Oxford County Commissioners

Minutes of Dec. 14, 2010

At the Court of Oxford County Commissioners begun and held at Paris, Maine within and for the County of Oxford at 9:00 AM on December 14, 2010 being a regular session, there were present:

                        Steven M. Merrill, Chairman
                        Caldwell Jackson, Commissioner
                        David A. Duguay, Commissioner
                        Scott Cole, Administrator
                        Diana Messina, Recorder

Various county employees and members of the general public were also in attendance at different times throughout the session.

The Pledge of Allegiance was recited.

The Chair invited public comment, with none received.

2011 Budget
The Commissioners first took up the matter of the county’s general fund budget for 2011. The Budget Committee had adopted a package on November 16 that included a total expenditure of $5,635,769 balanced with total estimated non-tax revenues of $1,911,237, and property taxes of $3,724,532. After some discussion and de minimis reallocation of expenses within one department without a change in totals, the Commissioners unanimously adopted the budget proposal presented by the Budget Committee.

Later in the meeting the Commissioners again discussed the 2011 budget but ultimately took no further action. The budget as adopted is in compliance with statutory tax levy limits. It does not require action to exceed the limit, nor permanently increase the limit.

Items for Discussion
A variety of items were discussed, with action taken or consensus reached as indicated:

Deeds-West – it was determined that the Commissioners would not seek legislation leading to consolidation of the two deeds registries at this time. The Administrator was directed to develop an analysis of costs under several alternatives and timelines.

Time Clocks – installation of time clocks to keep track of employee hours worked was discussed. It was agreed that the matter would be held off for the time being in light of the need to first fully implement financial accounting software.

Annual Jail Inspection – the Commissioners identified the need to conduct a jail inspection as required under statute within the next few months.

Maine County Commissioners Association – Chairman Merrill designated the Administrator as his proxy for the MCCA meeting scheduled for the following day.

Leave Policy Revisions
After some discussion, the Commissioners unanimously approved revisions to the county’s leave policy which, in summary; clarifies language, extends a carry-forward period, and reinforced the concept that vacation is accrued in relation to time worked.

FY 12 Unorganized Territory Budget
The Commissioners briefly reviewed a proposed municipal services budget for the county’s Unorganized Territory in FY 12. It was determined that the review of this budget had not been advertised prior to the meeting. The Commissioners then tabled the matter to the January 18 meeting with the provision that it be advertised prior to that date.

Treasurer
The Treasurer provided a handout of information concerning activities within his department. He then reported that payroll remains consistent and that the 2010 tax anticipation note had been repaid with interest. It was noted that the county’s group health insurance cost is approximately $83,000 per month.

The Treasurer stated that he and others in his office would be going to meet with counterparts in Cumberland County on Thursday, December 16 for the purpose of learning how that office operates in many aspects.

Within this discussion the Administrator reported that all towns of the county had paid their 2010 county tax bill, with the Town of Andover being the last. It was also noted that nine of the county’s 37 jurisdictions (34 towns, 2 plantations, 1 UT) had paid late and beyond the November 1 date, which incurs an interest charge. However, the county did not charge interest on delinquencies in 2010.

Meeting Schedule
The Chairman brought up the 2011 meeting schedule, stating that he felt one meeting per month is insufficient to properly conduct county business. It was determined by consensus that if a second meeting is needed in a given month, its start would be at 6 PM.

The Administrator also vowed to work toward creation of a better system to meet with departments outside of regular Commissioners’ meetings, while keeping the traditional 9:30 AM department head discussion contained within the regular meeting.

The Commissioners then took a short break and resumed their meeting at 10:30 AM

Sheriff
The Sheriff began his report with comments concerning vehicle and jail operations. He then described the recent military funeral held December 11 at Mountain Valley High School for Army PFC Buddy McLain of Peru, killed by enemy fire in Afghanistan on November 29. Burial occurred in Peru. Police departments from Rumford, Mexico, and Dixfield were represented along with the Oxford County Sheriff’s Department and Maine State Police. The Sheriff and Administrator attended the funeral.

The Commissioners then began a series of Executive Sessions at which the Sheriff, Administrator and labor consultant were also present.

