MINUTES

Board of Directors Meeting

Jasper County Emergency Services

June 24th 2011

Chairman Neil called the meeting to order at 1:10 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 May 10^th, 2011 open and closed session were reviewed.

Director Fries moved to approve the minutes for May 10^th, 2011 open and closed session. Director Dagnan seconded the motion. Vote 4-0 with Director Stanley abstaining. The motion was adopted.

Minutes of the Board of Director’s Meeting Closed Session on May 18th, 2011 were reviewed.

Director Dagnan moved to approve the Closed Session minutes for May 18th, 2011. Director Brewer seconded the motion. Vote 4-0 with Director Stanley abstaining. The motion was adopted.

Public Comment and Correspondence

There was no Public Comment or Correspondence

Financial Report and Payment of Bills

Executive Director Tarrant went over the Financial Report and the Payment of Bills

The sales tax check for April was received in the amount of $111,491.02.

Recent bills paid online 05/26/11 and 06/14/11 totaled $ 40,870.84. The total amount of bills to approve for payment is $24,388.57 and the checkbook balance after payment of approved bills will be $51,985.40.The money market account balance is $237,733.37.

 Accounts receivable balance is $3,277.09.

Receipt of all AR will bring the final checkbook balance to $55,262.49.

Director Dagnan motioned to Pay Bills. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted

Director Fries motioned to accept Financial Report. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

Director Dagnan motioned to add budget line number 60315 for Fire Protection Services as it was already in the previous 2010 budget the Board was just not aware of the line item number. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.

Committee Report

The CAD contracts are in but they have not been reviewed by the CAD Committee. Executive Director Tarrant will report to the Board when the contracts have been reviewed.

Executive Directors Report

Executive Director Tarrant advised the letter regarding REVERSE 911 is out to all interested parties and she has confirmed with each agency that they received the letter and have not received feedback from anyone yet. No follow up calls were made in May due to the disaster and she will schedule another meeting with the City of Joplin in July to discuss this system in the future. There is need to cancel some of the CNP lines associated with the system soon and she spoke with Chief Roberts and Keith Stammer and they advised they do not have any concerns about removing the 14 CNP phone lines from the Reverse 9-1-1 system. She advised we have taken quotes for Waste Management services and she will be recommending WCA due to the cost savings $42.20 with a 1 year contract. The CAD contract has been sent to JASCO for review and changes. She will be scheduling a meeting to review and discuss before forwarding this on to the attorney and presenting to the Board. It has been discovered we do not have a traditional EAP program with Anthem per Wayne at the Insurancenter. He advised we have wellness, behavior, health and recurring therapies plan but nothing in comparison to the services provided by College Skyline. Anthem is based on the maximum allowed per PCP referral per treatment need and is billed through the employees insurance versus confidential contract as College Skyline does. This is why there is a need for the third party contract with College Skyline.

Executive Director Tarrant advised quotes will be received end of the summer the parking lot. Merit checks are up for review with evaluations on the employees and will be presented in July. 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. We need to add 1 new GL# for use to the 2011 budget and make a review of the budget. 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 still 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. Lines 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. 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. This would have been completed previously, but due to the May 22^nd storms, it is necessary to take a second look.  The final policy addition for Employee Handbook is on the agenda. Systems and Program Use policy.

Executive Director Tarrant advised we are currently down 2 full time employees in the communications room but she will not be filling full time positions at this time. Schedules have been changed to (44-34). We are also down 2 reserve employees in the communications room and she will be posting these positions when she has finalized where they will fit into the schedule.

A draft of the standardized in house training program is ready for Executive Director Tarrant’s review and the ASM will begin on communications room training with the new hires. She advised a training program for Fire Dispatch Training is on hold until the fall and will be in conjunction with Joplin and Newton County. Almost every employee has completed Hazmat Awareness level training in preparation. She advised we have been asked to hold classes at Missouri NENA and possibly National NENA regarding the lessons learned May 22^nd in regards to communications, management of the disaster and the TERT deployment. Executive Director Tarrant and Training Coordinator Kima Montgomery attended the National NENA conference in Minneapolis, MN and were hosted by 9-1-1 Cares. They covered some of their meals, Luggage and they drove the Yukon. They were asked to speak during the Everyday Hero’s section of the Awards Ceremony. Executive Director Tarrant stated it was an honor to attend the conference and represent Jasper County.

