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| Minutes - December 14, 2010 |
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MINUTES Board of Directors Meeting Jasper County Emergency Services December 14, 2010
Chairman Neil called the meeting to order at 6:02 p.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, and Dan Stanley. Representing staff was Executive Director April Tarrant, Administrative Services Manager McGee Stoller, and TCO Drew LeMasters. Public attendees were Roger Rush, Brandi Rush, Braden Rush, Brooke Rush, Baylor Rush.
Review and Action of Minutes Minutes of the Board of Director’s Meeting on December 6th, 2010 were reviewed. Director Francis moved to approve the minutes. Director Fries seconded the motion. Vote 6-0. The motion was adopted.
Public Comment and Correspondence
Executive Director Tarrant presented TCO Drew LeMasters with a stork pin and award for assisting Roger and Brandi Rush with the home delivery of their son Baylor Rush. This is the first delivery by a JASCO employee during 2010 and Drew did an excellent job assisting the Rush family.
Financial Report and Payment of Bills
Treasurer Francis presented the financial report for November.
The sales tax check for October was received in the amount of $84,307.00. The check for the November sales tax was received in the amount of $132,221.55. The refund check for November election was received in the amount of $5,333.89.
Recent bills paid online 12/01/10 totaled $28,195.80. Total bills submitted for approval $2,411.98. The checkbook balance after payment of approved bills is $161,668.80. The money market account balance is $67,467.31.
Accounts receivable balance is $7,638.75. Receipt of all AR will bring the final checkbook balance to $170,140.73. Director Merriman moved to accept the Financial report. Director Fries seconded the motion. Vote 6-0. The motion was adopted. At 6:25 p.m. John Hacker with The Carthage Press entered Committee Reports No meetings to report Executive Director’s Report
Contracts and Agreements
Executive Director Tarrant advised she has cancelled the fax line contract with all the Telephone Companies but AT&T and Centurylink billed us for use. Centurylink is in the process of making a credit back to us and our accounts are currently under review with the billing department at AT&T. She advised she is currently working to find out information on the AT&T CO equipment being housed in our server room for the possible agreement to use this equipment for internet backup or use of fiber.
Executive Director Tarrant advised she will be working with Cherokee County, Joplin, Newton County, and Jasper County regarding the Reverse 9-1-1 Agreement and MOU and working on a call transfer agreement with the other local 9-1-1 PSAP’s and dispatch centers to free up trunk lines and better transfer calls.
Budget
Executive Director Tarrant advised the AT&T phone line audit has been moved to after the first of the year as she would like to include additional vendors to audit for billing accuracy. She advised we have received a reimbursement from 2010 election in the amount of $5333.89 and we are still waiting on the final audit report.
Staffing Executive Director Tarrant advised a minimum staffing standard will presented before the board during the meeting and a policy will be prepared for the January meeting’s approval once this has been set.
Training
Executive Director Tarrant advised a more standardized in house training program should be completed by this spring and students attended the Chemical Suicide Training at Carthage FD with a third round of training scheduled in the future. She advised we are also looking for training for our ASM and supervisor training for a team leader.
Technical
Executive Director Tarrant advised a network systems and software risk assessment needs to be completed with a consulting firm as information has been gathered on our current equipment but with the new CAD project this may require changes be made and it will be necessary to look at this when budgeting for this project. CAD demonstrations are complete and we are ready to approve an RFP 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.
Executive Director Tarrant advised our fiber connection is back up with the Carthage Fire House. We are using a spare fiber strand and borrowing equipment from a local company until we can buy some converters for the fiber to Ethernet for the Nortel switch. A Gbics is needed to send single mode signals to the fire house switch. Our current state is our Fiber connection is up and giving us full capabilities with our MDT’s, Mules, all backup servers, our phone lines and we will have our 4 9-1-1 trunk lines at the fire house turns back on tomorrow if all runs well. She advised we need 2 points of failure and 2 termination sites as we currently fiber connection to the fire house is 1 point of connection and 1 termination site and she is looking into a backup at Joplin or JCSO as we currently have T-1 lines between us and Joplin and could build on to this and use as a backup. She also advised of the possible piggyback off the AT&T equipment being housed in our server room if we could utilize it as an internet backup. During the events that transpired the Mules and Xerox Phaser printers expired and will need to be replaced as soon as possible.
Director Fries advised to purchase toner through Quill as they offer good pricing. Executive Director Tarrant advised Dell offers government rates on purchases. Director Francis advised on considering a lease option on the printers as they could be less expense and hassle. Director Brewer advised to consider the future needs of the center in regards to printer size and functions to make sure we are not replacing again quickly.
6:58 p.m. Director Merriman excused
Executive Director Tarrant advised she would like say a special thank you to the IT department at the JCSO, JPD Communication’s staff for taking our 9-1-1 roll over calls, the technicians at both JMARK and Carthage Water & Electric for all of their help during this process.
7:00 p.m. Director Merriman reentered
Executive Director Tarrant advised a backup internet solution needs to be put into place to provide redundancy to the center and 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. Plant/CML has placed us back on Premier. We have received updated information from InfoCode where we were informed all addresses are 99.88% geocoded with the exception to 61 records that do not have address to geocode. This includes Newton County, Cherokee County, and Jasper County data. We are waiting on a decision for use of the system during weather events by the Emergency Management Director for Jasper County.
Public Relations and Education
Executive Director Tarrant advised we will be working with area schools in the spring to perform education.
