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| MINUTES - March 8, 2011 |
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MINUTES Board of Directors Meeting Jasper County Emergency Services March 8th, 2011
Chairman Neil called the meeting to order at 5:10 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, Ron Brewer, Greg Dagnan, and Dan Stanley. Representing staff was Executive Director April Tarrant and Administrative Services Manager McGee Stoller. There were no public attendees
Review and Action of Minutes
Minutes of the Board of Director’s Meeting on February 8th, 2011 were reviewed.
Director Dagnan moved to approve the minutes for January 11th, 2011. Director Stanley seconded the motion. Vote 4-0.The motion was adopted.
Minutes of the Board of Director’s Meeting Closed Session on February 8th, 2011 were reviewed.
Director Fries moved to approve the minutes for February 8th, 2011. Director Dagnan seconded the motion. Vote 4-0. The motion was adopted.
Public Comment and Correspondence
No Public Comment or Correspondence
Financial Report and Payment of Bills
Executive Director Tarrant presented the Financial Report for March. The sales tax check for February was received in the amount of $142,020.68 and a corrected check amount was received in the amount of $452.02.
Recent bills paid online 02/09/11 totaled $16,420.78 and 02/28/11 totaled $20,481.99. The bills to be approved for payment total $21,794.22. The checkbook balance after payment of approved bills is $99,082.74. The money market account balance is $67,563.92. Accounts receivable balance is $3,071.62. Receipt of all AR will bring the final checkbook balance to $102,154.36. Director Brewer motioned to Pay Bills and to approve the Financial Report. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.
Budget Revision
Executive Director Tarrant advised on the Budget to Actual Report items marked in green are items marked for discussion. Director Dagnan inquired if it is in the budget for a fulltime IT position. Executive Director Tarrant advised at this time there isn’t a need for a full time IT position but it is being considered after the completion of the CAD project.
5:32 p.m. Director Francis entered
Director Dagnan asked to have the reimbursement of out of Pocket Medical Expense clarified as he was not a Board member when this was adopted and Executive Director Tarrant refreshed the original subject matter.
Committee Reports
Executive Director reported on the Policy meeting that Director Dagnan and Director Fries have assisted with completing 90% of the Policy and the remainder should be complete by the following meeting to be certified by Chairman Neil and attested by Secretary Stanley.
Executive Director Report Executive Director Tarrant advised she is 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 regarding their equipment housed in our server room. She has been in contact with Jim Glatz, Technical Sales Executive, with AT&T and was informed the piece of equipment is a multiplexor and serves JASCO, MSHP and the Crime Lab fiber and phone lines. Jim Glatz contacted John Devin, Outside Plant Engineer-Carthage Office, with AT&T and it was found the piece of equipment was installed into the server room 2004 or 2005 under a Gentleman’s Agreement with the past Executive Director. She further advised she has looked through previous minutes and is unable to locate where the Board grants authority for the previous Executive Director or an employee to enter into a Gentleman’s Agreement and it would be irresponsible to continue to operate the way we currently do without something in writing showing easement, responsibility to the equipment, or a contingency plan for emergency notification in the event there is fire or damage to the equipment. This matter has been sent to the legal department with AT&T and Executive Director Tarrant is expecting contact to discuss a one-time compensation for the easement rights. She would like more information from AT&T about the capabilities of the equipment and fiber within to know how to best answer this question and will keep the Board informed. Executive Director Tarrant also advised she is working on a call transfer agreement with the other local 9-1-1 PSAP’s and dispatch centers. The meeting on February 14th was with AT&T and JCSO. No other agencies attended and she will schedule another meeting. Executive Director Tarrant advised she will set a time for discussion in the spring to go over the parking lot quotes and she is working through quotes from Southwest Communications on the cost to climb the tower and replace the Law North antenna that was said to be damaged. She has received quotes to replace 3 multi Kenwood TK-730 radio’s that are in the communications room with TK-790’s due to narrow banding requirements. These radios will need to be replaced by the end of 2012 to meet the changes to narrowband from the FCC, and she is checking into grants currently for these needs. Reimbursements for out of pocket medical expenses total $802.00 for two employees. The bank credit card has been updated to replace former Chairman Kelly Stephens with current Chairman Jerry Neil and we are still waiting on a replacement key for the safe deposit box. She advised the Budget to Actual has some areas that will need to be adjusted. Line 60570 will be moved to 62060 for the recorder maintenance/purchase as they are being paid as one payment until the equipment is paid in full. Line 60760 will need adjustment as we did not receive the 2010 audit invoice until 2011. The reverse 9-1-1 payment will be offset by other agencies agreeing to share costs. Line 62060, 62070 & 62080 were adjusted from the January 2011 Budget to Actual as the numbers were in the wrong lines. Lines 63110A, 63110B, 63120A, 63120F, 63120H, & 63140 were adjusted from the January and will be adjusted from October through December 2010 Budget to Actual. The part time Administrative and Comm Room employees were being placed in the wrong line items. The stipend pay for the part-time ISM was also in the wrong line. They have been corrected to the appropriate line and marked as part time and adjustments have been made. 2010 reports will be re-issued at the next meeting. Lines 65100 and 65105 should be exchanged as the $4590 was budgeted for the CNP lines and $20 for usage.
Executive Director Tarrant advised the second round of law procedures will be out for review at the next law meeting and she is still working on weather procedures and R911 procedures with area user agencies to be completed with Keith Stammer. Avilla has finalized storm siren procedures and will send the final copies to their Mayor for approval this week. The policy committee has completed all but nine policies and is working to finalize these policies for review and approval. All other policies have been sent to our Legal Consultant for review and approval and once completed will be placed in an Employee Handbook then brought to the Board for final approval and certification.
