COMMISSIONERS SPECIAL MEETING
The regular meeting of the Hancock County Commissioners was brought to order by Commissioner Blasi at 8:30 am on Tuesday, November 20, 2018 in the conference room of the County courthouse located in Ellsworth, ME with Commissioner Clark in attendance.
Recognition of 2018 Spirit of America award recipients
The commission recognized the following organizations and people from Hancock County who were recipients of the 2018 Spririt of America awards: Beverly Billings of Franklin; Lamoine Volunteer Fire Department; Stuart Burr of Mount Desert; Robert “Bruce” Cameron of Trenton; Tom Welgoss of Surry; Karl Holmes and Eric Treworgy of Surry; Pat Jencks of Surry; Bucksport Heart & Soul; Alfred Jellison of Dedham; Deb Freeman of Orland; and Colby Pert of Sedgwick.
Public Comment: none
Adjustments to / approval of agenda:
MOTION: sheriff’s statement be listed as item 1(a); item 1(b) will be discussion about side letter with union; and item 1(c) be a discussion about funding for handguns (Clark/ Blasi 2-0, motion passed)
MOTION: add item 4(g) executive session under MRSA Title 1§405 6(D) for union negotiations- corrections (Blasi/Clark 2-0, motion passed)
Sheriff Kane read a statement regarding a post on the Sheriff’s Office facebook page about school resource officers. Sheriff Kane thanked the commission for the opportunity to read the statement and asked that a copy be placed in the meeting records.
Discussion of side letter- Sheriff Kane said he was made aware that grants that the county currently receives will not pay the wage of $50/hr as required by union contract. Sheriff Kane said the union agreed to a side letter stating that the officers will be paid at the time and one half rate in order to continue to take advantage of some of these grants. The letter has not yet been drafted; Commissioner Clark said he would like the record to reflect the commission is in agreement to this starting now, and will make the act official when they have a letter.
Discussion about funding for firearms- Sheriff Kane said when he drafted his budget he was unaware of issues with the firearms and is requesting that the commission change line 70-305 to $9,000 in the 2019 budget. Commissioner Blasi referenced the equipment account, and wanted to know why it was not suitable for this purchase. Sheriff Kane said that was to purchase other equipment during the year; not this item. Commissioner Clark said the commission worked very hard to get the budget finalized and he would like to find the money from a reserve account this year and replace it in the 2020 budget. Sheriff Kane said he had money remaining in the 2018 budget in other accounts that could be used to purchase the items; he referenced account 01-310 Mechanic. Commissioner Clark wanted to allow the sheriff to overrun that line, and with underspending the Mechanic line the budget would balance out at the end of the year. Commissioner Blasi said he did not agree with that; he did not want to overexpend lines but wanted the sheriff to find a different line with remaining funds to make the purchase.
MOTION: sheriff be authorized to exceed the budget for line 10-70-305 in the amount of $6,000 which he will cover with a $6,000 surplus in line 10-01-310 Mechanics salary (Clark/Blasi 2-0, motion passed)
Discussion- extension of unpaid leave until December 13, 2018
MOTION: authorize the sheriff to provide unpaid leave for Heather Sullivan until December 13, 2018 (Clark/Blasi 2-0, motion passed)
Discussion- Department 8 line 30-110/Legal Fees
Register Coughlin requested that the commission reconsider increasing legal fees to $10,000 for 2019. Commissioner Clark said again the commission has worked hard to to finalize the budget, and he woud prefer to allow department heads to overexpend lines with commission acknowledgment and cover that expense somewhere else. Commissioners Clark and Blasi agreed to leave the figure at $8,000.
Cost of County Corrections- CA Adkins advised the Commission that this project has been put on hold by both the Maine County Commissioners Association and Maine Sheriffs’ Association.
County Treasurer Election Results and Discussion of Plans – At this time election results are still not available.
Personnel Policy / Discipline & Termination – CA Adkins reviewed the work presented at the November 7, 2018 meeting and asked for additional edits. This project will be presented for further review at the next meeting.
Sierra Communications- Discussion, review & approval of 2 year contract-
The commission reviewed the contract; Commissioner Blasi questioned the hourly labor rate and whether it could be included in the contract. CA Adkins sent an email to the vendor and an updated copy with that item included was presented to the commission.
Vacation time buy-out request- Maintenance Director Walls requested that the commission authorize Asst. Facilities Director David Linnell to buy out 40 hours of vacation time. Linnell exceeded the maximum vacation benefit accrual and would be losing earned hours of vacation. Recently an incident with the generator interrupted a scheduled use of this vacation time. Commissioner Clark said when this was granted in the past it had to do with a specific situation that was unavoidable and the department head was able to identify a specific situation that was the cause. Walls referenced the lack of inmate help as the cause. Commissioner Clark suggested approving an extension of Linnell’s vacation accrual for ninety days; during this time Linnell was expected to take vacation time to bring him back under the maximum.
MOTION: allow vacation time benefit of Asst. Facilities Director David Linnell to continue to accrue on a weekly basis for the next 90 days to the end of the payroll week beginning February 16, 2019 with the intention of giving him time off to get the accrual below the maximum of 200 hours (Clark/Blasi 2-0, motion passed)
Vacancies – commissioners to serve in the following positions: EMDC Board Director; Maine County Commissioners Association representative; Workforce and Investment board member
MOTION: Commissioner Blasi be appointed as the Eastern Maine Development Corporation Board Director for Hancock County for 2019 (Clark/Blasi 2-0, motion passed)
MOTION: Commissioner Clark be the Hancock County 2019 representative for Maine County Commissioners Association (Clark/Blasi 2-0, motion passed)
The Workforce and Investment board member representative will be determined at the January 2019 meeting.
MOTION: enter executive session under MRSA Title 1§405 6(D) to discuss union negotiations- corrections (Blasi/Clark 2-0, motion passed)
Scott McKee, Acadia Benefits-
Scott McKee of Acadia Benefits presented the commission with updated information regarding the current Meritain Self-Funded Insurance plan, a copy of a survey report for the Comparison of Industry and National Benchmarks and a proposal from Maine Municipal Health Trust for 2019 health coverage, as well as a quote for renewal with Meritain. The quote from Meritain was valid through November 26, 2018; after that date the quote would likely change. After discussion Commissioner Clark recommended entering executive session to discuss the effect of this item on upcoming labor negotiations and current contracts.
MOTION : go into executive session under MRSA Title 1§405 6(D) to discuss the implication of health insurance on our union contracts (Blasi/Clark 2-0, motion passed)
Commissioner Clark said during the executive session no decision was made; the group discusssed implications of changing health plans and the effect on union contracts.
MOTION: renew contract for another year with Meritain Health (Clark
This motion received no second, but after discussion Commissioner Clark renewed the motion.
MOTION: renew contract for another year with Meritain Health (Clark/Blasi 2-0, motion passed)
Commissioner Clark expressed concern that delaying the decision would only increase the cost. Commissioner Blasi wanted to accept the quote from MMEHT and contract with them for 2019. He referenced rising costs and said he has advocated for several years for changing to the MMEHT Premium Plan. McKee said the cost volatility of being self- funded for an empoyer of this size and spikes such as occurred in 2014 are reasons why they don’t recommend that small employers be self- funded. He said what concerns him is the volatility and the unknown of an extremely high cost claim; and for that reason they don’t recommend self-funded plans for employers with less than 200-300 employees. Commissioner Clark was willing to make a commitment to resolving any issues involved with switching plans in 2019. Commissioner Blasi asked about additional options with MMEHT: whether we could move to MMEHT at a point other than January 1, 2019, and would the rate quote be honored by MMEHT. During a short break, Scott McKee contacted MMEHT. McKee reported that MMEHT would allow Hancock County to join the plan with 60 days notice at any time during the year (first of the month) and the rates in the proposal would be the rates paid for the remainder of 2019. The commission was in agreement to begin reviewing health insurance options as early as possible in 2019. All were in agreement that this item needs attention going forward considering the rising costs.
