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COMMISSIONERS REGULAR MEETING 

Commission Chairman, Steven E. Joy called the meeting of the Hancock County Commissioners to order at 9:01 a.m. on Tuesday, May 3, 2016 in the conference room of the county courthouse located in Ellsworth Maine with Commissioners Brown and Blasi in attendance. The newly appointed County Administrator, Scott A. Adkins was also in attendance. 

The following bids were opened for an Airport Linedriver:
Franklin Paint of Franklin Massachusetts $5,890
Sherwin Williams $5,200 

Bids were turned over to Airport Manager Madeira for review and recommendation. 

Commissioner Brown questioned commissioner authorization of the jail roof RFP.  Commissioner Joy stated that in reading the minutes, he felt that the RFP had been authorized; his impression was that Director Walls did what the commissioners asked him to do.  Commissioner Blasi stated that he was alright with the fiberglass option. Cost data was gathered for asphalt and metal roofing, contractor recommendations were obtained and during the April CRM Director Walls recommended a fiberglass foundation with an asphalt finish; this included a lifetime warranty.  Commissioner Brown was concerned with roof ventilation; Director Walls stated that it was addressed in the RFP and should not be an add-on in the future.  Commissioner Joy was concerned that the ventilation issue was not included in the RFP; he was concerned with hourly and material costs.  Director Walls stated that inspection of proper ventilation was addressed in the RFP and read the language aloud. Commissioner Joy requested that Director Walls to speak to the low bidder regarding the ventilation issue prior to accepting the bid. 

The following bids were opened for the jail roof replacement:
Ames Contracting in Hancock Maine: $102,000
Associated Builders in Ellsworth Maine: $104,916
Maine Roof Solutions: $198,150
McLaughlin Builders in Medway Maine: $124,097
GR Roofing Co. in Brewer Maine: $112,600 

Bids were turned over to Facilities Director Walls for review and recommendation.  The idea of double ice and water shields were initially recommended by representatives from Ames and McLaughlin and were included in the RFP. 

Commission Business: 

Old Business: 

MOTION: to approve the minutes of the April 5, 2016 Commissioners Regular Meeting and April 1st, 13th and 22nd, 2016 Commissioners Special Meetings. (Blasi/Joy 3-0, motion passed) 

Commissioner Blasi stated that the commissioners need to agree or formally decide if Appointed/Exempt annual evaluations should be completed or not, when previously scheduled he had completed all of his evaluations and was ready to go on April 5th adding that it is proper policy but it was up to the board.  Commissioner Joy stated that he was okay with scheduling a date and conducting the evaluations. Commissioner Blasi requested a supplemental meeting in May to conduct the evaluations; Commissioner Joy preferred to schedule them after May 16th.  Commissioner Brown stated that he thought it was not fair for the commissioners to complete the evaluations since it was previously up to the former administrator. He suggested waiting 6 months, in fairness.  Commissioner Joy stated that he did not do as much liaison work during the prior year due to the county administrator’s presence. Commissioner Brown stated that he did not feel it was fair to the personal who were being evaluated. 

MOTION: to perform the employee appointed/exempt employee evaluations at a supplemental meeting after May 16, 2016. (Blasi/Joy 2-1, motion passed, Brown opposed) Discussion: the meeting was scheduled for May 20, 2016 at 12:30 p.m.  Commissioner Joy stated that he was going to evaluate the employees that he can, otherwise he will not.  Commissioner Blasi stated that if there is not more than one evaluation written for a particular employee, they will not be given. 

Commissioners:

