MINUTES

Board of Directors Meeting

Jasper County Emergency Services

July 13, 2010

Chairman Stephens called the meeting to order at 6:00 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO, as per public notice.  Present in addition to Chairman Stephens were members Dan Stanley, Larry Newman, and Bill Lyscio.  Representing staff was Executive Director April Tarrant and Administrative Services Manager Donna Ipock.  Public attendees included John Hacker with the Carthage Press, Chief Kitch and Officer R. Houdyshell with the Duquesne Police Department.

Director Rowland arrived at 6:01 p.m.

Review and Action of Minutes

Minutes of the Board of Director’s Meeting on June 8th were reviewed.  Director Newman moved to approve the minutes.  Director Lyscio seconded the motion.  Chairman Stephens and Director Rowland abstained.  Vote: 3 -0.   The motion was adopted.

Minutes of the Special Board of Director’s Meeting on July 6th were reviewed.  Director Newman moved to approve the minutes.  Director Stanley seconded the motion.  Director Rowland abstained.  Vote: 4 -0.   The motion was adopted.

Public Comment and Correspondence

There was no public comment or correspondence to report.

Financial Report and Payment of Bills

Director Tarrant presented the financial report for July.

The check for April sales tax was received in the amount of $95,018.18 and the check for May sales tax was received in the amount of $138,212.07.  The check for June sales tax has not been received.

The checkbook balance before payment of bills is $5819.69.  The bills submitted for approval total $2,223.02.  After payment of all bills, the checkbook balance will be $3,596.67.  The money market account balance is $48,252.86.

Accounts receivable balance is $16,814.70.  Receipt of all AR will bring the final checkbook balance to $20,411.37.

Director Newman motioned for payment of all bills.  Director Stanley seconded the motion. 

Vote: 5 – 0.  The motion was adopted.

Director Tarrant advised the Board that payments posted regarding JasCo’s 3 loans with Southwest Missouri Bank were not matching bank records in regards to how much money is posting to the principal and to the interest.  Director Tarrant will work with our auditor to correct the way they are split in Quickbooks.

Committee Reports

Budget and Finance – There was not a meeting and nothing to report.

Technical Services – There was not a meeting and nothing to report.

Building and Grounds – There was not a meeting and nothing to report.

Personnel and Policy – There was not a meeting and nothing to report.

Executive Director Report

Executive Director Tarrant advised Board Members she is still reviewing current and past contracts.  The property and casualty insurance contract is coming up in October.  This will be placed on the agenda for August to discuss renewal or changes.  The following budget items have been reviewed or are currently being reviewed that will result in cost savings for the center:  Postage Meter, Weather Radar (DTN), Loan Payments, Overtime and duties performed, Language Line , Reverse 9-1-1 cost sharing, Waste Services, Sam’s Membership, Storage, Fax Lines for Fire and Law and Internet.  She is currently reviewing Policies and Procedures and will be working with Fire, Law and EMS agencies to complete the procedures.  The Staffing, Leave Requests, Overtime Policy review will be available for the next meeting, as well as, Procedures for Financials, Bill Paying and Treasurer.  She is still working through scheduling options.  These options will be presented to the staff at the team meeting scheduled for next Tuesday (July 15).  She will review call volume statistics regarding the future Jasper County Sheriff’s Office changes.  JCSO has a new tentative date to go live by August 18^th .  Director Newman asked about back up procedures for JCSO when they go live.  Director Tarrant advised she has talked with Director Dean Davis with JCSO and we have agreed to be their back up and are currently working on procedures.  She advised she is looking into training cost savings by obtaining our own CPR instructor.  Newton County has expressed an interest in working with us to obtain CPR mannequins together.  She is looking into training options with our Fire, Law and EMS agencies including a ride along program.  Regarding technical issues, a network, systems and software needs assessment and priority list has been prepared, (generic form) and the Technical Committee should meet to move forward on some of these needs, due to risk.  She advised we are still working through the CAD project.  Demonstrations have been set up with several CAD vendors and we are working on an RFP, as well as with our current CAD vendor for other options on the maintenance contract.  She advised she is working with AT&T Mobility regarding a request within Duquesne for a cell phone tower site to transfer calls to the Joplin PSAP.  Director Tarrant advised she will be working to get a number on residences in the county and within the city limits who will be affected.  Chief Kitch advised landlines and cell calls are sporadic with regard to their destinations of reaching the Joplin PSAP or Jasco.  Director Tarrant advised she had a meeting with John Rayfield of Rayfield Communications regarding the grounding work they have performed for JasCo.  She also had a meeting with J.B. Gates of Southwest Communications regarding radio work he has performed.  Director Tarrant advised her priorities are:  Equipment, R911, Contract Review, Training, Policy/Procedure, Staffing and Overtime, meeting with our staff, other agencies, Department Heads and Directors, Public Education and Public Relations.   She advised earlier today there was a Law Enforcement meeting and a MULES Committee meeting.  There will be a Fire Chief’s meeting July 14^th , a JasCo Team meeting July 15^th  and a Local 9-1-1 and Communications Managers meeting on August 17^th .

