Commissioner Meetings Minutes Archive
COMMISSIONERS REGULAR MEETING
Commission Chairman, Percy L. Brown, Jr. called the meeting of the Hancock County Commissioners to order at 9:00 a.m. on Tuesday, November 5, 2013 in the conference room at the County Courthouse in Ellsworth, Maine with Commissioners Joy and Blasi in attendance.
Adjustments to the agenda:
MOTION: to add item 8B to dispose of a county owned 2000 Chevrolet van, to add item 8C approval to go out to bid for a cruiser to be purchased from the Town contract Cruiser account and to add item 4F a request to proceed with additional pavement parking per FAA recommendation. (Joy/Blasi 3-0, motion passed
MOTION: to approve the minutes of, particularly, October 9th and October 1st. (Blasi/Joy 3-0, motion passed) Discussion: Commissioner Blasi stated that he felt like he should move the motion as he was the only commissioner, besides the chairman, in attendance at the October 9th Special Meeting.
Selection of exempt employee performance evaluation form. Commissioner Brown stated that evaluations were not “cut in stone” and should be reviewed on an annual basis and should be “tweaked” when needed. The old evaluation form should be discarded upon approval of the new form.
MOTION: to use the Appointed/Exempt Confidential Performance Evaluation form for our Appointed/Exempt employees. (Blasi/Joy 3-0, motion passed) Discussion: Commissioner Blasi requested a time frame as to when department head evaluations could be completed. As the question did not directly pertain to the motion, no answer was given.
MOTION: to use the County of Hancock Employee Evaluation form for employee evaluations. (Joy/Blasi 3-0, motion passed) Discussion: The reviewer signature is intended for a person conducting the review who, in some cases, may not be the department manager. Department head evaluations have to be conducted in executive session and will be included as an agenda item on a future agenda.
MOTION: to accept the modification to the Hancock County Meeting & Agenda Policy. (Joy/Blasi 3-0, motion passed) Discussion: Commissioner Joy stated that the public is always welcome to speak on any item that is on the agenda. If they want to be included on the agenda they would need to follow policy, it is an orderly way to conduct business.
Commissioner Joy requested to put the Community Benefits Application on the website pending the arrival of the Community Benefit funds. Commissioner Brown stated that it was important to follow the same procedure as last year and hold a Public Hearing to receive public input. The categories contained in the application came at the recommendation of EMCD employee Roxanne Jobe. After further discussion it was agreed that after the funds are received a Public Hearing should be held after which the commissioners would make a determination on how to distribute the funds and then post the application on the website. The Public Hearing should be scheduled within 30 days after receiving the funds. Commissioner Blasi restated that he would like to see all of the funds disbursed through this process.
Commissioner Brown stated that he would like to commit Community Benefit and TIF funds to Orthoimagery for the County and UT. Commissioner Joy was in agreement. $32,000 would be utilized from Community Benefits for the county portion and $16,000 would be committed from the TIF for the UT. The board was unanimous in their commitment.
CFO Roy stated that Fund 7 is now showing up on the revenue and expense side where TIF funds are showing as revenue coming in. State Statute requires that 100% of TIF funds are shown as revenue coming in and expenditures going out. This will now be shown on monthly reports.
The airport 2014 and county budget workshops were scheduled for Tuesday, November 26th at 8:30 a.m.
Commissioner Blasi requested to utilize the next installment of TIF funds for improvements for road work to the Nicatous Road as he was concerned with the substantial increase requested in the UT budget. He suggested to utilize the next installment of TIF funds to repay the Nicatous Road repair expense. Problems associated with the suggestion include, 1) the commissioners/county cannot pay itself back, the UT could pay for the project but unfortunately, it does not have the cash flow to fund a $150,000 project and 2) a signed commitment contract is needed in order to commit any future funds, per the Wind Energy Act. Commissioner Blasi clarified that he was referring to a future commitment, similar to the Orthoimagery project, not a contract.
CFO Roy advised the commissioners to utilize the TIF funds to rebuild the road in 10-15 years.