Commissioner Blasi stated that we have a vacancy with the departure of the Deputy Treasurer, we have what amounts to that fewer clerical hours available to that department, so it’s a question of whether the commissioners would like to advertise for a clerk.  Commissioner Joy stated that the he did not know that the Deputy Treasurer was a Clerk.  Commissioner Blasi stated that it amounts to the same kind of labor.  Commissioner Joy disagreed and stated that it is not a clerk’s position, it’s a more skilled position no matter who does it.  There has been some discussion about the possibility of other employees in our administration leaving as well.  This idea of where are we going forward in both the Treasurer’s and Commissioner’s Office and what do we want it to look like going forward; in other words it isn’t just a position there, perhaps we look at our HR Department our medical side of the HR Department, we look at the Treasurer’s side of is it a clerk or is it someone with more skill that would fulfil that position whatever position that is.  There is still some discussion to be had as to what our future is in those two departments.  Commissioner Blasi stated that along with that discussion he would like the Treasurer to state whether she has a vacancy, if she feels that she has a vacancy at this point.  Treasurer Eldridge stated “we do have a clerical vacancy but Scott (CA Adkins) and I discussed this two weeks ago and he asked that out of respect for him, would I be willing to wait, not make any advertisements or postings or any decision until he has a chance to get here and oversee what we have. I thought that was a reasonable request and I have told him I would wait”. Commissioner Joy agreed and stated that he would like to see the two of you (Eldridge and Adkins) sit down, we sit down and talk about our future and where we are going in both those departments and that we come up with a good plan that works, to be very helpful to you and be very helpful to the Commissioners.  Commissioner Blasi asked how Commissioner Brown felt about it. Commissioner Brown agreed with the administrators request and then evaluate the departments and make the suggestion to the commissioners. 

Regarding the floor plan for administration and the treasury, Commissioner Joy stated that the Administrator has been put in the former CFO/Deputy Treasurer’s office, Commissioner Blasi agreed. 

Commissioner Joy stated that the former Sheriff, Bill Clark has followed through with regard to the retiree supplemental health insurance request.  Discussion points were distributed that included 1) a $200 Cap, 2) once an alternative program is chosen the retiree cannot come back to the county plan, 3) the question of what to do about retirees to choose to stay on the county offered plan and whether to continue charging the monthly retiree contribution or not, 4) offer options for future retirees and 5) to schedule a may workshop/meeting to discuss further options/ideas.  Sheriff Clark stated that he has already pre-paid his Meritain contribution for the year and requested a proportional reimbursement; he also suggested cutting one check annually for reimbursement of the approved plan as his payment will be automatically debited from his Social Security check.  Commissioner Joy preferred quarterly payments (to retirees) rather than annual payments as he did not want to chase a widow or widower for overpayments.  Sheriff Clark stated that he could begin participating in the supplement prior to the 14th of the month and the County could be reimbursed for their Meritain contribution for that month.  Medicare Parts A and B plans were discussed.  Sheriff Clark requested the same consideration as prior retirees for approval of the County to pay $194.19 monthly for his supplemental plan to get off county health insurance.  CA Adkins recommended proof of health insurance prior to direct reimbursement.  Sheriff Clark stated that the drug plan would come out of his Social Security; the medical would be paid through a premium book.  CA Adkins would rather see the County pay directly to the care provider than the retiree, he suggested paying quarterly in a rears.  Sheriff Clark agreed.  Treasurer Eldridge stated that Martin’s Point insurance has to be deducted from Social Security; the contribution has to be reimbursed to the retiree and that they will be taxed on it as earned income.  Commissioner Joy questioned tax consequences and preferred to have a professional opinion.  Sheriff Clark stated that he was willing to be the guinea pig.  Commissioner Brown suggested having Agent Sara Fina attend the next meeting.  Sheriff Clark explained that she is a “broker” and works to place a plan that meets the individual’s specific needs.  Commissioner Joy stated that a form that spells out the parameters of the change is needed prior to approving any request; it needs to be understood and agreed to first.  The tax consequence should also be understood prior to signing any agreement.  Commissioner Joy stated that the county is not ready yet, but may be ready in June.  Items of concern include 1) reimbursement for pre-payment of Meritain plan, 2) payment to the retiree or the company, 3) proof of supplemental coverage and 4) tax liability/consequences when there is/is not.  CA Adkins stated that there is no tax consequence for a reimbursement. Commissioner Blasi questioned if it was possible to discuss this at the May meeting; it was suggested to add it to the June/July agenda. 

Airport:

The USDOT has issued an order selecting Essential Air Carriers for BHB effective 7/1/16 they are Pen Air and Cape Air.  Pen Air was accepted in Presque Isle as well.  A new business contract will be presented next month. The 2016 Inspection Report for the Storm Water Inspection Plan was a pass with the recommendation to include Steve Collins on the Airport team. 

