www.jasco.org - The official website of Jasper County Emergency Services
| MINUTES - September 14th, 2010 |
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MINUTES Board of Directors Meeting Jasper County Emergency Services September 14, 2010
Director Rowland 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 Director Rowland were members Larry Newman, Jeff Merriman and Carl Francis. Representing staff were Executive Director April Tarrant and Administrative Services Manager Marlissa Diggs. There were no public attendees.
Review and Action of Minutes
Minutes of the Board of Director’s Meeting on August 10th were reviewed. Director Newman moved to approve the minutes. Director Francis seconded the motion. Vote: 4 -0. The motion was adopted.
Minutes of the Special Board of Director’s Meeting on August 26th were reviewed. Director Newman moved to approve the minutes. Director Francis seconded the motion. Director Merriman abstained. Vote: 3 -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 Francis presented the financial report for August.
The check for July sales tax was received in the amount of $82,816. The check for the August sales tax has not been received. Recent bills paid online $30,697.02. Unpaid bills $5880.95. Total bills submitted for approval $36577.97. The checkbook balance after payment of approved bills is $11,685.57. The money market account balance is $92,552.44.
Accounts receivable balance is $7809.56. Receipt of all AR will bring the final checkbook balance to $19,495.13.
Director Francis requested the monthly personnel costs be included in the financial report. Executive Director Tarrant will begin providing that information at the next meeting. Executive Director Tarrant reviewed the Budget to Actual Report.
Director Newman motioned for payment of all bills. Director Merriman seconded the motion. Vote: 4 – 0. The motion was adopted.
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. Budget - Language Line charges are up again. Chief Dagnan with Carthage Police Department is aware and looking into a contract with them. Reverse 9-1-1 invoices have not been sent out to the activating agency for payment this month. We are currently reviewing charges from our AT&T bills to determine the cost for other agencies. Reverse 911 is still experience serious problems with the mass calling feature. We are no long the beta test site for the XO system. Recent testing results have been unacceptable. Reverse 911 has advised they are currently working out the issues with the third party mass dialer. Changes are being made to storage this month and we should be completely out of our storage unit at Americold in September if possible. It appears that the Conex box belongs to JASCO. We will contact area wrecker companies to get costs estimates for relocating the Connex box to our site. The Flex IP has now been cancelled by AT&T. Both Senior Account Manager, Melia Balden and Technical Sales Executive III, James Glatz do not feel comfortable with this project and they are requesting to cancel the contract. Melia Balden also advised that AT&T will not release JASCO from the 5 year contract on the eight fax lines as previously reported. She is checking into possible early termination fees. Carthage Fire is the only department still using the fax line. We are checking into them taking over the line. Policy and Procedures - ED Tarrant advised Law procedures are being drafted. Fire procedures are being finalized and will be sent out to the team by the end of the month. EMS procedures have been finalized and will be out this week to the team. She will be sending more policies out to the board for review, input and approval at each meeting until this process is completed, at which time we can complete an employee handbook for our agency and have a more formalized and standardized operation policy and procedure book for use. Staffing - New schedules are out and will be the same until next year. Our call volume with JCSO changes has been reduced and the minimum staffing standard has changed. Policy will be presented at the next meeting giving us more time to verify this change by statistics. Training - ED Tarrant is working with area agencies on cost savings and a standard training program to use for our agencies. (Joplin, Newton County PSAP’s/Communication Centers and our discipline agencies) She will finalize a more standardized in house training program by fall, but our 3 newest employees are finalizing their training process now and should be released by the end of September. We will be sending four TCO’s to the Chemical Suicide Training at METS in October. Technical Issues - A network, systems and software needs assessment and priority list was prepared, and the technical committee should still meet to move forward on some of these needs, due to risk as we work on the CAD project and other software concerns. CAD demonstrations are still occurring. We have two more to finalize this process, but will begin working on an RFP or RFI in October/November. Public Relations and Education - Executive Director Tarrant advised JASCO has been using Nevada’s Red E Fox mascot for 9-1-1 to perform education in the county. So far there has been a good response at the youth fair, National TV Sales and Rental’s Customer Appreciation Day and we are getting requests for more involvement. We are looking at the Maple Leaf Parade and other options. She advised we will be working with the area schools to perform education, in the spring. Other Meetings to be held this month are:
Unfinished Business
Intergraph CAD contract – Director Tarrant presented the six month contract with Intergraph. Director Francis motioned for acceptance of a 6 month contract. Director Merriman seconded. Vote: 4-0.
Audit – Director Newman motioned to approve spending for the audit. Director Merriman seconded. Vote: 4-0
Language Line – The Foreign Language Caller Policy has been revised to include protocol for usage of Language Line services.
The Package Insurance Policy with Southwest Agency is up on 10/24/10. We are currently waiting for quotes for renewal.
The METS contact was reviewed.
Director Merriman motioned to accept the contract. Director Newman seconded. Vote: 4-0
New Business
Executive Director Tarrant presented consultant agreement for legal services with attorney Frank Foster. The agreement opts for a $750 annual retainer with reimbursable expenses.
Director Francis motioned to accept the agreement. Director Newman seconded. Vote: 4-0
The following policies were reviewed as revised to meet CALEA standards. - Identification and Accessibility - Privacy - Personal Appearance - Parental Leave - Vacation - Vacation Request Process - Sick Leave - I-9 Immigration Reform - Equal Employment and Non-Discrimination - Recruitment Program - Probationary Period - Background Checks - New Employee Orientation - Training Time - Required Certification - Continued Education Training
Director Francis motioned to approve the above policies. Director Merriman seconded the motion. Vote: 4-0. The motion was adopted.
Military Leave policy is still under revision. It will be ready by the next meeting. The next regular Board meeting was set for October 10th. Director Francis moved the meeting be adjourned. Director Newman seconded the motion. Vote: 4 – 0. The meeting was adjourned at 7:32 p.m. |