COMMISSIONER AGENDAS & MINUTES
COMMISSIONERS REGULAR MEETING
February 3, 2015
Commission Chairman, Percy L. Brown Jr., called the meeting of the Hancock County Commissioners to order at 9:00 a.m. on Tuesday, February 3, 2015in the conference room at the county courthouse located in Ellsworth Maine with Commissioners Joy and Blasi in attendance.
County Administrator, Eugene Conlogue was welcomed by the commissioners and attendees.
MOTION: to approve the promotion of Christopher J. Thornton of Hancock to the position of Patrol Supervisor with the rank of Lieutenant at Step 14H2 $23.73 per hour effective February 16, 2015. (Joy/Brown 3-0, motion passed) Sheriff Kane began the Pinning Ceremony by explaining the promotion process and expressing his confidence in Lt. Thornton. Bobbie Jo Thornton pined Lt. Thornton's new badge on him with his father looking on in the audience. The Commissioners and County Administrator congratulated Lt. Thornton on his promotion and wished him well in his new position.
The following Runway Friction Meter bids were opened:
Vericom Computers, Inc.: $2,995 includes a supplemental brochure.
Sherwin Industries, Inc.: Base price: $4,400, total to include shipping: $4,460
Bids were given to the airport manager for review and recommendation.
The following cruiser bids were opened:
Darling's Chevrolet Ellsworth: 2015 Chevrolet Tahoe $33,677
Hight Chevrolet, Buick, GMC Inc.: 2015 Chevrolet Tahoe $33,376
Quirk - Augusta: 2015 Chevrolet Tahoe $33,068.85
Bids were given to the sheriff for review and recommendation.
Adjustments to the agenda:
MOTION: to add a discussion regarding DA mileage reimbursement, right now. (Joy/Blasi 3-0, motion passed)
Commissioner Brown stated that while reviewing the warrant last week, he noticed a mileage reimbursement for $300+ to reimburse an ADA for travel from Machias to Ellsworth; it was explained that this would cause the DA budget to be expended quickly. DA Foster offered an alternative suggestion in which the county would pay for gas rather than mileage reimbursement. DA Foster stated that the ADA lives in Columbia Falls, while they are short handed, it is important to have him in Ellsworth, it is necessary for now and not for long term. 88 miles is traveled round trip for 4 days a week, the total cost of gas would be approximately $45 per week, this would be 1/3rd of the cost of mileage reimbursement. Commissioner Blasi suggested granting the request. Commissioner Brown stated that DA Povich used to rent vehicles, and by policy the DA can grant mileage reimbursement of .44¢ per mile. Commissioner Blasi questioned the time frame, which will be approximately through June or August. Commissioner Joy stated that his reasoning for adding the discussion to the agenda was to make sure that everyone understands that once the travel budget is gone, it’s gone and that it is up to the DA to run his budget. Commissioner Blasi questioned if the ADA could have a WEX card; the OFA can issue the card, which will also save on gas taxs. Commissioner Blasi tried to make a motion to grant the request but Commissioners Brown and Joy explained that the discussion was brought up to make sure the DA knew that his budget would be expended very quickly by reimbursing the mileage.
MOTION: to approve the minutes of the January 6, 2015 commissioners' regular meeting and January 9, 20 and 22, 2015 commissioners' special meetings. (Joy/Blasi 3-0, motion passed)
Adjustment to agenda-continued:
MOTION: to remove item 4-F. (Joy/Brown 3-0, motion passed)
Exempt Employee Evaluations were scheduled for February 20, 2015 at 8:30 a.m.
