MINUTES

Board of Directors Meeting

Jasper County Emergency Services

February 8th, 2011

Chairman Neil called the meeting to order at 5:00 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, Greg Dagnan, and Dan Stanley. Carl Francis entered the meeting at 5:15 p.m. Representing staff was Executive Director April Tarrant and Administrative Services Manager McGee Stoller. Public attendees included Susan Redden with The Joplin Globe.

Review and Action of Minutes

Minutes of the Board of Director’s Meeting on January 11th, 2011, January 27^th, 2011, and a correction to November 9^th, 2010 were reviewed.

Director Fries moved to approve the minutes for January 11^th, 2011. Director Dagnan seconded the motion. Vote 3-0. Director Stanley abstained. The motion was adopted.

Director Dagnan moved to approve the minutes for January 27th, 2011. Director Fries seconded the motion. Vote 4-0. The motion was adopted.

Director Dagnan moved to approve the minutes for November 9th, 2010 with correction to the roll call vote by Director Stanley to come out of closed session. Director Stanley seconded the motion. Vote 4-0. The motion was adopted.

At 5:15 p.m. Director Francis entered

Public Comment and Correspondence

There were no meeting held and nothing to report

Executive Director Report

Executive Director Tarrant advised she will be working with Cherokee County, Newton County, and Jasper County regarding the Reverse 9-1-1 Agreements and MOU and she is waiting for EMA and Newton County EMA meeting to discuss how to move forward as the past meeting had been postponed due to weather. She advised she is still working on additional information from AT&T CO regarding their equipment housed in our server room. She further advised she is working on a call transfer agreement with the other local 9-1-1 PSAP’s and dispatch centers and will be tentatively meeting February 14^th with AT&T. The February 2^nd meeting was cancelled due to weather.

Executive Director Tarrant advised she will set a time for discussion in the spring to go over the Parking Lot quotes. She advised she will also need to revise the budget for software and hardware purchases due to the items not being invoiced in 2010. The signatures cards for SMB have been updated and all three accounts are corrected along with the SMB credit card to replace former Chairman Kelly Stephens with current Chairman Jerry Neil and bonds have been completed by Southwest Insurance Agency. She further advised she will need to revise the budget and swap amounts from GL# 65100 and GL# 65105 as amounts were posted wrong. Amounts from GL# 60570 were also posted wrong and the money in this line will be moved to the consulting services for the audit and the software purchases when the budget is amended.

Executive Director Tarrant advised the second round of Law procedures will be out for review at the next law meeting and protocol work is being finalized with METS & Carthage EMS Medical Director regarding EMD. This is handled in conjunction with the Joplin & Newton County PSAP and has been signed off by both NCAD and METS, as well as their Medical Director. She further advised she is still working on weather procedures and Reverse 9-1-1 procedures with area user agencies and she will be sending more policies out to the board for review, input and approve 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.

Executive Director Tarrant advised we are currently low on staffing due to one employee overseas in the military, one being on maternity leave, illness, and the termination of employment of a full time employee so we have been maintaining minimum staffing with split shifts, administrative staff and some overtime.

Executive Director Tarrant advised the in house training program is still on target for the spring. She advised she will be booking rooms for the Missouri NENA conference and will split employees up by day to get continued education training while attending. She further advised the ASM is attending Excel and Franklin Technology and will begin on Quickbooks training upon completion of Excel along with Supervisor training for at least one Team Leader. She further advised a training program is being written for Fire Dispatch Training to be presented in the spring or summer and this may be in conjunction with Newton County.

Executive Director Tarrant advised a network, systems and software risk assessment needs to be completed with a consulting firm. Information has been gathered on our current equipment however the new CAD project will require changes to be made. It will be necessary to look at this when budgeting for this project. CAD PFP’s are being evaluated.  The evaluation committee met and worked through the three bids that were received. A final demonstration is being scheduled with an invite to all user agencies and board members to attend to provide some feedback. She advised she has started talking with Government Capital and will be meeting with our current lending institution this next week to discuss interest rates and possible payments. Equipment has been returned to Carthage Water and Electric and they have installed the new media converters for the fiber to Ethernet for the Nortel switch and she plans to send them a letter of appreciation. Law North is currently working off a Multi radio until a decision on the work that has been quoted is made and she is still waiting on a quote on the Fire East power supply problem. A backup internet solution still needs to be put in place to provide redundancy to the center and she will be getting quotes on the different options if wireless or backup through other sources for board approval. JMARK is still interested in discussing better ways to serve JASCO and how to cut down costs. She further advised she is checking with other area IT companies for their pricing and Neotech has been contacted and we are waiting on a response.

