August 9, Executive Department business was called to order at 4:31 p.m.

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1 Minutes of the Washington County Commissioners Regular Meeting held August 9, 2018 in the Probate Courtroom Machias, Maine Attending the meeting were: Commissioner Christopher M. Gardner Commissioner John B. Crowley, Sr. Commissioner Vinton Cassidy Betsy Fitzgerald, County Manager Carla Manchester, Administrative Assistant Dean Preston, Unorganized Territories Rich Rolfe, Jail Barry Curtis, Sheriff Paula Johnson-Rolfe, WCSO Michael Crabtree, Chief Deputy Jill C. Holmes, Treasurer Mike Hinerman, Citizen Executive Department business was called to order at 4:31 p.m. Approval of the minutes for the Regular Commissioners meeting held on July 12, 2018 (Crowley / Gardner, 2-0-1) Monthly and Quarterly Reports The Commissioners were provided written reports from EMA, Treasurer s Office and Sunrise County Economic Council. The reports were accepted under the gavel. (See attached) Signatures on Six-month certificates Six-month certificates were signed for Andrew Seavey and Dennis Worcester. Payroll Change Notices By consensus, the Commissioners approved the recommendation of RCC Operational Supervisor Josh Rolfe to promote Michael Congelosi to Shift Supervisor for RCC effective 07/24/ By consensus, the Commissioners accepted the discharge of Gary Rhoades as part-time Corrections Officer effective 07/27/18. Jail Administrator Rich Rolfe stated that CO Rhoades did not meet training

2 requirements. By consensus, the Commissioners accepted the resignation of David Garrison as part-time Corrections Officer effective 07/30/18. CO Garrison accepted a position at the Charleston Correctional Facility. Jail Administrator Rich Rolfe recommended the re-classification of Zachary Atkinson from part-time to full-time Corrections Officer. Commissioner Gardner asked if there had been a process for the promotion per union contract. Rich confirmed that there had been a process. Commissioner Cassidy moved to reclassify Zachary Atkinson from part to full-time Corrections Officer effective 08/05/18. (Cassidy / Crowley, 2-0) By consensus, the Commissioners approved the recommendation of Jail Administrator Rich Rolfe to promote Lee Bourget to Corporal in the Corrections Division effective 08/05/18. Commissioner Gardner asked that the records reflect NCEU agreed to waive the promotional process set forth in the NCEU contract. With the recommendation of Sheriff Barry Curtis and by consensus, the Commissioners accepted the discharge of Dakota Robinson as full-time Jail Cook effective 08/08/18. Dakota did not successfully complete his probationary period. EMA Director Lynn Dwelley reported that interviews had been conducted to fill the position of part-time EMA Deputy Director. It is Lynn s recommendation to hire William Sternbergh for this position pending a reference and background check. Commissioner Crowley moved to hire William Sternbergh as part-time EMA Deputy Director by recommendation of EMA Director Lynn Dwelley effective 08/27/18. (Crowley / Gardner, 2-0) 68 Sheriff s Building Step #1 County Manager Betsy Fitzgerald provided a Structural Engineering Proposal from Hedefine Associates. The proposal is for the basement foundation repair for the Sheriff s Office related to the priority repairs identified in the structural report dated April This

3 proposal for a structural design would cost $ Treasurer Jill Holmes stated the County does have funds available for the structural design. Betsy stated the proposal by Fraser Associates for the next step in the rehabilitation and renovations at the Sheriff s Office would be to have a bid package prepared. Fraser Associates Architects gave an estimate of $92, to prepare the bid package. Commissioner Gardner stated the County would need to pay for the first step of having a bid package prepared with the cost of $92, Commissioner Gardner pointed out that once a bid package is prepared, bids would be received and the cost for the rehabilitation and renovations for the Sheriff s Office would then need to go before the voters as a bond issue. It was discussed that the County could potentially pay just over $92, for a bid package and the voters could decide not to approve a bond for the project. There was a discussion on the process. The project must go to referendum Countywide if the bond is more than one year s total budget and it takes forty-five days to have it put on the referendum. Commissioner Gardner stated this is at least a one-year process at minimum. The first referendum question would be to determine if the voters want to spend the money to pay for a bid packet to establish the cost of the project; the second referendum question would be to approve a bond for approximately $1.2 million to do the project. Commissioner Gardner stated the County must get voters involved. It was noted that $ has already been spent for the architectural review. By consensus, the proposal to prepare the bid package was tabled with the understanding the County voters will be asked if they are willing to expend up to, but no more than, $95, for a bid process that will then need to go to a bond to spend approximately $1.1 million to renovate and rehabilitate the Sheriff s Office building. Bid Awards 69 Bid awards were presented for Banking Services; Bulk Salt, Oil and Propane for Heating, Snow Plowing and Sanding, and a used vehicle. Treasurer Jill Holmes presented the bids for banking services. Bids were received from three banks: The First, Bar Harbor Bank and Trust, and Machias Savings Bank. (See summary attached). Jill explained that the bids were all compared and rated on several services provided