MOTION: direct our broker to begin the process of enrolling in MMEHT immediately (Blasi/motion died for lack of second
Commissioner Blasi wanted a future agenda item to revisit the health insurance discussion.
Break 11:30 -11:35
2019 Budget Informational Meeting
MOTION: for the calendar year 2019 expenditures for Hancock County be $8,335,157; total revenues be $2,333,084; for an amount to be raised through taxation of $6,002,073; meaning a 2.86% increase over 2018 (Clark/Blasi 2-0, motion passed)
Commissioner Blasi made the following statement:
“The commissioners accomplished certain objectives with this budget, the principle one is adherence to the 2/3 membership BAC voting requirement. Therefore I am signing the 2019 budget with the only qualifier being that I do not support the increase it contains for the County Administrator’s salary.”
MOTION: approve the 2 year contract with Sierra Communications for IT services (Clark/Blasi 2-0, motion passed)
MOTION: Adjourn 11:51 am (Clark/Blasi 2-0, motion passed)
Deputy County Administrator
COMMISSIONERS REGULAR MEETING
The regular meeting of the Hancock County Commissioners was brought to order by Commissioner Blasi at 8:30 am on Wednesday, November 7, 2018 in the conference room of the County courthouse located in Ellsworth, ME with Commissioners Brown and Clark in attendance.
The commission recognized Assistant Jail Administrator Frank Shepard and Administrative Assistant Amy Smith for their outstanding work with the PREA certification process.
Adjustments to / approval of agenda: none
Public Comment: none
Approval of minutes:
MOTION: Approve the minutes of the October 2, 2018 Commissioners’ Regular Meeting (Clark/Blasi 3-0, motion passed)
MOTION: Approve the minutes of the October 23, 2018 Commissioners’ Special Meeting (Clark/Blasi 3-0, motion passed)
Motion: approval for out of state travel to Washington DC for Wreaths Across America in December (Brown/Clark 3-0, motion passed)
MOTION: to approve the October GF, Airport, and Jail Expense Warrants #18-71, #18-72, #18-73, #18-74, #18-75, #18-76, #18-77, #18-78, #18-79 in the aggregate amount of $879,990.98 (Brown/Clark 3-0, motion passed)
MOTION: to approve the October GF, Airport, and Jail Payroll Warrants #18-39, #18-40, #18-41, #18-42, in the aggregate amount of $363,490.07 Brown/Clark 3-0, motion passed)
MOTION: to approve the October UT Payroll Warrants #19-13, #19-14, #19-15, and #19-16 in the aggregate of $975.57 (Clark/Brown 3-0, motion passed)
MOTION: to approve the October UT Expense Warrants #19-7 and #19-8 in the aggregate of $7,926.42 (Brown/Clark 3-0, motion passed)
MOTION: to approve 2018 October expenditures in the Health Insurance account of $174,948.92 (Clark/Brown 3-0, motion passed)
MOTION: approve the request for expenditure from capital reserve account G1-3011-00 Annex entry job, Repair side steps and main steps in the amount of $6,275.00 (Clark/Blasi 3-0, motion passed)
MOTION: approve the request for expenditure from capital reserve account G1-3011-00 Parts for cable job, New conduit run from IT room to Jail electrical room in the amount of $3,095.19 (Clark/Brown 3-0, motion passed)
MOTION: approve the request for expenditure from capital reserve account G1-3011-00 jail yard cameras, new equipment for day yard surveillance in the amount of $1,289.92 (Clark/Brown 2-1 Brown opposed, motion passed)
Commissioner Brown said he did not oppose the expenditure but opposed posting it to this account.
Monthly report- Airport Manager Madeira informed the commission that the FAA Reauthorization Act of 2018 includes changes that will positively impact BHB. Manager Madeira explained minor changes to the capital improvement plan. The annual FAA inspection is starting today and expected to go 3 days. Supplementary funding requests were submitted to the FAA in October. The Airport Advisory Committee approved submitting requests for several projects; Madeira submitted 3 of these. He is not optimistic that they will be funded, but he said he will keep the commission apprised. Airport Maintenance has completed phase 1 and phase 2 of the new baggage claim area in the terminal building. Madeira said the terminal building functions much better with those improvements.
MOTION: approval to post in-house posting regarding full time Lead ARFF position Brown/Blasi 3-0, motion passed)
Manager Madeira’s request was to post in-house only.
Airport Manager Madeira presented a balanced budget of $743,601 for both revenues and expenditures. This version includes an increase of 11% plus the 2% COLA to line 01-160 Airport Maintenance Director and an increase in revenue line R 40-250 Aircraft Excise Tax of $6,000. Manager Madeira said he considered this to be airport specific revenue that should stay at the airport. Commissioner Brown expressed that aircraft excise tax should go through the finance office. Commissioner Clark questioned the rationale for increasing wages.
MOTION: approval of the revised 2019 Airport Operating Budget (Blasi/Brown 3-0, motion passed)
MOTION: Approve fire agreement with town of Franklin (Blasi/Clark 3-0, motion passed)
MOTION: approve the draft from the UT director for the emergency response agreement (Clark/Blasi 3-0, motion passed)
RCC Director Conary said having an agreement with fire departments gives an opportunity for response and saves time in RCC. There was some discussion what circumstances would dictate when fire departments would respond. This agreement restricts compensation to circumstances when fire departments that are dispatched through the county.
MOTION: take CC Brown Red Fire Truck $100,000 and place with the other Hancock Wind CBA funds (Clark/Brown 3-0, motion passed)
Commissioner Blasi wanted to add “red” to the fire truck motion.
MOTION: Approve the off premise liquor license for the airline snack bar (Clark/Brown 3-0, motion passed)
MOTION: enter executive session under MRSA Title 1§405 6 (E) to discuss a matter from our attorney with regards to CBA funds (Clark/Blasi 3-0, motion passed)
MOTION: authorize our attorney to proceed with a complaint against the Hancock Wind LLC for a breach of contract with regards to our Community Benefit payments (Clark/Blasi 3-0, motion passed)
Non union employee health insurance contributions-
MOTION: increase employee health insurance contributions by $5 a week (Brown/Clark 3-0, motion passed)
This affects the non-union positions and will be effective January 1, 2019; the collective bargaining agreements for the sheriff’s department and RCC dictate the same increase for 2019.
Director Conary reported he has received positive comments about the RCC Dispatchers during the Hancock County Firefighters’ Association meetings. Director Conary said cruise ship traffic increases the volume of 911 calls, including “abandoned” calls; the amount of people often overloads the system. Director Conary said RCC staffing is looking very solid; CA Adkins said this is a result of an atmosphere where employees can be trained efficiently.
Maintenance Directory Walls reported the RFQ for the RCC expansion project has been posted- deadline for proposals is November 30 and the results will be discussed at the December CRM. The maintenance truck developed a gas leak which resulted in line 06-20-230 being over expended; other unexpended balance amounts that will absorb that cost, this was an unforeseen emergency and Director Walls wanted to inform the commission.
Jail yard job- The jail yard job is nearly complete, with a few loose ends to wrap up. At this time Director Walls does not have information regarding a final requisition meeting.
MOTION: authorize the maintenance director to accept any reasonable price for the leftover mesh in the jail yard (Clark/Blasi 3-0, motion passed)
MOTION: approve the extension with RF Jordan for the snowplow contract (Clark/Blasi 3-0, motion passed)
This is a one year agreement with two extensions; this is the second extension.