Commissioner Brown stated that he did not want to commit/spend TIF funds that the county does not have cautioning about using funds that should be used for the Unorganized Territories to do general maintenance as that would take away from other UT projects that TIF funds could be used for like solid waste disposal and broadband. Commissioner Blasi referenced the Budget Advisory Committee’s (BAC) reaction to the expense as the reason he was making the suggestion. Commissioner Brown stated that he understood what Commissioner Blasi was trying to say but as an administrator he would not use TIF funds for road maintenance, capital accounts are used to make these types of repairs. Commissioner Brown stated that the only reason the BAC reviewed the UT budget was because the commissioners proposal exceeded the LD1 Cap. The road project caused the increase in the budget. Commissioner Joy stated that for this time, the Nicatous Road will be fixed through taxation. The next time major improvements are needed the commissioners may choose (per the TIF Application) to utilize TIF funds towards the project adding that the current proposed project could be bonded out, but the commissioners did not want to do that. Currently, TIF funds are committed to Orthoimagery and the Bull Hill tower equipment.
Commissioner Brown suggested that the remainder of the capital accounts in the RCC could be utilized to fund part of the tower equipment. CFO Roy stated that the commissioners could commit future TIF funds for one year. $45,000 for the RCC tower project could come from RCC capital accounts or future TIF’s, but reiterated that "you cannot pay the county back with TIF funds." Commissioner Brown did not want to commit funds that he did not have. Commissioner Blasi stated that this was a consideration, not a commitment.
Originally, the estimate for TIF funds was $165,000 but due to the mill rate the amount was reduced to approximately $115,000. Commissioner Joy suggested that the $45,000 be paid from Community Benefit Funds for the tower project. Commissioner Brown liked the idea. The DECD is the reference to the commitment of future state fund unless there is a contract.
The Town of Mount Desert will be sending their check back to the county for disbursement of the funds. Commissioner Joy stated that his understanding was that some of the towns 1) did not determine the number of veterans and, 2) did not send the addresses, and at some point it was determined to send the towns the funds and let them distribute them. If checks are going to be sent back, hopefully they will send names and addresses so that the county knows who to disburse the funds to. He stated “when you are trying to do something that you believe is good for a part of the residents of Hancock County, we are asking for some help from the municipal official who can send the names and addresses."
Fred Ehrlenbach, Selectman for the Town of Trenton, stated that the Town of Trenton has taken the perspective that this is payment by a 3rd party for tax liability. Which means a 3rd party has paid a portion of the current or future tax for their veterans/veterans widows. The Town of Trenton is not approaching this as a gift as was suggested by Maine Municipal Association. Commissioner Brown read aloud a letter from a town in his district that was sent their veterans to explain the tax credit. He stated that it is very simple, it doesn’t have to be any more difficult than that. Commissioner Blasi stated that some of the constituents did not see it as an easy process and suggested helping them. UT Supervisor Millard Billings stated that the Town of Franklin looked upon this as a tax payment by a 3rd party, not as a gift to the Town of Franklin.
They applied the funds to the veteran’s tax bill and to any veterans who prepaid, checks were sent along with a cover letter explaining that the funds were from the County Commissioners and First Wind. He stated that the municipal tax book in each town has a list of all the veterans and their addresses, he did not see how it could be seen as complicated, "it’s all in the TRIO system, they can print up a copy of the list to include address, it’s not that complicated." Lamoine Administrator Marckoon's e-mail referenced difficulties that he is facing. Commissioner Joy quoted part of the e-mail “to cut a check will take several hours of creating vendor files, inputting them into a warrant, printing checks and mailing them at town expense and supplying the payment to the rest will take several hours of work and we will also have notify each account owner that we have received this check.” Commissioner Joy stated that what this looks like is about 4 hours of work by the clerk in Lamoine. He stated that for the veterans in Hancock County he found this to be a complaint that is so unfounded that we should not be spending this kind of time on it, he suggested that if Lamoine does not want to do it, send the check back, send the names and address and we will take care of it from here, but for those 4 hours it seems like it’s much ado about nothing. Commissioner Blasi questioned if “we” could let the public know to send the check back along with the names and addresses from the commitment book and “we” would disburse the funds. Checks would be cut to each name and address.