Executive Director Tarrant advised we are currently been maintaining minimum staffing with split shifts, administrative staff and some overtime due to employee illness and an employee on active duty military. She is requesting a cap of 10 hours of comp time for each employee to carry over time from the long week on the schedule to the short week (44/34) as this should help keep the overtime down.
Executive Director Tarrant advised the in-house training program is still on target for the spring. She advised 2 rooms have been booked for the Missouri NENA conference March 13-16 and will split employees up by day to get continued education training while attending. Executive Director Tarrant and GIS Manager Runnebaum will be attending the entire conference along with six employees attending one day conferences. She further advised the ASM is attending an Excel class at 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 and are also looking into hosting continuing education training and the 40 hour required training for telecommunicators for a fee to agencies outside the county. The Navigator Conference is in Nevada April 19th -22nd 2011 and she is looking into costs associated with conference attendance, flights, and lodging.
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 with OSSI is scheduled on March 23 and the time and location will be sent out when it is finalized. She advised she has started talking with Government Capital and will need a board member to attend a meeting with our current lending institution to discuss interest rates and possible payments. She advised she is still waiting on a quote or response 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 for 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 Executive Director Tarrant is setting up a meeting to discuss needs.
Executive Director Tarrant advised we will be working with area schools in the spring to perform education. We are providing training and observation to EMT students from Crowder and soon from MSSU. Information was sent to all of our agencies, staff and board members regarding 112 as an emergency telephone number with GSM wireless phones. 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.
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 03/09/11 @ 8:00 a.m. Law Enforcement meeting 03/09/11 @ 1:30 p.m. Local 9-1-1 and Communications managers meeting is TBA CAD demonstration is March 23, 2011 Team Leader meeting will be scheduled for March or April
Director Brewer motioned to Pay Bills and to accept the Directors Report. Director Fries seconded the motion. Vote: 5-0. The motion was adopted.
Unfinished Business Life Insurance 6:00 Director Brewer excused Executive Director Tarrant presented the Life Insurance quote received by Liberty National and Reliance Standard and discussed the current life insurance option with Anthem. 6:05 Director Brewer reentered Director Fries asked to table this topic until next meeting to allow Executive Director Tarrant more time to pursue additional information on Liberty National. Director Brewer suggested as inexpensive as Life Insurance is, this may be an option employees could pursue on their own. Tabled Until Next Board Meeting Bylaws Board requested Executive Director Tarrant re-email the Bylaws and a chance to review, as not all had had an opportunity to do so. Tabled Until Next Board Meeting IS Consulting/ JMark Executive Director Tarrant advised as we proceed further with the CAD project we may need to look into pursuing an I.T. Consulting company. 6:25 p.m. Chairman Neil excused CAD Evaluation Committee Update 6:27 p.m. Chairman Neil reentered A final demo has been scheduled for March 23rd with OSSI. Executive Director Tarrant reported on the previous two vendor’s demos and that the committee was calling references and they are discussing what maintenance costs will be after five years. She advised there was a lot of difference between the demos, as one vendor appeared more organized making their demo more attractive. Director Francis inquired if our current CAD contract covered upgrades and Executive Director Tarrant advised it did not.
New Business Polices Updates Special Board Meeting Executive Director reported on the Policy meeting and that Director Dagnan and Director Fries have assisted with the completion of 90% of the Policy and the remainder should be complete by the following meeting to be certified by Chairman Neil and attested by Secretary Stanley.
Radio Emergency Call Dispatching Executive Director Tarrant presented the proposal from Southwest Communications totaling $6,758.38 for the Wi-Fi connections between the outlying agencies to eliminate slower transfer time. After she presented the quote it was brought to her attention by Director Francis and Director Dagnan they have also received separate quotes for their departments. Executive Director Tarrant said she would contact Southwest Communications to clarify the quote on the project and would report back to the Board as soon as she receives a response back from Southwest Communications. AT&T Multiplexer Equipment AT&T has sent this matter to their Legal Department for further contact with Executive Director Tarrant she will report to the Board her findings at that time. National Telecommunicator’s Week Resolution, Press, Events, Incentives Executive Director Tarrant presented the Board with a National Telecommunicator’s Week Resolution she requested the Board sign to present to the employees of JASCO during the National Telecommunicator’s Week. Director Francis motioned to accept and sign the National Telecommunicator’s Week Resolution. Director Brewer seconded the motion. Vote: 5-0. The motion was adopted. The Resolution was signed by Chairman Neil and Secretary Stanley. 7:05 p.m. Director Dagnan excused Executive Director Tarrant inquired from the Board their thoughts on ways to show appreciation to the employees at JASCO during National Telecommunicator’s Week and said $250.00 was budgeted to purchase T-Shirts, Food, Gift Cards, or other incentive items. Director Fries suggested contacting Dug-Out in Webb City for T-Shirts. At 7:10 p.m. Director Fries motioned to move into closed session for legal action. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.
Vote: Fries - In Favor Francis - In Favor Brewer - In Favor Stanley - In Favor Neil - In Favor
Executive Director Tarrant advised JASCO attorney will be scheduling interview appointments in the next week. At 7:20 p.m. Director Brewer motioned to come out of closed session. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.
Vote: Fries - In Favor Francis - In Favor Brewer - In Favor Stanley - In Favor Neil - In Favor
At 7:20 p.m. Director Brewer motioned to adjourn the meeting. Director Fries seconded the motion. Vote: 4-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday April 12th, 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, Jeff Fries__________________________________ Board Member, attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________have been certified.
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