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Commissioners Regular Meeting

Commission Chairman Steven E. Joy called the meeting of the Hancock County Commissioners to order at 9:00 a.m. on Friday, July 8, 2011in the conference room at the county courthouse in Ellsworth with Commissioners Lawson and Brown in attendance.

Adjustments to the Agenda:

MOTION: to add item 9b, a discussion regarding the Franklin Fire Contract, to add item 5k, an executive session under MRSA Title 1 §405 6(a), to discuss the complaint procedure, to add item 8i, a discussion regarding the FY11 and FY12 jail budgets, to remove item 5G and to add item 5l, notice of award for the wildlife fencing project. (Lawson/Brown)3-0, motion passed)

Commission Business:

OLD BUSINESS:

MOTION: to approve: Minutes of the June 2, 2011 and June 30, 2011 commissioners’ special meetings and June 7, 2011 commissioners’ regular meeting. (Brown/Lawson 3-0, motion passed)

REGISTRY OF PROBATE:

MOTION: to approve the hire of a part-time, 16 hour per week employee, for Mondays and Fridays, in the Registry of Probate. (Lawson/Brown 3-0, motion passed)

Discussion: this motion includes authorization to overrun the budget line.

OFFICE OF FINANCIAL AFFAIRS:

MOTION: to approve payroll warrants #11-21, #11-22, #11-23, #11-24 and #25 in the aggregate amount of $245,506.57. (Lawson/Brown 3-0, motion passed)

MOTION: to approve expense warrants #11-21, #11-22, #11-23 and #11-24 in the aggregate amount of $361,794.39. (Lawson/Joy 3-0, motion passed)

MOTION: to approve Jail and UT payroll warrants #11-48, #11-49, #11-50, #11-51 and #11-51a in the aggregate amount of $106,880.67. (Lawson/Brown 3-0, motion passed)

MOTION: to approve Jail and UT expense warrants #11-42, #11-43, #11-44, #11-45, #11-46 and #11-47 in the aggregate amount of $108,006.26. (Lawson/Brown 3-0, motion passed)

Financial reports were distributed prior to the meeting.  The jail report included proposed end of year totals for FY11 noting a deficit of $23,382.71.  The Board of Corrections has been asked to submit the deficient amount to the county.  Sheriff Clark agreed with the jail numbers presented by the CFO.  Commissioner Brown questioned how the restitution received from the Gardner case affects the FY12 jail budget.  It will be shown in the jail miscellaneous revenue account.  Moving the Gardner funds to a capital account was discussed.

MOTION: to approve May health insurance expenditures in the amount of $136,474.24. (Brown/Lawson 3-0, motion passed)

Discussion: Commissioner Joy stated that the numbers presented did not make sense to him.  He felt that the accounts should be closer to negative $270,000.  A discussion followed regarding the funding of the account.  CFO Roy stated that an additional payment of $50,000 may be needed during the month of July.  Funds are deposited into the UBS account through Malcolm Ulmer, once moved to Machias Savings Bank funds transfers will be much easier.

There were no capital expenditures and/or transfers.

CFO Roy presented a change order , relating to the Energy Grant, for the following: thermostat controls for AC units, additions for glazing windows and lighting change.  Three items will be changed at no cost.  Commissioner Brown expressed his distain in the change order request.  Commissioner Joy stated that he was not opposed to negotiating the $544 credit.

MOTION: to accept the deletion of the thermostat controls for ac units in the amount of $1741, accept the addition for glazing RCC windows in the amount of $605, accept the addition of courthouse room 023 in the amount of $95 and accept the front entry way stairwell lights in the amount of $522, total change order is negative $519. (Lawson/Brown 3-0, motion passed)

Prior to the presentation of the draft audit by CFO Roy, Commissioner Joy stated that he preferred to go over the audit with the auditor during her visit on August 16th and 17th.  Audit work will be going out to RFP next year.

MOVE: to put the audit out to RFP to select an auditor for FY11. (Joy/Lawson 3-0, motion passed)

MOTION: the August regular commissioners meeting was changed to August 17, 2011.