Manager Madeira request approval of Amendment No. 4 to the Lease and Operating Agreement with Columbia Air Services.  This would change the payment method to generate a fee on how much fuel is delivered to the airport rather than how much fuel is sold.  This plan originated during the change from the former manager to the current manager and was recently discovered.  The change would be mutually beneficial to both parties.  One rate, 18 ½ cents per gallon of fuel was recommended in Amendment No. 4. 

MOTION: to accept the airport manager recommendation to approve Amendment No. 4 to the Lease and Operating Agreement with Columbia Air Services-BHB, LLC. (Brown/Blasi 3-0, motion passed) Discussion: Commissioner Joy stated that this works because of the average over a 9 year period; it may not have worked with a one year average.  Commissioner Brown looked at it more in the gradual increase in the number of gallons. The Amendment has also been reviewed by legal counsel. 

MOTION: to authorized the chairman to sign Lease Amendment No. 4 on behalf of the commissioners. (Blasi/Brown 3-0, motion passed) 

Manager Madeira stated that Civil Air Patrol (CAP) has requested a Land Lease Agreement with the Hancock County-Bar Harbor Airport in order to legitimize their presence and change/build on the property they occupy.  They are a branch of the Air Force and conduct search and rescue and trainings.  The county has never collected a rent or fee from CAP, Manager Madeira did not necessarily think they should but suggested that they could have a reduced rate of approximately $1 per year.  The only downside that exists is if the County needs to move them in order to use the property for a better use. There is nothing formalized with the County for the space they currently occupy.  Commissioners Joy and Brown were not sure they wanted to give the property up for a 20 year lease. Commissioner Joy suggested an annual lease that allows them to be insured or the like and stated that they would be found a space should someone want to build on the property.  A short-term lease may be entertained, Commissioner Brown like the current set-up.  Minor improvements could be done under a one year lease. 

Manager Madeira requested approval of the Landlord Waiver regarding Morris Yachts, LLC.  Legal counsel has been sought regarding concerns associated with the Waiver and has stated there was “not much of a problem.” The county does not have much of a legal right to personal property after 90 days. 

MOTION: to approve the Landlord Waiver regarding Morris Yachts, LLC. (Brown/Joy 3-0, motion passed) Discussion: Commissioner Blasi stated that he has reviewed and discussed his reservations with the Airport Manager.  It helped him to hear the details prior to the meeting and to interact with him. 

The Hinckley team has been looking into improvements of the Café space; we are still headed in that direction but probably will not have anything in the space during this season.  There may be minor adjustments to the agreement.  It is a win-win to have a company like Hinckley come in and show off their workmanship.  Should it not work out, concession operators could be brought in to provide food service. 

MOTION: to approve the bid from Sherwin Williams in the amount of $5,200 for the purchase of Linedriver for the airport. (Brown/Blasi 3-0, motion passed) 

10:40 a.m.: Break      10:47 a.m.: Back in session 

Treasurer’s Office: 

MOTION: to approve April General Fund and airport Payroll Warrants #16-13, #16-14, #16-15 and #16-15 in the aggregate amount of $211,539.89. (Brown/Joy 3-0, motion passed) 

MOTION: to approve April General Fund and Airport Expense Warrants #16-11, #16-12, #16-13 and #16-14 in the aggregate amount of $371,386.78. (Brown/Joy 3-0, motion passed) Discussion: Commissioner Blasi signed #14 but stated that the grant funding was not shown anywhere, this was for EMA grant funding.  This was a reimbursable grant. 

MOTION: to approve April jail and UT Payroll Warrants #16-13, #16-14, #16-15 and #16-16 in the aggregate of $89,954.63. (Brown/Blasi 3-0, motion passed) 

MOTION: to approve April Jail and UT Expense Warrants #16-6, #16-35, #16-7 and #16-36 in the aggregate of $126,529.79. (Brown/Blasi 3-0, motion passed) 

Commissioner Joy stated that during this time of year, cash flow should be discussed.  The jail June funds has been moved into the jail account; this is both the State’s share and our share.  He questioned where we are cash flow wise. We have not received any funds from the municipalities.  Jail emergency funding should be released by the end of June, distribution is still a question.  A TAN should be questioned sometime in July. 

