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| Minutes - December 6, 2010 |
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MINUTES Board of Directors Special Meeting Jasper County Emergency Services December 6, 2010
Chairman Neil called the meeting to order at 11:05 a.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Neil were members Jeff Fries, Carl Francis, Ron Brewer, Jeff Merriman, Larry Newman, and Dan Stanley. Representing staff was Executive Director April Tarrant, Administrative Services Manager McGee Stoller, and Geographic Information Services Manager Mike Runnebaum. Public attendees were Mike Keels (IT Consultant).
Review and Action of Minutes
Minutes of the Board of Director’s Meeting on October 12th, 2010 were reviewed. Director Newman moved to approve the minutes. Director Fries seconded the motion. Vote 7-0. The motion was adopted.
Minutes of the Board of Director’s Meeting on November 9th, 2010 were reviewed. Director Newman moved to approve the minutes. Director Stanley seconded the motion. Vote 5-0 with Director Merriman (abstain) and Director Francis (abstain). The motion was adopted.
Public Comment and Correspondence
Director Newman read his letter of resignation to the Board stating his reason for resigning was he did not want his self employment to be a conflict with the our becoming a Political Subdivision August 28th, 2010. Executive Tarrant advised she and Director Newman had contacted Frank Foster and this has not been a conflict. Director Francis asked to allow time for the Board to discuss this topic.
11:10 Executive Director Tarrant excused
11:11 Executive Director Tarrant reentered
Director Merriman motioned to accept the resignation of Director Newman. Director Fries seconded the motion. Vote 5-0 with Director Brewer (abstain). The motion was adopted.
11:18 Larry Newman excused
Michael Keels IT Consultant advised of opportunity to purchase software and hardware through Ozark Gateway Fire Chief Foundation for 2010 at a deeply discounted rate. Mr. Keels currently consultants for McDonald County 911 and advised of a Microsoft package option available through June 2011. Director Merriman requested we conduct risk assessment to evaluate standing of all current hardware and software.
Executive Director Tarrant advised on current software Microsoft licensing needs which can not be held over to 2011 to purchase and would like the Board to consider retaining an additional consultant as our current consultant has a full time job and is available on call or after his full time work schedule.
11:30 Director Francis excused
Director Fries inquired if a full time IT position was in budget for 2011 and Executive Tarrant advised it is not but there are two employees who have stated they have computer knowledge and will additional training could cross train as a part time IT position. Michael Keels advised he currently does something similar to this with McDonald County 911 where an employee is his point of contact and shadows with him on all internal projects to trouble shoot increasing employee’s knowledge of their system.
11:35 Director Francis reentered
Director Merriman spoke of the importance to have an IT person available full time if we are going take a loan to fund this project and need to factor in hours for onsite IT person. Director Merriman also advised of keeping back up inventory of switches and leveraging the existing relationship with JCSO as they have 4 network people who could be available to assist in a time of need.
11:40 Director Merriman excused
Old Business
Moved software and hardware purchases from New to Old Business
12:00 Director Brewer excused
Executive Director Tarrant advised of software and hardware purchases needing to be made:
Item # Needed Amount Each Total Amount Office 2010 Professional Plus Licenses 30 $31.00 $930.00 Windows 7 Professional Licenses 9 $8.00 $72.00 Windows 2008 Server Addition Enterprise 64 bit 5 $160.00 $800.00 Client Access licenses 25 bundle (user or device call) 50 $2.00 $100.00 Office Server 2007 Std $40 device or user call $3 per 20 $3.00 $60.00 SQL Server license (SQL 2008 R2 Standard 32/64bit) 2 $337.00 $674.00 Symantec Protection Suite/Backup Exect/Antispam 40 $5.00 200.00 Adobe Acrobat Pro 2 $45.00 $90.00 Seagate NAS 4TB Raid 1 $750.00 $750.00 Cisco 24 Port Gigabit 2960 Series 10 $450.00 $4,500.00 QuickBooks Premier 2010 3-User 1 $99.00 $99.00 ESRI Arcview Software 1 $195.00 $195.00 ESRI ArcEditor Software & Training 1 $350.00 $350.00 Cisco gbic compatible for fiber 4 $150.00 $600.00
Total Configuration: $2,585.00 $9,420.00
12:04 Director Brewer reentered
Director Brewer motioned to approve purchasing software and hardware off configuration presented to the Board up to a total of $10,000. Director Stanley seconded the motion. Vote 7-0. The motion was adopted.
