Sagadahoc County



Sagadahoc County Commissioners

Meeting Minutes

December 8, 2020

A regular meeting of the Sagadahoc County Commissioners was held at 3:00 p.m. on Tuesday, December 8, 2020 via Zoom.

Present: Commissioners Charles Crosby III, Carol Grose, Brian Hobart; Administrator Pamela Hile; Sheriff Joel Merry; Tammy Shiers, Director of Communications; Sharon Hinckley, Human Resource Director; Sharon Gaworski-Holman, Assistant to the Administrator and HR

Public: Amanda Campbell, Georgetown

I. Chair Crosby called the meeting to order at 3:00 p.m. and established the presence of a quorum. A moment of silence was held for former Commissioner Max Dawson

II. Public Comments

There were no public comments

III. Consent Agenda

1. Approval of Minutes for November 11, 2020

2. November Financial Statements

3. Warrants

4. Departmental Reports (Written)

5. Upcoming Meeting(s)

a. Regular Meeting at 3:00 p.m. on Tuesday, January 12, 2021

b. Meeting at 5:00 p.m. on Tuesday, January 26, 2021 (IF NEEDED)

Upon motion by Commissioner Hobart and second by Commissioner Grose, the Board voted unanimously to approve the consent agenda as presented.

IV. Department Reports

1. Communications System Study Update – Director of Communications Tammy Shiers

Both the Director and Deputy Director met with Contractor Norm Boucher. The contract has been executed by both parties. Norm visited all the tower sites along with the repeater sites. Pictures have been taken and information has been gathered off of the equipment from all sites for his study. This week Norm sent out a zoom invite to all the Chiefs of their designee for a 30-minute meeting to discuss what they have for equipment, what is used for portables, mobiles and any concerns they have. The last Director Shiers checked there were seven people signed up for that zoom meeting. After the meeting he will be working on some map studies that will talk about coverages from mobiles and portables. Norm will be checking with the Chiefs and Sheriff to see if it is accurate. Overall, we are still in the beginning stages, and we continue to move forward.

2. Sheriff’s Department/Jails – Sheriff Joel Merry

The Sheriff reported that nothing stood out in the monthly activity report. The month of November was a very quiet month.

TBRJs census as of today is 67 and 16 belong to Sagadahoc county. There are nine boarders from Penobscot for whom we are being paid, along with a couple of other inmates from other Counties that are part of transfer swaps for security reasons. There are two Federal inmates that continue to be housed at TBRJ.

The outreach diversion program has 17 individuals. Almost all of them are pretrial, and six of them are on Alcohol monitors. A lot of electronic monitoring still continues.

At the Jail authority meeting last month a proposal was made to bring on two additional corrections officers. These would be newly budgeted positions that might possibly fit into this year’s budget. This year’s budget has a deficit that may be partially offset by unanticipated income. Oxford County would like to extend their contract for another six months, and our day boarders from Penobscot County currently pay $65.00 per day per inmate. The revenues will increase over what was budgeted. The Colonel wants to bring them on for security reasons, one being we will likely have to do some in-person visits. The Department of Corrections has made some changes around visitation rights for inmates, which could result in more in-person or contact visits needing supervision by a Corrections Officer. Under the executive orders we are able to hold off on these visits for the time being.

The Jail Authority authorized the purchase of a full body scanner from the Capital Reserve fund. The scanner is something that has been needed for a few years now. This is a portable scanner meaning it can be moved from one location to another. It’s an expensive piece of equipment but it is instrumental in reducing the amount of contraband coming into the jail. There is a vendor that Androscoggin is interested in making a purchase through, but the vendor stated that if there are two additional jails interested in making a purchase the price would be reduced. The Sheriff is unaware of another County interested in a scanner.

V. Business Items

1. Authorization to Hire Patrol Deputy

This matter is on hold for right now. The Sheriff will keep the Administrator inform so that an e-mail consensus can go out to the Commissioners as needed.

Upon motion by Commissioner Hobart and second by Commissioner Gorse the Board voted unanimously to be notified through an e-mail consensus when the Sheriff is ready to move forward with the hiring of a Patrol Deputy.

