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COMMISSIONERS REGULAR MEETING

January 6, 2015

Commission Chairman, Steven E. Joy called the meeting of the Hancock County Commissioners to order at 9:00 a.m. on Tuesday, January 6, 2015 in the conference room at the county courthouse located in Ellsworth, Maine with Commissioners Brown and Blasi in attendance

MOTION: to nominate Percy L. Brown, Jr. as chairman. (Joy/Brown 2-0-1, motion passed Blasi abstained)

EMPLOYEE APPRECIATION: Bonnie Cousins, Register of Probate for her 10 years of service to the citizens of Hancock County.

Morris Yachts and Design Group Collaborative each submitted bids for the terminal building cafe' design build project; once opened, bids were turned over to the airport manager for review and recommendation.

Adjustments to the agenda:

MOTION: to add items 4G, Terminal Building Café bid recommendation. (Joy/Brown 3-0, motion passed)

Commission Business:

Old Business:

 MOTION: to approve the minutes of the December 2, 2014 commissioners' regular meeting and December 12th and 30, 2014 commissioners' special meetings. (Joy/Brown 3-0, on the December 2nd minutes and Commissioners Blasi abstained from voting on December 12th and 30th. motion passed) Discussion: Commissioner Blasi stated that the December 12th meeting audio contains additional information regarding the Telecommuting Agreement with CFO Roy.  Regarding the December 30th minutes, Commissioner Blasi had an additional revision regarding when he asked the Sheriff Elect he remembered that Commissioner Blasi had asked him previously that his brother was to be the Chief Deputy.  Commissioner Blasi stated that he had sent a revision but the clerk did not receive it in time, so she has the revision.  Commissioner Blasi stated that he was going to abstain on the December 12th minutes and approve the other ones pending a revision of the December 30th minutes.  When requested for clarification by Commissioner Brown, Commissioner Blasi stated that it was not like he was asking the Sheriff Elect for the first time, at that late a point.  Commissioner Blasi stated that he wanted to stress, that he was trying to point out that he had already asked the him that in a previous meeting, stating that it is not the way it is worded right now.  Commissioner Joy asked if there was an amendment to the December 30th minutes; Commissioner Blasi replied, yes, it's in the clerks e-mail, I sent it yesterday, it's to that affect.  Commissioner Brown questioned if it was already in the audio stating that the audio is the true minutes adding that all the written minutes need to do is reflect motions and votes, they actually don't have to reflect every word that is said.  Commissioner Blasi stated that his point was that he had already said it in a previous meeting and on December 30th and the minutes don't include that.  Commissioner Brown stated that you can only reflect what is said at the meeting, if it wasn't said, then you can't put it in there.  Commissioner Blasi stated "so, I used the word, he's already on record, that is not quite how it's worded."  Commissioner Blasi stated that if the vote is called, he will abstain on those two.

MOTION: to table the telecommuting agreement until January 9th, so that all parties can have a copy of it. (Joy/Brown 2-0-1, motion passed Blasi abstained)  Discussion: CFO Roy stated that he will not be available on the 9th at all.  Commissioner Brown acknowledged CFO Roy's statement adding that he will still be able to have a copy of the Agreement.  Commissioner Blasi stated that he was unsure about how to approach this so he will probably abstain on the motion.

Commissioners:

MOTION: to pay travel expenses for commissioners living over 5 miles from the county seat. (Joy/Blasi 3-0, motion passed)

MOTION: to set the mileage rate for FY15 at .44¢ per mile. (Joy/Brown 3-0, motion passed)

MOTION: to authorize the chair to sign warrants. (Joy/Brown 2-1, motion passed, Blasi opposed)

MOTION: to authorize the treasurer and county clerk to issue checks up to $1,000. (Joy/Brown 3-0, motion passed)

MOTION: to table scheduling exempt employee evaluations until January 9th  (Joy/Brown 3-0, motion passed) Discussion: Commissioner Joy preferred to move forward with at least two evaluations within the next two weeks.  Commissioner Blasi questioned why the commissioners could not schedule evaluations today.  Commissioner Brown stated that he could not pick a date right now.

Office of Financial Affairs:

MOTION: to December General Fund and Airport Payroll Warrants #14-48, #14-49, #14-50, #14-51, #14-52 and #14-52a in the total amount of $337,795.19. (Joy/Brown 3-0, motion passed) Discussion: Comm. Blasi questioned how the 53rd pay week for FY14 was funded.  The payroll lines were over expended.