Treasurer Eldridge presented the financial reports and an update on the AR. Commissioner Brown questioned the capital account 3011-00 Buildings and an expenditure of $10,954 and a transfer of $1,000. Treasurer Eldridge stated that she will need to look into this to provide an answer.  The totals are changed when funds are approved for expenditure.  Commissioner Brown questioned why transfer totals are still reflected after the transfer has been approved. A discussion followed regarding expending funds in this account and whether the revenues/expenditures/transfers would be zeroed out.  The ending balances should be the new beginning balances. 

MOTION: to approve April expenditures in the health account in the amount of $65,563.73. (Brown/Blasi 3-0, motion passed) 

The end of year surplus in the health account was approximately $130,000, $153,000 was spent during the first three months of 2016 from 2015.  Taking into account the $84,000 in the health insurance checking account, the surplus should be approximately $64,000 or a $24,000 deficit depending on how you look at it.  In the past, the surplus was supposed to be rolled into the next year.  The “lock box” account should include unspent funds from health accounts from the prior year. All prior year expenditures from April forward are taken out of 2016 funds.  Commissioner Joy questioned the remainder in the health account from FY15.  Treasurer Eldridge will look into this. 

Treasurer Eldridge requested approval of transfers that were approved in the budget process but never requested for expenditure in a meeting. This was done to balance the FY16 budget.  Commissioner Joy questioned why the funds were being moved into the revenue accounts.  If it sits where it is and there is a need for it then the department head would request to spend the funds.  CA Adkins stated that if it doesn’t go into revenues, it is taken out of expenditures, he did not recommend bringing them into revenue.  CA Adkins suggested to do nothing and revisit the discussion and to speak to affected department heads regarding the intention of the funds.  The proposed transactions will not work for the intended purpose.  Treasurer Eldridge was instructed, by Commissioner Joy, to figure out how to make this balance, to do nothing for now and discuss it at the June meeting. 

Treasurer Eldridge stated that she has received a letter from Maine PERS regarding her member payment for non-deducted contributions to purchase 4.7497 years of service credit for the period of January 1, 2011 through September 18, 2015. The amount was $1,751.93 if paid in full by May 29, 2016.  She requested that since she was “refused” Maine PERS in January 2011, she requested the county pay her portion.  She stated that this was part of her negotiation with the former County Administrator in September.  Commissioner Joy stated that he did not understand why the County would pay her share, this is not done for any other employee.  Minutes of the September 18, 2015 meeting were distributed in order to reacquaint the commissioners with the discussion.  Commissioner Joy stated that the commissioners did not agree to pay the employee portion in the prior meeting. Commissioner Joy stated that he felt an obligation to pay the county portion but did not understand why they would treat her any differently than other county employees. Treasurer Eldridge stated that CA Conlogue agreed to the extension of funds; Commissioner Joy stated that CA Conlogue had no authority to do that.  Commissioner Brown stated that normally the employer portion is paid; he was not going to pay it retroactive, everyone would have to be treated equally.  Commissioner Blasi also questioned the purpose of account (30)-05-200 Retirement

MOTION: to pay the treasurer’s employee share of her request for the Maine PERS from account 30-05-200. (Blasi/ motion failed for lack of 2nd

Commissioner Brown questioned why the county would pay prior to her full-time hire date.  The contribution date is based on the first date of work/date in elected office.  Commissioner Brown expressed his concern with the cost of pay-out should he choose to participate in the plan.  Commissioner Blasi stated that he is not interested in the back pay from his Maine PERS.  Commissioner Brown questioned paying the county portion and the employee portion.  Commissioner Blasi suggested only paying the Treasurer’s portion and creating a policy that does not include anyone else’s.  Commissioner Brown stated that it would be discrimination and the county will not do that.  He was concerned with the fiscal note attached to paying the employee/elected official portion.  Maine PERS will be contacted regarding an estimate of the potential costs. 