12:05 Michael Keels and Mike Runnebaum excused
Budget and Finance
Health Insurance, Executive Director Tarrant presented premium options for the current Anthem Option 1 (HMO plan with no out of pocket) and Option 4 (HMO plan with $1000 individual and $2000 family out of pocket for in network) plans. She showed the differences between each option and the cost increases between the two. Option 1 is a 15% increase and Option 4 is a 3.95% increase. The employees will be out of pocket 20% co-insurance for surgeries, inpatient stays and procedures for up to $1000 annually, but the overall increase will be minimal to the board. Option 4 was suggested by Executive Director Tarrant and she stated that the team discussed and agreed that this was the best option if the board could not continue to contribute to Option 1. The board could allow a buy up to Option 1 coverage at the employee’s expense.
Executive Director Tarrant further explained another cost savings option to the board. This is to cut the contribution for new employees down and to somewhat grandfather our current employees in at a different contribution rate, but that it be somewhat a cafeteria plan and can be decided by the employee. The plan is as follows:
Current employees: Up to the end of their 3rd year of service, the board would change contributions from $450 a month to $520 and allow health, dental and/or vision plans. From the end of their 3rd year and through their tenure at JASCO, the board would contribute $1000 to also be used for health, dental and/or vision plans. This could be used for the employee or the employee plus dependants. New employees: From 6 months to the end of their 3rd year of service, the board would contribute $450 a month. From the end of their 3rd year of service through the end of their 7th year of service, the board would contribute $750 a month and from the end of their 7th year through their tenure at JASCO, the board would contribute $1000. These contributions could be used for health, dental and/or vision plans for the employee or the employee plus dependants. Employees will have this dollar amount to use each month to offset coverage for themselves and their dependant(s), medical, dental, and vision.
12:20 Director Brewer excused
12:22 Director Brewer reentered
Chairman Neil motioned to accept Option 4 Health Insurance Premiums. Director Francis seconded the motion. Vote 6-0. The motion was adopted.
Director Stanley motioned to change the current Board contributed amounts from $450.00 to $520.00 for current employees without 3 years of service and $1000.00 for current employees with over 3 years of service and to accept the plan for the rate changes on any new employees to change the rates to reflect Executive Director Tarrant’s recommendations. Chairman Neil seconded the motion. Vote 6-0. The motion was adopted.
12:35 Mike Runnebaum reentered
Benefits
Executive Director Tarrant advised of the current JCESB benefit for JASCO employees and Option 1 and 2 for consideration for JASCO new employees.
Current Benefits:
Vacation: Starts at 6 months (6.6 hrs a mos from 6 mos to end of 3rd year, 8 hrs a mos from end of 3rd year to end of 7th year and 10 hrs a mos from there) and has a CAP carryover of 64 hours to the next year Holiday: 16 hours of floating holiday is either used of lost at end of calendar year and is not paid upon termination and holiday paid at 8 hours for 8 approved holidays per year. Sick: Paid 10 hours comm room and 8 hours administrative staff 457D: Contribution is set for years of service and begins with first payroll Health Insurance: $450.00 covered up through end of 3rd year of service then JASCO covers 100% if employee + 1 dependent. Dental Insurance: Employee/Family Insurance covered 100% by JASCO Vision Insurance: Employee/Family Insurance covered 100% by JASCO Life Insurance: $25,000 covered immediately on comm. Room staff & $100,000 covered on administrative staff Personal Day: 8 hours after start date that may be used or lost by end of calendar year. Restarts every calendar year and is not paid out upon termination.
Option 1 JCESB benefits for JASCO employees:
Vacation: No changes Holiday: 8 hours of holiday paid on approved holiday until end of 1st year of service. Accrue 16 hours of floating and continue to be paid for 8 hours on approved holidays. Floating holiday time is either used of lost by end of calendar year and is not paid out upon termination Sick: CAP 240 hours Accrual at 6 hours for all employees from the end of 6 months of service through tenure The first 4 hours of sick time is not paid out a calendar week Extended leave/Wage Continuation is approved at 32 hours a week after the first 40 hours of leave without pay and all other employee leave accounts have been exhausted Anyone with over 240 hours banked will maintain those hours until we determine another alternative. Requiring return to work release when pre-scheduling sick leave and anyone off an extended period of time, (3 or more consecutive days). 457D: Contribute after 1st year of service Possibly lower the contribution rates for new employees Insurance Benefits: See Insurance benefits approved above by board Life Insurance: $25,000 covered after 1 year of service for employee with option to buy up to $100,000 out of pocket. Personal Day: 8 hours allocated after start date that may be used or last by end of calendar year. Restarts every calendar year and is not paid out upon termination.