Access control update- Director Walls reported this is 95% completed; there are some tests to be done and a couple of doors to be looked at. Director Walls said after consulting with the Court Marshalls they agreed that a separate employee entrance would be needed, and if an employee needed to go through the other entrance they should expect to be screened. Court Marshall Oakes said he would come to a meeting to answer any questions the commission may have.
Courthouse camera project- Director Walls asked the commission to identify where cameras should be installed. Commissioner Clark said he wanted to see emphasis on the entrances to the courts. Director Walls will come back for a specific proposal regarding where the cameras would be located and in what direction they will record. There was some discussion on who would have access to the footage.
Budget Advisory Committee recommendations – Chair Blasi said motions will be accepted on any vote that the BAC took.
MOTION: reduce BAC recommendation for line E 08-30-110 Legal Fees from $10,000 to $8,000 (Clark/Blasi 3-0, motion passed)
MOTION: override BAC for department 17 (Blasi/Brown, motion and second withdrawn)
Commissioner Brown said he wanted the UMaine funding to go back to the commissioners’ recommendation, and he expressed concern about the future of Hancock County Planning Commission.
MOTION: to override or change the BAC recommendation for EMDC back to the amount the commissioners’ recommended of $9,245 (Blasi/Brown 2-1, Clark opposed)
*motion fails as BAC vote was 7-1, this requires a unanimous vote by commission to overturn
MOTION: BAC recommendation for line 45-002 Special Childrens Friends be overridden back to commissioners amount of $4,000 (Blasi/Brown 3-0, motion passed)
MOTION: override BAC recommendation for Umaine extension back to commissioners’ budget amount of $70,000 (Blasi/Brown 3-0, motion passed)
MOTION: BAC recommendation for Soil/Water Conservation District be overridden to commissioners’ amount of $14,000 (Blasi/Brown 2-1, Clark opposed)
*motion fails as BAC vote was 8-0, this requires a unanimous vote by commission to overturn
MOTION: override BAC recommendation of $17,500 for Soil/Water Conservation District and make that $15,000 (Clark/Blasi 3-0, motion passed)
MOTION: line 45-008 Hancock County Planning Commission be funded at $14,000 (Brown/Clark 3-0, motion passed)
MOTION: commissioners override BAC recommendation, which was in the form of a 4-4 tie vote for the Hancock County Community Reparations board back to commissioners’ figure of $6,000 (Blasi/Brown 2-1, Clark opposed)
*motion carries as BAC vote was 4-4, this requires a majority (not unanimous) vote by commission to overturn
MOTION: Override BAC recommendation for line 45-013 Hancock County Firefighters’ Association and go back to $42,900 (Clark/Blasi 3-0, motion passed)
MOTION: Override BAC recommendation of $75,790 for line E 10-01-100 Sheriff Salary and set the amount of E 10-01-100 at $72,290 (Clark/Blasi 3-0, motion passed)
MOTION: Override BAC recommendation of $75,490 for line E 10-01-110 Chief Deputy Salary, and reduce that to $71,990, our original vote (Clark/Blasi 3-0, motion passed)
MOTION: that E 10-01-130 Regular Patrol Deputy line be approved at BAC recommendation of $522,690 which includes $80,000 for SRO (Clark/fails for lack of second
MOTION: that the BAC recommendation of line E 10-01-130 Regular Patrol Deputy salaries in the amount of $522,690 be reduced to $477,059, which is the commissioners’ budget figure as proposed to the BAC (Clark/Blasi 3-0, motion passed)
MOTION: override BAC recommendation for line E 10-10-017 SRO equipment of $12,500 and reduce that back to $0, our original budget (Clark/Blasi 3-0, motion passed)
MOTION: override BAC recommendation for line 10-70-300 Vehicles of $100,000 and reduce that to $80,000, our original budget Clark/Blasi 3-0, motion passed)
MOTION: override BAC recommendation for line 10-70-305 of $13,000 and reduce that to $6,500 (Clark/Blasi 3-0, motion passed)
Commissioner Brown expressed concern that the commission received no information on this before it went to the BAC. Commissioner Clark said the county traditionally asks department heads to consider these kinds of purchases over a 5 year incremental plan, and suggested the commission could approve the same amount next year and the purchase could be made then. Commissioner Blasi said this type of purchase fell under line 10-10-012 Public Safety, and that the commission recommended $10,500 in that line.
MOTION: override BAC recommendation of $80,000 for revenue line 10-200 School Resource Officer and reduce that to the commissioners’ budget of $0 (Clark/Blasi 3-0, motion passed)
MOTION: approve the auditors 2017 audit report (Clark/Blasi 3-0, motion passed)
The commission discussed the auditor’s report. CA Adkins explained accounting procedures that Hancock County uses regarding the auditor’s findings that were labeled material weaknesses.
Commissioner Brown asked about the auditor’s issue with posting to capital accounts. CA Adkins explained that technically a transfer from the budget should go through revenue, or expenditures should go through E accounts rather than G accounts, but this is problematic due to the way TRIO is set up with the limited number of departments, and results in overstating both revenues and expenditures and does not necessarily show a true budget. When the auditor referred to material weaknesses in prior audits CA Adkins referred him to a chart in the prior audit that shows the activity in those G accounts and identifies them as a revenue, an expense, or a transfer. The auditor’s issue is that these are posted directly to the fund balance account- the G account. CA Adkins explained to him that there are not enough accounts to do that; the reply from the auditor was that Adkins should do it anyway. Commissioner Clark asked why all expenses shouldn’t be shown out of the budget; people may not know to look for a second report to show all expenditures. Using an example of budgeting $5,000 per year for a purchase 5 years later, CA Adkins said the expenses, which are technically transfers, are occurring and going into the G account; the purchase comes out of the G account. Referencing finding 006, Commissioner Blasi asked if a different account numbering/listing system resolves this material weakness- could this be put in the ledger so they could see the transactions more clearly. CA Adkins said he could do that, but he did not believe it would make it clearer; you would have to run another report in TRIO to show activity and determine the ending balance. Commissioner Blasi said posting due to/from balances to AR and AP accounts makes sense to him, and questioned why this contributes to a material weakness, and asked if transfer in and out balances should only apply to G ledger accounts. CA Adkins said the auditor needs to identify transfers versus a revenue. Commissioner Blasi asked what adjusting the journal entries does- does it satisfy the auditor? CA Adkins said yes, and it ties out to the audit. CA Adkins said everything that he objected to doing would have seriously misstated things.
MOTION: go out to RFP for auditing services for 2018 and beyond (Brown/Clark 3-0, motion passed)
MOTION: our contractual relationship with Ron L Beaulieu for auditing services is hereby terminated and that we issue a termination notice to Mr. Beaulieu (Clark/Blasi 3-0, motion passed)
MPERS policy revision- the commission agreed to have administration research further on this topic before implementing a policy.
MOTION: approve the recently modified Bid Procedures and Requirements policy (Clark/Brown 3-0)
Community Benefits application- Commissioner Brown suggesting the amount of $100,000 for grants and putting the grant application on the website. Commissioner Blasi said he thought the county needed the funds and suggested using the funds for improving Caruso drive and constructing a new entrance.
MOTION: approve an amount not to exceed $100,000 from Community Benefits account for the present round of grant applications (Clark/Brown 3-0, motion passed)
Commissioner Brown said he would second the motion with the caveat of publishing the application on the website. The commission agreed to a deadline of December 31.
County Treasurer Election results and discussion of plans- Commissioners Brown and Clark discussed setting the stipend for the Treasurer-Elect at $5,200 per year. The commission agreed to wait for official results of the election and at that point continue dialogue.
Personnel Policy, Discipline and Termination- the commission discussed adding language to the policy regarding the process and the employee’s right to appeal. The commission agreed that more discussion about this and the entire personnel policy was warranted; they will revisit this issue at a future meeting.
