July 12, Commissioner Vinton Cassidy was not present. Executive Department business was called to order at 5:10 p.m.

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1 Minutes of the Washington County Commissioners Regular Meeting held in the Probate Courtroom Machias, Maine Attending the meeting were: Commissioner Christopher M. Gardner Commissioner John B. Crowley, Sr. Betsy Fitzgerald, County Manager Carla Manchester, Administrative Assistant Jill Holmes, Treasurer Reid Albee, County Wide Michael Hinerman, Machiasport Paula Johnson-Rolfe, WCSO Rich Rolfe, WCJ Josh Rolfe, RCC Mike Crabtree, WCSO Barry Curtis, WCSO Sharon D. Strout, Deeds Dean A. Preston, UT Commissioner Vinton Cassidy was not present Executive Department business was called to order at 5:10 p.m. Approval of the minutes for the Regular Commissioners meeting held on June 14, 2018 (Crowley / Gardner, 2-0) Monthly and Quarterly Reports The Commissioners were provided a written reports from EMA and the Treasurer s Office. The reports were accepted under the gavel. (See attached) Signatures on Six-month certificates Six-month certificates were signed for Toni Bridges, Dennis Dorsey, Brandon Parker, John Peterson, Jennifer Weaver and Heron Weston. 56 Payroll Change Notices RCC Operational Supervisor Josh Rolfe recommended the hire of Eileen

2 Simpson as part-time ECS. Eileen is a part-time Corrections Officer currently and plans to remain on the part-time roster for the jail. *MOTION* Commissioner Crowley moved to hire Eileen Simpson as parttime ECS effective 07/05/18 not to exceed 30 hours per week except for training and emergency purposes. (Crowley / Gardner, 2-0) With the recommendation of Jail Administrator Rich Rolfe, *MOTION* Commissioner Crowley moved to hire Keith Robinson as parttime Corrections Officer effective 07/08/18. (Crowley / Gardner, 2-0) Approval of Sheriff s Bonds Matthew J. Foster, District Attorney for Prosecutorial District No. VII examines and considers the sufficiency of the Sheriff s bond as required by the provision of 30-A M.R.S.A. 372 (2). The Sheriff s bond, Chief Deputy s bond and the deputies bonds have all been found sufficient. *MOTION* Commissioner Crowley moved to approve the Sheriff s, Chief Deputy and Patrol Deputies Bonds as so presented by D.A. Foster on 07/12/18. (Crowley / Gardner, 2-0) Approval of caucus schedule Commissioner Gardner stated the notice of caucus to elect representatives to the Washington County Budget Advisory Committee is in accordance with MRSA Title 30-A, 900-B. The Commissioners reviewed the schedule presented for the caucus. By consensus, the schedule was approved as presented. The schedule is attached. 57 Budget Process for 2018 A timeframe for the budget process for FY 2019 was reviewed. The department heads will begin meeting with the Administrative and Treasurer s Office to discuss their budgets. During the September meeting Third Party presentations will be given and the Budget

3 Advisory Committee will receive the initial proposed budget from the Commissioners. The BAC meetings will be scheduled at the September meeting. Decision on Tax Abatement for Internity vs. Town of Machias The decision on the tax abatement hearing for Internity vs. Town of Machias was tabled. There were only two Commissioners present and Commissioner Crowley stated he must abstain from the decision. The decision will be given at the August meeting. Reschedule Tax Abatement for hearing for Legris vs. Town of Lubec The tax abatement hearing for Legris vs. Town of Lubec was rescheduled for August 9, 2018 at 3 p.m. 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. Betsy reviewed all the changes being proposed. Some changes were grammatical changes and clarification of the current policy. There was a recommendation to amendment the sick leave policy in regards to the number of days paid to an employee at the time of termination to match the union contract. That would change the pay out days from 45 to 60 days. Commissioner Gardner questioned the budgetary ramifications. Commissioner Gardner stated the 60 days that the union members are eligible for is part of union negotiations. Commissioner Gardner inquired how many employees the amendment would impact. Treasurer Jill Holmes replied approximately 10 to 18 people. 58 Rich Rolfe stated his concern that non-union employees have no representation. Commissioner Gardner stated this is a wage and benefit discussion. Commissioner Gardner stated the Board may need time to consider that amendment. It was recommended that the Jury and Witness Duty policy be amended. The current policy states a full-time employee shall be granted jury duty leave at no loss of pay. The amendment would include part-time employees when such leave impacts the same hours for which the part-

