Commissioners Regular Meeting
Commissioner Brown called the meeting of the Hancock County Commissioners at 9:01 a.m. on Thursday, May 7, 2009 in the conference room at the county courthouse with Commissioner Joy in attendance.
Adjustments to the Agenda:
MOTION: to move item – EMA toward the end of the agenda, between 8 & 9. (Joy/Brown 2-0, motion passed)
MOTION: to add item 11-a, executive session under MRSA 405-1(a) discussion regarding a personnel request. (Joy/Brown 2-0, motion passed)
MOTION: to add under item 7-f, to accept the resignation of full-time corrections officer, Trevor Kennedy, effective May 22, 2009 and allow him to continue his employment as a part-time corrections officer. (Joy/Brown 2-0, motion passed)
MOTION: to remove the scheduled 11:00 a.m. discussion with the auditors regarding the audit management letter. (Joy/Brown 2-0, motion passed)
MOTION: to add item 4-h, direction regarding county and airport CD’s that will mature May 16, 2009. (Joy/Brown 2-0, motion passed)
MOTION: to add Employee Appreciation of Annette Smith for her 10 years of service, to county clerks section of the agenda. (Joy/Brown 3-0, motion passed)
Motion: to add item 6-g, approval of interim RCC Director. (Joy/Brown 2-0, motion passed)
9:05 a.m.: Commissioner Lawson joined the meeting.
MOTION: to approve: Minutes of the April 7, 2009 commissioners’ regular meeting, April 16, 2009 and April 20, 2009 commissioners’ special meeting. (Joy/Lawson 3-0, motion passed)
Recess of regular meeting
Commissioner Brown opened the Airline Snack Bar & Lodge liquor license hearing 9:07 a.m. and asked if there was anyone in attendance to represent the Airline Snack Bar & Lodge. There was none. He asked if there was any opposition to the request. There was none.
9:07 a.m. Commissioner Brown closed the hearing and called the regular meeting back into session.
MOTION: to approve the liquor license renewal for the Airline Lodge and Snack Bar. (Lawson/Joy 3-0, motion passed)
MOTION: to re-appoint Craig Shoppe, of Ellsworth, as the Hancock County representative of the public sector to the WHCA Board of Directors. (Lawson/Joy 3-0, motion passed)
Airport Manager Robert Cossette stated that the proposal to purchase land owned by Mrs. Higgins adjacent to the airport owned by has been accepted. The grant application was forwarded to the FAA on April 28th.
MOTION: to accept a grant from the FAA in the amount of $333,498.00 for the purchase of the Higgins property, and to authorize the chairman to execute the grant offer when it is received. (Lawson/Joy 3-0, motion passed)
- The ARFF facility project went out to bid on April 30, 2009 with the bid opening scheduled for Thursday, May 21, 2009 at 2:00 p.m. Once the bid has been reviewed by Hoyle Tanner & Associates a written recommendation will be prepared and commission approval will be requested. After approval has been granted, a grant application will be prepared for the chairman’s signature. Said application must be in the FAA’s Regional Offices on June 1, 2009.
- Two options have been offered regarding a resident observer, Option A consists of a full-time resident observer who lives locally. This position will continue part-time once construction begins. Cost for Option A is $117,100.00. Option B consists of a full-time resident observer who is not a local resident. The cost of Option B is $146,200.00. This option gives the airport financial flexibility.
MOTION: to authorize the airport manager to apply for a grant from the FAA for the ARFF building project and to authorize the chairman to execute the grant application. (Lawson/ motion failed for lack of second.)
Discussion: Commissioner Joy wanted to know when the county would be committed to the funds for this project and when the commissioners would have the final figures. The answer was, in the grant offer from the FAA which will come in the near future. Commissioner Joy was not in favor of some of the options in the proposal. He was fine with a financial “do not exceed” approach and the grant application, but does not agree with the current anticipated construction costs. Commissioner Joy stated that a $1,200,000 “garage” is very difficult for him to justify to the taxpayers.
