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Commissioners Special Meeting

Commissioner Brown called the special meeting of the Hancock County Commissioners to order at 9:00 a.m. on Tuesday, December 28, 2010with Commissioner Joy in attendance and Commissioner Lawson via telephone.

Adjustments to the Agenda:

MOTION: to add Memorandum of Understanding with District Court lease agreement as item “F” under county clerk. (Joy/Brown 2-0, motion passed)

MOTION: to add item “C” under Office of Financial Affairs to discuss health insurance renewal options. (Joy/Brown 2-0, motion passed)

COMMISSIONERS:

MOTION: to enter into executive session under MRSA 1§405 6(E) in order to have a discussion with legal counsel. (Joy/Brown 2-0, motion passed)

9:40 a.m. back in session with nothing to report.

OFFICE OF FINANCIAL AFFAIRS:

CFO Philip Roy presented proposed surplus for FY11.

MOTION: to transfer $200,000 from FY10 funds to G1-3011-00 for a balance of $1,909,450. (Joy/Lawson 3-0, motion passed)

MOTION: to move $1,500 to G1-3012-40 for a balance of $1,500.00 DA Copier. (Joy/Lawson 3-0, motion passed)

MOTION: to move $833 to G1-3014-10 for a balance of $21,691 OFA Technology. (Joy/Lawson 3-0, motion passed)

MOTION: to move $1,000 into County Commissioner copier G1-3012-20 for a balance of $10,000.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $25,000 to G1-3012-60 RCC equipment for a balance of $48,245.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $500 to G1-3012-10 Deeds equipment for a balance of $5,051.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $500 to G1-3012-90 Deeds copier for a balance of $7,300.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $2,000 to G1-3011-50 Sheriff Copier for a balance of $8,000.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $2,500 to G1-3015-00 Volunteer Firefighter Association Radio for a balance of $47,606.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $200 to G1-3014-90 Volunteer Firefighter Association Building for a balance of $4,204.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $227 to G1-3015-140 Volunteer Firefighter Association Training for a balance of $560.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $10,000 to G1-3014-70 Sheriff Civil for a balance of $12,694.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $30,000 to G1-3014-60 Sheriff Vehicle for a balance of $30,000. (Joy/Lawson 3-0, motion passed)

MOTION: to move $50,000 to G1-3012-65 RCC Unexpected for a balance of $94,000. (Joy/Lawson 3-0, motion passed)

  • NOTE: $50,000 is designated to hire a consultant for expansion of the RCC

MOTION: to move $50,000 to G1-3011-00 County Building Reserves for a balance of $1,959,450.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $50,000 to G1-3012-35 Health Account for a balance of $50,000.00. (Joy/Lawson 3-0, motion passed)

  • NOTE: This account is to supplement the health insurance for the county. It does not include retirees.

MOTION: to move $75,000 to G1-3011-02 Retiree Health for a balance of $175,000.00. (Joy/Lawson 3-0, motion passed)

MOTION: to move $10,000 into a new EMA Vehicle account for a balance of $10,000. (Joy/Lawson 3-0, motion passed)

  • The Sheriff agreed with Commissioner Joy that the EMA vehicle could be transferred to Civil Process should EMA purchase a new vehicle.

10:33 lost connection with Commissioner Lawson.
10:37 connection reestablished.
11:03 break
11:10 back in session

CFO Roy discussed the consolidation of phone and internet services throughout the courthouse complex into one account rather than separating the bill by departments. The consolidation will create a savings for the county.

  • The Sheriff addressed his concerns with the consolidations. Sheriff Clark suggested creating a communication committee.
  • Commissioner Brown stated that the department heads meet with CFO Roy to discuss concerns over the consolidation. The Sheriff requested that Commissioner Joy sit in on the discussions.
  • Commissioner Lawson suggested holding a discussion on this issue at the upcoming department head meeting on January 11, 2011.

11:51 break
11:55 back in session

Phil discussed the Meritain health insurance renewal with a recommendation of choosing option #1.

MOTION: to select option #1 of the Meritain Health renewal policy. (Joy/Lawson 3-0, motion passed)

UNORGANIZED TERRITORY

The Burlington fire contract was discussed. Marc Perry distributed a copy of the liability insurance and updated contract with suggested changes that includes a hold harmless clause.

MOTION: move to sign the Burlington fire contract with Commissioner Lawson’s requested changes but to include the $1,000.00/year rate and hourly fees. (Joy—motion failed for lack of 2nd)

MOTION: move to pay Burlington fire $1,000.00 per year with per fireman hourly fee and to include Commissioner Lawson’s requested changes. (Joy/Lawson)

Discussion: Commissioner Brown is not comfortable on voting on something that doesn’t have a contract. Commissioner Lawson suggested waiting until the next regular meeting.

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

  • Commissioner Lawson volunteered to rewrite the contract and include the payment schedule.
  • This will be placed on the January 4th meeting.

COUNTY CLERK:

MOTION: move to charge the county clerk to RFP IT services for Hancock County. (Joy/Lawson 3-0, motion passed)


MOTION: to approve a two-month renewal for CBE services under the new contract during the RFP process in the amount of $3,831.00. (Joy/Lawson 3-0, motion passed)

MOTION: to sign the professional fee reimbursement agreement between the County of Hancock and Blue Sky East, LLC with a fee cap of $40,000.00. (Joy/Brown 3-0, motion passed)

MOTION: to accept the agreement for technical services between the County of Hancock and EMDC up to $15,000 with a $5,000 non-refundable retainer to be paid out of G1-3011-06 due at signing of contract. (Joy/Lawson 3-0, motion passed)

MOTION: to sign the Letter of Engagement for Eaton Peabody and Eaton Peabody Consulting Professional Services with a fee cap of $25,000 with the understanding that the cap be added to the contract and be paid out of G1-3011-06. (Joy/Lawson 3-0, motion passed)

The Morgan Bay Zendo Tax appeal was discussed.

MOTION: that we do not have authority in this issue and we will not schedule a tax appeal hearing. (Joy/Lawson 3-0, motion passed)

1:00p.m.

MOTION: to move into executive session under MRSA 405 6(A) to discuss an employment issue. (Brown/Joy 3-0, motion passed)

1:25p.m. back in session

MOTION: to pay the employer portion of Linda Feury’s withholding tax for FY10. (Joy/Lawson 2-1, Brown opposed.)

MOTION: to accept the Memorandum of Understanding agreement between the County of Hancock and Maine District Court to be signed by the chairman. (Joy/Brown 3-0, motion passed)

1:31 p.m.

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

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