Unfinished Business

Intergraph CAD contract – The Intergraph CAD contract expired on July 30^th.  Director Tarrant advised she has contacted them regarding a new contract and they will be coming next week for a meeting.  Chairman Stephens requested to table any further discussion until the next Board Meeting. 

Audit - Director Tarrant advised she has received cost information regarding an audit from Mense, Churchwell and Mense, PC and was told it would not exceed $5,760.  Chairman Stephens requested to table further discussion of the audit until the next Board Meeting.

New Business –

Board Elections/Public Notification – Director Rowland advised the paper will run an article regarding the open seats of Chairman, East District and West District.  John Hacker with the Carthage Press advised he will include information with his meeting report and also as people file.

Allied Waste Contract – a new contract was received with a lower rate.  Bob Wentworth with Allied Waste Services also advised us that when the county receives the new collector bins our rate will be even lower and our contract will be adjusted at that time.  Director Newman motioned to approve the new contract and Director Rowland seconded the motion. 

Vote: 5-0.  The motion was adopted.   

Language Line – Director Tarrant asked the Board for direction on the use of this service.  Director Rowland advised it was originally set up for emergency calls and possibly for use on scene of an emergency.  Chairman Stephens suggested sending a letter to agencies stating the reasons for use and requested to table further discussion until the next Board meeting.  Director Tarrant advised she is meeting with Chief Dagnan with the Carthage Police Department tomorrow.

Record Retention – Director Tarrant advised she believes JasCo’s current policy is generic enough to incorporate any Federal Guideline changes and requested to continue using this policy.  Chairman Stephens requested to table further discussion until the next Board meeting. 

Confidentiality Policy – Director Tarrant advised she is preparing an incident report to what the Attorney General’s Office would like and will present a Confidentiality Agreement to be signed by the Staff at the next Board Meeting.  The policy was tabled until the next meeting.

John Hacker left the meeting at 7:20 p.m.

Officer R. Houdyshell left the meeting at 7:22 p.m.

Purchasing and Bidding Policy– Director Tarrant advised it will result in a cost savings if we develop consistency in our bidding procedures.  She recommended staying with State recommendations and obtaining 3 quotes on items of interest.  A draft was handed out to be reviewed and discussed at the next meeting.

Officer R. Houdyshell returned to the meeting at 7:24 p.m.

Chairman Stephens inquired if Director Tarrant had any conversations with METS Ambulance.  She advised there is a meeting set for next Tuesday at 9:00 a.m. and the METS Board will be meeting July 22^nd.  Chairman Stephens requested the Board to hold a special meeting next Tuesday at 1:00 p.m.

The next regular Board meeting was set for August 10^th.

Director Stanley moved the meeting be adjourned.  Director Newman seconded the motion.  Vote: 5 – 0.

The meeting was adjourned at 7:28 p.m.