4 time employee is scheduled. Commissioner Gardner pointed out that this is a full-time employee benefit for those required to work at least 40 hours per week. Commissioner Gardner s concern is that benefits begin to expand above and beyond what the County can offer. County Manager Betsy Fitzgerald stated the amendment was meant to clarify; not to extend benefits. The opt-out stipend was amended to match the union language. Commissioner Gardner noted the amendment should state an employee would need to show proof of insurance that is equivalent to what is offered by the county. The other insurance cannot be just for catastrophic coverage for the employee to be able to receive the opt out stipend. The recommended policy change for the IRA match was to increase the county match per budget year from $ to $ The Commissioners agreed but stated an addendum to that policy should be that current Commissioners are not eligible for that benefit until after a re-election. The current travel policy was amended to clarify that family members are not allowed reimbursement expenses. Out-of-state travel policy was amended from prior approval by the County Manager or the Board of County Commissioners to prior notification to Department Heads. The Commissioners agreed with this amendment but would still want to be notified as soon as reasonably possible. The policy on Alcohol and Drug use was discussed. There were changes to clarify what is expected of employees that need to use prescription 59 drugs. Commissioner Gardner asked if the policy stated that an employee is required to notify the employer of any prescription drug use. The County does not drug test. Jail Administrator Rich Rolfe stated the Jail can not drug test. Commissioner Gardner suggested there be a requirement for the employee to give notification if the prescription effects the duties the employee must perform. Commissioner Gardner stated the policy should have language to cover the County. The Sale and Disposition of Surplus Property and Equipment policy was amended. The need to post a notice of sale or disposition of surplus property and equipment by sealed bids of more than $1, was

5 deleted from the policy. The County Manager or Commissioners shall be notified of any exchange, sale or disposition of an items that value above $1, Sheriff s Office Administrator Paula Johnson-Rolfe asked what the protocol should be for vehicles.????? Evacuation areas were updated. Commissioner Gardner revisited the recommendation to increase the sick-time pay out at the time of termination from 45 to 60 days. Commissioner Gardner stated that he would yield to that amendment. Commissioner Gardner stated there needs to be further clarification made to the policy in regards to the opt-out insurance payment; the bid sale process and fit for duty policy. *MOTION* Commissioner Crowley moved to accept the amendments to the policy presented with the expectation of further clarification to the three policies stated above. (Crowley / Gardner, 2-0) Award Bid for Banking Services Treasurer Jill Holmes presented a summary of the three bids received for banking services. Treasurer Jill Holmes stated that an analysis of the three bids were done by County Manager Betsy Fitzgerald and herself. Machias Savings Bank was not the apparent high interest bid, however, all things considered, Treasurer Jill Holmes recommended Machias Savings bank be awarded the bid for banking services. 60 Commissioner Gardner stated that he must abstain from the decision. The bid will be tabled for the August meeting. *MOTION* Commissioner Crowley moved to table the awarding of the bid for banking services. (Crowley, Gardner, 2-0) Sheriff Curtis presented a request to accept a bid for a ventilation system for the Jail. Jail Administrator Rich Rolfe noted the cooling system has not been upgraded since Four bid requests were sent to vendors. There were three bids received. (See attached.) The bids received were from Androc Plumbing and Heating for $21,500.00; Border Electric for $18,500.00; and Andy s Refrigeration for $20, The Sheriff recommends the Commissioners accept the bid from Border Electric for $18, Commissioner Gardner asked if the funds were in the budget. Jail Administrator Rich replied the

6 funds are not in his current year budget but are in his reserve line. *MOTION* Commissioner Crowley moved to accept the low bid from Border Electric for an upgrade to the ventilation system as presented. (Crowley / Gardner, 2-0) ADJOURNMENT 6:13 p.m. ATTEST: Carla J.R. Manchester, Admin. Asst. 61