Option 2 JCESB benefits for JASCO new employees
PTO: Accrual rate from end of 1st year of service to end of 3rd year 7.5 hrs a month, end of 3rd year of service to end of 7 years 9 hrs a month, and from the end of 7 years through tenure is 11 hrs a month. CAP to carry over from 1 year to next year is 40 hours the remainder not used is lost. How this works: For an employee with 4 years of service, total accumulation for 1 year could be 228 hours if 40 hours carried over from prior year. (8 days guaranteed vacation per year=96 hours) leaves employees with 132 hours to use. 40 can still carry over, leaving employee with 92 hours or 7.67 days to burn or lose by end of year. Sick Option A: Sick time would be a part of PTO and would only remain for current employees at the rate they currently have banked and would have a CAP at 240 hours. Anything over the CAP should either be bought back at a percentage or placed into a sick time bank for wage continuation, but these totals would be secure for these employee’s for the remainder of their time at JASCO. For those former employees with banked sick time, we would pull from their sick time bank before PTO. For new employees, we would pull from their PTO unless depleted and a wage continuation request is made & approved. Sick Option B: Sick time would continue to accumulate for in days available increments only and would increase in years of service. Anything in their current sick bank would be CAP at the year of service rate they fit into and we could either buy back the remainder or leave in a sick bank specifically for that employee. They would get the days in January and July of each year and if not used, they are lost. The first 4 hours of sick time is not paid out a calendar week Extended leave/Wage Continuation is approved at 32 hours a week after the first 40 hours of leave without pay and all other employee leave accounts have been exhausted Anyone with over 240 hours banked will maintain those hours until we determine another alternative. Requiring return to work release when pre-scheduling sick leave and anyone off an extended period of time, (3 or more consecutive days). 457D: Contribute after 1st year of service Possibly lower the contribution rates for new employees Insurance Benefits: See insurance benefits approved above by board. Life Insurance: $25,000 covered after 1 year of service for employee with option to buy up to $100,000 out of pocket. Personal Day: 8 hours allocated after start date that may be used or last by end of calendar year. Restarts every calendar year and is not paid out upon termination.
Director Brewer motioned to table Benefits consideration until the December 14th meeting. Director Francis seconded the motion. Vote 6-0. The motion was adopted.
Executive Director’s Report
Executive Director Tarrant advised she has cancelled the fax line contract with all telephone companies but AT&T and Centurylink billed us for use. Centurylink is issuing a credit and AT&T is being reviewed by their billing department. She advised we will be working with Cherokee County, Joplin, Newton County, Jasper County, in regards to Reverse 9-1-1 agreements and MOU. MOU with Missouri State Highway Patrol will be signed and mailed in regards to using their MTAC frequency for mutual aid and emergency purposes.
The audit of the AT&T phone lines will be rescheduled for after the first of the year. Executive Director Tarrant would like to schedule a time for discussion in the spring to go over the Parking Lot quotes. She advised she is waiting for the election cost and if we will receive a credit for the election cost and that we have not received the final audit report.
A minimum staffing standard will be presented before the Board at the December 14th meeting.
Executive Director Tarrant advised they will begin working on a more standardized in house training program and should have it completed in the spring. She advised students are scheduled to attend Chemical Suicide Training at Carthage FD with a third round scheduled at a later date. Additional training is being sought for our ASM and team leaders.
A network, systems and software needs assessment and priority list was prepared and the technical committee should still meet to move forward with some of these needs due to risk as we work on the CAD project and other software concerns. A meeting will be scheduled sometime next week.
CAD demonstrations are complete and we are ready to approve and begin discussions with banking and loan institutions for the possible purchase of a new CAD system. Cody will come in to show a brief demonstration of their updated CAD version on December 17th at 8:30 a.m.
A Nortel switch has gone out at the Carthage Fire House that houses our Fiber. A new single mode fiber needs to be purchased to replace existing multi mode fiber to correct a problem. A back up internet solution needs to be put into place to provide redundancy to the center and Executive Director Tarrant advised she will be getting quotes on the different options of wireless or backup through other sources for Board approval.
The Reverse 9-1-1 Press Conference is still on hold and Plant/CML has placed us back on Premier. We have received updated information from InfoCode where we were informed that all addresses are 99.88% geocoded with the exception of 61 records that do not have an address to geocode. This includes Newton County, Cherokee County, and Jasper County. We are waiting on a decision for use of the system during weather events by the Emergency Management Director for Jasper County.
We will be working with area schools in the spring to perform education.