Office of Financial Affairs:
MOTION: to approve October General Fund and Airport Payroll Warrants #13-39, #13-40, #13-41, #13-42 and #13-43 in the aggregate amount of $269,270.77. (Blasi/Joy 3-0, motion passed)
MOTION: to approve October General Fund and Airport Expense Warrants #13-44, #13-45, #13-46 and #13-47 in the aggregate amount of $815,492.70. (Blasi/Joy 3-0, motion passed)
MOTION: to approve Jail and UT Fund Payroll Warrants #14-13, #14-14, #14-15, #14-16 and #14-17 in the aggregate amount of $112,189.46. (Blasi/Joy 3-0, motion passed)
MOTION: to approve Jail and UT Fund Expense Warrants #14-13, #14-15, #14-16 and #14-17 in the aggregate amount of $345,963.66. (Joy/Blasi 3-0, motion passed) Discussion: #14-14 was overlooked by the OFA, there will be no 14-14 warrant.
CFO Roy presented a brief overview of the financial reports. The CFO was asked to meet with department heads regarding their budgets and over expenditures. Only essential spending was suggested.
MOTION: to limit all expenditures to essential items through the end of the year. (Joy/Blasi 3-0, motion passed) Discussion: Contact the CFO with questions.
Approximately $4,800 is TSA funds should be written off the AR Report as the current disbursement amount is unknown. The write-off will affect the TSA revenue account number 40-70. Commissioner Joy questioned if the Federal Government is not meeting their obligation. CFO Roy explained the TSA allotment allocation process and that the TSA reimbursement allotment has been “maxed out.” Commissioner Joy questioned if this is due to scheduling or poor funding. Commissioner Brown suggested a contingency fund/capital account to handle the shortage in future budgets. Commissioner Joy stated that if there is a contract for coverage for X amount of money and the county is getting reimbursed at a different rate and questioned if Securitas is the only company that can be utilized. Commissioner Joy requested to hear more about this in the future. Accounts that are 120 days late are being pursued, per CFO Roy. $14,000 for federal prisoners is not showing on TRIO or the Excel spreadsheet but is on the AR report. Revenue collected for the jail last year was requested. Paperless Payroll should move forward in December/January as currently there is 100% employee participation. To date, the Town of Aurora is the only town that has not paid town taxes. They will be given until the December meeting to pay, at such time the CFO will be requesting to charge interest.
CFO Roy presented a graph depicting electricity use for courthouse, jail and Andrew Peters Office Building.
MOTION: to approve September expenditures in the health insurance account in the amount of $94,778.80 and October expenditures in the amount of $102,314.23. (Joy/Blasi 3-0, motion passed) Discussion: Run-outs and credits were discussed.
MOTION: to approve an expenditure from Capital Reserve Account G1-3011-00 in the amount of $6,190, for the purchase of carpet for the Superior Courtroom. (Joy/Blasi 3-0, motion passed)
MOTION: to approve an expenditure from Capital Reserve Account E40-70-100 in the amount of $500 for payment of round trip transportation for the AGCO Tractor to Dorr's Equipment for repairs. (Blasi/Joy 3-0, motion passed)
MOTION: to approve an expenditure from Capital Reserve Account G1-3011-00 in the amount of $6,449 for waterproofing and power washing of the sheriff’s department and stairwell addition. (Joy/Brown 3-0, motion passed) Discussion: details of this purchase was discussed in a previous meeting, it was an addendum to an original contract that was approved.
CFO Roy stated that he has been requested to move $1,250 from the sheriff's miscellaneous revenue account, which was received from MCCA as a Safe Drivers Award, to the commissioner’s professional services capital account G1-3011-06.
MOTION: to move $1,250 from account R10-100 to the G1-3011-06 account. (Joy/Blasi 3-0, motion passed) Discussion: This is not budgeted income.