- Commissioner Brown asked architect Rich Malm his opinion regarding the cost of the resident observer. Commissioner Lawson noted that at one time, a person was mentioned who might accept $15.00 per hour. Holye Tanner and Associates representative, Woody Wilson stated a full-time observer will be on site for the first 45 days, after that the observer will be there once or twice a week. The commissioners can hire their own resident observer if they so choose, but his qualifications would have to be approved by the FAA.
- Commissioner Joy expressed the opinion that he did not understand why this job included a resident observer when there are qualified people already working on this project.
- CFO Roy stated that it is understood that once the county has applied for the grant, and is awarded the grant, it constitutes a legal and binding agreement with the government. If ARRA funds are awarded they must be segregated from all other funds. Airport Manager Cossette asked for an understanding that the project would go ahead and asked how the current issues would be resolved. He stated the cost of construction phase administration cost is $37,600.00. Commissioner Joy stated he was hung up on this project as a tax paying citizen, period. He suggested more conversations in the near future.
- Architect Rick Malm felt the proposed rate was not out of line. He suggested working together to resolve the questions.
- Commissioner Brown stated that a few weeks ago he was not in favor of this project due to utilizing “free money.” He is stuck on the cost of the resident observer. He felt it was a major stumbling block, but is interested in having Savas Mutlu oversee the project. Unfortunately Mr. Mutlu is not available.
- Commissioner Joy felt a full-time resident observer was not necessary once the slab and piping has been completed. It was explained that the resident observer will be on site part-time once the slab and piping work has been completed. Airport Manager Cossette stated that he is not qualified to fill the position as resident observer.
- Airport Manager Cossette stated that the cost of Option B will be used in the grant application and assured the commissioners that he is very aware of their concerns.
MOTION: to authorize the airport manager to apply for a grant from the FAA for the ARFF Building Project. (Lawson/Joy 3-0, motion passed)
Amendment: and are authorizing Option B to be included in the grant. (Joy/ – amendment withdrawn.)
Discussion: It is understood that the county commissioners will sign off, together, on the application realizing that the grant application only needs the signature of the chairman.
- The safety area project will go out to bid on May 11, 2009 with the bid opening scheduled for Thursday, June 8, 2009 or Friday, June 9, 2009, at 2:00 p.m. Once bids have been opened and reviewed by Hoyle, Tanner & Associates a written recommendation will be prepared for the commissioners and approval will be requested. After approval has been granted, a grant application will be prepared for the chairman’s signature. Said application must be at the FAA’s Regional Offices on June 12, 2009.
- Airport Manger Cossette explained that during the design phase of the safety area project the county entered into a reimbursement agreement with the FAA. This agreement provided funding for the design and engineering work necessary to relocate the localizer antenna array and for the design and engineering associated with the replacement of the localizer antenna control building. The cost is $160,209.72. Funding provisions were made in AIP-25 to pay the anticipated cost.
- Airport Manager Cossette stated that there will be a project administrator and resident observer cost included in this grant application.
MOTION: move to apply for a grant from the FAA and MEDOT, for the safety area project, covering the relocation of the localizer antenna array and to authorize the chairman to sign the grant. (Lawson/Joy 3-0, motion passed)
10:24 a.m.: Bid opening terminal building roofing replacement project:
Hahnel Brothers Company- $52,210.00 bid bond was included.
Roof Systems of Maine - $53,480.00 – bid bond was included.
Kevin W. Smith and Son, Inc. - $44,600.00 – bid bond was included.
GR Roofing Company, Inc. - $35,779.00 – bid bond was included.
Walter Barschdorf will review the bids for completes and accuracy and make a recommendation later in the meeting.
MOTION: to remove administratively Ron Stevenson as a part-time ARFF Responder. (Lawson/Joy 3-0, motion passed)
Assistant Airport Manager, M. Allison Navia, requested the hiring of Shawn McVay of Waltham and Jody Frederick, of Ellsworth, as part-time/on-call ARFF responders.
