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Commissioners Regular Meeting

Commission Chairman Percy L. Brown, Jr. called the meeting of the Hancock County Commissioners to order at 9:00 a.m. on Tuesday, February 3, 2009 with Commissioners Lawson and Joy in attendance.

COMMISSIONERS:

MOTION: to approve the minutes of January 6th and 15th 2009, Commissioners Special Meetings and January 20, 2009 Commissioners Regular Meeting. (Lawson/Joy 3-0, motion passed)

EMERGENCY MANAGEMENT AGENCY:

  • Director Pinkham submitted the Emergency Management Agency monthly report prior to the meeting.

MOTION: to approve the hire of Jeanine Neipert as a temporary full-time employee, effective February 14, 2009 at Step 8-C, $13.78 per hour, wages to be paid through a Homeland Security grant. (Lawson/Joy 3-0, motion passed)

Discussion: Ms. Neipert’s benefit package will include the payment of taxes and full benefits. The grant utilized to cover her expenses will expire in September 2010.

  • Commissioner Joy inquired about an e-mail that discussed FY08 Homeland Security grants for counties. Three grants were received for Hancock County, one intended for use in the EMA office, one for a Sheriff’s Department software package and one for the county firefighters HAZMAT team. Funding is good for two years.

9:10 a.m.

MOTION: to enter into executive session under MRSA Title 1 §405-6(A), for the purpose of conducting two department head evaluations. (Lawson/Joy 3-0, motion passed)

9:30 a.m.

MOTION: move to come out of executive session. (Lawson/Joy 3-0, motion passed)

TREASURER:

  • Commissioner Lawson questioned the absence of an administrative cost for taking care of the Hancock County Drug Court financial records.

MOTION: to approve Payroll Warrants #09-01, #09-02, #09-03, #09-04 and #09-05 in the aggregate amount of $367,499.43. (Lawson/Joy 3-0, motion passed)

MOTION: to approve Expense Warrants #009-01, #009-02 and #009-03 in the aggregate amount of $648,399.01. (Lawson/Joy 3-0, motion passed)

MOTION: to approve the Unorganized Territory Warrant #7 in the amount of $25,196.91. (Lawson/Joy 3-0, motion passed)

  • Treasurer Planchart stated that she would be in the office on Monday’s and Tuesday’s from 7:30 a.m to 11:30 a.m. and would try to be flexible when needed.
  • Commissioner Joy inquired about TRIO training that took place last week. Treasurer Planchart stated it was a good overview of the system.

RCC/E-9-1-1:

  • Interim Director McKenney stated that most employees have completed their EMD license renewals and dispatcher CPR classes have been scheduled.
  • Director McKenney has met with the Airport Assistant Manager to discuss the dispatch center’s roll with regard to the airport emergency operations plan. He also reported that the change from Verizon to Fair Point, for the E-9-1-1 system, has been seamless.
  • Monthly statistics were discussed. Revenues for FY08 have been received in full. There were 669 E-9-1-1 calls for the month. CAD calls for January 09 totaled 1552.
  • Interim Director McKenney stated that he has received a letter of interest from the Town of Bucksport requesting a proposal for night dispatching. The proposal should include dispatching services for the Bucksport Public Works, police, fire and ambulance services. An additional night time dispatcher may be needed, should the county take on this charge.

10:00 a.m.: CBE Technologies contract discussion.

  • Dave Barter and Jeff Mann from CBE Technologies explained that the difference between NOS Plus and NOS Premium. NOS Plus monitors the county servers 24/7. NOS Premium includes monthly maintenance and upgrades to the servers.
  • Legal Secretary I, Lincoln Ehrlenbach, discussed his frustrations with the current servers and it was his opinion that they should be upgraded to NOS Premium and that, due to age and available space, the servers should be replaced.
  • Quotes and payment distribution for new servers from Tom Jewett, CBE and PC Mall were discussed.
  • Commissioner Lawson suggested upgrading all 4 servers to NOS Premium. This would include the Administrative Network and Citrix server as well as the two DA servers.
  • Financial Manager Philip Roy questioned why the district attorney was not utilizing the county server system, saying it did not make sense to have three separate networks and encouraged the commissioners to look at this as a system instead of individual entities. In explaining his concept, Mr. Roy stated the system would include decks of servers and decks of process, linked together and upgraded. The DA’s office would be consolidated into one county domain. Network based storage would also be included.
  • Mr. Barter stated, as a cost saving measure, the level of support needed to be upgraded now. A consolidated system is the next step in the server process. The cost savings, for the discussion today, is estimated at less that $10,000.
  • Commissioner Lawson was in favor of the server consolidation plan and thought the county should begin funding for it now. Mr. Barter stated the process to migrate is approximately $5,300.00.
  • Commissioner Joy asked if the upgrade to NOS Premium would work if the servers were unified. The answer was yes. Mr. Barter stated that CBE could keep the DA’s office going through the end of the year in order for the county to save funds for a consolidation in FY2010.
  • Commissioner Lawson suggested having the financial manager work with CBE to obtain a quote to consolidate servers.