Unorganized Territory: 

John Reinzo of the Rocky Mountain Trail Riders requested a renewal of the agreement for the Club to use the Nicatous Road.  Commissioner Brown stated that previously he voted against this request, since there have been no complaints from camp owners so they “must be doing something right.”  UT Supervisor Billings endorsed renewal of the agreement. 

MOTION: to grant the renewal Agreement of the Rocky Mountain Trail Riders for continued use of the Nicatous Road. (Brown/Blasi 3-0, motion passed) Discussion:  Commissioner Blasi clarified the dates: May 3, 2016 through June 1, 2017. 

MOTION: to approve the Airline Lodge and Snack Bar Retail Off-Premise malt liquor license. (Brown/Blasi 3-0, motion passed) Discussion: Retail Off-Premise Liquor License means they sell beer to-go, they don’t serve it. 

The Martin’s Ridge road was un-posted yesterday; the rest will be done tomorrow.  Martin’s Ridge had a small washout; a crew is repairing it today.  Six of the solid waste contracts are due for renewal by the end of June, Burlington increased $200 and will include Township 4.  The Aurora Fire Contract is up at the end of June, the chief has been contacted for an extension.  The FairPoint contract was signed on April 19 and will be paid during the next warrant.  Work will begin 60 days after the signing of the agreement.  Bull Hill and Hancock Wind have work going on.  Commissioner Blasi asked if the County expects any TIF funds from Hancock Wind this year.  No, TIF funds will not come in until next October.  The Community Benefit funds will come in this year.  Commissioner Brown continued to mention the “fire truck.” 

RCC:

The next scheduled Communications Team meeting will be scheduled after the new county administrator begins service. Director Wellman stated that the UT Director has asked to utilize the Bull Hill tower for cellular service; RCC Director Wellman did not know if it was feasible, it cannot be done without commissioner approval.  US Cellular was the vendor requesting access.  If it does not interfere with its original intended purpose she felt it was fine.  Commissioner Brown believed that it was not feasible according to the structural analysis.  We do not want the vendor in our building with our equipment.  If US Cellular wants to explore it at no cost to the County, it was fine with Commissioner Brown.  Commissioner Joy was interested in building a tower and renting space. 

MOTION: to accept the resignation of full-time Dispatcher Anastasia Dayhoff Osage, effective June 10, 2016. (Blasi/Brown 3-0, motion passed) 

RCC Director Wellman requested permission to overspend account 07-30-205 Advertising.  Eastern Maine Help Wanted was also suggested. Commissioner Blasi thanked her for the overdraft request. Director Wellman responded and stated “I don’t think we are allowed to overspend a line without permission, are we.”  Commissioner Joy responded no, no. 

MOTION: to approve the request to overspend account 07-30-205 Advertising for this particular instance. (Blasi/Brown 3-0, motion passed) 

12:15 p.m.: Break for lunch       12:37 p.m.: Back in session 

District Attorney: 

MOTION: to approve the hire of Abby L. Hoke of Ellsworth as a full-time a Victim Witness Advocate at Step 11B, $16.63 per hour, effective June 4, 2016. (Brown/Joy 3-0, motion passed) Discussion: Commissioner Brown questioned if Washington County had a similar Step system.  They receive .10 cents per year. 

Sheriff:

Jail Administrator Richardson stated that May 1-7, 2016 is National Corrections’ Officers Week.  Commissioner Brown stated that the commissioners appreciate the work they do, Commissioner Joy seconded the sentiment. 

The bottom line of the jail is tracking at 82/83%; they should be tracking at 84%.  Commissioner Blasi stated that he has read the report and accepted it.  A list of overdrafts was distributed.  Distribution of State funds will probably go by “need”, not ADP. Based on the information provided, there are sufficient funds to cover the need, although 5 counties did not submit theirs.  Hancock County requested $140,000. Commissioner Brown stated that all they are doing is fixing this year, the County will have to foot the entire bill next year out of property taxes.  Sheriff Kane stated that his understanding is that they will have funds for this year and next year.  Commissioner Brown stated that if the State is going to run the jail they can pay us rent for it.  The bill specifically say’s need; Hancock County should not be penalized because other county’s did not send in their need.  Oxford County is looking at $700,000-$800,000.  Theoretically Knox County would like to turn their jail into a female facility. 