EMERGENCY MANAGEMENT AGENCY:

Emergency Management Director Pinkham stated that his office was called upon last Saturday to assist with the hunt for 2 missing girls.  He will also be attending a Saturday meeting in a few weeks.  His office has been working closely with the airport manager of the full scale exercise scheduled in September.  Planner Feury updated the commissioners on mitigation work.

Emergency Management Director Pinkham requested authorization to replace the current EMA vehicle, he currently has $20,000 budgeted for the purchase.  He requested a bid proposal for a new vehicle, making it clear that the commissioner have the right to accept or reject any and all bids.  Director Pinkham stated, if you choose not to accept any, the vehicle would be kept for a couple of years and funding for service would be included in the FY12 budget.

MOTION: to approve the EMA Directors request for bid for a new SUV. (Lawson/Brown 3-0, motion passed)

AIRPORT:

MOTION: to accept the resignation of Philip Frederick effective June 13, 2011. (Lawson/Joy 3-0, motion passed)

MOTON: to approve the promotion of Greg Libby from part-time ARFF to full-time ARFF at Step 8B, $13.57 per hour, effective June 25, 2011. (Lawson/Brown 3-0, motion passed)

An organizational chart of the proposed ARFF Department restructure was distributed prior to the meeting.  The chart included new positions of Director of ARFF and Lead ARFF.  A discussion followed regarding the duties of each.  Commissioners Joy and Brown felt that the proposal included too many management style positions when compared to the number of employees.  Commissioner Lawson stated that in the future, it would be possible to combine the Director of ARFF and Lead ARFF positions.  Commissioner Brown was concerned that the restructure would cause some existing employees to lose their jobs.  Manager Navia requested approval of the two new positions.  Commissioner Joy preferred to table the request.

MOTION: to table 5 D and E. (Brown/Joy 3-0, motion passed)

MOTION: to authorize the chairman to sign a contract with Markings Inc. for the pavement remarking project, AIP 32. (Lawson/Brown 3-0, motion passed)

MOTION: to approve the airport managers request for out-of-state travel to Burlington, MA to attend grant and regulation training on August 2, 2011. (Lawson/Joy 3-0, motion passed)

Discussion: a brochure or information should be provided when requesting out-of-state travel.

MOTION: to authorize the chairman to sign the Notice of Award and contract with Beauregard Equipment for the loader purchase. (Lawson/Joy 2-1, motion passed) Brown opposed)

MOTION: to authorize the chairman to sign the Notice of Award and contract to M-B Companies, Inc. for the blower purchase. (Lawson/Joy 3-0, motion passed)

MOTION: to award Sargent Company the low bid for the fencing project in the amount of $418,636. (Lawson/Joy 3-0, motion passed)

11:10 a.m.
MOTION: to enter into executive session under MRSA Title 1 §405 6a to discuss a personnel matter. (Joy/Brown 3-0, motion passed.

Commissioner Joy brought the meeting back into regular session at 11:16 a.m. with nothing to report.

MAINTENANCE:

MOTION: to award the courthouse/jail trash contract to Pine Tree Waste. (Joy/Lawson 3-0, motion passed)

Facilities Director Davis requested approval to purchase a swipe card for the elevator from Northeast Time Trak.  It was explained that Cincinnati Time Trak is the company currently being utilized by the court system and Hancock County.  It is a proprietary system and should be considered a single source purchase.  Payment would come from the building reserve account.

MOTION: to approve the purchase of a swipe card system for the elevator from Cincinnati Time Trak in the amount of $3,441.90 and installation from Pine State Elevator in the amount of $1,100.  Total cost: $4,541.90(Lawson/Joy 2-1, motion passed) Brown opposed.
Discussion: Commissioner Brown requested to wait until the new year in order to properly budget for this item.

RCC/E-9-1-1:

Tower information and location was discussed.