CFO Roy brought forth the Machias Savings Bank General/Airport Payroll account and Jail/UT Payroll accounts. As these are needed accounts CFO Roy requested that no action be taken on these accounts.
10:45 a.m.: Break
10:55 a.m.: Back in session
MOTION: to approve the request to hire of Jessyca Newenham of Franklin as a part-time, on call, as needed corrections officer at the rate of $12 per hour, effective November 9, 2013, no benefits included. Not to exceed 1,508 hours for fiscal year2014. (Joy/Brown 3-0, motion passed) Discussion: it was requested that the employee not exceed 29 hours per week as of January 1, 2014. CFO Roy stated that he wanted to discuss the subject sometime in December. Training of jail employees and payback of training funds was discussed.
A leach field engineer has inspected the rebuilt airport leach field for the new terminal project. Most of the time, on these kinds of projects, a local plumbing inspector has to approve the work to cover it and then a job inspector looks at it. Manager Madeira stated that he thought that the job inspector from Hoyle & Tanner inspected the work. The plumbing permit is then recorded in the town and the inspection would be recorded in the building documents. Foundations footings are approximately 75% completed and foundation walls are at 50% in place. A Change Order may be forthcoming due to a conduit line that runs to the manager's office in the ARFF building that is not where they thought it was. Two separate footing in the center of the building along with a bridge may be needed to correct the issue.
Manger Madeira requested permission to have the airport liaison sign all Change Orders totaling $10,000 or less. The actual cost to the county in this circumstance is $1,000. There is no statutory requirement for this. Commissioner Brown felt that change orders should be reviewed by the commissioners. A suggested process was to e-mail the commissioner’s with the suggested changes. Commissioner Joy stated his concern with “who’s going to pay for this?” Commissioner Brown reiterated that it was the commissioner’s project to manage. Commissioner Joy stated that the commissioner’s original financial responsibility was around $230,000 he didn’t mind an increase to approximately $240,000 but did not want the project to balloon. Commissioner Brown wanted the Federal and State share to be included when considering cost changes. Airport Manager Madeira stated that as long as the changes are in the grant parameters the FAA does not need be asked about change orders.
MOTION: with regard to change proposals which affect the final contract price of large scale AIP projects such as the terminal building expansion, I would like to request a motion such that any positive change proposal in excess of $5,000 requires board approval, and under $5,000 by the airport liaison. (Joy/Brown 3-0, motion passed)
Enplanements were discussed. The FAA will be apprised of enplanement numbers in October of 2014. The FAA inspection, conducted in October, resulted in 6 items that needed addressing, 3 items have since been resolved. A discussion followed regarding the following items: trees causing obstruction of poles which are rotted, easements, replacement fencing and the development of a PCN (Pavement Classification Number).
2014 CIP (Capital Improvement Plan) options included a crack sealing project, EA, design and permitting for a snow removal equipment (SRE) building, replacement of airport fencing and EA, design and permitting for a new itinerant apron. Crack Sealing should be done every three years. Expansion of the “shop” to include a large door to house the sweeper and other large equipment was suggested. This would include an environmental assessment during a separate year prior to construction. The Master Plan presents ideas but is not as concrete as a CIP that is needed by the FAA and MDOT. Formalization of the CIP is needed by the end of November 2014. Itinerant apron construction is planned for 2018, this would help Columbia Air and generate revenue for the airport. Commissioner Brown suggested moving the itinerant apron project up on the list due to the possibility of losing future federal funding.
Airport Manager Madeira stated that the FAA has required that the glass beading be repaired at the enhanced taxiway centerline for the threshold for Runway 4 at the intersection of Runway 22 and taxiway Alpha and at the thresholds of Runway 22 and at the southbound lane of taxiway Hotel at intersection 1735. The total cost (not just the airport share) to drill down and make the repair is $313.50 and is known as Change Order #1. The FAA also made recommendations for a number of other taxiway enhancements to include taxiway center line Hotel, the cost of which is $2,098.25. The airport cost for all suggested enhancements is approximately $241. Commissioner Joy suggested purchasing painting equipment and doing the work ourselves. He suggested contacting the company who did the original painting in order to have them come back and correct the issue in the spring and preferred to discuss it with all parties and request a spring variance. The FAA suggested correction date was December 1, 2013.