MOTION: to upgrade all four servers to NOS Premium as soon as possible. (Lawson/Joy 3-0, motion passed)

MOTION: to ask CBE, the financial manager and Lincoln Ehrlenbach to work together and develop a consolidation plan. (Lawson/Joy 3-0, motion passed)

9:50 a.m.: Break

10:03 a.m.: Back in session

SHERIFF:

  • Sheriff Clark suggested opening bids and comparing specifications of two, previously requested, vehicle types. He updated Commissioner Joy on the county capital purchase policy and explained his reasoning for allowing his deputies to request their vehicle preference.
  • Sheriff Clark stated that it is a better idea to know the cost of a vehicle prior to approving specifications. He suggested opening, previously received, vehicle proposals and then approve the specifications of the most reasonable vehicle.
  • Commissioner Joy asked if these vehicles come with specific specifications. They come as a “police package.”
  • Commissioner Brown stated that during the past year, the county has had two issues involving improper bidding. He suggested moving on the side of caution. Commissioner Lawson viewed the proposal as quotes, not bids.
  • Financial Manager Philip Roy updated the commissioners with regard to the law associated with purchases over $2,500.00. He stated that the commissioners do not need to approve a request to put out an RFP but they do have to approve the process and the expenditure.
  • Commissioner Lawson stated that with Financial Manager Roy’s explanation, she would consider them as bids. Commissioner Lawson also encouraged all department heads to put off major purchases until the 2nd quarter.
  • No trade in vehicle was offered when requesting vehicle cost.

The following bids/quotes were opened:

  • Morrison Chevrolet: 2009 Crew Cab Pick-up - $27,864
  • Hight Chevrolet: 2009 Chevrolet Pick-up - $26,461
  • Darling’s: 2009 LSDA Charger: $23, 088
  • Thornton Bros: 2009 Charger: $25,057
  • Quirk Ford of Augusta: 2009 Silverado 1500 - $26,388
  • Quirk Ford of Augusta: 2009 Dodge Charger: $25,154
  • Financial Manager Philip Roy requested permission to speak to the dealers involved in order to request a split payment process.
  • Sheriff Clark suggested contacting Darling’s to inquire as to whether they submitted a GMC pick-up bid. They did not.
  • Sheriff Clark preferred to purchase two pick-up trucks from Morrison Chevrolet, in support of our local community.
  • Financial Manager Philip Roy requested the commissioners authorize him to look at the cash flow situation prior to purchase.

Commissioner Lawson suggested tabling the above discussion until after lunch.

MOTION: approval of the annual contract for Mechanical Services, Inc. (Lawson/Joy, no vote was taken)

MOTION: to table the annual contract renewal for Mechanical Services, Inc. until the commissioners are able to speak with the facilities director. (Lawson/Joy 3-0, motion passed)

MOTION: to approve the hire of Debra Jones of Surry as a part-time/on-call corrections officer, effective February 7, 2009 at the rate of $12.00 per hour. (Lawson/Joy 3-0, motion passed)

12:25 p.m.: Recess

1:15 p.m.: Back in session

  • Financial Manager Philip Roy reported he was able to reach Quirk Chevrolet and was offered a GM lease purchase at an interest rate of approximately 6%. At this time, he is unsure of the amount in the outside contracts capital account but feels it is approximately $30,000.00. Sheriff Clark thought there was $23,900.00 in the account. Commissioner Brown thought there was approximately $27,000.00 in the account at the end of FY08.
  • Commissioner Brown asked what about the cost to outfit the vehicles. The cost would be approximately $5,500 - $8,000 per vehicle to be paid from account 10-20-005, vehicle maintenance & repair. Financial Manager Roy suggested installing lights inside the vehicles as a cost saving measure.

MOTION: to authorize the purchase of one pick-up truck now from Quirk Chevrolet or if the finance manager determines that Hight will defer the payment of the 2nd pickup until a later date, to authorize the purchase of two trucks from Hight Chevrolet in the amount of $26,461.00 per vehicle. The account to which the funds are to be taken, will be determined at the next commissioners regular meeting. (Lawson/Joy 2-0-1, motion passed, Brown abstained)

Commissioner Brown did not feel the bid process was in keeping with county policy. He felt the correct action was taken, but abstained because he felt the county RFP and bid process was not followed. Commissioner Joy and Commissioner Lawson felt the commissioners followed county policy and state law but stated the disagreement was in why they did not accept the lowest price.