MOTION: to approve December General Fund and Airport Expense Warrants #14-55, #14-56, #14-57, #14-58, #14-59, #14-60, #14-61 and #14-62 in the aggregate of $741,584.77.(Joy/Brown 3-0, motion passed)

MOTION: to approve December Jail and UT Fund Payroll Warrants #15-22, #15-23, #15-24, #15-25 and #15-26 in the aggregate of $121,333.57. (Joy/Brown 3-0, motion passed)

MOTION: to approve December Jail and UT Expense Warrants #15-23, #15-24, #15-25, #15-26, #15-27 and #15-28 in the aggregate of $98,864.29. (Joy/Blasi 3-0, motion passed)

CFO Roy stated, regarding the financial reports, that the airport 5-day payroll is not included in the report submitted; the OFA ran out of time yesterday to get it done.  There is an $8,000 overstatement in Internet income in the Registry of Deeds that was double booked by the OFA.  This will be resolved before the end of next week.  Registry of Deeds Copy Fees are right on budget and the majority of Deeds fees are very close.  Commissioner Joy questioned account #104 Internet Fees, this account should be zero as it is already booked into Copies, Fees, Transfer Tax and Surcharge, there is no revenue from Internet.  Commissioner Joy questioned why the Statewide Portal funds do not go into the internet account.  The Statewide Portal fees go directly into the account that it affects, if copies are purchased, the fees go into the copy account whether copies are obtained over the internet or by walk-in traffic.  Commissioner Brown thought it was important, going forward, to be able to identify where the funds come from.

Jail revenue is down due to federal inmates being down, December revenues have not yet been logged in and account #552-Transport is for transferring of Federal Inmates.  The jail is over expended year-to-date mostly due to overtime.  Commissioner Blasi asked the following questions:  Are the Trial Balances in balance? Yes.  Are the Control Accounts tied to the Control Reports? No.  Are the Due To From and accounts zero out between funds? Yes.  CFO Roy stated that Control Accounts are not tied out due to Encumbrances and the Registry of Deeds Holding Account.

CFO Roy stated that he is really worried that the County will not receive the 3rd quarter payment from the BOC and that will be a traumatic problem in about two months.  Commissioner Joy questioned what we would do if we did not receive the 3rd payment.  CFO Roy stated that current projections are that the payment is going to be at least 1-2 months late after the 3rd quarter.  CFO Roy stated that Capital wise we are okay, two months from now we may not be.  Commissioner Brown asked Jail Administrator Richardson if "they" were working on a contingency plan.  JA Richardson replied "we are working on one."  CFO Roy stated that we are okay on cash flow because we are putting in our 12th of the funds on a monthly basis.  The jail is operating off of those funds plus the first and second quarter payments along with CCA funds.  CFO Roy stated that he may ask to move a 1/12th payment, $139,000, one month early, if all monies have to be expended, the jail will be out of funds sometime by the end of April.

Commissioner Brown stated that he would like to schedule the commissioners annual visit to the jail in the near future; he will research the Statutes prior to scheduling the visit.  Commissioner Blasi suggested a visit on Friday, January 9th.  Commissioner Brown stated that there would not be enough time on Friday to make the visit.

Regarding the AR, the US Marshall Service should be logged in by the end of this week, the RCC has billed municipalities for the first quarter, questions remain regarding Peninsula Air.  Commissioner Blasi questioned if #12, #5, #11, #6 and #10 are leftovers from the previous sheriff; CFO Roy stated that the DA has agreed to look into these cases, he was suppose to make contact with the DA yesterday "but our office was a madhouse."  Hopefully the DA will take these people on and take them to court as the DA has a lot more power than if the person were taken to Civil Court.  Commissioner Joy questioned if these were supposed to be looked at through probation also; CFO Roy stated that currently, none of the people are on probation.

MOTION: to approve December expenditures in the health insurance account in the amount of $71,968.18. (Joy/Brown 3-0, motion passed) Discussion: CFO Roy stated that the amount outstanding for 2013 that was expended in 2014 has been consistently close to $80,000.  $435.97 are rebates from a reimbursement because another entity was suppose to pay it.  Commissioner Joy stated that usually, prior years claims are concluded in April or May, CFO Roy stated that there are ongoing progressive claims that were happening in 2013, that were disputed, and are not being taken care of.  He will research the issue and report back.