Commissioner Blasi presented proposed revisions in the form of an Amendment to Article XV Leaves Section 2 and Article XI Section 1A of the Personnel Policy. The proposed revision to Article XV would add “An employee must use sick leave when, by reason of a non-work related illness or injury, (s)he is unable to work in their office." The Article XI, Section 2B tells the number of work hours per week but not the location. Commissioner Joy stated that using sick leave for doctor’s appointments has been past practice but has not been specifically approved, he did not want to correct the policy “piece meal” and stated that he would not support the suggestion at this time but would support the discussion. Commissioner Blasi stated that he has had this under review since November and did not see why the policy could not be revised. Commissioner Joy stated that the Telecommuting Policy would conflict with today’s proposal. Commissioner Blasi stated that under telecommuting, the employee has to provide certain rational to telecommute. Commissioner Joy reiterated that he would like to have this looked at as a comprehensive package adding that this is a small change but you don’t know what ramifications it will have with other policies. Commissioner Joy reiterated that job descriptions should also be looked at, he did not want to make little changes without looking at the entire policy. Commissioner Brown was not opposed to the suggestion but he needed time to see if it conflicted with the rest of the county's policies. Commissioner Brown stated that the Hours of Work language is contradictory to the Telecommuting Policy and that the language needed to be vetted with other policies. Commissioner Blasi stated that the Personnel Policy is the only policy that mentions sick leave. Commissioner Brown reiterated that he wanted to have the discussion, but wants to make sure it is not in conflict with any other policy adding that County Administrator (CA) Conlogue could look at the policy and job descriptions and make suggestions for revisions after which the discussion could continue. This will be added to the Administrators “to do” list.
Commissioner Blasi stated that the county was asked by the external auditor, RKO to adjust the deficit in the Airport fund; Commissioner Blasi stated that this was his attempt to have the adjustment be made. He would like to see the Trial Balance that shows Fund 2 and a write-up that explains how the $36,070 associated with the airport fund has been taken care of and to please provide print-outs of all Funds affected. His point was that his e-mail request, through the clerk, has not yet been responded to. When asked if she and any sense of where we are in this and if she or the CFO has pulled any paperwork to go along with this, Deputy Treasurer Atwater responded that she has not pulled anything associated with this, that she knows of. Clerk DePrenger stated that she and Commissioner Brown contacted the CFO via telephone, he stated that this has been taken care of and the auditor has been notified. Commissioner Brown stated that according to the auditor, this is not be for one specific time, it may have happened several times and that it would be the commissioners prerogative as to whether they wanted to write it off or not as they may never be able to find the transaction or number of transactions.
Airport Manager Madeira stated that in closing out of AIP Packages sometimes what they think they are going to receive may be changed by the FAA or AIP, their closeout paperwork may differ from that of Hoyle Tanner. This could be a cumulative error in close outs or it could be a combination of that with AIP funds that came in that was put in the wrong revenue account for the wrong AIP project. There are so many variables that could have been misclassified that would make it a complex process to try and find the error that would take many man hours. Commissioner Brown pointed out that this goes back to the time when the airport manager did the books and did not use the AR System. Commissioner Blasi suggested issuing a decision that it be completed by a certain time. Commissioner Brown asked if Commissioner Blasi wanted to hire the auditors to come in and find the mistake stating that we may never be able to find the specific errors; Commissioner Blasi persisted in questioning how to get the job done and reiterated that it will continue to come up on the management letter until the county does something about it. Commissioner Joy stated that the auditors have pointed out that the funds are not missing, they have been received, but are in the wrong account. Commissioner Blasi suggested having the OFA staff do the work. Commissioner Joy suggested a June or July deadline, as this would take a “deeper look that will take a lot of time.” CA Conlogue suggested allowing him to look at this during the next month and report on it at the March 3rd CRM.
Office of Financial Affairs:
MOTION: to approve January General Fund and Airport Payroll Warrants #14-52b, #15-01, #15-02, #15-03 and #15-04 in the aggregate of $249,351.92. (Brown/Blasi 3-0, motion approved)
MOTION: to approve January General and Airport Expense Warrants #14-63, #14-64, #14-65, #14-66, #15-01, #15-02, #15-03 and #15-04 in the aggregate of $703,189.45. (Joy/Blasi 3-0, motion approved)
MOTION: to approve January Jail and UT Fund Payroll Warrants #15-27, #15-28, #15-29 and #15-30 in the aggregate of $100,276.87. (Blasi/Joy 3-0, motion passed)
MOTION: to approve January Jail and UT Fund Expense Warrants #15-29, #15-30, #15-31, #15-32 and #15-33 in the aggregate of $202,303.62. (Blasi/Joy 3-0, motion passed)
The Financial Reports and the AR were distributed during the meeting, Commissioner Brown questioned AIP closeouts, Commissioner Blasi said the word "Peninsula"; Manager Madeira responded by saying that he was sure that it has been more than 30 days. A 30 day Deer Isle High School bill was questioned, Deputy Treasurer Atwater will look into these items. Items involving inmate funds, which the CFO was going to discuss with the DA, has not yet been followed up on, according to the Deputy Treasurer. There are six outstanding RCC / Town bills.