MOTION: to authorize the hire one or more part-time/on-call ARFF Responders. (Lawson/Joy 3-0, motion passed)
10:15 a.m.: Break
10:20 a.m.: Back in session
OFFICE OF FINANCIAL AFFAIRS:
MOTION: to approve payroll warrants #09-14, #09-15, #09-16, #09-17 and #09-18 in the aggregate amount of $367,910.09. (Lawson/Joy 3-0, motion passed)
MOTION: to approve expense warrants #009-10, #009-11, #009-12 and #009-13 in the aggregate amount of $463,657.98. (Lawson/Joy 3-0, motion passed)
MOTION: to approve the Unorganized Territory Warrant #10 in the amount of $27,208.80. (Lawson/Joy 3-0, motion passed)
- CFO Philip Roy stated that effective July 1, 2009 there will be a separate jail warrant included in the treasurers reports. The 3.5 million dollars needed for the 2010 budget has not been approved at this time and is currently in appropriations.
- CFO Roy discussed the need for a petty cash and GAAP policies regarding replenishment of petty cash accounts. He stated that the auditor suggested spot audits be conducted on a monthly basis but the CFO would like them to be conducted on a quarterly basis. He suggested that instead of writing checks to “cash” in order to replenish petty cash accounts, that the office of financial affairs be used as a bank to replenish departmental petty cash drawers. As petty cash receipts come in to the office of financial affairs, the departmental account would be charged for the receipt, and petty cash would be replenished immediately rather than waiting for a check being issued.
- Treasurer Planchart stated that the jail and registry of deeds do not use the majority of their petty cash and the jail has already asked for theirs to be reduced.
MOTION: to allow the office of financial affairs to increase their petty cash to $800.00 and to replenish other departments petty cash accounts. (Joy/Lawson 3-0, motion passed)
- CFO Roy presented a credit card policy, cardholder agreement and reimbursement voucher on behalf of the review committee, for commissioner review and approval.
- Commissioner Brown stated that one of the things he looks for on credit card receipts is a signature and that many receipts do not include them. He would like the user to take accountability signing the submitted receipts and stated he understood the need for credit cards in the sheriff’s department.
- Sheriff’s Administrative Assistant Michelle Cote stated that two deputies use CITGO gas cards due to the location of their homes. She did not feel the need for using the proposed voucher as she or the user writes on the receipt and documents the purchases. She did not want credit card limits increased.
- Chief Deputy Bishop stated that the use of the voucher is redundant. All credit card bills are stamped and receipts are included with their submission for payment.
- Commissioner Joy stated that the use of the stamp was discussed for gas credit cards and the voucher would not need to be used for these purchases.
- Treasurer Planchart stated that the stamp would not be needed with the use of the reimbursement voucher. CFO Roy explained that according to governmental accounting principles, specifics related to purchases would be reported and compliance with the auditor’s suggestions would be met.
- Chief Deputy Bishop stated that in the meeting of the committee, the voucher system was not discussed. He also suggested meeting with the department heads to explain the policy and voucher. He stated basic guidelines and/or procedures should also be established for the use of the cards. Commissioner Lawson stated that the policy and the procedure should be separate.
- Commissioner Joy stated that the policy was on the agenda for review only, not for an acceptance vote.
- Treasurer Planchart suggested that a standard reimbursement form be created for personal reimbursement expenses. Commissioner Brown suggested Treasurer Planchart create two separate forms, one for credit card reimbursement and one for personal reimbursement of expenses and requested she report her progress in the June meeting.
- A capital accounts spreadsheet was distributed for review.
- CFO Roy presented two capital expenditure requests for commissioner approval.
MOTION: to authorize expenditures in the amount of $3,055.56 from capital reserve account G1-3014-10. (Lawson/Joy 3-0, motion passed)
MOTION: to authorize an expenditure in the amount of $2,194.65 from capital reserve account G1-30-1250 for attendance at the Maine Prosecutors Consortium. (Lawson/Joy 3-0, motion passed)
- The commissioners were updated regarding the cash receipting module and accounts payable. Both modules are working very well. CFO Roy stated that the registry of deeds as well as the registry of probate are posting to the cash receipting module and that deposits and balancing of receipts and funds are done daily.
- Airport Manager Cossette asked if it was possible to enter receipts from the beginning of the year into the cash receipting module as the reports generated are very helpful.
MOTION: approval of copier maintenance agreements with Transco for 7 copiers, for the remainder of FY09 and FY10 in the amount of $3,997.00. (Lawson/Joy 3-0, motion passed)
Discussion: Commissioner Joy asked if Transco was the only company that could provide this service. The answer was that Transco provides full spectrum service, meaning, sales, service, parts and labor. Commissioner Joy stated he liked competition among these types of vendors.
