of the storage site at the Airport.
- Director Pinkham gave an update on the progress of the storage site at the Airport. The project has not been started yet. Director Pinkham will contact them again. Director Pinkham also needs to finish a fencing project.
- There is a full-scale exercise, involving several Emergency Management Agencies from several counties, scheduled for September 26-29 in Castine.
- Director Pinkham feels it will take approximately 1-hour of training for each employee to implement the Emergency Preparedness Plan.
- Director Pinkham updated the Commissioners on the emergency panic button system.
Seacoast security will send a quote on the emergency panic button system and the cost of installation.
- Director Pinkham stated that cameras are in use at the front entrance, the back parking lot, and the exit on the north side of building.
- Director Pinkham states that there needs to be someone responsible for nightly meetings. This person needs to keep a log on who is in the building and who leaves.
MOTION: move to confirm the part-time hire of Lynn O’Kane of Ellsworth as an EMA Clerk, effective July 28, 2007 at $12.00 per hour. (Lawson/Brown 3-0, motion passed)
Director Pinkham explained that Lynn O’kane is being paid 10 hrs a week from the county budget and, there is a grant available that can pay 20 hrs a week, keeping her under the full time status.
Update on TSA Grant Application
- Airport Manager Cossette completed the grant application process to the Transportation Security Administration for reimbursement of the airport security officers.
- The TSA continuously reiterates; they will partially reimburse us for the security costs. Airport Manager Cossette estimates the actual cost for security services in 2008 will be approximately $117,530 and based on their formula for reimbursement we can expect to receive only $79,392.
- We will have to deal with contributing $38,000 towards security officers for the airport. It will be sometime after the first of October before we can expect to receive a grant offered from TSA.
Progress Report: relocate airport entrance road
- Airport Manager Cossette states that the only new information he has on this project is that Maine DOT is doing the survey for the intersection relocation.
- Airport Manager Cossette wants to keep discussion going on this project because there will be some issues and problems as we proceed with the planning efforts.
- Airport Manager Cossette is concerned that if we relocate the airport entrance road to meet Route 230 we will need to purchase property from the Grange Hall to put up an entrance sign.
- Airport Manager has met with the Grange and discussed the sign and a number of other issues with them. They seem very willing to cooperate in any way they can.
- Commissioner Lawson questioned if it were possible to relocate the road in back of the building.
- The Grange is concerned that with the widening of the road to accommodate passing lanes, the building may need to be moved back.
- Commissioner Shea questioned if the Grange had a lot of land in back of them. Airport Manger Cossette answered that they had some, but not a lot.
- Commissioner Brown questioned if this was a good idea, safety wise.
- Manager Cossette answered that yes, it was good for Airport if there is a fully functioning traffic light.
Back in session: 10:50
MOTION: move to approve Payroll Warrants #07-27, #07-28, #07-29 and #07-30 in the amount of $304,246.20. (Lawson/Brown 3-0, motion passed)
- Treasurer Crowley stated that the installation of the Trio system was near completion.
- Treasurer Crowley will look into why Probate had not submitted money for Internet fees.
- Commissioner Shea questioned the remaining balance in the RCC reserve account. $25,000 in the RCC reserve account was allotted to pay for the Spillman System; only $17,700.00 has been spent.
MOTION: move to approve Expense Warrants # 007-023, #007-024, and #007-025 in the amount of $757,606.58. (Lawson/Brown 3-0, motion passed)
MOTION: move to approve the Unorganized Territory Warrant #2 in the amount of $26,823.53. (Lawson/Brown 3-0, motion passed)
Approval of the 2006 Audit Report:
- The money received from the downstairs vending machine goes into SO employee funds. This money is not being forwarded to the Treasurer’s office for accounting purposes.
- The upstairs vending machine money goes into a Courthouse employee fund. These funds are recorded in the books and are audited. If the funds are used, they will be noted in the warrant.
- Commissioner Lawson stated to take the audit recommendation that all county funds are to be subject to oversight of the Treasurer’s office and to be subject to audit.
MOTION: move to approve the 2006 Audit Report and to direct the Sheriff to submit to this account, vending machine revenues for audit review. (Brown/Lawson, 3-0 motion passed)
Discussion: Bangor Savings Payroll Proposal
- Treasurer Crowley is requesting authorization to switch payroll services.
- The contract with ADP and can be ceased at will. Treasure Crowley would like to begin the payroll service beginning October 1st.
- Treasurer Crowley estimated that it would be close to $600.00 in one time installation fees.