MOTION: to approve January expenditures in the health insurance account in the amount of $198,799.45. (Blasi/Brown 3-0, motion passed) Discussion: Commissioner Joy stated that the jail looks high again, for the jail to be on budget the amount should be approximately $35,000, not $90,000. He is doubtful that the State will reimburse the cost. Commissioner Joy commented on the anomaly adding that it should be looked at again in March.
MOTION: to approve a request for expenditure from capital reserve account G2-3030-20 for the Local Share of AIP 37, Request #16 in the amount of $11,745.64. (Joy/Blasi 3-0, motion passed)
MOTION: to approve a request for expenditure from capital reserve account G2-3030-20 for the Local Share of AIP 37, Invoice #53939 in the amount of $954.05. (Joy/Brown 3-0, motion passed) Discussion: this is one of the checks that are being held.
MOTION: to approve a request for expenditure from capital reserve account G2-3030-20 for AIP 37, Nickerson & O'Day, Inc. Requisition 15-B Ineligible Items in the amount of $405. (Joy/Brown 3-0, motion passed)
MOTION: to approve a request for expenditure from capital reserve account G2-3010-80 for the purchase of a walled desk from Affordable Office Solutions, LLC, in the amount of $899. (Blasi/Joy 3-0, motion passed)
MOTION: to approve a request for expenditure from capital reserve account G1-3014-40 for the purchase of an Open Shelf File Cabinet for the Registry of Probate in the amount of $409.95. (Joy/Blasi 3-0, motion passed)
MOTION: to approve a request for expenditure from capital reserve account 3011-01 for the purchase of 4 17x27" monitors for the Registry of Probate, in the amount of $1,200. (Blasi/Joy 3-0, motion passed) Discussion:Commissioner Joy questioned if the old monitors were defective, Register Cousins stated that there have been numerous problems with the old monitors. Commissioner Joy suggested obtaining an opinion from Sierra Communications regarding IT purchases.
MOTION: to approve a request for expenditure from capital reserve account G1-3014-90 for the purchase of propane to heat the North Tower, in the amount of $145.01. (Blasi/Joy 3-0, motion passed)
The Recapitulation has not yet been completed; Deputy Treasurer Atwater was working on it this morning, but stated she was uncomfortable completing the task due to this morning's time constraints; the Recapitulation is normally completed by CFO Roy and is traditionally approved during the February CRM and permission to send out tax bills is normally granted. Commissioner Joy questioned if this represents what is committed to taxation. Commissioner Brown responded by saying that we just received the Valuation the other day, now the county can commit the budget to the towns. Commissioner Joy stated that we need to get the information to the towns quickly in order for them to set their mill rates by April 1st. The Recapitulation contains the Valuation, County Tax and Millage rate.
Manager Madeira attempted to present airport capital accounts for commissioner approval. When questioned, he did not know the amount of the 2014 Airport Undesignated Fund stating that the CFO previously told him to “work with $150,000.” As this was not something that has to be done today, but Manager Madeira requested to utilize account G2-3010-35 Tools & Equipment to purchase the Runway Friction Meter at a cost of $3,000. Commissioner Brown suggested taking from of 3010-90. Commissioner Joy would like to see the funds come from the Equipment account which currently has funds in it; Commissioner Joy preferred not to act on the proposed capital accounts at this time and suggested adding the discussion to the February 20th CSM.