MOTION: to approve a request for expenditure from capital reserve account G2-3030-20 for AIP37, Requisition No 15-A Local Share in the amount of $7,175.54. (Joy/Brown 3-0, motion passed)

MOTION: to approve a request for expenditure from capital reserve account G1-3011-00 for a rail for handicap ramp at the AP Office Building, in the amount of $1,650. (Joy/Brown 3-0, motion passed) Discussion: Commissioner Brown questioned if this project has been completed; it has.

MOTION: to approve a request for expenditure from capital reserve account G1-3022-00 for the purchase of seven bulletproof vests, in the amount of $5,600. (Blasi/Joy 3-0, motion passed)

MOTION: to approve a request for expenditure from capital reserve account G1-3011-00 for payment for heating system in the AP Office Building, in the amount of $34,670. (Joy/Brown 3-0, motion passed) Discussion: Commissioner Blasi stated that this bill surprised him.  Commissioner Brown thought this was the final payment.  The balance is paid once all issues are completed.

MOTION: to approve a request for expenditure from capital reserve account G2-3030-20 for AIP 37, Inv #53859 Local Share, in the amount of $3,370.52. (Joy/Brown 3-0, motion passed) Discussion: this is the check that is being held until the project is completed.  Commissioner Joy stated that there are things that he is disputing in this bill regarding service that is supposed to be provided that they are not doing.  CFO Roy stated that the funds have to be expended in order for us to get our funds.  Commissioner Joy was “okay” with not approving this request adding that when the ARFF building was completed, we did not get As Built plans which caused a cost in this project.  There is not retainage with Hoyle Tanner.  The check will not be released until the OFA is told to release it.  The funds need to either be held or not take the funds out of this account.  Airport Manager Madeira has advised Hoyle Tanner that the commissioners have advised him not to pay this bill.  There is a contract in place, but the payment can be held until they perform.  Accounting wise, the expense has to be booked into the prior year.

MOTION: to approve a request for transfer of budgeted funds from account E07-30-30-0550 TIF Contractual to account G1-3012-60 RCC Equipment in the amount of $29,634.60. (Joy/Brown 2-0, motion passed, Blasi chose not to vote.) Discussion: this is repayment for the Bull Hill Wind Project. The balance in the TIF is currently $115,285.88, at the end of the TIF fiscal year the balance needs to, by law, go into a revolving account that goes into the next fiscal year.  That request will be coming before the commissioners at the end of June, right now there is no money in the TIF Reserve Account so it has to come out of the expense account.  Commissioner Blasi stated that he is not voting on this because he opposed the original transfer.  Commissioner Joy questioned if this has been cleared that the commissioners can do this with the State Auditor, he was in favor of making the transfer but asked if it has been checked on with the auditors to see if it could be done.  CFO Roy stated that originally the commissioners had voted to actually take it out of TIF money, the vote came when the project was agreed upon.  Commissioner Brown had made it clear that he didn't want to spend out of the TIF money until TIF money came it; he said it is a UT project, it is absolutely serving the Unorganized Territory, the bills are all Bull Hill, it meets the TIF requirements under the TIF Agreement with the DECD, everything absolutely positively goes with Bull Hill.  CFO Roy stated that he did not contact the State Auditor’s office to ask if it was okay, but we had originally done it, it's in our minutes, they monitor our minutes every meeting and we also have people sending them the minutes.  He stated that if they had an issue with it, we would have gotten a phone call adding that he was not concerned about it as all.  Commissioner Blasi stated that he opposed the original transfer because he believed that to use the money before you had it in hand is contrary to the TIF Statute.  CFO Roy stated that they didn't, that's why they paid it out of the RCC, now they are paying themselves back, which is allowable.  CFO Roy stated that you can actually take a loan on TIF anticipation so there is nothing wrong with what was done and the commissioners could actually charge the TIF interest, but he is not proposing that.  Commission Brown questioned what was illegal, Commissioner Blasi responded "I just told you."  Commissioner Brown stated I don't think that illegal, we never spent TIF money, Commissioner Blasi responded you voted in favor I opposed Mr. Chair so.  Commissioner Brown stated "we spent our own money."  Commissioner Joy added, we are just reimbursing ourselves.