MOTION: to approve change orders one and two as presented. (Blasi/Joy 3-0, motion passed)
Currently the old manager’s office is being used by the Clerk of the Works. It has been offered to TSA along with room 119 in the new plan. This would give them 380 sq. ft. The FAA has not yet responded to the Scenic Turnout proposal.
Commissioner Blasi suggested utilizing the Hancock County Planning Commission commissioner’s delegates as commissioner representatives for the Downeast Coastal Corridor Management Plan. Commissioner Brown preferred to utilize UT Supervisor Billings as the contact as he works in the best interest of the commissioners. Commissioner Joy stated that the commissioner representatives are already there and have been approved by the commissioners, if they are there and want to volunteer their time for that board, it was fine with him, but he wanted UT Supervisor Billings to represent the County.
Workers Compensation Insurance for sole proprietor subcontractors was discussed. See UT Monthly Report for details. The Workers Compensation Commissioner has stated that "it's a voluntary thing, it's not mandatory." MMA Risk Management wants a predetermination. The other option would be to treat the vendors as a county employee, a class code would be associated with the employee and the rate would be $7.55 per $100. Rudman & Winchell has said that the contractor should submit the required documents, if they do not and the county chooses to provide Workers Compensation he was concerned that the county would be liable for unemployment benefits.
The distance between the two UT’s in question is too great for one service provider. It was suggested that the towns closest to the UT be contacted to provide the service. CFO Roy warned that we would still need copies of their insurance on file even if they are working through a 3rd party. UT Supervisor Billings was concerned that if the contracts were dismissed, there may be no one to plow with the proper credentials. Commissioner Brown suggested paying the Workers Compensation. Commissioner Joy suggested sending a check to the contractor separating out payroll and equipment costs. UT Supervisor Billings suggested sending a completed workers compensation form to the vendors for signatures. This avenue will be pursued and reported on at the December CRM.
Commissioner Blasi liked the idea of utilizing stickers for solid waste for roadside pick-up for a trial period of one year rather than utilizing the Cherryfield Transfer Station. Labels will work for residents and summer people, but it will be difficult for weekly renters. The Mark Wright proposal is not a cost saver for the first year. Tonnage was the unknown factor in the equation. The current contract with the Town of Cherryfield is good through June 2014.
UT Supervisor Billings distributed a letter from the Aurora Fire Chief stating that they are a volunteer fire department, not a municipal fire department. They have been contacted by Amherst, Aurora and Great Pond requesting that the county pay $10,000 per year as a stipend for UT fire protection. A letter has been sent to the fire chief for his review. A comparison of calls over the last 5-years was requested. There is no requirement in statute to provide fire suppression for structures. UT Supervisor Billings stated that another fire department might accept a $70,000 fire truck as payment for 7 years of $10,000 payments. The commissioners acknowledged receipt of the letter and felt a longer time frame was needed in order to make a decision.
1:00 p.m.: Acadia Benefits - Health Insurance Presentation.
Scott McKee of Acadia Benefits presented the commissioners with health insurance options/information for 2014. The expected cost for health insurance in 2013 is expected to run close to the maximum. The most the county would pay in any year is 25% over expected. The preliminary option from Maine Municipal Employee Health Trust (MMEHT) is projected at 20% over current cost. The Meritain preliminary renewal has not changed significantly, a final renewal should be received by November 15th, it is not expected to change from the preliminary number. If the county stays self funded the expected cost is 20% higher next year. The difference in Meritain and MMEHT is that with MMEHT there is no volatility. MMEHT is a set premium and rates are based on claims experience over the past 12 to 18 months. MMEHT will be 18% credible, meaning that 82% of the rate will be derived by their pool and 18% will be derived by our actual claims experience. The second year increase will be a trend increase. MMEHT will not use the experience from the first year to base the second year rates. This is meant to be a stabilizing factor. Northern New England Benefit Trust (NNEBT) has proposed, at first look, a lower rate than MMEHT and Meritain. One option available is to put all employees on the NNEBT plan. A second option is to put union employees on the NNEBT plan and all other employees on the MMEHT plan. NNBT is located in Massachusetts and New Hampshire. They have 150 municipal employers in their trust. Coverage is not offered to small business that do not have union representation. A reference list will be provided showing NNEBT clients.