4 and community involvement by each bank; the decision was not based on the highest interest rate alone. Jill recommended the Commissioners award the banking services bid to Machias Savings bank with an interest rate of 1.75%. Commissioner Cassidy moved to award the banking services bid to Machias Savings Bank with an interest rate of 1.75% for a three-year commitment. (Cassidy / Crowley, 2-0-1) Commissioner Gardner abstained due to a conflict of interest. County Manager Betsy Fitzgerald stated there was only one bid received for the Snowplowing, Sanding and Removal for the Courthouse Complex. An ad for the RFP was published in three local papers and posted on the Washington County website. The one bid was from The By Us Company. The bid amount of $13, plus heavy equipment charges was significantly higher than the previous contract amount. (Summary is attached). Betsy was hoping for a more reasonable offer. Betsy did not have a recommendation for the Commissioners. Commissioner Crowley moved to re-bid the RFP for snowplowing, sanding and removal for the Courthouse complex. (Crowley / Cassidy, 3-0) Bulk salt bids for the 2018/2019 season were received from five vendors. The bids were opened on August 9, The result of the bids received is attached. County Manager Betsy Fitzgerald recommended the bid be awarded to New England Salt Company with a bid of $60.25 per ton for all locations. 70 Commissioner Crowley moved to award the bulk salt bid to New England Salt Company as presented. (Cassidy/Crowley, 3-0) County Manager Betsy Fitzgerald presented heating bids. RFP s were sent to seven vendors and posted on the Washington County website. Bids were opened on August 9, A summary sheet is attached. One bid was received for propane from Dead River for $ per gallon beginning November 1, 2018 and ending October 31, Commissioner Crowley moved to award the propane bid from Dead River as presented. (Crowley/Cassidy, 3-0)

5 Three bids were received for heating oil; Dead River with a bid of $ per gallon, R.H. Foster with a bid of $2.629, and Taylor Fuel with a bid of $2.56 per gallon. Commissioner Crowley moved to award the heating oil bid to Dead River as presented. (Crowley/Cassidy, 3-0) County Manager Betsy Fitzgerald stated the County Buildings and Grounds truck was put out to bid. The 2007 Ford F X 4 pickup truck was advertised to be sold in as is condition. Four bids were submitted. The bids received are as follows: The City of Eastport $2, David Lund of Pembroke, ME $2, Wayne Small of Jonesport, ME $1, Dr. Sean Murphy of Harrington, ME $ Betsy recommended to award the bid to the City of Eastport with the highest bid of $2, Commissioner Crowley moved to award the truck bid to City of Eastport for $2, per County Manager s recommendation. (Crowley/Cassidy, 3-0) 71 The $ will be used to off-set the transfer of funds to the U.T. for a 2014 Chevrolet Silverado pickup. Tax Abatement Hearing Decision for Internity vs. Town of Machias The decision for the tax abatement hearing for Internity vs. Town of Machias was denied. Schedule Tax Abatement for hearing for Hill vs. Town of Alexander The tax abatement hearing for Hill vs. Town of Alexander was scheduled for September 13, 2018 at 3 p.m.

6 Personnel Policy Manual amendments review County Manager Betsy Fitzgerald presented an amended copy of the Washington County Personnel Policy Manual for the Commissioners review and approval. The amendments were presented at the July meeting. The Commissioners tabled the approval of the amendments for further clarifications. Betsy reviewed those personnel policy clarifications. An amendment to the fit for duty policy was made. The policy requires a physician s certification verifying an employee is able to return to work and assume regular duties after five consecutive days of sick leave. An amendment was made to the health insurance stipend offered to employees that can show proof of insurance coverage. The amendment states insurance coverage must be equivalent to the health insurance coverage that is offered by the county. The County strives to provide a drug-free, healthful and safe workplace. The county policy requires employees to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner. An amendment to that policy added that the legal use of a prescribed medication is permitted on the job only if 72 it does not impair an employee s ability to perform the essential functions of the job effectively and in a safe manner. Employees will be expected to follow the directions of their physicians when taking prescription medications. If an employee reasonably anticipates that a prescription medication is or will impair the employee s ability to perform his/her job effectively and safely, the employee shall notify the department head or immediate supervisor. The final clarification was in regards to the purchasing and disposition of property policy. The policy stating any contract for construction, renovation or improvement of county buildings or facilities involving a total cost of $2,500 or more must be awarded by a system of competitive bidding was replaced. The amendment to the policy is that purchases over $2, of services, supplies, material and equipment needed shall be made through a competitive bidding process. Sole source bids may be substituted for a competitive process where necessary.

7 Commissioner Crowley moved to adopt the final amendments to the policy as presented. (Crowley/Cassidy, 3-0) Other amendments to the policy was reviewed and accepted by a vote of the County Commissioners at last months meeting. Dean Preston stated, as a point of interest, the Down East EMS is now 100% debt-free. Chief Deputy Crabtree reported the latest statistics show Washington County has the 10 th highest overdose rate in the State of Maine. Commissioner Crowley moved to go into Executive Session. Commissioner Cassidy seconded the motion which passed 3-0. It was 5:12 p.m. Commissioner Crowley moved to come out of Executive Session. Commissioner Cassidy seconded the motion which passed 3-0. It was 5:38 p.m. 73 Commissioner Crowley moved to participate in the lawsuit against opiate drug companies. (Crowley/Gardner, 3-0) ADJOURNMENT 5:39 p.m. ATTEST: Carla J.R. Manchester, Admin. Asst. The Commissioners met on Thursday, August 23, 2018 at 3 p.m. to review the budget. Those present at the meeting were: County Manager Betsy Fitzgerald, Treasurer Jill Holmes, Sheriff Barry Curtis, Chief Deputy Michael Crabtree and Jail Administrator Rich Rolfe.

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