CFO Roy stated that Community Benefit funds have not been transferred over yet, this will be done in February.  Commissioner Brown questioned the Community Benefit Funds that has already been received, CFO Roy stated that it has to roll over into a non-lapsing account.  It is currently in the General Fund.

MOTION: to restore the contingent fund to $100,000 per MRSA Title 30-A §924(1) see §922 (2). (Joy/Brown 3-0, motion passed)

MOTION: to reduce the tax levy per MRSA Title 30-A §924 (2). (Blasi/Joy 3-0, motion passed) Discussion: this allows the commissioners to leave 20% in Undesignated Funds. $310,000 was designated to the FY15 budget to reduce taxation.

MOTION: to approve of 2% Overlay per MRSA Title 30-A §706, in the amount of $104,659.54. (Brown/Joy 2-1, Blasi opposed)  Discussion: Commissioner Joy stated that he is always somewhat confused with this.  CFO Roy stated that had we not had had the Overlay in FY14 there would not have been enough funds to put $310,000 toward FY15 taxation.  This is not something that is approved in the budget, it is "tacked on" and approved in  State Statute.  CFO Roy stated that if this is not approved, there may not be enough funds to make it through the year.  Commissioner Brown stated that if you don’t use it, it comes back through Undesignated Funds; if you need it for certain purchases, it can be expended.  Commissioner Brown stated that the auditors have stated that Hancock County has done a good job, better than most of their county accounts, in the past years.  The funds are going right back to the tax payers if not used.

Airport:

Commissioner Blasi requested that the commissioners be kept apprised as to the progress of the remedies for the inspection on a regular basis; the airport manager stated that there were only two Letter of Correction items, he has agreed with the FAA on two different dates they will be correct by, he is working with Hoyle Tanner and the Contractor to make sure they are completed on time and will keep the commissioners updated on his progress.

Water tests are completed quarterly per State requirements; the December test failed for total Coliform bacteria levels.  The well is being shocked today, this has been done one time prior and drinking fountains have been posted.  Regarding the bleaching, Commissioner Brown stated that there are pellets for this job and he suggested running chlorine through all the faucets, including the hot water as the bacteria will go back through.  The state requires five clean samples; State testing for turnover time may take a while but, Independent Northeast Labs can turn over a test in 24 hours.  Five samples are sent monthly.

Manager Madeira requested to issue an RFP to hire a consulting firm to assist with air service development; Commissioner Brown suggested advertising on the MMA’s website.

MOTION: to issue an RFP to hire a consulting firm to assist with air service development. (Joy/Brown 3-0, motion passed)

Financial Summary Update on AIP37: The Hoyle Tanner contract is at $495,978, the Local Share of the Hoyle Tanner contract is $43,157.09.  88% of the contract has been authorized for payment, to date.  Commissioner Blasi questioned if the transfer request approved today was included in the amount; Manager Madeira explained that the Capital Reserve expenditure that was previously approved was for the Local Share of one of the Nickerson O'Day invoices, not the Hoyle Tanner Contract was.  $3,149,819.89 is the total cost of AIP 37, so far.  The Nickerson O’Day amount represents Change Orders 1 through 3.  Change Order #4 is estimated to be approximately $40,000 in credits.  This is just for AIP 37, AIP 34 (for Design) was approximately $300,000.  Currently, the Local Share is at $232,775.27 further credits from Nickerson O’Day will bring the number down.  Manager Madeira stated that we are budgeted properly and under budgeted.  Other expenses are mostly furniture ($22,000), LP tanks and A-133 Audit costs.