Option 1 – Meritain, Option 2- Maine Municipal Employees Health Trust, Option 3-Northern New England Benefit Trust, Option 4- a combination of union employees on Northern New England Benefit Trust and non-union employees to Maine Municipal Employees Health Trust. Option 4 is driven by book rates, not experience ratios through MMEHT and are 28% less than the original proposal. The total cost would be similar to the NNEBT proposal. A con is the cost of splitting is a little bit higher, but not by much. The lowest cost would be to put everyone on NNEBT. Commissioner Blasi asked for a comparison of MMEHT which is a state pool and NNEBT which is a regional pool based outside of Maine. The estimated savings from NNEBT over Meritain is over $300,000. The Meritain reinsurance quote is due by November 15, 2013. Run out claims from Meritain will have to be paid even if health insurance is provided from a different source. An aggressive strategy for January 1st would be to look into the Obama Care option. Addressing this strategy for county employees would need to be explored thoroughly prior to presentation. The commissioners will view all options at their Special Meeting on Tuesday, November 26th. All providers meet Safe Harbor Guidelines. Commissioner Blasi asked a string of questions related to employee satisfaction of the Meritain product. Mr. McKee stated that Acadia Benefits is answering a great number of questions from county employees, far more than they originally thought.
Registry of Deeds:
MOTION: to grant approval for the chairman to sign a contract with Property Info for Simple Search Solution, to be totally funded by surcharge account. (Brown/Blasi 3-0, motion passed) Discussion: There are 113 years of documents (1790 to 1903) that need indexing and would make it possible for the items to be put on the website and searched. This is an addendum to the current contract.
The waterline replacement project began today. Electric door strikes have been repaired and rewired to the dispatch center. A buzzer is being considered for when the door locks are being deployed. A sink and cabinet have been installed in the Detectives office.
Facilities Director Walls requested approval to purchase uniform tops for housekeeping staff with the cost to be offset from metal salvage in the amount of $250. Payment would be made through account 06-10-006. This would make the cleaning staff identifiable as county staff.
MOTION: to approve the purchase of uniform tops for housekeeping staff, the cost to be offset by receipts from metal salvage. (Joy/Brown 3-0, motion passed)
A Global Harmonization training video has been purchased and Swish is going to be visiting the county to conduct staff Global Harmonization training. Federal MSDA sheets will be retained for an undermined amount of time.
An electrical power provider option was received from Constellation NewEnergy, Inc. through Maine Power Options. Several counties utilize the Standard Offer and Maine Power Options. Maine Power Options bids every 4 months, Standard Offer bids every 6 months. CFO Roy requested to allow Maine Power Options to continue negotiating on our behalf for the next two weeks so that when the cost goes down to$0.062 or $0.061 and to allow the chairman to sign the offer. Director Walls endorsed Maine Power Options. Director Walls stated that if we could get an offer of $0.061 or $0.062 with a caveat that the past due charges are included in the price of the electricity, he could support the recommendation. Forward capacity rates allow us to take the generator at the jail off the grid during the highest usage time, which is in July. If we drop below 20% usage we are subject to a surcharge. Distribution would remain with Bangor Hydro.