Sheriff Kane requested authorization to purchase (2) 2017 Ford Interceptors from Darlings thru the State Bid Process from account E10-70-300. They would not be delivered until late July/early August.  They will not be paid for until delivery.  Sheriff Kane also asked Darlings to order a third vehicle and to have it delivered after September or the end of October, they said they would hold it for us so that we could take advantage of the 2016 price and get a 2017 vehicle. 

MOTION: to authorize the purchase (2) 2017 Ford Interceptors from Darlings in the State Bid piggy back. (Brown/Joy 3-0, motion passed) Discussion: The money will be deferred until we have the funds.  Commissioner Joy stated that we are working on our cash flow and big purchases in July and August deplete it.  Sheriff Kane stated that he had no problem, that if they agreed here, he would not order cruisers until September from now on.  Commissioner Joy stated that sometimes the companies carry us, we take delivery in July or August but pay them in September. 

There was a recall of all of the EOTech rifle sights.  Sheriff Kane requested the purchase of 20 sights at roughly $400 a piece.  A refund check will be received from the previous purchase of sights within 4-6 weeks.  The original sights were returned during the first week of March. 

Sheriff Kane stated that he would like to sell the department boat. He would like to use the funds to purchase a side-by-side.  Commissioner Blasi asked if EMA or the Airport could use the boat.  Sheriff Kane will contact them.  He will be making this request sometime in the future. 

Update: LifeFlight invoice.  This invoice came in at $13,200 American money.  Lt. Sheppard found out that it could be paid from another source; by working with the source the bill dropped to $2,200 which saved the county $11,000.  Sheriff Kane publically recognized Lt. Shepard for his efforts.  The jail scored a 99 on the most recent State inspection.  The efforts of the entire jail team were very much appreciated. 

MOTION: to have Cyndee make a letter of appreciation to Frank Shepard and make it part of his file.  A letter of appreciation will also be sent to the staff. (Brown/Blasi 3-0, motion passed) Discussion: Lt. Shepard stated that it is not just him, it’s all of his officers; they did a spectacular job. 

Sheriff Kane stated that he is not going to ask to fill the vacant position in the Civil Process Department immediately; it will be absorbed by current staff.  If he does ask to fill the position; it will be for 4-5 hours per week.  The quality of service should not change and revenues would increase.  Commissioner Joy stated that the 2015 Civil Process Department was revenue positive.  Sheriff Kane stated that it was a pleasure working with the Commissioners. 

Sheriff Kane stated that Gouldsboro has a new chief and is down an officer.  Southwest Harbor is down two people.  The Sheriff’s Department has agreed to help out; this may generate call outs and overtime.  Commissioner Joy agreed with the show of team work. 

The new Spillman modules will be going live next Monday. The modules were purchased through EMA HSGP grant funds; every law enforcement department in Hancock County has been brought in to the Spillman system through this effort.  This was a County wide effort to help out Municipalities.  Chief’s cooperation has been essential. 

Sheriff Kane stated that the Allen family has been receptive with helping out with a tower purchase in the west side of the county.  More to come on this. 

JA Richardson stated that Morpho Trak is the photo machine that sends prints to the state; he asked for approval for the chairmen to sign the SAFRAN Morpho Trak extension to the maintenance and support agreement in the amount of $6,240. 

MOTION: to approve the request for the chairman to sign the SAFRAN Morpho Trak extension to maintenance and support agreement. (Joy/Blasi 3-0, motion passed) 

Commissioner Joy questioned a prior agenda item in which consolidation of phone service between three counties was discussed.  Somerset did not sign on therefore the plan did not come to fruition.  Our rates have gone up and we average approximately $4,500 per month. 

There are two temporary full-time officers working at this time.  Sergeant interviews have been conducted but no one has been selected yet. 

Regarding the most recent jail inspection; the inmate benefit account was the one item in which the jail was not in compliance.  It was not stated in the audit that the account had been audited although it had been.  A Homeland Security grant is due on May 12th that is associated with Community Corrections. 