Manager Madeira requested approval to purchase a Runway Friction Meter from Vericom Computers, Inc. for $2,995 + shipping and to bypass the bid procedure, he explained that the friction meter is used to determine breaking action on the runway.  Current rudimentary testing was explained.  Commissioner Blasi questioned why the inspector did not mention this in the past; Manager Madeira stated that it has been verbally mentioned several times but has not been put in writing.  Commissioner Blasi questioned how many times the friction meter is reset or inspected?  Manager Madeira stated that it doesn’t require any reset.  Is it temperate sensitive?  Manager Madeira stated the he didn't believe it was.  Commissioner Brown stated that he thought that by-passing the bid procedure may be an issue.  It was explained that there are two manufactures in the USA.  One manufactures it for $2,995 plus shipping the other  charges over $4,000.  Commissioner Brown suggested sending the request to both vendors.  CFO Roy stated that it was over the $5,000 written RFP requirement, and could be approved.  Commissioner Joy questioned who was paying for this and asked if the FAA is suggesting this?  It would be paid for by the airport and is not "required" from the FAA.  Commissioner Joy stated that if we are going to stay at 8,000 enplanements, we don’t need this.  Manager Madeira disagreed because the current system is based on an airport employee making a wrong call and the purchase of the meter takes the liability away from the employee.  Commissioner Joy preferred to make the reading a 400, which is poor, all the time and for people to travel at their own risk.  Manager Madeira stated that this may determine whether a pilot determines to go or not to go or to utilize BHB in certain conditions.  Commissioner Blasi wondered why the friction breaking ability did not show up in the FAA inspection report; Manager Madeira stated that multiple inspectors have told him verbally that the current method needs to be improved.  Pilot notification was discussed.  Leroy Muise from Columbia Air stated that his customers would use the new system; he has had customers state that they were not coming to BHB because of breaking action conditions.  Commissioner Joy stated that in Maine it is easy to tell what conditions are by looking outside.  Reporting of field conditions are required as changes occur.  In the middle of a weather event, the runway is tested as many times as it takes, when conditions change.  Funds to pay for the purchase may come from a Tools and Equipment capital reserve account G2-30-1035.  This account will be set up prior to February.  Commissioner Brown suggested purchasing it out of account #30-15-10 Miscellaneous.

MOTION: to go out to an RFP to purchase a friction meter, as proposed. (Blasi/Brown 3-0, motion passed)

Manager Madeira stated that essentially from 2010 to 2013 Acadia Air tours overpaid revenue in the FBO account by about $2000 for each of those years; the reason that that happened was that the lease was interpreted incorrectly, he went on to read the lease language.  By utilizing the word "inclusive" the lease intent covers the entire period from May 1, 2009 through April 30, 2014.  The operator interpreted the language to mean that every year, annually in January, they started out paying 5% on the first $200,000 of gross revenue and then after they reached $200,000, whatever month that would be, the rate would drop to 4% on an annual basis, in other words, they kept paying 5% on years that they should have been paying 4%; this resulted in a cost of over $2,000 a year in overpayment from 2010 through 2013.  He stated that he has since rectified it and the operator understands the intent now, but is seeking to get commissioner concurrence on the overpayment, he doesn't feel it is a credit because he simply overpaid.  Commissioner Brown referenced page 4 of the lease stating that the word "inclusive" was the issue.  Commissioner Joy preferred to see/read the entire contract prior to making a decision.  Manager Madeira will provide the commissioners with a copy of the entire contract for review.  It was clarified that all numbers presented were calculated by the airport manager.  Acadia Air Tours is in agreement with the numbers provided.  Commissioner Blasi questioned if the previously issued credit has any bearing on this.  Manager Madeira stated that is up to the commissioners.  This discussion will continue at another meeting.

Manager Madeira stated that the most recent electricity bill for the terminal building is approximately $2,100 per month, today’s bill is over $5,000.  Commissioner Blasi wanted to know how it compared to the old building since the new building has been in place; he stated that the kwh are similar in winter before and after the edition.  The November and December bills were just over $2,000 and the January bill is over $5,000.  With these increases the utility line for the airport will be severely under budgeted.  For a portion of the month, the cost was almost 9 cents per kilowatt hour the rest of the month it was over 12 cents.  Kilowatt and supply costs were discussed.  CFO Roy stated that the time to go out to an RFP for electricity is in March for an April opening.  The PUC Standard offer has already been bid through February.  In January, the PUC will be able to charge .16046 cents per kilowatt, it will go down in February.  The medium rate is ½ cent more.  Bids should be put in at the lowest rate.  There is no other delivery system other than Emera Maine.  Many municipal governments will be going to a CEP due to the escalating cost of electricity.  Natural Gas costs are driving the cost of electricity.  Somerset County is paying 6.1 cents per kilowatt.  CFO Roy suggested looking for a bid opening in May adding that doing it now would be premature and we would receive higher bids.  Commissioner Brown would like to see a comparison from last year to this year prior to making a decision on this issue as materials used in the new terminal building were mostly energy efficient.  Use of LED lights was recommended; Efficiency Maine will also be researched for cost savings.  More data will be provided at a future meeting.

