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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, June 2, 2009 with commissioners Joy and Lawson in attendance.

Adjustments to the Agenda:

MOTION: to add item 4b, a discussions regarding pet policy. (Brown/Lawson 3-0, motion passed)

MOTION: to add under item 6g, an executive session to discuss an employee personnel matter. (Joy/Lawson 3-0, motion passed)

EMPLOYEE APPRECIATON:

The commissioners recognized Detective Alan Brown’s for his 20-years of service to the citizens of Hancock County.

COMMISSIONERS:

MOTION: to approve the minutes of the May 7, 2009 commissioners’ regular meeting and May 21, 2009 commissioners’ special meeting. (Joy/Lawson 3-0, motion passed)

  • Commissioner Brown stated that if a new person is hired in a position currently held by an employee who chooses to eat at their desk, they should be offered up to a 30 minutes as a meal period, if the employee chooses to stay and work at their desk, they will be compensated, he did not want this to become a union issue.
  • Sheriff Clark stated that deputies and RCC employees as well as sheriff’s administrative staff have elected to stay at their desk and work through their lunch.
  • The commissioners agreed that they would like employees to physically work 40 hours per week.
  • Commissioner Joy felt that employees who go out to pick up lunch should clock out. Sheriff Clark stated that in many cases, one employee would pick up lunch for the employees who stay at their desks.

EMERGENCY MANAGEMENT AGENCY:

MOTION: to table review of the EMA job descriptions until the July commissioners’ regular meeting. (Joy/Lawson 3-0, motion passed)

AIRPORT:

  • Airport Manager Robert Cossette stated that the ARFF building paperwork was submitted to the FAA on May 28, 2009, a grant offer can be expected by June 9th or 10th. An ARFF building construction schedule and pricing are available in the commissioners’ office, upon request.

MOTION: move to accept a federal grant in the amount of $1,278,123.00 and to authorize the chairman to execute the grant. (Lawson / motion withdrawn)

  • Discussion: Commissioner Joy wanted to know why Hoyle Tanner & Associates added $5,000.00 to their portion of the project. A formula error in the spreadsheet program created the difference.
  • The commissioners were in agreement with the original proposed amount of $107,300.00. This will not change the amount of the grant. Savings in the project will be returned back to the federal government.

MOTION: to enter into a contract with HTA in the amount of $107,300.00 for the ARFF facility construction phase engineering and project administration and to authorize the chairman to execute said contract upon receipt of the grant from the FAA. (Joy/Brown 3-0, motion passed)

MOTION: move to accept a federal grant in the amount of $1,278,123.00 and to authorize the chairman to execute the grant. (Joy/Lawson 3-0, motion passed)

MOTION: to enter into a contract with Perry & Morrill, Inc. in the amount of $927,773.00 for the construction of an ARFF facility at the airport and authorize the chairman to execute the contract upon receipt of the grant from the FAA. (Lawson/Joy 3-0, motion passed)

Discussion: A change order has been requested in the amount of $26,550.00. Airport Manager Cossette felt the contract should be presented with the amount of the bid. The change order will reduce the amount to $901,223.00.

MOTION: to approve change order #1 to the ARFF facility project which deletes from the project two 4” underground telephone conduits thereby reducing the contract amount $26,550.00 to $901,223.00. (Joy/Lawson 3-0, motion passed)

MOTION: to issue a “Notice of Award” to Perry & Morrill, Inc. upon receipt of a grant from the FAA and authorize the chairman to execute the same. (Lawson/Joy 3-0, motion passed)

MOTION: to accept a grant from the FAA in the amount of $333,498.00 and authorize the chairman to execute said grant. (Lawson/Joy 3-0, motion passed)

  • The safety area project time schedule is very tight. Airport Manager Cossette requested that two or more commissioners attend the bid opening scheduled for June 8, 2009 at 2:00 p.m. in the commissioners meeting room. The engineering estimate for the project is $2.5 million dollars. Commissioner Brown will be available to sign the grant, if approved, on June 11, 2009.
  • The Architectural, Engineering and Planning Consultant Services agreement along with the resolution for the Hancock County-Bar Harbor Airport Advisory Committee was briefly discussed. The make up of the advisory committee was explained.
  • Commissioner Lawson requested a list of airport users.
  • Airport Manager Cossette would like to see a couple of people who are not tied to aviation on the advisory board. Commissioner Joy would like to see an engineer on the board. Reappointment of board members will be requested in the July commissioners meeting.
  • Airport Manager Cossette asked if the commissioners would consider paying a mileage reimbursement to advisory board members.
  • Commissioner Joy would like a sampling of which firms municipal airports are using for their engineering services.

