Budget Advisory Committee Caucuses
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 Friday, August 7, 2009 with Commissioner Joy in attendance. Commissioner Lawson was absent.
Adjustments to the Agenda:
MOTION: to add item 7-b, a discussion regarding the replacement of drapes in the superior courtroom. (Joy/Brown, 2-0 motion passed)
MOTION: to add item 8-a, a discussion regarding the hire of a temporary employee in the district attorney’s office. (Joy/Brown, 2-0 motion passed)
MOTION: to remove the scheduled 2:30 p.m. discussion with Meritain Health representatives. (Joy/Brown, 2-0 motion passed)
MOTION: to approve transfer of funds under6b Sherriff
MOTION: to hold an executive session under MRSA 1 § 405 6A executive session for legal matters. (Joy/Brown 2-0, motion passed)
Dr. Richard Dimond was present to discuss a request for a rental agreement with alcohol monitoring systems.
- CFO Phil Roy asked that an agreement be made between the county and the adult drug court that replacement costs for a damaged bracelet will be purchased through the drug court funds.
MOTION: to approve on behalf of the Adult Drug Court that the County entertain a rental agreement with alcohol monitoring systems and to be reimbursed by the Friends of the Hancock County Drug Court. (Joy/ Brown, 2-0 motion passed.)
MOTION: to approve the minutes of the July 7, 2009 commissioners’ regular meeting and July 23, 2009 commissioners’ special meeting as presented. (Joy/Brown, 2-0 motion passed)
MOTION: to go into executive session per MRSA 1 § 405 6A. (Joy/Brown 2-0 motion passed)
Commissioner Brown declared the meeting back in session with nothing to report.
EMERGENCY MANAGEMENT AGENCY:
- Director Pinkham submitted the Emergency Management Agency monthly report prior to the meeting and asked the commissioners if they had any questions.
- A swine flu state summit is being held on August 20th. An immunization program will more than likely begin, state wide, in October.
- Assistant Airport Manager Allison Navia requested Commissioner Joys’ and Commissioner Browns’ appoints to the Airport Advisory Committee (AAC).
MOTION: move to approve Commissioner Joy’s nomination to appoint Eero Hedefine to the AAC. (Joy/Brown, 2-0 motion passed)
MOTION: move to reactivate the AAC with the current advisory committee members. (Brown/Joy, 2-0 motion passed)
- A meeting with the AAC will be held before the end of August.
Assistant Manager Navia explained the concerns the ARFF personnel had regarding overtime. She continued to explain the actual duties performed versus the job description as it pertained to the Garcia rules. She stated that the ARFF personnel could change to a 40 hour week from a 53 hours week and utilize the part time employees more.
MOTION: to approve the airport maintenance director, airport maintenance worker/ ARFF scheduler and ARFF job descriptions as presented. (Joy/Brown, 2-0 motion passed)
Wildlife Hazard Assessment
- Assistant airport manager Navia updated the commissioners on the wildlife hazard assessment. The FAA has stated that the project has to be put out to bid unless the sponsor can prove that there is no qualified firm to conduct the assessment in the area. She will develop a scope of work and set of specifications for the assessment.
- Commissioner Brown suggested contacting the University of Maine to see if they had someone qualified or if they have resources available.
- The sickle bar mower and airport remarking bids were opened on August 4, 2009.
|Hammond Tire, LLC||$4,616.00|
|Bruce’s Tractor, LLC||$4,650.00|
|Bruce’s Tractor, LLC||$5,242.00|
|Ridgeview New Holland, Inc.||$6,300.00|
|Union Farm Equipment, Inc.||$6,599.00|
|Union Farm Equipment, Inc.||$7,430.00|
- Hammond Tractor and Bruce’s Tractor did not meet the required bid specifications.
- Ridgeview New Holland, Inc. has sold the sickle bar but they would order another at an additional cost of $400.00.
- It was decided to throw out all bids and rebid next year.
|HI-WAY SAFETY SYSTEMS||$26,905.75|
|Sir Lines A-Lot, LLC||$38,890.32|
HI-WAY SAFETY SYSTEMS is the recommended company for the pavement remarking at $26,905.75. NOTE: This is for one coat rather than 2 coats.
MOTION: to award the bid for runway pavement remarking to HI-WAY SAFETY SYSTEMS in the amount of $26,905.75. (Joy/Brown, 2-0 motion passed)
OFFICE OF FINANCIAL AFFAIRS:
MOTION: to approve payroll warrants #09-27, #09-28, #09-29, #09-30 and #09-031 in the amount of $378,013.01. (Joy/Brown, 2-0 motion passed)
MOTION: to approve expense warrants #09-22, #09-23 and #09-24 in the amount of $331,996.25. (Joy/Brown, 2-0 motion passed)
- CFO Roy updated the commissioners on Time Trak.
- Commissioner Brown made it clear that all employees are expected to punch in and out, utilizing Time Trak, on a daily basis. Department heads will be notified when employees do not punch in and or out in order for the problem to be rectified.
- Commissioner Brown stated that we are now using Time Trak and those employees who are not punching out of Time Trak, who are refusing to use it, it’s going to stop. They are going to be punching out. He added, he knew that employees do not like it, but the employees are going to use Time Trak. That was all he had to say on the matter.
- It is requested that a motion be made giving the county clerk and treasurer authority to establish a checking account and be the check signers of this account at Bar Harbor Banking and Trust in order to draw funds from the TAN as needed.
