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| MINUTES - May 10, 2011 |
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MINUTES Board of Directors Meeting Jasper County Emergency Services May 10th, 2011
Chairman Neil called the meeting to order at 5:05 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, and Greg Dagnan. Representing staff was Executive Director April Tarrant and Administrative Services Manager McGee Stoller. Public attendee was Johnny Irons with MicroData.
Review and Action of Minutes
Minutes of the Board of Director’s Meeting on March 8th, 2011 were reviewed.
Director Dagnan moved to approve the minutes for March 8th, 2011. Director Brewer seconded the motion. Vote 4-0.The motion was adopted.
Minutes of the Board of Director’s Meeting Closed Session on March 8th, 2011 were reviewed.
Director Fries moved to approve the Closed Session minutes for March 8th, 2011. Director Brewer seconded the motion. Vote 4-0. The motion was adopted.
Minutes of the Board of Director’s Meeting on April 18th and Minutes of the Board of Directors Meeting Closed Session on April 18th, 2011 were reviewed.
Director Dagnan moved to approve the minutes and closed session minutes for April 18th, 2011. Director Fries seconded the motion. Vote 4-0. The motion was adopted.
Public Comment and Correspondence
Executive Director Tarrant introduced Johnny Irons with MicroData who was in attendance to meet the Board and acquaint himself as our representative for MicroData.
Financial Report and Payment of Bills
The corrected Financial report was reviewed for April as the sales tax check was reported in error for March instead of February. Executive Director Tarrant has made the suggestion JASCO start receiving the monthly sales tax check as an ACH deposit to the bank account instead of a check mailed each month and we would pay any TIF amounts owed for the month ourselves. This will not take place until next year.
5:30 p.m. Director Brewer excused
Director Dagnan advised transferring a balance over from the checking account to the money market to lower the checking account balance to maintain below $100,000. Executive Director Tarrant advised a transfer will be made before the end of the month.
5:32 p.m. Director Brewer returned
Director Fries motioned to Pay Bills and to approve the Financial Report for audit. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted
Executive Director’s Report
Executive Director Tarrant advised the letter regarding REVERSE 911 is out to all interested parties and she will make follow up calls at the end of the month to touch back with everyone. Our waste management contract has not been honored and we will be getting quoted for waste management services.
Executive Director Tarrant advised quotes will be received end of the summer the parking lot. We are over budget in the CNP section for REVERSE 911 if we do not get an answer soon on how to move forward with these lines. Quotes were received 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.
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.
She advised the second round of law procedures should be completed by summer and weather procedures will be sent out to all Emergency Managers for final approval.
Executive Director Tarrant reported to the Board GIS Manager Mike Runnebaum and Team Leader Tiffany Chenault did a fantastic job in her absence and she is personally very proud and appreciative for all of their hard work and dedication to the center. We are currently still down one employee and are not filling the position at this time and schedules have changed to 44/34 and it seems to be working well with vacations also being taken at this time.
A draft of the standardized in house training program is ready for Executive Director Tarrant’s review and the ASM will begin QuickBooks training this summer. She advised a training program for Fire Dispatch Training will be written to be presented in the spring or summer and it will be in conjunction with Joplin and possibly Newton County and we are preparing to host continuing education training and the 40 hours required training for telecommunicators for a fee to agencies outside the county. Executive Director Tarrant attended the Navigator conference in Nevada. She advised the conference was great and she appreciated the Board providing her the opportunity to attend. She is preparing her notes in a more useable fashion to benefit the team and fells like there was a lot of helpful information regarding policy preparation and team motivation.
Executive Director Tarrant explained to Board members that 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. We are waiting for a quote or response on the Fire West amplifier problem from three vendors and a backup internet solution still needs to be put in place to provide redundancy to the center. She will be getting quotes on the different options of wireless or backup through other sources for Board approval.
We are providing training and observation to METS employees and EMT students from Crowder have finisher for this semester. We will be working with the local ambulance services to help educate the nursing homes and care facilities on what questions to ask.
Executive Director Tarrant advised we are waiting on the bank to notify us when the safe deposit box can be re-keyed and REVERSE 911 CNP lines need to be decided on. She spoke about the MULES letter regarding the new agreement between the Center and MSHP and is waiting on an example to be posting on the launch pad before completing the letter and will have Frank Foster prepare a resolution if necessary.
Other meetings: Fire Chief’s meeting 05/11/2011 @ 8:00 a.m. Law Enforcement meeting 05/11/11 @ 1:30 p.m. Local 9-1-1 and Communications managers meeting is TBA Team meeting 04/14/2011
Unfinished Business
IS Consulting / JMark / NeoTech Solutions
Executive Director advised JMark is stilling expressing an interest in offering consulting services but their quote is much higher than the one received from NeoTech Solutions. She advised we will keep our current consultant in place but has considered the possibility of hiring a full time I.T. position to cost share with other agencies.
5:48 Director Dagnan excused
CAD Update
Executive Director Tarrant advised the Board she is waiting on a response back from OSSI to begin negotiations and Director Fires and Director Dagnan will be involved in the negotiating process. Policy Revision – Bereavement Leave Executive Director Tarrant provided the Board with a revised Bereavement Leave Policy to clarify wording of the “Family Tree” for employee and spouse as related to time off under Bereavement Leave. Director Fries motioned to accept the Bereavement Leave Policy Revision. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted
5:50 p.m. Chairman Neil excused Policy Addition to Handbook – System and Program Use Executive Director Tarrant provided the Board with the System and Program Use Policy to be an addition to the Employee Handbook for their review. After discussion and input from the Board Executive Director Tarrant advised using the System and Program Use as an SOP and making bullet points for use in the Employee Handbook. She will bring it back to the next Board meeting for approval. 5:55 p.m. Chairman Neil reentered Radio – Emergency Call Dispatching Executive Director Tarrant advised the routers are in and Shaun has connectivity up and is working to maintain continued connectivity before final testing will be done with Carl Junction Police Department. Law North Repeater Antenna Work Executive Director Tarrant advised she has not requested a quote from Washington Electronics to climb the tower and change out this antenna. She will request a quote from both Washington Electronics and from Rayfield Communications and will report further when their quote is received. Fire East Power Supply Executive Director Tarrant advised she has received a quote from Washington Electronics to replace the power supply, however the quote did not specify the brand or warranty information and therefore will need to be obtained before any decisions will be made on this equipment. Still waiting on a quote from Rayfield Communications. AT&T Multiplexer Equipment Executive Director Tarrant advised a representative with AT&T had returned her phone call but did not have the correct information and the representative was to have John Divine with AT&T return her call. Verizon GSA Federal Supply Schedule Purchase Order / METS Executive Director Tarrant advised she is waiting to her back from Gense Mense regarding the GSA Federal Supply Schedule Purchase Order / METS she had requested he review for the Board and will report further when she hears back from him.
New Business Radio Tower Light Replacement Executive Director Tarrant advised the Board she has received a quote for the radio tower light replacement from Washington Electric and it is a considerable amount less than the one received from Southwest Communications. 6: 10 p.m. Director Fries motioned to move into closed session for legal action and personnel matters. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.
Vote: Fries - In Favor Francis - In Favor Brewer - In Favor Neil - In Favor
6:38 p.m. Director Fries motioned to come out of closed session. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.
Vote: Fries - In Favor Francis - In Favor Brewer - In Favor Neil - In Favor
6:40 p.m. Director Fries motioned to adjourn the meeting. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted. The next Board Meeting is scheduled for Tuesday June 14th, 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__________________________________ Director, attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________have been certified.
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