Manager Madeira request approval of an MOU for the floating dock located at the airport seaplane ramp. Dan Steward from MDOT provided a revised MOU thus allowing for MDOT approval. Item 2 #2 added language includes, “or with the defined sea lane which is for landing and takeoff.” Commissioner Brown stated that he is not sure all of he and Commissioner Blasi’s questions have been answered; he was concerned with the lack of inclusion of an out clause, Manager Madeira stated that the FAA does not have to specifically approve the MOU although they would have to approve of any alteration associated with the airport. A concurrence from the FAA has been requested but not yet received. There is doubt that the FAA will take issue with the MOU. Commissioner Joy questioned what happened to the sea plane compliance:;Item 2, #1 addresses this issue. Commissioner Brown read aloud the attorneys response “adding the dock will require land use approvals such as a SLODA site license amendment from DEP along with a NRPA permit and shore land zoning permit from the Town, the memo does not address who will obtain such approvals, but both parties will likely be held responsible if they are not obtained. Airport and Town liability was discussed, the Aviation Policy would be utilized/responsible in this case. This is not an insurable asset under the airport property insurance. Commissioner Joy stated that you cannot insure something that you don’t own. Ownership was in question. Commissioner Brown stated that Commissioner Blasi had unanswered questions regarding fees and other items, the MOU describes the responsibilities of each party, it is an understanding, not a contract. Trenton Selectperson, Sue Starr stated that it is binding. Commissioner Joy agreed but stated that he did not believe that it was a contract; his only drawback was approval by the FAA adding that he would approve this with FAA approval. Commissioner Joy stated that it is assumed that the Town of Trenton owns the dock and is responsible for putting it in and taking it out and any fees collected would go toward its maintenance. Currently, an honor system is used for overnight stays/parking. The county would work with the Town in order to collect fees; this could be worked out at a later time. From the FAA stand point, fees would have to be collected by the airport.
MOTION: to sign the MOU contingent on FAA approval of it. (Joy/motion failed for lack of 2nd.) Discussion: Commissioner Brown would like to see an answer from the FAA prior to approval and an out clause included, according to the attorney, an out clause is not needed, either party can say they no longer want to participate in the venture. Commissioner Brown would like to see a time frame for removal included as part of an out clause. This would give the town and the county lead time in order to get out of the agreement.
Commissioner Blasi listed his questions, 1) How would we revise rules and what would they be? (which he said, does not seem to be material) 2) What fees could be collected by the county or the town? Response: The town is not collecting anything. 3) What is the method of payment? Example: If there is a parking violation, the guard comes out, collects the fees....Response: It cost money to collect fees in the way of man power. We don’t spend man power in order to collect fees. 4) What is the method of payment? No response. 5) What marine vessels or usage are subject to being charged? Response: First you have to decide if you are going to charge, Commissioner Joy stated that he does not want to charge and does not want to be responsible for charging. Manager Madeira stated that in the Revenue Use Policy there is another conflict with another entity collecting fees for something that is an aeronautical feature, therefore if fees are going to be collected, the airport would have to collect them. Commissioner Joy stated that the town can be an agent of the county and collect fees. Commissioner Blasi stated that the MOU should establish ownership and questioned 6) Should the County be indemnified? Response: The Town would have to agree to have the county indemnified. DEP is holding the permit application until February 9th, they will need this agreement prior to moving forward. The out clause would include that either party can end the agreement and how much notice is needed.
The Manager's Report included the release of the Lane Construction lien, and update on Fairpoint Fiber installation, the 2014 BHB enplanement Report which does not include charter numbers which is not due until the fall of 2015, Guard Rail Damage, BHB qualifying for 95% Federal funding of AIP Projects for all 2015 Grants, entrance Sign Damage, FAA investigation of a runway incursion incident at the airport, this is a Category B incursion due to radio failure and communication errors and Airport issuance of an RFP for an Air Service Development Consultant. This was advertised with the American Association of Airport Executives (AAAE) and locally; five inquiries have been received. Fairpoint contracting with a local electrical contractor to install conduit underneath Caruso Drive, they could not install the conduit prior to the ground freezing, thus causing budget issue as internet was not budgeted for 2015.
Regarding the Nickerson O'Day Delay Claim, Change Proposal #14, Manager Madeira stated that Revision #2 of the Delay Claim, CP 73 captured the 38 day shut down approved in the August meeting and CP 41 captured $2,418 in revised hardware and access control charges; these two items worked against the Revision #2 Change Proposal. Revision #2 started at $27,120 less the above mentioned items, the cost is down to $17,398. Nickerson & O'Day is willing to adjust this down to $10,000 and believes this is a compromise. The entire $10,000 is the county's responsibility. The only outstanding item is Change Order #4 which is the contract with Nickerson & O’Day, this includes an approximate credit of $27,000 which will result in a $4,700 Local Share credit. Originally $238,000 was slated as the Local Share; there is a gap of approximately $9,800.