Manager Madeira recommended acceptance of Morris Yacht bid for the terminal building café’ build-out stating that Design Group Collaborative is a more typical bid with $12,000 in design fees and $44,000 for construction for a total cost of between $78,000 to $90,000.  Morris Yachts is offering to build-out the café at its own expense in return for advertising space for themed imagery and branding with a 5 year initial term and 5 a year option, the 2nd five year term included a $25,000 payment at $5,000 per year for advertising.

MOTION: to accept the Morris Yacht recommendation for the terminal building Café’ build-out. (Blasi/Brown 3-0, motion passed) Discussion: there will be some cost to the airport for electrical.  Extra costs for plumbing may be built into a lease and operating agreement.  Commissioner Joy suggested accepting the low bid pending the terms of the lease, to be hammered out.

MOTION: to add item 8A, a discussion regarding a DTF issue. (Brown/Blasi 3-0, motion passed)

Unorganized Territory:

Commissioner Blasi wanted the commissioners to be aware of the reapplication of Jordan's Gravel Mine that will be before the City Council tomorrow at 7:00 p.m.  Nothing has been heard from Noreen or Shelley of Time Warner Cable regarding Broadband in Fletchers Landing Township.  UT Supervisor Billings distributed a FEMA document regarding Flood Plain data stating that LUPC is responsible for this in the UT’s and that island data is available on line.  8x11 copies are available in the UT office.  Property in the southeast corner of Township 7 is in the flood plain but the house is not.  Commissioner Blasi stated that he is curious about fire protection in Aurora, the last information available was from December 12th, UT Supervisor Billings is still waiting to hear about this.  Commissioner Blasi stated that this is using the standard contract approved by the commissioners including Article 8.  UT Supervisor Billings stated that the basic proposal that we have always offered in the standard contract is saying that they will do it for $1,000 per Township.  Originally Aurora wanted to provide EMS service, this was deleted.  The only thing that is new in the contract is the price, once this is agreed to; all UT’s will be covered.  Emergency service is not covered in the contract; Aurora would have to bill the person in an accident if they respond to an accident.

MOTION: sign the contract with Aurora for fire protection with Townships 16, 22, 28, 32, 24, 25, 29, 40 and half of 41. (Joy/Blasi 3-0, motion passed)

MOTION: to sign the Small Animal Clinic contract. (Joy/Blasi 3-0, motion passed) discussion: commissioner Blasi wanted to review the contract; he stated that he had already looked at it.

Comm. Blasi questioned if flood plain map availability could be posted.  A link could be added to the County website and a notation that they are available at HCPC.  It was questioned if a statement could be included that HCPC is available to assist.

Sheriff:

MOTION: to accept the contract between the City of Ellsworth and Hancock County for tech support at a cost of $12,500. (Joy/Brown 3-0, motion passed) Discussion: Commissioner Blasi questioned the statement “support will be offered onsite and remotely using secure remote access software installed on end user workstations.”  This is a remote screen used by the State Police.  Commissioner Blasi questioned the cost of the service compared to that of Carl Stecher.  This agreement is costs more.

Sheriff Kane mentioned archiving of e-mail issues, which will be discussed in the future.  Commissioner Brown stated that under Right to Know, there will be several upcoming changes that affect more than just e-mail.

MOTION: to approve the contract with the Town of Tremont for Law Enforcement. (Blasi/Joy 3-0, motion passed) Discussion: this is the same contract as in prior years.  Commissioner Brown requested that Sheriff Kane look at these contracts for cost savings.

Commissioner Joy briefly mentioned the consolidation of law enforcement services.

MOTION: to authorize the sheriff to go out to bid for 2 cruisers. (Joy/Blasi 3-0, motion passed) Discussion: No vehicles will be traded or sold.  State cost vs. outside bid cost of Interceptors was discussed.  Sheriff Kane will research the costs and report back.

Commissioner Blasi stated that he is looking forward to use of the WEX Card.  Sheriff Kane stated that Dead River keys are being turned in and will be reissued, if necessary, and on a limited basis.

12:10 p.m.: Break for lunch.

12:40 p.m.: Back in session.