CFO Roy stated that two county CD’s will mature on May 16, 2009 and suggested moving these funds to Machias Savings for the next 60 days. Machias Savings Bank has offered the best rate at this time.
MOTION: to reinvest the 2 CD’s that we currently have, for 60-days at Machias Savings bank, at the current rate of 2.03%. (Lawson/Joy 3-0, motion passed)
Airport Assistant Manager, M. Allison Navia requested that the commissioners authorize the chairman to execute an agreement of up to $42,779.00 with G&R Roofing Company.
MOTION: to award the airport roofing bid to G & R Roofing in the amount of $35,779.00 and authorize the chairman to execute an agreement. (Lawson/Joy 3-0, motion passed)
CFO Roy suggested that $30,000.00 come from account E-40-70-460 $30,000.00 and balance out come from airport undesignated funds.
MOTION: authorize the expenditure of $30,000 from account E40-70-460 and $12,779.00 from the airport undesignated fund balance. (Lawson/Joy 3-0, motion passed)
Facilities Director Richard Davis presented the commissioners with the following fuel oil bids:
|Bidder:||Rack Rate:||Rack +:||Total:||Prepaid/Fixed|
|No Frills Oil:||$1.659||.048||$1.707||$1.887 / 14 day stip.|
|Dead River||$1.6567||.11||$1.7667||No fixed price|
|Irving||$1.6548||.3080||$1.963||No fixed price|
MOTION: to accept the lowest bid from No Frills Oil in the amount of $1.707. (Lawson/Joy 3-0, motion passed)
EMERGENCY MANAGEMENT AGENCY:
- EMA director and deputy director job descriptions were presented for approval. Commissioner Lawson stated that she found them very all inclusive and a great deal of redundancy was included in the deputy directors job description.
- Emergency Management Director, Ralph Pinkham answered questions regarding happenings in his department. The Swine Flu situation and county preparedness was discussed.
12:15 p.m.: Break for lunch
1:10 p.m.: Back in session
- RCC Director Jon Mahon gave a brief overview of how other communications centers pay their part-time employees. Figures were distributed utilizing pay rates from surrounding police departments. Commissioner Brown stated that if the current policy was changed, he wondered how this would effect other county departments.
- Director Mahon updated the commissioners regarding his progress in hiring new dispatchers. The last back ground check has been completed and he will offer positions, depending on whether or not the new schedule is approved.
- Year to date revenues were discussed. Commissioner Brown discussed the future possibility of adding the operating cost of the RCC to county tax bills.
- Scheduling was discussed at length. Three different schedules were presented one of which allowed every other weekend off. Director Mahon preferred the 12 hour shifts with a 36 and 48 hour workweek. He requested approval of this schedule. He stated a side agreement would be needed to increase sick day accrual to 12 hours per month.
- Commissioner Brown questioned the stress to the dispatchers when going to a 12 hour shift. Dispatcher Rolly means suggested ‘stand up desks” be installed to help alleviate the stress issue.
- Director Mahon suggested posting the new schedule and allowing the employees to bid on slots. Commissioner Lawson and Joy agreed that it was the best solution for both parties.
MOTION: move to approve the proposed 12 hour schedule for the RCC dispatchers starting June 6, 2009. (Lawson/Joy 3-0, motion passed)
Discussion: Commissioner Joy questioned if the sick time issue was agreed to. A side letter will be written to the union, noting the increase to 12 hours earned in sick hours per month.
- Dispatcher Ralston Means requested permission to attend the Spillman Users Conference to be held on September 21-24, 2009 in Utah. The cost to attend is approximately $1,305.00.
- Commissioner Lawson asked about progress with the GIS portion of Spillman. Mr. Means explained he is currently working on duplicate name issues.