REGISTRY OF DEEDS:

  • Register of Deeds, Julie Curtis, presented the commissioners with a transaction summary report for the year and reported that projected revenues are up by $5,200.00 for the month of February. The credit card payment portion of the website should be working within a few months.

UNORGANIZED TERRITORIES:

1:50 p.m.

MOTION: to enter into executive session under MRSA Title 1 §405-6(A) for the purpose of discussing applications for the position of Deputy UT Supervisor. (Joy/Lawson 3-0, motion passed)

2:05 p.m.

MOTION: move to come out of executive session. (Brown/Joy 3-0, motion passed)

MAINTENANCE:

MOTION: move to go into executive session, under MRSA Title 1 §405-6(A), for the purpose of conducting department head evaluations. (Lawson/Joy 3-0, motion passed)

MOTION: move to come out of executive session. (Joy/Lawson 3-0, motion passed)

MOTION: to authorize the chairman to sign the annual contract with Mechanical Services. (Lawson/Brown 2-0, motion passed)

The March Commissioners Regular Meeting date has been changed to March 10, 2009, beginning at 9:00 a.m.

  • Commissioner Brown has asked the financial manager to meet with the register of deeds to discuss finances of the registry.

MOTION: to authorize the county clerk to send out warrants for assessing the towns and Unorganized Places their portion of the county tax, and to set the interest rate for delinquent taxes at 7.75%. (Lawson/Joy 3-0, motion passed)

MOTION: to approve payment of TRIO training for the financial manager from reserve account 3014-10, Treasurer Technology. (Joy/Lawson 3-0, motion passed)

The commissioners authorized a payment of a $654.00 Sierra Communications bill from account #3011-01, Technology Reserve.

MOTION: to acknowledge the jail bond payment and interest for FY09 in the amount of $437,400.00. (Lawson/Brown 2-0-1, motion passed, Joy abstained citing that he was not a commissioner at the time the Fy09 budget was passed)

MOTION: move to approve the RCC Director job description as presented. (Lawson/Joy 3-0, motion passed)

COUNTY CLERK:

  • The clerk presented the commissioners with a parking policy which included the towing and or banishment of vehicles from the county complex. A meeting with department heads and court personal will be held on February 5, 2009 at 1:00 p.m., as it is imperative that employees are aware of and understand the ramifications of the policy, if not followed. The policy will be posted on bulletin boards throughout the building.

  • Commissioner Joy felt that after three warnings, vehicles should/will be towed

MOTION: to approve the parking policy as presented. (Brown/Joy 2-0-1, motion passed, Lawson abstained as she did not feel the policy was necessary)

3:15 p.m.

MOTION: to enter into executive session under MRSA Title 1 §405-6(A), for the purpose of discussing compensation and duties. (Lawson/Joy 3-0, motion passed)

3:20 p.m.

MOTION: move to come out of executive session. (Joy/Lawson 3-0, motion passed)

MOTION: to authorize the chair to sign a loan and repayment agreement with Franklin M. Burke Jr. (Lawson/Joy 3-0, motion passed)

3:25 p.m.

MOTION: to enter into executive session under MRSA Title 1 §405-6(A), for the purpose of discussing compensation and duties. (Lawson/Joy 3-0, motion passed)

4:35 p.m.

Commissioner Brown declared the meeting back in session.

MOTION: to authorize the purchase of the TRIO Cash Receipting and Payroll Modules, immediately. (Lawson/Joy 3-0, motion passed)

Discussion: Commissioner Brown questioned where the funds would come from to pay for the new TRIO modules. Funds will come from the Treasurers Technology Reserve account. #3014-10.

  • The financial manager will inform departments that, from now on, payment for goods and services will be paid from statements, not invoices.
  • A reorganization/merging of the administrative offices and the finance department was discussed
  • Commissioner Lawson felt it was important that the financial manager have oversight over the treasury. Commissioner Brown felt that the financial officer should be appointed the deputy treasurer, and the department should have a part-time treasurer and part-time clerk.
  • It was the finance managers’ opinion that the position currently held by the deputy treasurer should be labeled as a data entry position and a stipend should be paid to the person appointed as deputy treasurer.
  • All commissioners agreed that the finance manager should be in charge of the treasury.

The commissioners will revisit the above conversation at their February 5, 2009 meeting scheduled to begin at 9:00 a.m.

MOTION: to change the deputy treasurer pay back to the 2009 authorized amount. (Joy/Lawson 3-0, motion passed)

  • Financial Manager Philip Roy stated that Hancock County has not dealt with a request from the board of corrections working group regarding flat lining of the biennial budgets. Commissioner Brown felt it was important that Mr. Roy be aware of the pending changes in the biennial budget. He reported that the course of action for these budgets will be established at tomorrows meeting.

5:00 p.m.

MOTION: to adjourn. (Brown/Joy 3-0, motion passed)

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