2. Authorization to Dispose of Weapon

Pryor to Sheriff Merry’s arrival there was a tactical team in place here at the County and there were a number of associated weapons that the County owned. The tactical team is now resolved. One of the Deputies has possession of a weapon from the tactical days - a Remington 700 3O8 caliber. There is no need for this type of weapon and the Sheriff would rather relinquish it so that the County is not responsible for it. The Deputy that it has been assigned to has spoken up and stated that he would like to purchase it from the County. Sheriff Merry looked at a fair market price for the weapon and the value is $350.00. Sherriff Merry would like to propose the transfer of ownership of this weapon to Deputy Mayer. Administrator Hile requested that the funds be deposited into the K-9 account. Commissioner Crosby stated that was fine as long as the funds are being put back into law Enforcement. Commissioner Hobart agreed.

Upon motion by Commissioner Hobart and second by Commissioner Grose the Board voted unanimously to approve the sale of the Remington 700 3O8 to Deputy Robert Mayer for the amount of $350.00.

3. Adoption of Amendment to Personnel Policy

Administrator Hile presented the following: As you will recall at November’s meeting the Board approved changes in the County’s leave policy to reflect recently adopted legislation requiring that all employees must accrue paid leave at a minimum rate of 1 hour for every 40 hours worked, up to a minimum of 40 hours/year. Enclosed herewith is the formal amendment to Section 6.8 of the County Personnel Policy to formally reflect those changes, the adoption of which is respectfully requested.

Upon motion by Commissioner Hobart and second by Commissioner Grose the Board voted unanimously to approve the formal adoption of the County’s leave policy amendment of Section 6.8 of the County Personnel Policy.

4. Consideration of Schedule for Recruitment of a New County Administrator

Administrator Hile advised that, as discussed at last month’s Commissioners Meeting, HR Director Sharon Hinkley has been requested to take the lead in helping to develop the procedure and timing for hiring the new County Administrator. Director Hinckley requested that the Commissioners discuss if they wanted the Administrator’s position outsourced to a consultant or handled internally. Commissioner Hobart wants to outsource this task. The Director of HR stated that there should be some overlap between the new Administrator and the current Administrator. What is the length of time for the overlap? Commissioner Hobart would like for a two-week overlap. The Commissioners should aim for an offer to be made by the middle of April. The new Administrator will more than likely have to give a four-week notice. All Commissioners are in agreement that this search should be outsourced and Commissioner Crosby wants to make sure that they get a few different quotes due to this being a potentially costly expense. Director Hinckley added that once a consultant is found that the County will be driving the bus. The job description will need to be revised, a list of desired traits and characteristics will be needed and a list of guidelines for the consultant should be developed.

The Director of HR will reach out to some consultants and report her findings back to the Board. She will also send all three Commissioners an e-mail with the current job description for their review. Also, if the County receives a candidate from out of state is there going to be any consideration for moving expenses? This is just something the Director of HR wants the Commissioners to think about.

Upon motion by Commissioner Hobart and second by Commissioner Gorse the Board voted unanimously to go with an outside source for the hiring of a new County Administrator.

5. Request to Increase Hours of Part-Time Custodian

Administrator Hile presented the dramatic increase in the number of COVID cases has been a cause of concern for everyone. In an effort to further assure the safety of County employees, it is respectfully requested that the Commissioners’ authorize an increase of five (5) hours per week for the part-time custodian (from 15 hours to 20 hours). Although the building is open by appointment only, there continues to be both internal and external traffic throughout the day. The extra hours will enable us to continue disinfection of the common areas of the Courthouse after the Facilities Director leaves for the day (1:30 p.m.) until the close of regular business hours (4:30 p.m.). It also allows sufficient hours for cleaning on the weekend, which is important for those departments such as Communications that are staffed 24/7. The cost for this is minimal - $74.70 per week (about $2,000 through June 30th) – and it should be able to be absorbed within the existing departmental budget. Administrator Hile added that Mindy is well received by all the departments, that she does a great job and everyone feels very comfortable with her going into their space/department.

Commissioner Crosby asked if the additional hours could be paid through EMA COVID Grant since it’s part of COVID. He also asked if the public had access to use our restrooms, and how are we contact tracing? Administrator Hile stated that most departments keep sign in record for contact tracing. Yes, restrooms are open. This is a public area so when a vendor comes into the Courthouse the restroom as available. Administrator Hile will be in contact with the EMA Director about the additional hours. The Administrator does not know if this is enough to qualify or if there will be a second-round submission.