Definition of promotion in Personnel Policy- the commission reviewed draft language for the personal policy that removed the words Promotion and Demotion and added the words Lateral Transfer, Upward Transfer, and Downward Transfer. Changing the language clarifies procedure when employees move to other positions within the county.
MOTION: accept recommendations of Assistant Administrator with regards to the Upward, Downward, and Lateral Transfers in the county’s personnel policy (Clark/Brown 3-0, motion passed)
MOTION: to adjourn 1:56 pm (Brown/Blasi 3-0, motion passed)
Deputy County Administrator
COMMISSIONERS SPECIAL MEETING
The special meeting of the Hancock County Commissioners was brought to order by Commissioner Blasi at 8:30 am on Tuesday, October 23, 2018 in the conference room of the County courthouse located in Ellsworth, ME with Commissioners Brown and Clark in attendance.
Charles Earley of Lewis & Malm updated the commission on the jail yard project. Regarding the issue of the error with the fencing chainmail, Earley reported that Engineer Hedefine will be covering the cost of the error with his insurance and asked if the commission was willing to participate by carrying part of the expense. Commissioner Clark suggested the county pay 1/3; he said we did share in responsibility at the time, but the issue was not raised until after it was installed.
MOTION: authorize the payment of 1/3 of the $5,000 to resolve the cost of the chain link fence from the construction contingency account (Clark/Blasi 3-0, motion passed)
It becomes a change order to the project in the amount of $1,419.66- this includes a credit of $964.74. This will be paid directly to Hedefine Engineering. Commissioner Clark said he was personally very pleased with RF Jordan’s work.
Adjustments to / approval of agenda: none
Public Comment: none
Hancock County Workforce & Recovery Program- update and plans for next year
Joanna Russell addressed the commission to clarify a couple of points; she said at the previous meeting she had asked to increase the funding that went toward support services like denture work. This will possibly affect 5 job seekers; they don’t have the resources to do that and it will help with fulltime employment. This service has not already been provided. The individual receiving these services would have to demonstrate work readiness. Russell said she wanted to acknowledge that from last year’s allocation about $40,000 remains, and she was asking for permission to utilize that $40,000 moving through the next year. Commissioner Blasi clarified that his understanding was the $100,000 was through December 31, 2018. Russell said he was not mistaken. Commissioner Brown said this is a program only in Hancock County, it is not used in other counties, and it is a program that works. As of now 56 people have been served. Russell referenced the $40,000 remaining; she said the money is not typically spent until the individual demonstrates the readiness to move forward. Commissioner Clark said he thought this type of expense should be funded, keeping in mind that if it becomes a considerable expenditure the commission would have to consider whether or not they wanted to fund the entire program. Commissioner Brown said this program teaches people how to apply for a job, and part of that is how they look and how their resume looks. Commissioner Brown said the program has been successful and he is very pleased with it. Commissioner Clark said he did not need reassurance on the merit of the program, but there is only so much funding, and at some point they will have to prioritize what programs are required for success.
MOTION: Accept the resignation of Deputy EMA Director Bradley Nuding (Clark/Brown 3-0, motion passed)
MOTION: Permission to advertise for Deputy EMA Director (Clark/Blasi 3-0, motion passed)
Commissioner Brown asked about the 2019 budget; Director Sankey said the new hire will stay within the boundaries of the budget.
Finalize EMA vehicle purchase-
MOTION: All bids that include a trade in will state that in the bid request (Clark/Blasi 2-0-0 Commissioner Brown did not vote)
Commissioner Clark expressed that this should be added to the bid procedures policy; he said this is a matter of making it fair for everyone and making it clear when the purchase is approved.
MOTION: allow EMA to purchase vehicle with low bid from Darlings- 2019 Chevrolet Tahoe SSV- List $49,700-Quote $36,680- After trade $27,680
(Brown/Clark 3-0, motion passed)
MOTION: Award 2018-2019 Snow Removal agreement for Route 193 & Back Road to Randy Perry for same terms as last year (Clark/Blasi 3-0, motion passed)
UT Supervisor Billings recommended the commission approve the agreement for ambulance services. Commissioner Brown asked if we needed to provide these services by statute. Billings said the statute says “may”, so it is up to the commissioners. The offshore islands are not addressed; all of the mainland unorganized territories are listed in the agreement. Commissioner Brown expressed concern that we will be obligated to pay for the service for the offshore islands. Commissioner Clark thought it would be an unreasonable expectation for the county to provide this type of service to an offshore island.
MOTION: Award 2018-2021 Ambulance Service agreement for 15 mainland Unorganized Townships with Meridian Mobile Health, LLC d/b/a Capital Ambulance (Blasi/Clark 3-0, motion passed)
UT Supervisor Billings suggested using account E 60-30-30-0500 for the remainder of this year and create a line item for this purpose in the future.
MOTION: enter executive session under MRSA Title 1§405 6 (E) to discuss details from our attorney concerning community benefit funds (Clark/Blasi 3-0, motion passed)
MOTION: direct the County Administrator to consult with our attorney and move forward on resolving the community benefit account funding for Hancock Wind (Clark/Brown 3-0, motion passed)
Discussion: emergency response plan in Unorganized Territories- RCC Director Conary reported that recent incidents revealed that there is confusion about basic responders in unorganized territories. He said he wanted to make the commission aware of the call volume in the unorganized territories. Director Conary said the unorganized territories are in Hancock County and we are the PSAP, and it is our responsibility for our RCC to provide emergency medical and fire dispatch. UT Supervisor Billings suggested having an agreement with agencies that stipulates they would be compensated only if they were dispatched by RCC. Commissioner Clark said this was a good step; he asked if we need a contract with a fire department for each township on the condition that if we call they will go. There was some discussion on how services would be billed. Commissioner Brown expressed frustration that the state was not taking more responsibility in this issue. Commissioner Blasi suggested we negotiate with each entity and specify in a draft agreement what we will pay for services. This has been done for structure fires only. Commissioner Clark said he wanted to see UT Supervisor Billings and RCC Director Conary work together to develop criteria for when fire departments are compensated for responding to a motor vehicle accident, and to consider if the agencies would consider some kind of stipend with an overall cap.
MOTION: approval to hire Richard Zerrien of Trenton as part time janitor at the rate of $12.50 per hour, with no benefits, to average less than 30 hours per week (Clark/Blasi 3-0, motion passed)
MOTION: approve the RCC Request for Qualifications (Clark/Blasi 3-0, motion passed)
MOTION: approve the hire of Lilianna Nevells of Blue Hill as full time Legal Secretary III in the District Attorney’s office, at grade 5 step B $12.80 per hour, effective October 27, 2018 (Clark/Blasi 3-0, motion passed)
DA Foster said the applicant has a 2 year degree in paralegal studies, and recommended grade 5 step C.
Computer Account Overdraft discussion-
Commissioner Blasi said he noticed an overdraft of that line of $2,500. Commissioners Clark and Blasi agreed that if a department head is going to over expend an account significantly, the department head should inform the commission, and provide justification for it.
MOTION: approval to raise Notice to Creditors fees to $70.00 per filing (Clark/Brown 3-0, motion passed)
Register Coughlin said she would like the fee change effective November 1, 2018. Register Coughlin said she had to ask the commissioners for approval, and it was not set by statute. Commissioner Brown asked if anyone else needed to be consulted, Register Coughlin said no.
Audit update- CA Adkins said he answered the most recent questions of the auditor, and is expecting a final version as the next and final step.