At 5:20 p.m. Chairman Neil was excused

Executive Director Tarrant advised we will be working with area schools in the spring to perform education. EMS training for Carthage Technical Center (High School) and Carterville Fire Department (Cadet Training) will both include a tour at JASCO.  The Reverse 9-1-1 Press Conference is still on hold until a decision has been made regarding weather events by the Emergency Management Director for Jasper County. She will begin speaking with area schools for education dates to discuss 911 with elementary students with a focus on K-3^rd grade. 

At 5:25 p.m. Chairman Neil reentered

Executive Director Tarrant advised a second draft of the bylaws for JCESB is out for review and she will be working on any revisions. She is further advised she is waiting on SMB to notify her when the box safe deposit box can be rekeyed.

Other meeting:

            Fire Chief’s meeting 02/09/11 @ 8:00 a.m.

            Law Enforcement meeting 02/09/11 @ 1:30 p.m.

            Local 9-1-1 and Communications managers meeting is set for 02/14/11 @ 11:00 a.m.   

            CAD demonstration is February 16, 2011

            Team Leader meeting will be scheduled for March 

Financial Report and Payment of Bills

Treasurer Francis presented the Financial Report for February.

The sales tax check for December was received in the amount of $122,105.37. We have not yet received the sales tax check for January.

Recent bills paid online 01/28/11 and 01/31/11 totaled $65,250.66.  The checkbook balance after payment of approved bills is $83,191.74. The money market account balance is $67,500.85.

Accounts receivable balance is $2,916.67.  Receipt of all AR will bring the final checkbook balance to $86,168.41.

Director Dagnan motioned to Pay Bills and to approve the Financial Report. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.

Unfinished Business

Private Health Insurance Options

Executive Director Tarrant advised she has researched any legality issues posed at the previous meeting in regards to offering employees the ability to seek private insurance and has not found any. She consulted Gene Mense and he stated as long as the board contributed amount reimbursed to an employee for private insurance does not exceed what is currently being paid he had no issue with this practice. She further advised with four employees possibly interested in this option it could in fact save the board $1440.00 a month in premium contributions.

Director Dagnan asked to clarify how the $520.00 per employee contribution would apply if an employee chooses to seek private insurance and to make certain JASCO would not be paying more than what the employee private insurance premium amount would be if less than $520.00 a month.

Director Dagnan motioned to approve each employee monthly up to $520.00 not to exceed the amount paid for their monthly premium towards the private insurance option plan with proof of insurance and paid receipt. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.

Bylaws

After reviewing the second round of Bylaws suggested revisions were made by Director Dagnan to conduct and mid-year review and to include wording stating can adjust as needed.

Director Francis advised revising the Removal of Directors to follow Missouri State Statute and increase the number of consectively missed meetings without showing good cause to five.

Executive Director Tarrant advised she would make the revision and have the Bylaws ready for the next board meeting.

IS Consulting/JMARK

This was reported with the Executive Directors Report

Director Dagnan questioned the worth of keeping a part time IT postion on staff if we contracted with a consulting company.

CAD Evaluation Update

Executive Director Tarrant advised we received three bids for the CAD project and an offsite demo is scheduled for February 16^th, 2011 at 9:30 a.m. at Carthage Police Department and Carthage Fire Department.

At 5:55 p.m. Chairman Neil excused

At 5:57 p.m. Chairman Neil reentered

Audit

Executive Director Tarrant advised after reviewing the audit a change was needed in regards to the carry over amount of vacation from year to year. She advised one comment made in the audit was in regards to JASCO accounting process as this is not handled by an accountant. Gene Mense stated this is very common though for a small business of our size and not cause for concern.

New Business

Budget Revision

Executive Director Tarrant she will make amendments mid-year and will report any changes in the Executive Director Report. She advised she would like to re-title GL ID titles and line number titles and inquired the board’s preference on how to handle this.

Director Francis advised to include the corrected GL ID title or line number title next to the existing title and mark it in red but not remove the previous information until year end.

Policies

Director Fries suggested a Special Board Meeting to address policy. Director Dagnan inquired on the number of polices needing to be addressed now. Executive Director Tarrant advised approximately twelve polices are HR related needed reviewed to complete an employee handbook and she believed two three hour meeting would complete the review to be able to present polices to the board for approval.

Director Fries and Director Dagan have volunteered to assist with the project and a meeting is scheduled for Friday February 18^th, 2011 at 1:00 p.m.

Future Board Meeting Date and Time

Will remain at 5:00 p.m. the second Tuesday of the month

At 6:20 p.m. Director Fries motioned to go into closed session to discuss legal action and personnel matters. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.

At 6:45 p.m. Director Dagnan motioned to come out of closed session. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.

At 6:45 p.m. Director Dagnan motioned to adjourn the meeting. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.

The next regular Board meeting is set for March 8^th, 2011 at 5:00 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, Dan Stanley__________________________________                                                                  

Secretary, attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________have been certified.