Sheriff Merry wanted to go on public record and say how appreciative he is for the work that Mindy has done. The Sheriff’s office looks quite extraordinary. She has done a tremendous job and the office looks very clean. She is friendly, polite, pays attention to the proper PPE and protocols. Director Shiers added that her staff is very excited about how well Mindy cleans the Communications Center. The staff has asked that she be the only one allowed into the center to clean. They truly enjoy her and what she has done in their center. Commissioner Crosby requested that a formal letter be drafted for Mindy from the Department Heads, and put into her personnel file.

Upon motion by Commissioner Hobart and Second by Commissioner Grose the Board voted unanimously to approve the additional hours for the part-time custodian position

6. Appointment of Members to the TBRJ Authority

Administrator Hile advised that the terms of the following individuals will expire on January 1. 2021:

Commissioner Crosby

Peter Lepari

Pamela Hile (Alternate)

David Miller (Alternate)

David Sinclair (Alternate)

Mr. Lepari has expressed his willingness to continue to serve on the Authority. Although we have not as yet heard from Mr. Miller and Mr. Sinclair, it is respectfully requested that the Commissioners reappoint all of these individual’s contingent upon their acceptance of the position.

Upon motion by Commissioner Hobart and Second by Commissioner Grose the Board voted unanimously to reappointing Commissioner Crosby, Peter Lepari, Pamela Hile (alternate) David Miller (alternate) David Sinclair contingent upon their acceptance of the reappointment to the TBRJ Authority.

7. Appointment of Member to the BAR

Administrator Hile respectfully requested that the Commissioners reappoint Mr. Don Russell to serve a three-year term on the Board of Assessing Review (January 1, 2021 – December 31, 2023). Mr. Russell has agreed to accept the appointment if it is the wish of the Commissioners.

Upon motion by Commissioner Hobart and Second by Commissioner Grose the Board voted unanimously to reappoint Mr. Don Russell to serve a three-year term to the Board of Assessing Review effective January 1, 2021.

8. Appointment of MCCA and Risk Pool Representative/Proxy for 2021

Administrator Hile presented the MCCA by-laws require that Counties provide notice of their nominees to the Board of Directors at least two weeks before the annual meeting in January. It is therefore respectfully requested that the Commissioners act on Tuesday to appoint their representative to the MCCA and Risk Pool Boards of Directors for the coming year. Commissioner Hobart currently serves in this position. It is also requested that the Commissioners reappoint the County Administrator to serve as the alternate/proxy for both Boards.

Upon motion by Commissioner Crosby and second by Commissioner Grose the Board voted unanimously to reappoint Commissioner Hobart as the representative and Administrator Hile/new Administrator as the Proxy for 2021.

9. Request to Close Early on December 24, 2020

Administrator Hile noted the Commissioners have previously taken action to authorize the County Offices to close early on December 24th. In light of this precedence, and in an effort to extend a holiday gesture of appreciation to the staff, it is very respectfully requested that the Commissioners consider the possibility of allowing a 12:00 noon closing on December 24th . She further noted that a number of localities have given their employees tehthe entire day off.

Commissioner Crosby stated that he had no problem giving the whole day off to the employees and Commissioner Hobart agreed.

Upon motion by Commissioner Hobart and Second by Commissioner Grose the Board voted unanimously to close the offices for the non-union employees on December 24th 2020

10. County Administrator’s Report – Full report available for review upon request.

VI. Commissioner Comments/Announcements

No Comments

VII. Executive Session(s)

Request to enter into an executive session pursuant to Title 1, Chapter 13, Section 405, 6., A. of the M.R.S.A for the purpose of discussing personnel issues.

Upon motion by Commissioner Hobart and second by Commissioner Grose the Board voted unanimously to enter into executive session at 3:50 p.m. pursuant to Title 1, Chapter 13, Section 405, 6., A of the M.R.S.A. for the purpose of discussing personnel matters.

The Board come out of executive session at 4:11 p.m. 

IX. Adjournment

Upon motion by Commissioner Hobart and second by Commissioner Gorse, the Board voted by unanimous acclamation to adjourn the meeting at 4:11 p.m.

Respectfully Submitted,

_________________________________

Sharon Gaworski-Holman

Assistant to the County Administrator

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