MOTION: Treasurer be authorized to issue RFP for auditing service once we receive the electronic copy of the final audit (Clark/Brown 3-0, motion passed)
MOTION: approve the request for transfer of reserve funds from account G1-3014-40 Probate Equipment to account E08-35-200 Computers in the amount of $1,500 (Brown/Blasi 3-0, motion passed)
MOTION: deny the request for transfer of reserve funds from account G1-3011-01 GF/Technology to account E08-35-200 Computers in the amount of $1,022.52 (Brown/Clark 2-1, Blasi opposed)
MOTION: approve the request for expenditure from capital reserve account G1-3010-90 Jail yard job, 4th requisition, in the amount of $16,292.07 (Clark/Blasi 3-0, motion passed)
MOTION: approve the request for expenditure from capital reserve account G1-3011-00 Jail yard job clerk fee in the amount of $3,000 (Clark/Blasi 3-0, motion passed)
MOTION: approve the request for expenditure from capital reserve account G1-3011-00 jail yard cameras, new equipment for day yard surveillance in the amount of $1,289.92 (Clark/Blasi, motion and second withdrawn
MOTION: approve the request for transfer of reserve funds from account G1-3012-90 Deeds copier to account E09-70-250 Copier in the amount of $2,186.68 and from account G1-3012-10 Deeds Equipment to account E09-70-250 Copier in the amount of $3,100 (Brown/Blasi 3-0, motion passed)
MOTION: enter executive session under MRSA Title 1§405 6 (E) consultation with Legal Counsel / Commissioners Legal Rights and Responsibilities (Brown/Clark 3-0, motion passed)
Commissioner Clark suggested the County Administrator review the Personnel Policy regarding discipline and termination and attempt to incorporate a suggestion which reflects the employee’s right to appeal any discipline or suspension and suggest to the commission a time limit within which that employee can bring the appeal.
Risk Management Deductible- Commissioner Clark said his position was that if we purchase the policy we should be prepared to pay the deductible. The other question is whether or not to renew the policy. Commissioner Clark said we should pay the deductible and renew the policy.
MOTION: pay the $1,000 deductible for the DA’s prior occurrence from account E 03-25-100 (Clark/Blasi 2-1, Brown opposed)
Commissioner Clark said as for renewing the policy, it is in the budget for next year and it can be discussed at some point; he said if the commission does not want to renew this they should discuss that shortly after January 1.
Definition of promotion in Personnel Policy- Commissioner Clark said a promotion means anytime there is an elevation to a higher grade within a department; this is the way this policy has been implemented over the years. He suggested inserting “within a department” to the first line of the Promotion section of the Personnel Policy, as this reflects past practice. Commissioner Brown did not agree with all of what Commissioner Clark said; he said it is different when a different job description is used. The commission agreed to have CA Adkins work on the policy for recommended changes.
Credit Card Policy revision-
MOTION: approve the credit card policy with amendments (Clark/Blasi 3-0, motion passed)
Personnel Policy, Jail Duty Officer On-Call Compensation-
MOTION: approve section D of the compensatory time policy of the Hancock County Personnel Policy dealing with Jail Duty Officers (Clark/Blasi 3-0, motion passed)
Bar Harbor Airport Budget review-
Airport Manager Madeira presented his proposed budget for 2019. It includes a 3.3% increase in both expenses and revenues; it is a balanced budget- $737,601 in both revenues and expenses. There was some discussion on the wage for Airport Maintenance Supervisor Richard Gray; Manager Madeira suggested increasing this position from Grade 9 to Grade 12 on the wage scale. Madeira suggested reducing line E 40-60-400 Admin. Fee to $10,000 (a reduction of $6,000).
MOTION: table the airport budget until Manager Madeira makes salary inquiries (Brown/Blasi 1-2, Clark and Blasi opposed, motion failed)
MOTION: increase for 2019 the Maintenance Director’s grade from 9 to 11, making that line $49,338 (Clark/motion fails for lack of second
Commissioner Brown supported approving the department head’s recommendation of $24.99 per hour for the maintenance director’s wage. Commissioner Clark suggested both approving that and reducing the county’s admin. fee; Commissioner Brown did not want to tie the employee’s wage to any other part of the budget. Manager Madeira said he would be able to find a way to raise the maintenance director’s wage to $24.99 per hour and keep the $16,000 admin. fee.
MOTION: approve the proposed budget by the airport manager (Clark/Blasi 1-2, Blasi and Brown opposed, motion failed)
This includes an increase to grade 12 for the maintenance director position, and a reduction of $6,000 to the county’s admin fee.
MOTION: enter executive session under MRSA Title 1§405 6 (D) to discuss union contract negotiations (Brown/Blasi 3-0, motion passed)
MOTION: enter executive session under MRSA Title 1§405 6 (A) for annual performance evaluation of Deputy County Administrator (Brown/Blasi 3-0 motion passed)
MOTION: increase line E 04-01-100 to $55,000 and E 04-01-103 to $84,000 (Clark/Brown 2-0-1 Blasi abstains
Commissioner Blasi said he was abstaining because he wanted these two accounts to be voted on separately.
MOTION: adjourn 3:23 p.m. (Brown/Blasi 3-0, motion passed)
Deputy County Administrator
COMMISSIONERS REGULAR MEETING
The regular meeting of the Hancock County Commissioners was brought to order by Commissioner Blasi at 8:30 a.m. on Tuesday, October 2, 2018 in the conference room of the County courthouse located in Ellsworth, ME with Commissioners Brown and Clark in attendance.
Employee recognition –
Corrections Officer Shaine Gross was recognized by the commission for 5 years of service to Hancock County. Corrections Officer Nancy Pelletier was recognized for 10 years of service, as well as Legal Assistant Catherine Emerson for 5 years of service, although they were not present.
EMA vehicle bid opening- the results are as follows:
Quirk -2019 Chevrolet Tahoe SSV- List $49,340- Quote $38,982- After trade $29,923
Darlings- 2019 Chevrolet Tahoe SSV- List $49,700-Quote $36,680- After trade $27,680
Hight- 2019 Chevrolet Tahoe SSV- List $47,000- Quote $39,400- After trade $28,400
Commissioner Clark expressed that he would like to see all future bids include the trade in as part of the bid process. The commissioners turned the bids over to EMA Director Sankey for review and clarification.
Adjustments to / approval of agenda:
MOTION: add Jail: item h. to accept a resignation letter (Blasi/Clark 3-0, motion passed)
Public Comment: none
Approval of minutes:
MOTION: Approve the minutes of the September 4, 2018 Commissioners’ Regular Meeting (Clark/Blasi 3-0, motion passed)
MOTION: Approve the minutes of the September 12, 2018 Commissioners’ Special Meeting (Clark/Blasi 2-0-1 Brown abstains, motion passed)
MOTION: Approve the minutes of the September 13, 2018 Commissioners’ Special Meeting (Clark/Blasi 3-0, motion passed)
The commission agreed to approve the September 20 meeting minutes by email.
Monthly report- Manager Madeira reviewed the 2018 enplanement report. Through the end of August the number is 5,295; Madeira said it is unlikely that we will reach 10,000. Silver Airways, however, is bringing numbers that match or exceed the previous carrier. This is good news for 2019 numbers. Manager Madeira explained features of the 7 year capital improvement plan. He said the FAA is likely to award discretionary funds to make up for a shortfall in 2020. Obstruction clearing is planned for 2021, and easements will likely have to be purchased before that. In 2023 Manager Madeira is hoping to purchase a sweeper for snow removal. On September 19 Manager Madeira met with members of the US Government Accountability office to review compliance with grant assurances. There appear to be no concerns or issues at Bar Harbor Airport. TSA issued award Mod No. 6 with an additional $16,475 of grant funding to make up for LEO coverage that was not previously funded. Progress on AIP 45 Airfield lighting project began on September 10. There will be 6 weeks of night closures (9:30pm-5:30am) for this project, although no weekend night closures. Data is still being gathered for the Caruso Drive project. Manager Madeira expects to have figures together for the next meeting. Due to delayed production on commercial vehicles, the RFP for the plow truck was withdrawn and will be reissued at a later date.