At 10:44 AM the Commissioners voted unanimously to enter Executive Session for the purpose of discussing a personnel matter. At 10:57 the Commissioners came out of Executive Session and took no action.
At 11:01 the Commissioners voted unanimously to enter Executive Session for the purpose of discussing a personnel matter. At 11:10 the Commissioners came out of Executive Session and took no action.

At 11:11 the Commissioners voted unanimously to enter Executive Session for the purpose of discussing a personnel matter. At 11:20 the Commissioners came out of Executive Session and took no action.

At 11:21 the Commissioners voted unanimously to enter Executive Session for the purpose of discussing a negotiations matter concerning the county’s lease of 40 Western Ave. to Rumford Group Homes. At 11:27 the Commissioners came out of Executive Session and took no action.

Christmas Luncheon
The Commissioners recessed at 11:30 for a Christmas luncheon held in the Probate court. The event also served as a sendoff for Jane Rich, Register of Deeds East, 1990-2010. The food and company were great. A good time was had by all.

Meeting is Reconvened
At 12:50 PM the Commissioners reconvened. Commissioner Duguay brought up several items which included; confirmation that the county would pursue installation of time clocks, that a jail inspection by the Board would occur in early 2011, performance evaluations for certain salaried employees were imminent. These employees included the RCC Director, EMA Director, and Administrator.

Pellet-Fired Boiler
The Commissioners next heard a presentation from mechanical engineer Richard Grondin concerning installation of one or more wood pellet-fired boilers at the courthouse, and perhaps other county buildings at the complex. The county has received a federal Department of Energy grant of approximately $235,000 to pay for this project.

The conversation covered several areas including fuel delivery, fuel storage, piping, exhaust options, and conversion of existing fixtures. At 1:27 PM the Commissioners unanimously approved a contract with Mr. Grondin to provide consulting services in development of design specifications for installation of a pellet-fired heating system. Discussion continued until 1:40 PM at which time Mr. Grondin departed.

Wage and Benefit Study
Over the next 20 minutes or so, the Commissioners discussed development of comparative data on wages and benefits paid in counties similar to Oxford County for both elected officials and employment positions not covered in collective bargaining agreements. The labor consultant outlined potential methods to develop such data. The Commissioners unanimously authorized the labor consultant to develop a data package for consideration in 2011.

Regional Communications Center
The RCC Director’s report to the Commissioners commenced at 2:10 PM. He first recognized dispatcher Candy Jack for her exemplary performance in handling a particularly challenging emergency call.

He then expressed his interest in attending an upcoming FBI-sponsored training event in Virginia dealing with law enforcement’s role in locating missing and exploited children.

This report closed out with comments regarding co-location of a Norway fire department radio asset on the county’s Streaked Mountain tower, and updating of assigned coverage areas for emergency service agencies which respond to calls in Albany Township.

Emergency Management Agency
The EMA Director delivered a variety of reports, verbal and written, on the following topics; Homeland Security Grant applications, school emergency evacuation planning, Page Gate notification system, objectives in the 2011 EMA departmental budget, upgrading the EMA kitchen area and the 2011 statewide jamboree for EMA officials.

All items were informative in nature, and did not require action by the Commissioners. The Director’s report closed out at 3:10 PM.

Items for Discussion
The remainder of the meeting dealt with a variety of miscellaneous topics, both listed and unlisted on the agenda. They included:

Northern UT Fire Protection Contract – the Administrator had not yet received a satisfactory accounting from the Town of Rangeley for a portion of the total fire protection charge in FY 11.

Policy Concerning Animals on County Property - Commissioner Duguay would like to revisit this matter in 2011, and requested that the Administrator first discuss things with department heads in a separate meeting.

Invitation from Courts – an invitation from the employees of District/Superior courts to the Commissioners, to attend a party at the District Court building on December 20 was noted

Invitation from Maine Energy – an invitation from Maine Energy of Bethel to the Commissioners, to attend an open house at a wood pellet-heated home in The Colony development in Newry on December 28 was noted.

Oxford Aviation – it was noted that the Administrator will be checking with the county attorney concerning status of lease negotiations.

No other bills or accounts were given consideration and on the 14th day of December, 2010 the Commissioners adjourned at 3:40 PM.

Steven M. Merrill, Chairman
Caldwell Jackson, Commissioner
David A. Duguay, Commissioner
Scott Cole, Administrator