Maintenance:

Director Walls has met with the DA regarding security concerns and stated that the City may give us problems with moving the door due to the building’s historical status.  The entrance could be moved to the back of the building, reception would be in that area and files would be relocated.  An ADA would also be moved.  The current entrance would be secured with a cipher lock.  Parking would be moved to the back and the “rock island” would need to be moved.  This may be an issue as it is over a well head.  Director Walls stated that little effort will be needed to change the entrance.  With approval he will move forward with plans.  Preliminary construction could be done through the maintenance budget and the remainder of the work would be budgeted in 2017.  Immediate needs could be satisfied in the current budget. 

Facilities Director Walls stated that Ames Contracting would use two partners on the roof job and subcontractors would need their own liability insurance.  They also quoted a cheaper grade of shingle and included a quote of $3,500 extra for the Timberline Shingles that was requested in the bid.  This increased their bid to $105,500. They also did not address the ad-ons. Sub contractors would be named in advance and have their own insurance.  A portion of the jail fence will have to be removed and the razor wire moved in order to complete the job.  Access to inmates was a concern.  Personnel would have to pass a preliminary background check. This would include a two day set-up and a week on the back side of the jail.  Associated Builders was the next lowest bid, they addressed repairs encountered and ventilation concerns. The total was $104,916 depending on what they find.  There is an unknown on a job like this. 

MOTION: to award the low bid to Associated Builders in the amount of $104,916. (Brown/Joy 3-0, motion passed) Discussion: Commissioner Joy was concerned with the cost per hour plus terms and material mark-up. The account used would be G-3011-00 Building.  Commissioner Blasi asked when transfers would be made.  Payment would be made in 1/3, 1/3 and 1/3.  30% would be held until the roof is completed.  The anticipated start date would be mid-June.  A contract will be forthcoming for commissioner signatures. 

Registry of Probate:

Register Coughlin requested an interest bearing Restoration account be opened and that the funds that are now in the General Fund be transferred to this account as stated in MRSA Title 18A § 1-607.  She will not be spending any of the funds for the rest of the year and would like it to be set up just like the Registry of Deeds account. The anticipated funds through the end of the year should exceed $3,300. Register Coughlin did not know the balance of the account for 2015.  Commissioner Brown questioned the fees associated with opening an account stating that it may cost more in service fees than interest accrued.  Commissioner Joy stated that the auditor has asked the commissioners to not open accounts; the General fund could pay interest based on ½% annually.  The main focus was for the funds to earn interest.  The auditor has stated that as long as the account flows through TRIO it’s not a problem.  Register Coughlin stated that the Statute says “an interest bearing account”; she does not want control of the account. The Surcharge account is for restoration and preservation of files. A part-time employee works 24 hours per week for the County and does mostly restoration work.  This is a separate account in the budget.  CA Adkins stated that this is a general journal account that segregates out interest.  TRIO allows this. 

Register Coughlin requested approval of the updated Probate Clerk job description. She would like her part-time employee to be able to do the accounting in the office; these may be complicated and take several days to do the work.  The part-time clerk does the same job as the full time clerk.  The part-time clerk works 24 hours weekly for the County and 8 hours through the Surcharge account.  She has been reduced to three days per week.  Commissioner Joy stated that the person doing this job should have a background in annual estate accounting.  Currently, all the clerks are doing preservation work.  Commissioner Brown stated that if she is doing preservation work she should be paid out of Surcharge Funds prior to being paid through County tax dollars. Surcharge funds do not affect general taxation and it is a way to save tax payer dollars.  Commissioner Joy stated that he needed to pass on the job description because of the confusion of full-time and part-time, he also wanted the change listed in the Deputy Register’s job description. 

County Clerk: 

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

Commissioner Joy called the meeting back into Regular session and made the following motion. 

MOTION: to have Scott Adkins added to our health insurance plan effective June 1, 2016. (Brown/Blasi 3-0, motion passed) 

MOTION: to revise the contract with Scott Adkins, County Administrator. (Brown/Joy 3-0, motion passed) 

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

Respectfully,

Cynthia A. DePrenger
County Clerk

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