MOTION: to execute the lease and operating rights agreement renewal for Biplane & Glider Rides. (Lawson/Joy 3-0, motion passed)

Commissioner Brown read a letter from airport manager Cossette stating that his retirement date will be August 31, 2009.

MAINTENANCE:

MOTION: to hire Mechanical Services to repair a chiller at the cost of approximately $5,116.00, funds to come from account E-30-70-400. (Joy/Brown 3-0, motion passed)

Discussion: Mechanical Services holds the service contract for this equipment, unfortunately the chiller is not covered. Commissioner Lawson was concerned with sole sourcing this work and felt it should be bid out. After further discussion she agreed to consider the sole source provider for this work.

  • Facilities Director Davis discussed pets in the courthouse. Commissioner Lawson suggested posting a signs stating “service animals only” on exterior doors; she also explained that not allowing any animals in the building would constitute a violation of ADA rights.

MOTION: move to placard the building with signs stating “Service animals only.” (Lawson/Joy 3-0, motion passed)

RCC/9-1-1:

MOTION: to approve the hire Robert Conary of Orland as a full time dispatcher effective May 30, 2009 at Step 9-A, $14.01 per hour. (Joy/Lawson 3-0, motion passed)

MOTION: to approve the promotion of dispatcher Freda M. Moore of Bangor from part-time to full-time status, effective May 30, 2009 at Step 9-C, $14.87 per hour. (Lawson/Joy 3-0, motion passed)

  • Commissioner Brown stated that he has been working on the RCC Bi-laws, changing the board of directors to an advisory committee. Reappointments will include law enforcement representation.
  • Commissioner Brown requested that the CFO be given a breakdown of what each individual town is paying for RCC services and requested that an analysis be completed to include the cost of adding all towns to the county tax bill.
  • The CFO was also asked to find available grants to improve the space in the RCC or to create a larger space to house it.
  • Sheriff Clark requested that the advisory board be comprised of users. If that were the case, he would be happy to participate on the board.
  • Southwest Harbor is still in discussions regarding joining the RCC. Commissioner Brown would be willing to attend the selectmen’s meeting in order to help with the process.

SHERIFF:

MOTION: to remove administratively from the county employment rolls, James Smith, Paul Webster and Donna Miles, as these employees have not worked since 2008. (Joy/Lawson 3-0, motion passed)

MOTION: to confirm the hiring of Natalie Walter of Stockton Springs as a part-time cook, $12.00 per hour, effective May 16, 2009. (Joy/Lawson 3-0, motion passed)

MOTION: to approve the hire of Leslie Chauvin of Old Town and Jillian Jones of Stonington as part-time, on-call corrections officers, effective June 6, 2009 at the rate of $12.00 per hour. (Lawson/Joy 3-0, motion passed)

MOTION: to approve the promotion of Debra Jones of Surry from part-time to temporary full-time status effective June 6, 2009 at Step 9C $14.87 per hour, benefits to include holidays and sick time accrual. (Lawson/Joy 3-0, motion passed)

MOTION: to allow Annette Smith to remain as a part-time employee, effective June 1, 2009, at the rate of $12.00 per hour. (Joy/Brown 3-0, motion passed)

MOTION: to approve the request for transfer of budgeted funds from account E10-50-450 in the amount of $226.85 to accounts E10-01-500 and E10-01-300. (Lawson/Joy 3-0, motion passed)

MOTION: to approve the request for transfer of budgeted funds from account E-10-50-430 in the amount of $299.42 to account E-10-01-500. (Lawson/Joy 3-0, motion passed)

MOTION: to approve the request for transfer of budgeted funds from account E10-50-430 in the amount of $373.04 to account E10-01-500. (Lawson/Joy 3-0, motion passed)

10:58 a.m.
MOTION: to enter into an executive session under MRSA Title 405(6), in order to discuss a personnel matter. (Lawson/Joy 3-0, motion passed)

11:12 a.m.
Commissioner Brown brought the meeting back into session.

MOTION: to adopt the recommendation of Sheriff Clark and to recognize that corrections officer Brad Ewing is on an unpaid leave of absence, and that his seniority will be frozen during this leave. (Lawson/Joy 3-0, motion passed)

Commissioner Joy would like Mr. Ewing notified, by letter, of his status.

11:20 a.m.: Break
11:30 a.m.: Back in session

AUDITOR REPORT:

Kathy Tyson from the auditing firm Runyon, Kersteen, Ouellette presented the commissioners with the 2008 County Audit and Management Letter. Both of which are available, upon request, in the Office of Financial Affairs.