Commissioner Brown questioned if the county delayed the project, the answer was that the county did not delay the project which leaves the architect, the Federal Government and the Project Manger. It was Mr. Poulton's belief that the Federal Government and the Project Manager delayed the project with a reasonable excuse. Redesign was needed in order to lower the cost. Most of the delay was caused by the architect and the Project Manager, not Nickerson & O’Day. Commissioner Blasi agreed. Commissioner Brown stated that he thought Nickerson & O’Day should be paid the $10,000 and someone else associated with the project should step up and take responsibility for the delay and that Nickerson & O’Day has done an excellent job. CP #57 will not be pursued if the $10,000 issue can be worked out. Commissioner Joy stated that the county intended to pay a specific amount for the project, this amount was included and in his opinion, it should be paid. Mr. Poulton stated that it was his understanding that Nickerson & O’Day would accept the $10,000 compromise. Commissioner Joy stated that CO #4 should be “tightened up” for exact numbers in order to decide if the number should be $9,500 or $10,000; another few days may be needed in order to obtain exact numbers, the number should be either $9,500 or $10,000. Mr. Poulton stated that in his opinion, Manager Madeira is doing a great job representing the county.
Manager Madeira requested a determination from the commissioners regarding the Acadia Air Tours overpayment in the amount of $8,056.89. Collection of fees is done on an honor system; there has not been auditor’s concurrence, ever, as this has not been standard practice. The key word in the Lease was “inclusive,” Commissioner Brown stated that he did not feel a mistake was made and that every year you start out at $200,000. Resetting leases on an annual basis was suggested. Commissioner Joy was concerned with interpretation of the language from other airport vendors. Commissioner Brown suggested having an attorney interpret the language prior to making a decision. Commissioner Joy stated that all parties should be treated the same and if we do not have the liability with one of the vendors he was willing to pay the overpayment. The attorney will be contacted for his opinion and if language needs to be changed in future contracts that will be addressed. Commissioner Joy stated that he believed that the airport managers and Columbia Air’s interpretation was correct.
MOTION: to offer the agreement to Vericom Computers, Inc. for a runway friction meter at a cost of $2,995, contingent upon another piece of equipment from the Sheriff’s department. (Blasi/Joy 3-0, motion passed)
Director Walls stated that he is working with the airport manager for the purchase/trade of a maintenance truck by August 2015. Manager Madeira questioned the process for sale/trade of the airport truck. The county truck was not sticker eligible last September, the mechanic has worked on the truck in order for it to pass inspection and run in the interim awaiting the purchase of another truck. The associated account for this purchase is E06-70-300 Vehicle Reserve which currently has a balance of $10,000.
Director Walls requested to solicit for Propane for a bid opening in March. It was explained that last year’s agreement was delayed. Commissioner Brown questioned the current contract with the oil vendor, this contract has expired. Currently we can use an over-rack price and a fixed price; Hancock County usually goes with the over-rack option. The price last week was $1.127. Locking into a price can back fire when utilizing smaller vendors. Going out to bid as well as the purchase/ownership of propane tanks was encouraged. An agreement to include the entire county was also suggested.
Sheriff Kane requested commissioner approval of a forfeited asset in the amount of $8,218.40 in the case of the State of Maine v. Mark Briggs.
MOTION: to approve a forfeited asset as recommended by the sheriff. (Blasi/ motion failed for lack of 2nd.) Discussion: 20% of the cash total will be going to MDEA (at the State level) and the 2007 Cadillac CTS will be going to Ellsworth PD. A discussion followed regarding what the commissioners approve on a forfeited asset request. The procedure for receipt of forfeited assets was questioned and clarification was requested. Commissioner Blasi asked if the county had the vehicle, where would it be parked. It currently resides in a snow bank behind the jail. AAG Patrick Larson will be contacted for further clarification.