MOTION: to accept the resignation of probationary dispatcher Andrew Crosthwaite, effective June 1, 2011. (Lawson/Brown 3-0, motion passed)

MOTION: to promote Anastasia Dayhoff-Osage of Surry to the position of full-time dispatcher at Step 9A, $14.23 per hour, effective July 9, 2011. (Joy/Lawson 3-0, motion passed)

Break: 11:39 a.m.
Back in session: 11:49 a.m.

COUNTY CLERK:

11:50 a.m.
MOTION: to enter into executive session under MRSA Title 1 §405 6(A): to discuss a retiree health insurance request and a request for unpaid leave of absence.  (Brown/Lawson 3-0, motion passed)

Commissioner Joy called the meeting back into regular session at 12:16 p.m. with nothing to report.

Clerk DePrenger requested, on behalf of dispatcher Leslie Russell, an unpaid leave of absence.  Director Wellman did not recommend the request due to the hardship it creates in the RCC.

MOTION: to not grant the unpaid leave of absence to Leslie Russell. (Lawson/Brown 3-0, motion passed)

12:10 p.m.: Break for lunch.
12:52 p.m.: Back in session.

SHERIFF:

Sheriff Clark requested permission to go out to bid for a civil process vehicle.  Commissioner Joy stated that, because Mr. McPhail drives the most miles within the fleet, he expects the sheriff to purchase a vehicle that gets at minimum 20 miles per gallon.  The cost of the vehicle should remain in the low $20,000 range.  Sheriff Clark will request approval of an RFP during the August CRM.

Sheriff Clark requested additional storage space for the Sheriff’s Department. Commissioner Brown preferred to wait until the RCC site study is completed prior to making a decision on his request.

MOTION: to accept the resignation of Assistant Jail Administrator Franklin Burke effective June 24, 2011 and to allow him to remain as a part-time deputy. (Joy/Lawson 3-0, motion passed)

MOTION: to accept the resignation of part-time, on call, as needed corrections officer Stephanie Davis, effective June 23, 2011. (Joy/Lawson 3-0, motion passed)

MOTION: to promote Administrative Assistant Frank Shepard to Assistant Jail Administrator at Step 14C $19.17 per hour, effective June 25, 2011l. (Lawson/Brown 3-0, motion passed)

MOTION: to promote Jail Records Clerk Amy Smith of Orland to the position of Jail Administrative Assistant at Step 10D, $16.00 per hour, effective July 9, 2011. (Brown/Joy 2-1, motion passed) Lawson opposed.
Discussion: Commissioner Lawson stated that she will vote against the motion because she should be paid at a higher rate.

Sheriff Clark requested to purchase a 2004 Chevrolet Caprice with 43,000 miles on it from the Town of Blue Hill.  The vehicle currently needs a new drive shaft and battery.  Funds to purchase the vehicle would come from the SO Cruiser account.

MOTION: to authorize Commissioner Joy to negotiate with and accept, on behalf of the county, a price for the purchase of the Town of Blue Hill 2004 Chevrolet Caprice, to be paid from account G1-314-60. (Lawson/Joy 3-0, motion passed)

Discussion: Commissioner Joy stated that he will not purchase the cruiser without the consent of Commissioners Brown and Lawson.

Commissioner Joy stated that he would like to see part-time in the FY12 budget reduced to show more accurately the amount spent.  Sheriff Clark suggested reducing the Part-time account 32-3210 to $60,000 and increase the Overtime account 36-3606 to $155,000.

MOTION: to approve the FY12 jail budget in the amount of $2,220,999.  This includes changing account 32-3210 Part-time to $60,000 and account 36-3606 Overtime to $155,000. (Brown/Lawson 3-0, motion

MOTION: to book to jail capital $25,000 from account 72-7201, $500 from account 73-7307 and $1,500 from account 74-7401 to the CIP account. (Lawson/Joy 3-0, motion passed)

NEW BUSINESS:

No action was taken on the 2010 Old Point, Inc. vs. the Town of Lamoine tax appeal hearing request as the commissioners felt it did not meet the criteria for commissioner review.

MOTION: to send the proposed fire contract to the Town of Franklin for fire response to Township #7 for signatures. (Joy/Brown 3-0, motion passed.

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

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