Commissioner Brown, as an example, questioned who should be responsible for the deeds checking account. Auditor Tyson stated that you do not want one single individual to handle the account, adding that the state law is vague, but it does provide certain responsibilities to the register with oversight by the commissioners. She suggested centralizing cash controls in the treasurers’ office. The cash/checks are taken in, in the registry and reconciled in the treasury. The bottom line is the ultimate responsibility lies with the commissioners.

Auditor Tyson complemented Deputy Treasurer Renee Atwater with regard to her efforts and contribution to the audit process. The jail and UT audit will take place on July 13th and 14th.

OFFICE OF FINANCIAL AFFAIRS:

MOTION: to table the recommendation on petty cash accounts to the July meeting. (Joy/Lawson 3-0, motion passed)

  • Chief Financial Officer Philip Roy met with three members of the budget advisory committee on May 20, 2009 to introduce himself and to go over the finances of the county. He stated it was an informative meeting and he will be conducting more in the future.
  • Chief Financial Officer Roy updated the commissioners with regard to grants and individual project classifications in the TRIO accounting program for the airport and EMA. He is in hopes of doing the same for the sheriff’s grants and or project accounts.
  • Certificates of Deposit’s have not been moved from Camden National/Union Trust as of this date. In looking at the cash flow analysis, CFO Roy expressed his concern that revenues may fall short in June and July; therefore these funds have been moved into the sweep accounts, for now.
  • Payroll will be pushed from Time Trak to Bangor Savings this week. All employees who are “clocking” will be included in this process.
  • Implementation is scheduled for July 1st, but previous systems will be utilized during this time until the CFO is assured that everything is correct with the system.

12:40 p.m.: Break for lunch
1:02 p.m.: Back in session

  • The clerk presented a draft of the credit card policy, which contained information discussed in the May department head meeting.

MOTION: to table the credit card policy in order to disseminate it to the department heads for their input. (Joy/Brown 2-0-1, motion passed) Lawson abstained.

MOTION: to approve the 2010 jail budget in the amount of $1,865,544.00, budget to be forwarded to the BOC. (Joy/Lawson 3-0, motion passed)

MOTION: to approve payroll warrants #09-19, #09-20, #09-21, and #09-22 in the aggregate amount of $279,176.08. (Lawson/Joy 3-0, motion passed)

MOTION: to approve expense warrants #009-14, #009-15, #009-16 and #009-17 in the aggregate amount of $676,256.50. (Lawson/Joy 3-0, motion passed)

MOTION: to approve the Unorganized Territory Warrant #11 in the amount of $5,803.95. (Lawson/Joy 3-0, motion passed)

MOTION: to approve a request for expenditure from capital reserve account G1-3014-10 in the aggregate amount of $587.50, $132.50 for work done on a laptop and $455.00 for a time clock. (Joy/Lawson 3-0, motion passed)

MOTION: to approve a request for expenditure from capital reserve account 40-70-460, terminal building roofing project, in the amount of $4,667.22. (Joy/Lawson 3-0, motion passed)

MOTION: to approve a request for expenditure from capital reserve account G2-3010-30, for an equipment overhaul of a John Deere loader in the amount of $9,869.46. (Joy/Lawson 3-0, motion passed)

MOTION: to approve a request for expenditure from capital reserve account 3013-50, DTF tracking device in the amount of $3,015.00, with a strict warning to all department heads that purchases of over $2,500.00 should be bid out. (Lawson/Joy 3-0, motion passed)

OLD BUSINESS:

MOTION: to grant a continuance of the Samsara Memorial Trust v. the Town of Frenchboro Tax Appeal Hearing to the July 7, 2009 commissioners’ regular meeting, noting that this will be the last continuance granted by the commissioners for this hearing. (Lawson/Joy 3-0, motion passed)

REGISTRY OF DEEDS:

  • Register Curtis stated that revenues from fees are up but website revenue is down. A change has implemented from escrow account to credit card purchases. Register Curtis has stated that the Mac Image of Maine prices are half of what the county charges. A disclaimer his been placed on the Mac Image site noting the Hancock County web address in 12 point font.

COUNTY CLERK:

2:05 p.m.
MOTION: to enter into executive session under MRSA Title 1 §405 6(E). A discussion related to the Registry of Deeds and personnel issues. (Joy/Brown 3-0, motion passed)

3:30 p.m.
Commissioner Brown brought the meeting back into session.

MOTION: authorize the register of deeds to change the cost of deeds on line, to seventy-five cents per page, effective June 3, 2009. (Joy/Lawson 3-0, motion passed)

MOTION: authorize the clerk to prepare a memo delineating the commissioners’ position on overtime pay. (Lawson/Joy 3-0, motion passed)

Discussion: the overtime implementation will become effective June 13, 2009.

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

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