- Treasurer Crowley stated that Bangor Savings purchased specialized software. Treasurer Crowley, Deputy Treasurer Atwater, and one user from the Commissioners office would have the software installed on the initial 3-user charge. An additional user can be added for an additional $50
- Bangor Savings is also able to interface with TRIO.
MOTION: move to accept Treasurer Crowley’s recommendation to change payroll companies from ADP to Bangor Savings. (Lawson, Brown, 3-0 motion passed)
MOTION: move to approve the estimated requested carry forwards of the 2006/2007 balances in the UT contingency fund in the amount of $18,500.00, roads reserve fund in the amount of $70,500.00, and E-911 Reserve Fund in the amount of $13,600.00. (Lawson/Brown 3-0, motion passed)
- Commissioner Shea commented that we are allowed to have $25,000 in the contingency account.
- Treasurer Crowley stated that the contingency was purposely decreased because it was not being utilized.
- Commissioner Lawson feels we are should carry over the maximum amount.
- Unorganized Territory Supervisor Bunker verbally presented his monthly report.
- Commissioner Shea stated that he received a phone call from Mrs. Theodora Moyer of Township 28 who is unhappy with the dump arrangements of T-28.
- Commissioner Shea stated that she would need to come to a commissioners meeting with an easement from a property owner to allow them to place a dumpster on their property.
- Ms. Moyer did not appear toady.
Back in session: 12:30 p.m.
Jail Board Report for July 2007
- Sheriff Clark stated that they had 7 jail boarders. He believes August will look better than July.
MOTION: move to approve the hire of Jon Del Lima of Sullivan as a part-time Corrections Officer at $12.00 per hour effective August 18, 2007. (Lawson/Brown 3-0, motion passed)
MOTION: move to accept the resignation of Corrections Officer James Gallacher effective August 23, 2007. (Lawson/Brown 3-0, motion passed)
MOTION: move to approve the promotion of Kevin Megno of Orland from part-time to full-time Corrections Officer, effective August 18, 2007 at Step 9C, $13.98 per hour. (Lawson/Brown 3-0, motion passed)
Discussion: Department of Highway Safety Grant for in car video cameras.
- Deputy Sheriff Pat Kane was present to discuss the purchase of 8 DVD in-car cameras.
- Sheriff Clark explained that the intended use of $6000.00 that was recently put into the technology account will be used to update “birddogs”; a device that attaches to a suspects vehicle that is GPS driven. The software has expired or antiquated. Each “birddog” upgrade cost $3000.00 each.
- Sheriff Clark stated that it costs $5,000.00 to purchase these DVD in-car cameras. With the grant, they will cost $1,600.00 each plus a $200.00 installation fee.
MOTION: move to approve the purchase of 8 DVD in-car cameras and contribute toward that amount, $14,400.00 (Lawson/Shea 3-0, motion passed)
- Commissioner Brown questioned if all 8 vehicles needed to be outfitted, and if we could go with less.
- Commissioner Shea questioned if there would be an annual maintenance fee.
- Deputy Kane stated the only cost would be the cost of DVD’s.
Vote: 3-0, motion passed
Sheriff New Vehicle:
- Sheriff Clark will give his current vehicle to the jail as the primary transport vehicle
- Sheriff Clark is asking approval for specification of a vehicle that is similar to Tim Cote’s.
- Commissioner Shea can not see the reason for having another 4-wheel drive vehicle
- Sheriff Clark predicts the 2002 Tahoe trade in value would be$12,000.00.
- Commissioner Shea suggested purchasing a regular cruiser.
- Sheriff Clark stated he would not be able to tow vehicles.
- Commissioner Brown asked if any of the vehicles had tow packages.
- Sheriff Clark answered that they were all capable of towing.
MOTION: move to approve the solicitation for bids of a new 4-wheel drive vehicle.
(Lawson/Brown 1-2, motion failed) Shea and Brown apposed
MOTION: move the hiring of Glen Grant of Franklin as a part-time employee of the Sheriffs Office. (Lawson/Brown 3-0, motion passed)
RCC/ 9-1-1 CENTER
- Director Dunno presented the Commissioners with her July 2007 Activity Report via e-mail prior to the meeting.
- Commissioner Shea would like the County Clerk and Director Dunno to contact Penobscot County to come and speak at the next RCC Organizational meeting.
- Director Dunno stated the CAD was now in operation. Spillman sent a trainer, free of charge, to help during the first 4 days of operation. Ellsworth was here as well, and used the center to dispatch Ellsworth calls.