Sheriff Kane requested approval to purchase a 2015 Chevrolet Tahoe from Quirk Augusta at a bid cost of $33,067.86. This vehicle will be assigned to Sheriff Kane. Recently, a Ford Interceptor was purchased and an additional Interceptor will be purchased/requested later in the fall with payment provided through Undesignated Funds (capital request). Commissioner Brown stated that the amount in Undesignated Funds has not been determined. Sheriff Kane stated that he would like to see all vehicles used as patrol vehicles but that may not be feasible. Commissioner Joy stated that this was more money than he wanted to spend as an Interceptor costs approximately $26,700; the most recent purchase was made from the Town Contract account. A recent purchase from the Town Contract account was questioned; Deputy Treasurer Atwater stated "it is probably not in there," this comment was in reference to updates to the Capital Accounts Spreadsheet. With regard to monthly revenue for the Town Contract Account, Commissioner Brown stated "that has not been brought up to date for a while." Deputy Treasurer Atwater and Sheriff Kane agreed. Commissioner Joy stated that the previous sheriffs vehicle was leased which costs the county less money. Commissioner Joy was having difficulty in figuring out when the $11,000+ spent from the Town Contract Account. Deputy Treasurer Atwater stated that the $11,000 was from 2014. Commissioner Joy questioned if the $30,000 listed on the Capital Reserve Spreadsheet was actually in the account; Deputy Treasurer Atwater responded "I do not think so." Commissioner Brown stated that he believed the cost of the previously purchased cruiser came from there and that the account should only have a balance of approximately $5,000 to $6,000. Commissioner Brown cautioned using the Outside Contract Account as it has been revamped and will not be taking in as much money. Sheriff Kane suggested paying for the vehicle out of the Vehicle Reserve and the remainder from the Town Contract account. A discussion followed regarding the monthly revenue from the Outside Contract account, the actual amount of revenue for the account is unknown as this is something that the CFO normally takes care of and the Sheriff's Administrative Assistant, who also has knowledge of the account, was out. Commissioner Brown cautioned counting on $30,000 from Undesignated Funds as they have yet to be determined, Commissioner Blasi commented "you've tried to get it," to which Commissioner Brown responded "yes, we all have tried to get it, I tried to get it back in October but I didn't get it, I never do." When asked by Sheriff Kane if the commissioners get Undesignated Fund totals at the end of the year, Commissioner Brown stated that the books have to close and encumbrances have to be paid prior to determining the Undesignated Fund balance. There $6,000 is available in account G1-3014-60 Sheriff’s Vehicle. The discussion will continue at the February 20th CSM.
Commissioner Blasi requested contacts for phone numbers and e-mails. Sheriff Kane responded by saying that he would send him the e-mail's through the Clerk and would get Commissioner Blasi cell phone numbers for himself and the Chief Deputy. Sheriff Kane requested time to meet to discuss jail issues. The jail walk through will be held on February 20th at 12:00 p.m, this will include lunch.
Director Wellman distributed a transparency map which included an overlay for the directional map for Mt. Waldo. Mariner Tower has been contacted regarding a structural analysis; the last structural analysis was done in 2011. The monthly site cost quote is $400. Director Wellman stated that sub-leasing of space is not allowed; therefore she confirmed as to whether leasing of radios is allowed; and found that leasing of equipment to put on the tower is allowed. Director Wellman was concerned with allowable purchases within the TIF. Commissioner Joy stated that he has heard that the digital radio coverage on the island is good, but there are very few agencies that can work with this technology, at this time. Director Wellman advised that without her understanding that there are six trunk lines available on the State level that are utilized. She stated that she is not exactly sure about specifics of the inter-workings however, believes that is how the analog and digital systems interface. That is how with regard to analog; there is currently communications between the County and the State Police. Currently we are talking analog to analog to the State Police due to the trunking system. If the County went digital, we would need to be 100% sure we can talk to analog users. Commissioner Joy suggested that there may be grants for future funding in order to purchase digital equipment. Hancock County had to go to narrow-banding in 2013, that cut our bandwidth significantly. Director Wellman stated that analog is the way to go on Mt. Waldo as coverage is needed right now. The cost to purchase radio equipment is approximately $92,000, leased space on the tower would be $4,800 per year. Generators and back-up is provided. Director Wellman will inquire about piggy backing on the digital State system to see if it is possible, but the specifics are unknown at this time. Replacement radios for Forestry, State Police and Marine Patrol have been purchased at a cost of a minimum of about $3,500 a piece and the State has already gone digital. Commissioners Brown and Joy suggested researching digital equipment rather than analog. Commissioner Brown was concerned with “the pot of money” grant money available for purchase of digital equipment. Director Wellman stated that the biggest complaint is that officers cannot reach dispatch from Dedham, Bucksport and other areas on the western side of the county. Commissioner Joy stated that if digital radios are $200,000 and grants can be found to help other entities in the area: that it is reachable, he questioned if we could piggy back off the State Police. Penobscot County is following the States lead and is looking for grant money to make digital purchases and changes. Commissioner Joy stated that he wanted to make an intelligent comparison. Commissioner Blasi questioned if there were antennas and radio relaying involved in digital communications. Yes, all are and they all talk to each other. The county would get connected to the system through region-net accessing. Commissioner Joy requested a discussion regarding digital systems at the next meeting. Commissioner Blasi questioned the time frame of changing to digital. Commissioner Brown did not want to rush the decision, due to the season; the equipment would not go on the tower anytime soon.