The commission signed the snowplow agreement with Michael Barry that was approved at the bid opening on September 4. Route 193- UT Supervisor Billings has made attempts to contact the previous contract holder, to no avail. It was suggested to try to contract with whoever gets the bids for Deblois and Beddington. The commission reviewed the draft letter and postcard from EMDC regarding development in Fletcher’s Landing and agreed to have them sent, with 2 minor corrections: change Do you favor no development of any type? to Do you favor development of any type?; and Bull Hill TIF agreement changed to Hancock Wind.
MOTION: send the letter as amended (Brown/Clark 3-0, motion passed)
MOTION: publish the card as amended (Clark/Blasi 3-0, motion passed)
Supervisor Billings distributed a color coded map showing the following projects in Unorganized Territory: Bull Hill, Hancock Wind, the solar panel project, and Weaver wind. A draft contract with Capital Ambulance to provide services to all 15 unorganized townships has been written; Capital sent it to their legal services for review.
MOTION: workforce development update be held immediately after UT Budget (Blasi/Brown 3-0, motion passed)
Supervisor Billings said this budget shows decrease of $5,500, which is a 2.28% decrease from last year. Commissioner Blasi suggested increasing the budgeted amount for ortho imagery.
MOTION: Increase the ortho imagery mapping in the amount $3,000 (Blasi/Brown 3-0, motion passed)
Supervisor Billings said he would make the update and bring the budget back to the commission for approval.
Workforce Development update:
Joanna Russell updated the commission on the progress of the Hancock County Recovery and Workforce Development Project. There have been 52 total participants since January of 2018; 28 of these have been referred by the Hancock County Jail. Commissioner Brown asked about tracking participants to measure success, and expressed concern that this program isn’t well known, and may not get the support from the media that it needs. Russell said that on behalf of the workforce recovery board she has been doing additional work to support and strengthen the program itself, such as extending recovery coaching training. Russell said she has had ongoing communication with USDA Rural Development, combining the projects and focusing on work recovery; the idea is to keep participants employed and out of jail. A serious issue is with potential employers. If there is an issue with a legal background, an applicant is immediately disqualified; there is no consideration of recovery. If employers ask about a criminal background on an application, they should be following that up with questions about recovery. Russell asked the commission to approve support services for things like dentures, hearing aids, and eye wear. Commissioner Brown said he would like a breakdown of expenses; he is committed to this program, and is looking for the same kind of funding that we had last year.
Break 10 a.m.-10:10 a.m.
MOTION: discuss under commissioners’ business the workforce issue of approved expenditures (Clark/Blasi, Clark withdraws motion
Commissioner Brown thought this should have been discussed when the director was here. Commissioner Clark thought there was some misunderstanding about what any expenses meant. CA Adkins said he would find out what expenditures were approved currently, and determine if any were necessary beyond that.
UT budget- Supervisor Billings presented the budget with the change made earlier in the meeting.
MOTION: approve 2019 Unorganized Territory gross budget of $302,550 (Clark/Brown 3-0, motion passed)
The percentage decrease is now 1.03%.
Scott McKee- Acadia Benefits:
McKee said he was simply bringing information that will be helpful going forward. He is expecting a preliminary renewal from Meritain next week. Medical claims in 2018 are higher than last year, and we have hit our aggregate stop loss. He explained that the county buys two levels of coverage- one covers every individual for $75,000 in claims and the aggregate covers the entire population for about $1.5 million. McKee said both medical and pharmacy costs are rising, but pharmacy costs are rising at a faster rate, which is unsustainable. He will gather a cost estimate from MMEHT and Meritain for comparison at the November meeting.
MOTION: Approval to hire Dakota Dupuis as full time Patrol Deputy, effective
October 20, 2018, at grade/step 12C $20.24; taken from account G 3010-10 $12,000 and from account E 07-600 $6,000 (Brown/Clark 3-0, motion passed)
Discussion on cruiser purchase- Sheriff Kane reported that the sales rep said that he will hold one cruiser until January.
MOTION: approval of Transfer of Forfeited Assets State of Maine vs. Chad Thibault in the amount of $3,434.40; approval of Transfer of Forfeited Assets State of Maine vs. Brennan Spofford in the amount of $1,007.00;approval of Transfer of Forfeited Assets State of Maine vs. Russell Scott in the amount of $1,847.00; approval of Transfer of Forfeited Assets State of Maine vs. Frankie Montero and Joshua Kane (companion case) in the amount of $5,537.60 (Brown/Blasi 3-0, motion passed)
Swan’s Island Offshore Patrol Assessment credit-
Commissioner Clark said the practical impact of giving Swan’s Island any reduction was that the other municipalities would absorb that cost. He suggested that if a reduction was to be made, that it would not come from this statute, but the county would pay the $5,000 stipend, and not bill Swan’s Island for that. Commissioner Brown expressed concern that this would raise issues with other deputies. The $5,000 will be added to the personnel services in department 10; department 12 will be reduced by $5,000 on revenues and expenditures.
MOTION: starting January 1, 2019, with the first pay period, the county will pay the $5,000 stipend to the Swan’s Island contract deputy (Clark/Brown 3-0, motion passed)
MOTION: approval to remove Ashley Rickel from payroll (Brown/Clark 3-0, motion passed)
MOTION: approval to promote Paul Nichols of Glenburn to full time corrections officer, at the step of 9A, rate of pay of $15.60 per hour with full benefits, effective October 6, 2018 (Brown/Clark 3-0, motion passed)
MOTION: approval to promote Michael Boucher of Sorrento as a temp full time corrections officer until November 6, 2018, at the rate of pay of $14.00 per hour with benefits of sick and comp time only (Brown/Blasi 3-0, motion passed)
MOTION: approval to hire Juwan Leftridge of Etna as a part time, on call as needed corrections officer, at the rate of $14.00 per hour with no benefits, effective October 6, 2018, not to exceed 29 hours a week (Brown/Clark 3-0, motion passed)
MOTION: approve an extension to the Leave of Absence for Heather Sullivan approved September 13, 2018 until October 26, 2018 (Brown/Clark 3-0, motion passed)
The commission reviewed JA Richardson’s 5 year Capital Improvement Plan.
MOTION: accept the resignation of part time corrections officer Russell Wilson, effective October 1, 2018 (Clark/Brown 3-0, motion passed)
MOTION: approval for administrative assistant Abby Dow to be issued a Comdata card (Blasi/Clark 3-0, motion passed)
Commissioner Clark suggested amending the credit card policy so the decision does not need to be brought to the commission, but the department head can make the request to the treasurer for approval.
DA Foster requested to promote Anneliese Craig to Victim Witness Advocate at grade 11step D. Step C would put her at least at a 5% increase, by policy. Foster said step D would be justified by the employee’s longevity and qualifications for the position. There was some discussion on the word “promotion” and its meaning. Commissioner Blasi said he would put on the next agenda an amendment to the personnel policy regarding the definition of the word promotion.
MOTION: Anneliese Craig be promoted to Victim Witness Advocate at grade 11 step C $18.07 per hour, effective October 6 (Clark/Blasi 1-2, Blasi and Brown opposed)
Commissioner Brown said he would oppose the motion because he did not like the word promotion. Commissioner Blasi agreed.