The downside of the arrangement is the volatility of the market. Indirect factors such as natural gas, coal and weather control energy cost. The county can choose to assimilate in the Green Power charge anytime that we choose. Maine Green Energy has been assimilated into Maine Power Options. Commissioner Joy was concerned with contract language stating that they “could adjust you r fixed Contract Price to reflect extra costs we incur.” He was also concerned with the Pass-Through Charges. Commissioner Joy stated that he was concerned that no other county has endorsed Constellation Energy. Director Walls stated that the budget was prepared to absorb an increase in electrical cost because of the fluctuation in usage. Commissioner Brown was hesitant regarding the “Pass-Through” stating “you don’t get something for nothing.” Two out of three commissioners were verbally hesitant to embrace the proposal by Maine Power Options. CFO Roy warned the commissioners that they should take the MPO offer as cost will escalate in the near future. This will be revisited.
Director Walls stated that an updated proposal has been received by Dead River Company for the propane project. Sullivan and Merritt are now the low bidder. Commissioner Brown stated that the Webster burner does not give as much efficiency as the Power Flame burner. Sullivan & Merritt followed the specifications of the RFP to the letter and bid the Power Flame burner. Webster is a propriety burner and ties us into Mechanical Services. The project needs to begin not in order to complete the outside work prior to the ground freezing. The jail budget is the driving force for the expediency of the project.
MOTION: to reconsider our vote from October 1st in awarding Dear River the contract as low bidder. (Joy/Blasi 3-0, motion passed)
MOTION: to award Sullivan & Merritt the contract as low bidder for the propane conversion project for Hancock County and to allow the chairman to sign the agreement. (Joy/Brown 3-0 motion passed)
Director Wellman recommend signing the Phase I contract with Brown’s Communication for the Bull Hill tower site in the amount of $115,414.00 for the equipment and installation of it at the tower site. Commissioner Blasi stated that the improved radio signal will enhance public safety outside the UT's. Funding for this project is currently not available in full through the TIF fund. $44,163.46 is needed to fund the project in its entirety. Funding of the difference of the project through the UT budget was discussed. There is $71,250.54 left in TIF funds to fund the project. There is currently $100,000+ in RCC capital accounts. Community Benefit funds could be utilized for the Caterpillar Hill project. Commissioner Brown suggested taking funds from the RCC Capital account, the Community Benefit account and TIF funds. That would mean all TIF funds for 2014 would be unencumbered. The requested Bull Hill equipment will become a tie in to the Caterpillar Hill project. Commissioner Brown suggested $25,000 from Community Benefit funds and $19,163.46 from the RCC capital equipment account G1-3012-60.
MOTION: to sign the Phase 1 contract with Browns Communications in the amount of $115, 414 for the tower site. $71,250.54 from TIF funds, $25,000 from Community Benefit funds and $19,163.46 from the RCC Equipment Capital Account G1-3012-60. (Joy/Brown 3-0, motion passed)
Director Wellman recommend going forward with the e-tips program in conjunction with the Hancock County Alcohol Enforcement Team. The initial cost of $5,937. 00 (for two years) is funded through the sheriff’s office from monies received from the State of Maine. MDEA Deputy Christopher Thornton spoke further on the subject. This is a totally anonymous program that will create a limited increase in the RCC workload. This is a cut and paste text like an e-mail. It goes to Canada first, is cleaned and then forwarded to the RCC for forwarding to the officers.
MOTION: to move forward with the e-tips program in conjunction with the Hancock County Alcohol Enforcement Team. The initial cost of $5,937. 00 (for two years) as is funded through the State of Maine. (Joy/Brown 2-0-1, motion passed. Blasi abstained) Discussion: the county could withdraw from the program upon request.
Director Wellman recommend a leave of absence without pay of Anastasia Dayhoff-Osage from November 22, 2013, until March 7, 2014, providing coverage with full-time and part-time employees, with the return of a certified and trained employee on March 7. Health insurance payment arrangements will be made with the Office of Financial Affairs prior to her leaving. Director Wellman stated that temporary full-time has been considered but currently there is no part-time employee available to fill a full-time temporary position. All part-time employees are certified at this time. CFO Roy was concerned with the employee's medical cost while overseas. $46.33 a week will be due for health insurance and IPP. There is also an option to not approve health insurance while the employee is out on the leave of absence.