MOTION: to authorize Cynthia DePrenger, county clerk and Cathy Planchart, treasurer to establish a checking account at Bar Harbor Banking and Trust and be the signers of the account in order to draw funds from the TAN as needed. (Joy/Brown, 2-0 motion passed)
MOTION: to approve a transfer request in the amount of $261.69 from account E10-50-430 UAD Planning Commission to account E10-01-500 Overtime. (Joy/Brown, 2-0 motion passed)
- CFO Philip Roy distributed the monthly revenue and expense reports. Grant accounts and over spent accounts were discussed. CFO Roy will examine the audit expense line and report to the commissioners via email.
- It was suggested to add a comp time buy-out line to the 2010 budget.
- CFO Roy discussed surplus funds for the jail. An expense line will be added entitled State Modification Reduction in the amount $62, 777.21.
- CFO Roy would like to request an agenda item for next month’s commissioner’s regular meeting which is to rescind all capital accounts for the jail.
11:15 back from break
RCC/ E 9-1-1:
- RCC Director Wellman submitted a monthly report prior to the meeting.
- Director Wellman discussed the applications received and gave her recommendations for two new part time hires, one of whom may go to full time and needed training.
- Implementing the 12 hour shift schedule was discussed. This new schedule would decrease overtime due to an average 42 hour week
- Commissioner Joy questioned if there was a standard on how many times a part time person may refuse to work a shift. The answer was no.
MOTION: to approve the hire of Althea Baker of Frankfort, as a part-time/on-call/as needed dispatcher, effective August 8, 2009 at the rate of $12.00 per hour. (Joy/Brown, 2-0 motion passed)
MOTION: to approve the hire of Nikki Dennison of Blue Hill, as a part-time/on-call/as needed dispatcher effective August 8, 2009 at the rate of $12.00 per hour. (Joy/Brown, 2-0 motion passed)
MOTION: to approve to change the dispatcher schedule to 12 hour shifts consisting of a 36/48 hour work week effective August 29, 2009. (Joy/Brown, 2-0 motion passed)
- Sheriff Clark distributed a floor plan of specifications for renovating the detective office and is asking approval to seek bids. Commissioner Brown stated to be sure the RFP is accurate.
- Sheriff Clark stated that Facilities Director Davis, along with inmate helpers, would assist with the project.
- Commissioner Brown is concerned with removing the cement walls. Sheriff Clark stated that Ken Shea has looked at these walls and they are not support bearing walls and that the walls can be removed.
- Commissioner Brown suggested consulting with Rick Malm.
- The city of Ellsworth is requesting $6,000.00 due to Ben Astbury leaving the City of Ellsworth Police Department. Sheriff Clark requested the money be taken from the cruiser reserve account. Commissioner Brown would prefer not to use this account. CFO Roy recommended using account 3011-06 professional services reserve account.
- The decision is to pay the bill but the commissioners will determine which account the funds will come from and Sheriff Clark will be notified of the account.
- Facilities Director Davis discussed the need of repair to the recreation yard retaining wall.
- Facilities Director discussed the estimated cost for new draperies in the superior court courtroom.
MOTION: to approve the request to solicit RFP’s for repair of the recreation yard retaining wall and to notify the BOC. (Joy/Brown, 2-0 motion passed)
MOTION: to approve the purchase of material for drapes in the Superior Court Room in the amount of $2,350.00 to be taken from the building fund. (Joy/Brown, 2-0 motion passed)
- Terry Campbell requested approval to hire a temporary employee due to two staff being out due to an army commitment and family illness.
MOTION: to approve the hire of Morgan Herrell as a part time temporary employee for the district attorney’s office at $12.00 per hour beginning August 10, 2009 through August 24, 2009. (Joy/Brown, 2-0 motion passed)
The Tax appeal hearing for Walter Harris v. the Town of Blue Hill will be rescheduled for September 1, 2009 during the commissioner’s regular meeting.
REGISTRY OF DEEDS:
- Register Curtis submitted a monthly report.
- Register Curtis discussed the possibility of restructuring her department.
- Commissioner Brown stated that The County of Hancock had lost the case against MacImage and is ordered to pay $71,000.00 plus interest to MacImage. CFO Roy recommended the funds come from account G3011-06 Professional Services.
MOTION: to authorize the payment to MacImage in the amount of $71,000.00 plus costs, per judges order, in the case of County of Hancock v. MacImage to be paid from account G3011-06. (Joy/Brown, 2-0 motion passed)
- Register Curtis reported there is an increase in revenues.
- Register Curtis discussed decreasing employee hours. She anticipates one of her full time employees will be resigning and would like to hire a new person for only 35 hours per week with no option of benefits.
- County Clerk DePrenger suggested making the new employee a part time employee at 32 hours per week.
- Commissioner Brown suggested hiring a part time person and keep the full time position open and budget both positions in next years budget.
- Commissioner Joy scheduled his caucus for 4:00 p.m. on September 14, 2009 in the commissioners meeting room.
- Commissioner Brown will call in his caucus dates after referring to his schedule.
- Commissioner Brown suggested Monday, September 14th, Wednesday, September 16th and Friday, September 18th, 2009 to meet with individual department heads to discuss their budget requests. Department heads are to contact the county clerk to schedule their times. These meetings will begin at noon and go no later than 6:00pm.
MOTION: to move into executive session under MRSA 1 ss 405 6A to discuss legal matters. (Joy/Brown 2-0, motion passed)
A grievance hearing for the RCC overtime issue will be heard at the September 1, 2009 regular meeting after the county clerks business has been heard.
Commissioner Brown declared the meeting back in session with nothing to report.
MOTION: to adjourn. (Joy/Brown, 2-0 motion passed)