MOTION: to approve the request of Ralston Means to attend the Spillman Users Conference September 21-24, 2009 in Utah. (Lawson/Joy 3-0, motion passed)
Amendment: at a cost not to exceed $1,500.00. (Lawson/Joy 3-0, motion passed)
MOTION: to approve the hire of Renee Wellman of Bangor as Hancock County RCC Director, effective May 30, 2009 at the annual salary of $48,000.00. (Joy/Lawson 3-0, motion passed)
MOTION: to approve the promotion of part-time cook Tim Jones of Surry to full-time cook effective May 16, 2009 at Step 7C, $13.38 per hour. (Joy/Lawson 3-0, motion passed)
MOTION: to approve the promotion of part-time corrections officer Christopher Stanley of Harrington to temporary full-time corrections officer effective May 9, 2009 at Step 9C, $14.87 per hour. Benefits include accumulation of sick time and holiday benefits, only. (Lawson/Joy 3-0, motion passed)
Discussion: Commissioner Joy asked why he would not accrue vacation time. JA Dannenberg preferred not to include this benefit.
MOTION: to approve the hire of Hazel Rich of Bernard as part-time cook effective May 9, 2009 at $12.00 per hour. (Lawson/Joy 3-0, motion passed)
MOTION: to accept the resignation of full-time corrections officer, Trevor Kennedy, effective May 22, 2009 and to allow him to continue his employment as a part-time corrections officer effective May 22, 2009. (Lawson/Joy 3-0, motion passed)
Commissioner Brown presented, jail cook, Annette Smith with her 10 year employee appreciation certificate and pin. He thanked her for her dedication to her co-workers and praised her for the job she has done over the past ten years. She will be truly missed.
MOTION: to approve the Tremont Law Enforcement contract. (Lawson/Joy 3-0, motion passed)
- Due to the number of civil papers being served, the sheriff’s administrative assistant, Michelle Cote, requested that the commissioners approve an increase in the Civil Process checking account balance from $1,500.00 to $2,000.00.
- Commissioner Lawson asked if the funds could be replenished from the financial services department. Administrative Assistant Cote explained that the civil process account is self contained and that the checkbook is balanced to the statement monthly.
- Commissioner Brown asked why the checks are not being issued from the office of financial affairs. The answer was because civil process is self contained in the sheriff’s office. Commissioner Brown compared the Civil Process financial process to that of the registry’s of deeds and probate.
- CFO Roy stated that the office of financial affairs has the capability and time to meet the requirements of the GASB rules to do this work. Commissioner Lawson asked if this was the most efficient way to process these checks. Administrative assistant Cote responded that she thought it was.
- A brief overview of the civil process financial process was explained. All checks are entered into TRIO on Friday and deposits are made into the civil process account.
- Administrative assistant Cote did not want to see the process changed as there are time constraints for turnover.
- Chief Deputy Bishop stated there is a continuity and integrity that goes along with the current process. He requested the limit to be increased from $1,500.00 to $2,000.00 and added that accountability is included in the process.
- Commissioner Lawson did not understand why checks could not be issued in the financial services office. Commissioner Joy stated it is based on time restraints.
MOTION: to approve the request to increase the civil process checking account limit from $1,500.00 to $2,000.00. (Joy/Lawson 2-1, motion passed – Brown opposed)
Commissioner Brown questioned why services for the Town of Castine were included on the Stonington monthly recap. It was explained that Castine patrol is considered an outside detail and Stonington holds a municipal/private contract. Castine revenue is credited to the outside contract revenue account. Administrative Assistant Cote stated that would get back to Commissioner Brown re: Castine.
REGISTRY OF DEEDS:
- Register of deeds, Julie Curtis, presented the commissioners with a transaction summary report for the period of January 1, 2009 through April 30, 2009. She reported that revenues were up for the month of April and added that the new cooperation with the office of financial affairs is working nicely.
- She stated that her Aptitude contract is expiring this year and the contract offers and extension. CFO Roy stated we are not under obligation to go out to bid due to the way the contract is written.
MOTION: to enter into executive session under MRSA Title 405 ss. 6(1) in order to discuss personnel issues. (Lawson/Joy 3-0, motion passed
Commissioner Brown declared the meeting out of executive session.
MOTION: move approval of Jon Mahon as interim director of the RCC until May 30, 2009, at a rate of $20.00 per hour, for up to 10 hours a week. (Lawson/Joy 3-0, motion passed)
MOTION: to adjourn. (Joy/Lawson 3-0, motion passed)