Executive Director Tarrant advised she is working on bylaws for JCESB and the signature cards at Southwest Missouri Bank needs to change signers on the accounts and credit card and will be changed to add Executive Director Tarrant as a signer and bonds signed for those represented as signers on the account. Kelly Stephens has misplaced his safe deposit box key and it will need to be replaced.
Other meeting: Fire Chief’s meeting 12/06/10 @ 6:00 p.m. Law Enforcement meeting 12/15/10 @ 1:30 p.m. Team Leader meeting 12/16/10 tentatively @ 5:00 p.m. Local 9-1-1 and Communications managers meeting is set for February 2011 TEAM meeting will be scheduled for January or February
Executive Director Tarrant advised the former Chairman Stephens advised he had misplaced the key to the safe deposit box and asked for direction from the board.
Director Brewer motioned to request Kelly Stephens refund the cost of the safe deposit box key. Director Stanley seconded the motion. Vote 6-0. The motion was adopted.
Director Brewer motioned to approve the Executive Director’s Report. Director Stanley seconded the motion. Vote 6-0 The motion was adopted.
Unfinished Business
2011 Preliminary Budget Approval was made based off the budget justification that was presented by Executive Director Tarrant.
Director Francis motioned to approve the budget as presented. Director Stanley seconded the motion. Vote 6-0. The motion was adopted.
1:15 p.m. Director Francis excused
Brief Recess 1:15 p.m. to 1:20 p.m.
General, Building, Ground, Vehicle Insurance was approved to remain with VFIS at a rate of $22,219, a difference of $13.00 cheaper from last year’s rate. This is handled by Southwest Agency, Inc.
Director Merriman motioned to approve renewing the insurance policy with Southwest Agency. Director Brewer seconded the motion. Vote 5-0. The motion was adopted.
The Sales Tax Rate was set at 1/10th of a percent and there is no change from current or previous years.
Director Brewer motioned to approve the current sales tax rate with no modification made to the current rate of interest. Director Fries seconded the motion. Vote 5-0. The motion was adopted.
The Health Insurance benefits were previously moved to New Business and adopted.
The Employee Benefits were previously tabled until the December 14th meeting.
Discussion to formally certify the Board minutes was discussed that the Chairman could sign each copy of the minutes to certify that they were approved for record retention.
Director Brewer motioned that the Chairman could certify the Board Meeting minutes for all other Board members. Director Stanley seconded the motion. Vote 5-0. The motion was adopted.
New Business
Vice Chair-Open Seat
Director Stanley motioned to appoint Director Merriman as Vice Chair. Director Brewer seconded the motion. Vote 5-0. The motion was adopted.
The term limit for special position- Treasurer/Secretary has always been set with the term of the elected official serving in that position.
No action taken
Identify Custodian of Records
Director Fries motioned to appoint Executive Director Tarrant as Custodian of Records for the Board, as well as JASCO. Director Stanley seconded the motion. Vote 5-0. The motion was adopted.
Future Board Election Date Changes
Director Brewer motioned to move the election to April from November. Director Stanley seconded the motion. Vote 5-0. The motion was adopted.
Software and Hardware Purchases was moved up and discussed during the public comments due to a consultant being on hand for questions and answers.
See previous motion adopted
SMB account signers
Director Brewer motioned to add Executive Director Tarrant as additional signer to SMB accounts. Director Merriman seconded the motion. Vote 5-0. The motion was adopted.
Appointment Process of Future Board Member
Director Fries motioned to accept resumes for replacement of Board Members from applicants within the district of the vacant seat. If the seat is the Chairman resumes will be accepted from applicants of either district. Director Brewer seconded the motion. Vote 5-0. The motion was adopted.
At 2:15p.m. Director Fries motioned to go into closed session for specifications for competitive bidding issues, pursuant to Mo. Statue Section 610.021 (11). Director Brewer seconded the motioned.
Vote: Tabled for December 14th meeting
2:20 p.m. Director Stanley excused
At 2:30 p.m. Director Merriman motioned to come out of closed session. Director Fries seconded the motion. Vote 4-0. The motion was adopted.
At 2:30 p.m. Director Fries motioned to adjourn to meeting. Director Merriman seconded the motion. Vote 4-0. The motion was adopted.
2:30 p.m. Director Brewer excused
The meeting was adjorned at 2:30 p.m.
The next Board Meeting is scheduled for Tuesday December 14th at 6:00
On the_____________ day of ______________20______ I, Jerry Neil, Chairman at Large, certify these Jasper County Emergency Services Board Meeting Minutes for___________________have been reviewed and are accurate. On the ____________day of______________20________I, McGee Stoller, Administrative Services Manager attest the Jasper County Emergency Services Board Meeting Minutes for ___________________have been certified.
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