CFO Roy stated that the Town Contract account will be moving approximately $1,000 to capital accounts, normally approximately $40,000 is moved.

RCC:

Director Wellman requested that the commissioners authorize an agreement between the City of Ellsworth IT Department and the RCC for IT support in the amount of $2,000.  Commissioner Joy stated that the 24/7 365 service has value.

MOTION: to approve the technical support MOU with the City of Ellsworth for IT service for the RCC. (Blasi/Joy 3-0, motion passed) Discussion: Commissioner Brown questioned if it was worth it to send an RCC employee to Spillman School each year.  Director Wellman stated that there are several reports that could be generated by Spillman that are not utilized.  Redundancy of services was discussed.  Commissioner Blasi questioned if Jason works on Spillman just as he does in the Sheriff’s Department; the answer was yes.  He questioned if additional Spillman training was necessary.  There is always training available.

Director Wellman verbally presented monthly report.  Pocket dials continue to be a problem; there have been multiple posts to the public regarding pocket dials.  A recent awards presentation recognized a 3 and 5 year girl for saving their mother from a roof by calling 9-1-1.  It was explained that Jason Ingalls resigned his personal contract for IT services with the County and signed an agreement with the City and County for services.  A meeting will take place regarding the Brooklin communications tower.  Director Wellman stated that the next move would be to go to Mt. Waldo with a directional antenna.  Commissioner Brown did not want to make a decision about this, at this time.  Director Wellman stated that getting the coverage is paramount.  Commissioner Joy stated that “our goal is your goal.”  Sheriff Kane stated that in looking at the maps, it looks like Mt. Waldo is the best choice.  It was his understanding that the Town of Stonington is going to authorize a cell phone tower and encouraged a meeting with the Town Manager to obtain space on that tower.  Commissioner Joy would like to hear from another expert prior to making a move.  Deputy Astbury has a good working knowledge of radios and radio systems, Sheriff Kane encouraged the commissioners to hear his comments prior to making a decision.  Renting equipment for the tower was mentioned.  Commissioner Joy suggested spending $1,000 to sit down with the parties and make a plan.  Commissioner Brown preferred to have a plan going in and directing Ken Knight as to what the commissioners want done.  Commissioner Joy wanted a last discussion with the experts prior to moving forward.  Commissioner Brown suggested scheduling a meeting sometime in January.  The Town of Stonington has been contacted by phone regarding tower space and height restrictions.  Commissioner Joy suggested getting something from them in writing.

New Business:

CFO Roy stated that $25,000 has always been included in revenues for the DTF and that there were no transfers made in the regular operating budget from the capital reserve account for the DTF in FY14.  He asked the commissioners not to make a transfer to this account and to let the capital account, which currently has a balance of $19,761, remain as is.  There are well over $100,000 if forfeitures tied up in the courts right now, once the forfeitures goe through the court system, Hancock County will be fully reimbursed.  Commissioner Brown stated that the County is paying 100% of the storage and the State is not paying a dime towards storage.  Commissioner Joy suggested billing the State a percentage for the cost of storage.  CFO Roy stated that once someone is acquitted there is no penalty payment for the storage.  The county’s portion after the split is approximately $100,000 and it is considered General Fund money adding that money from forfeitures has to be used for drug enforcement work but the county can be reimbursed for the storage fees first.  CFO Roy preferred not to do anything with the funds but also suggested that $10,000 could be put towards FY14’s budget.  $16,056 was received in DTF funds in FY14, the question was should he make the transfer to the FY14 budget which would increase the Undesignated Fund or leave it in account 3013-50 and let it build for FY15.  Commissioner Joy and Blasi did not want to move the funds out of the Capital Accounts.  Commissioner Joy requested that a note be added to the budget that says that $16,056 was collected in FY14 in DTF Forfeitures.  CFO Roy suggested moving the $16,056 to the revenue account and then in February move the funds back into the Capital Account.  Commissioner Joy stated that he believed that it should have shown in the budget as revenue.  Commissioner Brown stated that it should have been swept prior to the FY14 budget closing, because it was not swept in a timely manner, it will now show up as a footnote in the audit.  Commissioner Joy requested a footnote be added to the FY15 budget stating the amount of revenue received adding that the money is where it needs to be but you cannot ignore that the funds came in.

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

Respectfully,

C. DePrenger

County Clerk

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