Items Pending or that Needs Completion: Board Director’s on the banking accounts need to sign signature sheet Bonds need to be signed on those represented on the banking accounts Credit Cards need to be updated to include new Chairman’s information Need to replace safety deposit key Bylaws for JCESB
Other Meetings: Fire Chief’s meeting 1/03/2010 time to be determined Law Enforcement meeting 12/15/2010/@ 1:30 p.m. Team Leader meeting 1/20/2010 tentatively @ 5 p.m. Local 9-1-1 and Communications managers meeting is set for February 2011 TEAM meeting will be scheduled for January or February
Unfinished Business
Health Insurance and Employee Benefits
Executive Director Tarrant advised our current Health Insurance plan renews January 1st and she would like to give the employees 60 days to be aware changes from our current plan to option # 4 as employees have not had a co pay or out of pocket expense and the Board health insurance contrition will also change for 2011. She advised she would like to allow for an up to $500.00 reimbursement of an employee out of pocket expense while we give notice of the insurance change. If they do not incur an expense during this period we will not reimburse and there will be stipulations for reimbursement such as copy of their EOB and receipt of payment will need to be submitted for reimbursement. Director Merriman advised his concerns on the cost of the insurance as he has called and received quotes on personal plans and wants to make sure our premiums do not cripple our employees pay checks.
Director Brewer requested discussion on bidding out insurance needs. Executive Director Tarrant advised she will bring a draft RFP for new insurance brokerage services to the next Board meeting.
At 7:20 p.m. John Hacker with The Carthage Press was excused
Director Francis moved to reimburse employees up to $500.00 for out of pocket expenses with proof of payment and EOB until March 1st, 2011. Director Stanley seconded the motion. Vote 6-0. The motion was adopted.
PTO time vs Vacation and Sick Time, Holiday, Personal Days
Executive Director Tarrant advised of the current JASCO benefit package: 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: Holiday is not accumulated until 1 year of service. Holiday time is paid as 8 hours if worked or not worked. Sick: CAP 240 hours Paid 6 hours comm room and administrative staff 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). Wellness Incentive may be given for employees with perfect attendance. Employee may be given opportunity to buy back 1 day. 457D: Contribute after 1st year of service Possibly lower the contribution rates for new employees Insurance Benefits: Similar to a cafeteria plan Employee gets dollar amount paid by JASCO towards a package of their choice. JASCO offers Health Insurance Option 4, Vision &/or Dental. Employee may choose to cover self or add dependants and will be responsible for any amount over their allotment by JASCO. 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. 8 hours allocated after start date to cover time not given to new employees and lost by end of first year of service. No continuation of personal days from this point forward.
Director Brewer advised raising CAP amount to 480 hours instead of 240 to correlate more with FMLA practices.
Executive Director Tarrant advised she would like to consider a perfect attendance buy back of 12 sick hours as this had been an uncertified policy and an employee had recently made a request to buy back hours. Director Francis advised the policy should be honored even though it is not currently certified and pay this request out as a wellness incentive.
7:48 p.m. Director Merriman excused
7:50 Director Merriman reentered
Director Fries moved to go with option # 1 of the JASCO employee benefit options with amendments and to include wellness incentive. Director Merriman seconded the motion. Vote 6-0. The motion was adopted.
Executive Director Tarrant advised she would like to consider awarding merit bonuses after the first of the year based on employee Performance Evaluation and this has been budgeted for 2010 and 2011. Employees will need to meet and or exceed expectations to qualify for the merit bonus.
At 8:00 p.m. Director Brewer moved to go into closed session for specifications for competitive bidding issues and to review primary draft for Administrator Contract with the Jasper County Emergency Services 911 Board, pursuant to Mo. Statue Section 610.021 (11) (3). Director Stanley seconded the motion
8:05 p.m. Director Francis excused
8:08 Director Francis reentered
Director Francis motioned to approve Executive Director Tarrant releasing the Request for Purchase, exploring funding needs for the project, and setting up the time line necessary for the project completion. Director Brewer seconded the motion.
Vote: Fries - In Favor Francis - In Favor Brewer - In Favor Merriman - In Favor Stanley - In Favor Neil - In Favor
Director Brewer motioned to accept the preliminary draft for the Administrator Contract with the Jasper County Emergency Services 911 Board. Director Merriman seconded the motion.
Vote: Fries - In Favor Francis - In Favor Brewer - In Favor Merriman - In Favor Stanley - In Favor Neil - In Favor
8:15 p.m. Director Francis excused
8:17 Director Francis reentered
At 8:18 p.m. Director Stanley moved to come out of closed session. Director Brewer seconded the motion. Vote 6-0. The motion was adopted.
New Business
Wellness Incentive
Executive Director Tarrant advised she will bring a revised policy to the next board meeting for the board members to review.
Minimum Staffing Policy
Executive Director Tarrant advised currently the minimum staffing is 3 employees per shift and will draft a policy for the next board meeting for review.
8:35 p.m. Director Merriman excused
Draft Copy of Board Bylaws
Executive Director Tarrant presented the draft copy of the Board Bylaws. These will be discussed in greater length at the next board meeting.
At 8:45 p.m. Director Fries moved to adjourn the meeting. Director Stanley seconded the motion. Vote 5-0. The motion was adopted.
The next board meeting will be Tuesday January 11th, 2011 at 6:00 p.m.
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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