MOTION: to grant a leave of absence without pay to Anastasia Dayhoff-Osage from November 22, 2013, until March 7, 2014. (Joy/Blasi 3-0, motion passed) Discussion: Commissioner Brown stated his concern with how the open shifts would be filled and the dispatchers getting proper rest.
MOTION: to accept the resignation of Jessica Silvestrone of Surry as a full-time employee and to maintain her part-time status. (Joy/Blasi 3-0, motion passed)
Director Wellman recommend an increase up to step 9A ($14.44/hr) for certified and trained 9-1-1 dispatcher(s) as a part-time dispatch pay scale, maintaining $12.00/hr while training and obtaining certifications for non-certified/trained employees.
MOTION: to move the part-time scale to $12.50 an hour, once trained. (Joy/Brown 2-0-1, motion passed, Commissioner Blasi abstained.) Discussion: Commissioner Blasi suggested $13 per hour.
Commissioner Blasi preferred to have a public comment section on the monthly agenda, Commissioner Joy preferred that the public follow the new Meeting Agenda Policy and not have a pre-determined public comment section. Commissioner Brown agreed with Commissioner Joy.
Sheriff – continued:
Sheriff Clark requested to dispose of a 2000 Chevrolet van previously obtained by a DTF forfeiture.
MOTION: to approve disposal of a 2000 Chevrolet ½ ton van, to be publically disposed of. (Blasi/Joy 3-0, motion passed)
Sheriff Clark requested approval to go out to bid to replace a 2009 Chevy Pick-up towards the purchase of a new Chevy pick-up.
MOTION: to allow the sheriff to go out to bid for the purchase of a cruiser to be purchased from the Town contract account. (Joy/Blasi 3-0, motion passed) Discussion: a 2009 Chevy Pick-up will be traded-in for this purchase. The new truck would be a 2014 Crew Cab General Motors product. Sheriff Clark clarified that there is no such thing as a town contract vehicle or a town contract deputy, it is every deputy’s responsibility to work for town contracts. Commissioner Joy would like to see the specifications for what is being bid out. Commissioner Blasi appreciated the sheriff's comment with regard to the patrol deputies duties.
3:16 p.m.: Break
3:22 p.m.: Back in session
MOTION: to enter into executive session under MRSA Title 1 §405 6(a) to discuss a three separate employee requests. (Brown/Joy 3-0, motion passed) Discussion: attendees include the three commissioners, the county clerk and the CFO and the employees involved.
Commissioner Brown called the meeting back into regular session at 3:37 p.m.; the following motion was made:
MOTION: to grant the two employee’s that we met with their request. (Joy/Brown 3-0, motion passed)
MOTION: to enter into executive session under MRSA Title 1 §405 6(A) to discuss two sheriff's department personnel matters. (Joy/Blasi 3-0, motion passed)
After Commissioner Brown called the meeting in regular session at 3:57 p.m.; the following motion was made:
MOTION: to have a pre-termination hearing for Girard Pinkham on December 3, 2013 unless he provides us with evidence from his doctor that he is fit for duty at some point in the near future. (Joy/Brown 3-0, motion passed)
With reference to the grievance hearing, due to someone being out for an extended amount of time, a corporal had been working out of classification for more than 20 days. Sheriff Clark stated that he could not get approval directly after the 20 days, therefore the employee was working 7-8 weeks out of classification. He requested to recognize the 21st day through the date the 3% increase was given in order to make the employee whole. This would resolve the grievance.
MOTION: to pay Corporal Christopher Stanley an additional 3% increase in his wages upon completion of the 20 day temporary transfer until he received the 3% increase on or about March 7, 2013, to be calculated by finance and the clerk. (Joy/Blasi 3-0, motion passed)
MOTION: to enter into executive session under MRSA title 1 ss. 405 6A to discuss a personnel issue. (Joy/Brown 3-0, motion passed)
Commissioner Brown called the meeting back into regular session at 4:16 p.m. with nothing to report.
MOTION: to adjourn. (Blasi/Joy 3-0, motion passed)