MOTION: hire Anneliese Craig as Victim Witness Advocate at grade 11 step C $18.07 (Brown/Blasi 3-0, motion passed)
MOTION: approval to advertise for legal secretary III position (Brown/Clark 3-0, motion passed)
Break 12:12 pm
MOTION: to approve the September GF, Airport, and Jail Payroll Warrants #18-35, #18-36, #18-37, #18-38, in the aggregate amount of $344,543.15 (Brown/Clark 3-0, motion passed)
MOTION: to approve the September GF, Airport, and Jail Expense Warrants #18-65, #18-66, #18-67, #18-68, #18-69, #18-70, in the aggregate amount of $733,556.44 (Brown/Clark 3-0, motion passed)
MOTION: to approve the September UT Payroll Warrants #19-9, #19-10, #19-11, #19-12, in the aggregate amount of $1,204.36 (Brown/Clark 3-0, motion passed)
MOTION: to approve the September UT Expense Warrants #19-5, and #19-6 in the aggregate of $1,127.92 (Brown/Clark 3-0, motion passed)
MOTION: to approve 2018 August expenditures in the Health Insurance account of $118,677.61 (Brown/Clark 3-0, motion passed)
MOTION: to approve the expenditure from capital reserve account G1-3010-90 Jail yard job 3rd requisition in the amount of $241,642.71 (Blasi/Clark 3-0, motion passed)
Treasurer Eldridge prepared a statement regarding the audit experience with Ron Beaulieu. Reference was made to the Final Decision and Order, NH Board of Accountancy, Docket No. 16-03.
Commissioner Blasi asked if it was timely to discuss a freeze on departmental spending. They agreed to discuss it at a future meeting.
MOTION: Accept the resignation of Madysen Robichaud, effective September 21, 2018 (Clark/Blasi 3-0, motion passed)
MOTION: Approve the promotion of part time janitor Devon Zerrien to full time janitor at step 4C, rate of pay $12.51 per hour, effective October 6, 2018 (Brown/Clark 3-0, motion passed)
Jail yard job (Lewis & Malm)- Facilities Director Dennis Walls reported that the order to resume activities has been given; there will be a material delivery on site tomorrow to get this back on schedule and to complete as designed, omitting the installation of the 3/8 mesh; we would deal with installing the correct material ourselves. There was some discussion on the contract price for the fence, and who is responsible for the additional cost. Director Walls had a quote from Allen Farm Fence. Commissioner Clark thought we should have Allen Farm install the 3/8 now, and discuss with L&M who was responsible for payment at another meeting. This will be a change order; who pays for it is a matter to be discussed in the near future.
MOTION: instruct Facilities Director Walls to proceed with Allen Farm Fence to install the 3/8 mesh in the exercise yard (Clark/Brown 3-0, motion passed)
Director Walls asked the commission how they would like to proceed with the latest $3,000 invoice from Lewis & Malm. As this is not the last invoice, the commission agreed to pay it.
Access control update-
Continuing discussion from a previous meeting, Director Walls said the best case for access control was that his pursuit of seeking access control happened at the direction of the commissioners, and the screening and access control are 2 separate issues. Access control helps us when can simply delete a card and reissue another card, it helps to track who is entering the building outside hours, it allows for some expansion, and having cameras throughout the courthouse would be an advantage as a record in case an incident occurred. Commissioner Brown said he would rather take the money and buy cameras, as this would be more effective security-wise. Commissioner Clark thought we should implement the access control plan, as it was part of the capital plan.
MOTION: authorize Facilities Director Walls to spend $15,000 for card system (Clark/Blasi 2-1, Brown opposed)
Facilities Director Walls requested that the Commissioners restore the seniority of David Linnell by placing him at grade / step 10 H-2 $19.88 per hour, effective November 11, 2018 (anniversary date). Commissioner Clark expressed that he needed Walls to make a dynamic argument why Linnell had an exemplary qualification that would qualify this decision. Walls said if the criteria that were applied when the grade was established were applied today he would be an 11 at least. Walls said Linnell does more than the job description entails, and should be recognized for that. Commissioner Clark expressed that he was satisfied that Director Walls made the case that Linnell contributed more than his job description and should be recognized for that. Commissioner Brown said he did not support this; he did not think it was a promotion, but that it was a new job, and at the time Linnell agreed to the details.
MOTION: Asst. Facilities Director David Linnell be placed at grade/step 10 H-1 $19.88 / hr effective November 11, 2018 (Clark/Blasi 2-1, Brown opposed, motion passed)
Monthly report- RCC Director Conary reported that he attended a meeting regarding proposed police protocols. Director Conary crafted a letter in response, opposing the proposal largely due to the unfunded mandates involved. Director Conary informed the commission that the island of Frenchboro no longer has an organized emergency response plan. He has offered to meet with them to help them craft a solution. Conary submitted an estimate of equipment costs for RCC expansion; the total estimate was $34,115.
RCC Expansion- discuss placing a Request for Qualifications: Facilities Director Walls said the draft document is intended to find individuals that would be able to design and handle the job, not execute it.
MOTION: Director Walls be permitted to seek Request For Qualifications for renovation of the RCC downstairs (Clark/Brown, discussion followed and the commission was in agreement, although an official vote on the motion did not occur
Commissioner Brown thought the first step would be to have a qualified individual assess the space; from there the commission could determine if an engineer should be involved.
MOTION: Approve Personnel Policy amendment: Sick time donation (Brown/Blasi 3-0, motion passed)
Schedule union contract negotiations, corrections- Commissioner Clark suggested CA Adkins contact the union and exchange a list of demands.
MPERS update- Deputy CA Knowlton reported that MPERS has recently adopted a change regarding retirees returning to work. If a retiree who is drawing retirement from MPERS is hired by the county, MPERS will invoice the county for 5% of that employee’s earnings. It is up to the county whether the employer or the employee covers that expense. Commissioner Clark suggested drafting a policy to address such a scenario.
2019 Wellness Program- the commission indicated that they wanted to continue the wellness program. Deputy CA Knowlton reported that a conference call is scheduled for October 11 to discuss details.
Personnel Policy- the commission reviewed a draft amendment to the personnel policy regarding 16 hours of on call compensation for Jail Duty officers, rather than the 8 they are currently receiving. They agreed to discuss the draft at a future meeting.
Next meeting will be October 23, 2018 at 8:30 a.m.
MOTION: to adjourn 3:03 pm (Brown/Blasi 3-0, motion passed)
Deputy County Administrator
COMMISSIONERS SPECIAL MEETING
The special meeting of the Hancock County Commissioners was brought to order by Commissioner Blasi at 8:30 am on Thursday, September 13, 2018 in the conference room of the County courthouse located in Ellsworth, ME with Commissioners Brown and Clark in attendance.
Charles Earley- Jail Wall / Mesh Fence Completion
Charles Earley of Lewis and Malm informed the commission that a situation has come up pertaining to the chain mail, the second piece of fencing that goes on top of the fence. The existing (this was taken off from above the previous fence and salvaged) chainmail was installed on the bottom in the interest of not stalling the project. The specification from addendum #2 matched, however, the specification had a measurement of 5/8; this was an inaccurate measurement- it should have been 3/8. The 5/8 was installed and it was discovered that the fence was scalable. Commissioner Clark was interested in determining who was responsible for the error. Earley explained the process for reviewing and matching specifications. Engineer Eero Hedefine claimed responsibility for the designated specifications. There was some discussion on the responsibility of the cost to fix the error. Commissioner Clark said he thought the only solution was to remove the 5/8 and replace with 3/8. Alternatives to address the issue were discussed. Earley referenced the installation of spreading bars and recommended designing a smaller section of that to determine if the fence could be climbed with them. Options will be looked into further- installing spreading bars or removing what was installed and replacing it with appropriate materials. Earley was directed to get pricing on the two options and bring it back to the commission as soon as possible.
Adjustments to / approval of agenda:
MOTION: Add executive session under MRSA Title 1§405 6(E) to 8(e) to discuss a matter from our attorney (Clark/Brown 3-0, motion passed)
Public Comment: none
Discussion on temporarily exceeding maximum on benefit time- Sheriff Kane said his department was having difficulty filling shifts because of short staffing. Employees are not able to use vacation time, and in several cases are meeting the maximum vacation time allowed by contract.