- Director Dunno stated that we have a “66” box between the EPD and RCC. It currently goes from the Ellsworth Police Department to the RCC, but the RCC is not capable of going to the Ellsworth Police Department. Director Dunno is in the process of getting a quote to see what the cost would be to reverse this.
- Director Dunno stated that if the RCC should shut down, Ellsworth might be shut down as well. She feels that it would be beneficial to go to a neighboring County. Waldo and Knox Counties already has this in place. Director Dunno has contacted Waldo County, but Penobscot may be interested and they are closer.
- Director Dunno stated that the EMA trailer was equipped with all radio frequencies, and uses the same towers as the RCC. Director Dunno spoke with EMA Deputy Director that, in the event of an emergency; RCC would have use of the trailer.
- Director Dunno stated that she was not sure what Doug Ashemore had in mind to alert Ellsworth in the event of an Emergency. It may be a buzzer system. At this time, the RCC can sign into the CAD system, but it is uncertain if Ellsworth Police will be added into the RCC CAD system, or if the RCC will be added into Ellsworth.
- Director Dunno stated she will provide a detailed break down of overtime and that she has scheduled 9-1-1 new equipment training in November. All part-time and Full-time employees will have 8 hours of training regarding the new equipment.
- Director Dunno stated that there was one part-time person left to train but is waiting until September when the State of Maine will announce which state wide program is going to be utilized. If the state does not pick the program RCC uses, all personnel will need to be retrained.
- Director Dunno spoke with Henry from ABD, and she is able to get disks for the recorder. The disks that we currently have will not be able to be read. Eventually the recorder will need to be replaced.
1:27 p.m.: Tax Appeal Hearing: The Amanda Trust, Andrea C. Brower Trustee v. the Town of Dedham.
Commissioner Shea called the meeting to order at 1:27 pm and swore in participating parties.
Commissioner declared the hearing closed at 1:40pm. Deliberations for the Amanda trust were held after the deliberations for Howard S, Broward.
MOTION: move to grant an abatement of taxes in the amount of $328.70 to the Amanda Trust, Andrea Brower Trustee, for tax year 2005-2006 because Howard S. Brower was found to be the owner on April 1, 2005. (Lawson/Shea 3-0, motion passed)
3:15 p.m.: Tax Appeal Hearing: Lawrence Eaton v. The Town of Castine
Commissioner Shea called the meeting to order at 3:15 pm and swore in participating parties.
Commissioner Shea declared the hearing closed at 5:17pm. Deliberations were held directly after the hearing.
MOTION: move to grant abatement on taxes in the amount of $29,849.00. (Shea/Lawson 2-1, Brown apposed)
Tax Appeal Deliberations: Howard S. Brower v. Town of Dedham
MOTION: move to deny the abatement request due to the appellant not providing adequate data that the parcel had been reunited as a single parcel, and had not been recorded as a single parcel on April 1, 2005. (Brown/Lawson)
- Commissioner Shea stated that the burden of proof had not been met because the smaller parcel had been reunited with the original parcel.
VOTE: 1-1-1, motion failed. Shea apposed, Lawson abstained.
- The appeal was not granted. The appeal will be denied after 60 days because the prevailing motion failed.
Non-exempt, non-union Overtime and Compensatory Time Policy.
Commissioner Shea suggested tabling the discussion of the Non-exempt, non-union Overtime and Compensatory Time policy until the County Clerk is available
MOTION: move to table the revised non-exempt, non-union Overtime and Compensatory Time Policy. (Brown/Lawson 3-0, motion passed)
Hours of Operations
At the last Department Head meeting, the Department Heads discussed the hours of operation. It was decided that the Courthouse building be open from 8:00 a.m. to 4:00 p.m. for the public. The doors will be unlocked at 7:00 a.m. for Employees to enter the building. The doors will lock at 4:00 p.m. The Peter’s Building will close at 5:00 p.m.
MOTION: move to approve the Hours of Operations Policy as presented. (Lawson/Brown 3-0, motion passed)
Departmental Budget workshops:
The following dates, August 22, August 29, and September 5th were set for budget departmental meetings. All meetings will begin at 3:00 p.m. Commissioner Shea suggested the County Clerk schedule individual department meeting times.
Union Employees: Overtime Pay
After a brief discussion, the Commissioners position has not changed concerning the Union overtime issue.
MOTION: move to adjourn. (Brown/Lawson 3-0, motion passed)