Commissioner Joy stated that he wanted to hear Administrator Conlogue’s thought process regarding the layout of administrative offices and OFA. Administrator Conlogue stated that previously, during his interview process, he was asked to layout the administrative offices. He divided it into two sections, Administrative and Financial. The financial offices will remain the same and personnel would move to the Mylar room with the administrator next to personnel. Most of the street traffic would come through those two offices. If there are alternatives that the commissioners would like to see, as a group, the layout can be changed. Commissioner Joy stated that he was concerned with the commissioner’s research room and would like to see a "Kelley" person in that office. He would like to see Kelley's old office used as a buffer/buffer person and cease use of current entrances to the OFA and Admin. In his opinion, the offices need to be respected as professional offices. Commissioner Joy questioned whom the bathroom between the County Administrator’s office and Personnel Office belonged to. The common users would be the administrative group.
Commissioner Joy questioned what jobs would be performed by which people. Commissioner Brown suggested allowing CA Conlogue to decide if a Kelley person was needed, it is known that an additional person is needed in the financial office. The phone system should also be changed to a phone tree type system. Commissioner Joy stated that he did not want to move offices more than once and liked the idea of a reception area outside the CA’s office. CA Conlogue felt that the plan is workable. Commissioner Joy stated that he liked the plan and that he feels that the Kelley person has be to at least half time in the financial office. CA Conlogue apologized for moving forward prior to commissioner approval of the plan.
Commissioner Brown questioned the reason for the executive session; upon clarification he preferred to postpone the executive session as he thought it would be in violation of MRSA Title 1 §405 6. Commissioner Joy stated that he was okay to discuss the matter in public but requested a 5 minute recess. Commissioner Brown did not think the commissioners could go into Executive Session and stated that MRSA Title 1 Chapter 13 §405 6 (2 & 3) "does not allow us to do that." Commissioner Joy was "okay" with that but also stated that the commissioners had a course of action for the CFO and asked the Clerk if that was made in public. The clerk responded "I believe we did."
The CFO was suppose to attend some classes after the Wellman complaint; approximately two plans were brought to Commissioner Joy when he was the chairman; he did not approve one of them which lead him to believe that he did approve the other choice and signed a payment form for two sessions in March, in his mind he was thinking two, 1-day classes or something like that, he signed it in March and it then went away. More sessions have happened since and "I'm not saying that I have approved that or that we approved this or if we were ever given the opportunity to approve it." He approved the first couple of payments but it was not brought to him as the plan. Commissioner Brown stated that the Carnegie request was denied because it was too much money and more research was requested in order to find an acceptable solution. Commissioner Joy stated, by signing off on the payment it might have given some minimal approval. The fact that he has now had 8 or 10 and is missing work to do this is not what Commissioner Joy had intended as a single commissioner. Commissioner Joy reiterated that he did not remember who requested the agenda item and clarified that his comments were strictly from the way he looked at it. He questioned 1) who approved it, 2) is it still ongoing, 3) did we also approve for it to be paid out of the health account, he and the clerk approved some reimbursement so therefore "we sort of tacitly gave it some approval, but" 4) is it over and 5) are we paying for any more, 6) are we approving anymore, what are we doing going forward? Commissioner Brown stated that he would now entertain a motion to enter into executive session under MRSA Title 1 §405 6A to discuss a personnel matter. Commissioner Brown stated that he would entertain an executive session because Commissioner Joy came to a part in his plan where he spoke of payments, which Commissioner Brown thought could be discussed in executive session but added "don't talk about the individual." Commissioner Joy agreed.
MOTION: to enter into executive session under MRSA Title 1 405 6a to discuss a personnel matter. (Brown/Blasi 3-0, motion passed)
Commissioner Brown called the meeting back into regular session at 3:12 p.m. and asked County Clerk to follow up with CFO Roy on the questions regarding the vouchers.
MOTION: to adjourn. (Blasi/Brown 3-0, motion passed)