MOTION: Sheriff’s patrol employees be paid each week for all vacation benefit time exceeding the maximum accrual up to and until December 31, 2018, all in an agreement letter with the teamsters union (Clark/Brown 3-0, motion passed)
MOTION: that the commissioners revise and vote on their budget for department 10 (Blasi/motion failed for lack of second
Commissioner Brown said he would like to hear what the sheriff’s proposal was, and when the budget went to the BAC it would be the commissioners’ budget. Commissioner Clark said in his mind there was one budget with comments from the department head, and he wanted to hear the sheriff’s proposal.
Sheriff Kane said the only addition in revenues is line 200 School Resource Officer at $160,000.
Commissioner Blasi made the following statement: “with the series of letters and verbal statements we have received and that I have heard from people in diverse positions and occupations, including the Ellsworth Police Chief’s front page interview, the overwhelming majority opposed to the idea of county government placing an armed law enforcement officer in some schools. Former prosecutor Gail Marshall’s letter highlights several questions that I have not heard answered. I am voting against the revenues and expenses for the school resource officer position, or positions.” Sheriff Kane questioned how many letters were received. Commissioner Brown said he was willing to listen to the budget first and to move the budget process ahead, the sheriff should present the entire budget to the commission, and the commissioners will look it over to see what changes they wanted to make. Sheriff Kane said that Gail Marshall is in full support of a school resource officer and that she was the one who helped write the MOU that is currently in place in Mount Desert Island. Sheriff Kane said she was originally opposed to it, and she worked to craft the MOU with guidance from the ACLU to put that together and she was in full support of it, and referenced a meeting they both attended. Commissioner Clark would like to see an agenda item on whether or not the commission would approve a SRO. The expenditure changes related to the SRO are in line 01-130. There was some discussion on overtime increases. Commissioner Clark wanted to flatline OT at $67,500; Commissioners Blasi and Brown were not ready at this point. Line 10-012 Public Safety was increased to $10,500. Commissioner Clark wanted to see a breakdown of the $58,000 in line 20-100 Computer. There was some discussion on adding money for a future copier purchase. Chief Deputy Kane referenced that the equipment reserve account has been building for other projects. Commissioner Clark wanted to see a decrease in the 70-300 Vehicles account. Chief Deputy Kane said this figure is in line with the SRO decision.
Town Contracts (12)
Commissioner Brown questioned whether the stipend for Swan’s Island was in revenues; Sheriff Kane indicated that it is. Revenues and expenditures are balanced.
Civil Process (13)
Sheriff Kane said this was relatively consistent with the 5-year average. He said his attempts to see an increase to fees were unsuccessful.
Drug Task Force (46)
There was some discussion on where revenues from forfeitures go, and using that to increase line 900 reserve transfers. Commissioner Brown referenced the overtime line. Chief Deputy Kane said this was reimbursed 100%, and this is shown in the revenue side. Commissioner Clark said he was opposed to taking all of the cost of the K9 from this department. Commissioner Brown questioned why the state doesn’t pay the $10,000 for K9 overtime.
Approval of minutes:
MOTION: Approve the minutes of the August 31, 2018 Commissioners’ Special Meeting (Clark/Blasi 3-0, motion passed)
Review of the State Risk Management Policy- DA Foster said based on his review of the documents he believes the county is responsible for paying the $1,000 deductible. Commissioner Clark said statute says that the county should pay reasonable expenses, and he thought the county should pay this and it should come out of the DA budget. Commissioner Blasi referenced that the advice from our risk pool representative was not to pay the deductible.
MOTION: authorize to pay the invoice of $1,000 deductible bill in this matter (Blasi/Clark 1-2 Brown and Blasi opposed, motion fails
Commissioner Brown said any deductible should have been settled as part of the claim; DA Foster agreed with him.
Review of the RFP for Auditing Services-
Commissioner Brown expressed frustration that we still do not have a completed audit; it is a useful tool in crafting the budget for the coming year. CA Adkins said that he has spent a considerable amount of extra time, and was frustrated with the auditor’s lack of timeliness and difficulty with working through the constant requests. Commissioner Clark questioned the time requirements in the contract / RFP; he wanted to articulate under the contract what violations have occurred, although the general consensus is dissatisfaction.
MOTION: To hear an item from Jail Administrator Richardson that just developed (Blasi/Clark 3-0, motion passed)
Jail Administrator Richardson informed the commission that he had a request for a leave of absence without pay from a corrections officer. There was some discussion about holding the discussion in executive session; it was held in open session.
MOTION: to grant the Jail Administrator’s request for Heather Sullivan, who requested a leave of absence without pay in accordance with article 29 of the union contract (Brown/ Blasi 2-1, Clark opposed)
The employee is under obligation to remain in contact with her supervisor regarding progress. In accordance with union contract, the leave of absence was granted without pay or benefits.
RCC Director Conary said at this point his intention was to fund both positions through the QA position; this should carry both through the end of the year.
MOTION: Request approval to hire Brandon Eugley of Hancock as full time RCC dispatcher at pay grade/step 9A $15.98 per hour, effective September 22, 2018 (Brown/Clark 3-0, motion passed)
MOTION: Request approval to hire Madysen Robichaud of Orland as full time RCC Dispatcher at pay grade/step 9A $15.98 per hour, effective September 22, 2018 (Brown/Clark 3-0, motion passed)
Reserve Fund Addendum- the commissioners signed the document, which was approved on August 7.
Discussion: donation of sick time- the commission agreed the union should be consulted regarding this, and if there was no issue language addressing this should be included in the personnel policy. The commission will revisit the issue at the next meeting.
Spirit of America- the commission scheduled to recognize award recipients in November.
Review of September 12 meeting with EMDC –
Commissioner Blasi reported that during the meeting it was agreed that a letter with a self addressed stamped card will be sent to all property owners in Fletcher’s Landing, referencing that the advisors will meet and take property owner feedback into consideration. The letter would invite discussion regarding residential, commercial, or agricultural development. It was also suggested that the commissioners could hold a public hearing. A draft letter will be discussed at the October 2 meeting. One of the concepts discussed was a storage facility. If commercial development was declined, we could look into a loan program, interest could be revenue for the county.
Jail Bond Expense Deferred-
The county no longer has the $300,000 bond obligation for the jail after this year. There was some discussion on whether this would remain in the 2019 budget. Commissioner Brown referenced the extensive work needed at the jail facility, and perhaps funds should be set aside for that. The commissioners agreed that line 30-150 TAN Interest should be in Treasurer (05) and Dept. 16 should be dissolved.
Budget Workshop, continuation of previous workshop sessions-
There was some discussion on determining the COLA for 2019, and when health insurance figures would be ready.
Commissioner Blasi said he would like to approve some funds for the Reparations Board. He suggested offering physical space in the courthouse for them to operate, but the commission agreed there was no space available at this time. There was some discussion on the applications submitted. The commission discussed flatlining dept. 17 budget at the 2018 level; various strategies were discussed. After discussion the commission agreed to add $6,000 in funding for the Reparations Board, and fund the following: EMDC $9,245; Special Children’s Friends $4,000; UMaine Extension $70,000; Soil/Water Conservation $14,000; Next Step $8,930; HCPC $14,000; HC Volunteer Firefighters Assoc. $42,900. This matched the dept. 17 budget for 2018, $169,075.
MOTION: to enter executive session under MRSA Title 1§405 6(E) to 8(e) to review advice from our attorney (Brown/Clark 3-0, motion passed)
MOTION: to adjourn (Blasi/Clark 3-0, motion passed)
Deputy County Administrator