Executive Director Tarrant explained to Board members that a network systems and software risk assessment still 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. She is still waiting on the final quotes for the radio projects from Rayfield Communications 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 still having recorder issues with the DSS recorder as the administrative lines are only being recorded on one side and she is still waiting on a solution. The previous Recal recorder has been taken off line now due to an alarm which is not identified and will be placed back on line in the event past recordings need to be pulled but it is no longer able to be maintained through a maintenance agreement. The solar winds contract was allowed to expire. In the event the software is necessary it will be renewed at a higher cost but Shaun feels it is not necessary at this time. Software purchases by the Ozark Gateway Fire Chief’s Association were limited for the 2011 purchasing year through June 30^th and we were only able to get Symantec, Quick Books, and ESRI licenses. Chief Andy Nimmo of Redings Mill Fire Department will be attempting another order before the end of July 2011 for the remainder of our software needs.

We are providing training and observation to METS employees and EMT students from Crowder again in the fall. We are in the process of approving students now for observation. We will be working with the local ambulance services to help educate the nursing homes and care facilities on what questions to ask. The tree memorial signs are being replaced due to damage from the weather and elements and Executive Director Tarrant presented an example for viewing.

Executive Director Tarrant advised the center was overwhelmed during the May 22^nd, 2011 tornado but everyone pulled together and came up with a way to organize calls from least priority to the highest priority. Western Missouri 9-1-1 took rollover calls and Joplin’s PSAP and assisted us during this time of need. Wal-Mart donated food and beverage items to keep the staff comfortable while at work and 20 members of the TERT Teams were deployed along with local dispatchers who self-deployed and lived at JASCO between May 25^th through June 1^st working around the clock 12 hour shifts to keep staging areas, command vehicles and dispatch centers staffed. Executive Director Tarrant stated how personally and professionally proud of each of our team members as well as the TERT team and the other area agencies she is. We are working on an after action plan and training for future review. Joplin was loaned a VHF Kenwood radio to use with the ACU1000 and they currently still have this radio. Chief Thompson with Carthage Fire Department is working on a new EOC and has requested assistance from Executive Director Tarrant with the communications room and advice on equipment and use. Carthage allowed us to use the communications bus for the tornado and June 11^th pest extermination. All communications was run out of the communications bus and only encountered some minimal issues needing programed for tones to Jasper Fire and Carthage Fire. This has raised the question on if a communications trailer or vehicle is necessary and would like to explore this in the fall for the 2012 budget. The FEMA kick off meeting is scheduled for Thursday, May 30^th at 11:00 a.m. regarding reimbursement for overtime and expenses incurred during the disaster.

Items Pending or that Need Completion:

            Waiting on bank to notify us when the safety deposit box can be re-keyed.

            REVERSE 9-1-1 CNP lines need to be decided on.

            Need to begin preparing 2012 Budget.

            Need to prepare evaluation on Executive Director.

            Need all Board members to be trained in NIMS IS700, IS100, and G194 ICS or NFA-1 100.

            Letter of concurrence with Christian County on our Frequency 154.8750.

            Letter to MULES regarding new agreement between the Center and MSHP. Waiting on example to be posted on the launch pad before completion.

Other meetings:

            Fire Chief’s meeting 07/13/2011 @ 8:00 a.m.

            Law Enforcement meeting 07/13/11 @ 1:30 p.m.

Local 9-1-1 and Communications managers meeting is TBA        

            Team meeting will be scheduled for late July

Unfinished Business

IS Consulting / JMark / NeoTech Solutions

Executive Director reported JMark is stilling expressing an interest in offering consulting services and she has received a quote for NeoTech Solutions and would like more time to review it. She will report further to the Board when this is complete and we are closer to finalizing a CAD contract.

CAD Update

Executive Tarrant reported on speaking with SunGuard and there are additional items requested since the tornado and she will report on this further at the next meeting.

Policy Addition to Handbook – System and Program Use

Executive Director Tarrant reported to the Board the Employee Handbooks were being finalized and would be placed in the three ring binders so when a policy is updated each employee will be responsible for taking out the old policy and replacing it with the revised policy.

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 received the quote from Washington Electronics and is waiting on a second quote from Rayfield Communications. No one is currently utilizing Law North as Jasper is utilizing Law Central. She will report further to the Board when this 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.

Fire West Amplifier

Executive Director Tarrant reported she received a quote for over $3000.00 from Southwest Communications for a replacement amplifier. After discussing this with an employee of Southwest Communications he suggested the antenna or coax could possibly be the problem not the amplifier.

2:10 p.m. Chairman Neil excused

Fire West High Reflectivity

Executive Director Tarrant advised the original amplifier was replaced by a spare amplifier due to a complaint about the lack of coverage by the repeater.  Executive Director Tarrant would like to see the antenna reposition to another location on the Carterville water tower to see if this will help with the reception and she would also like to see if it would be possible to just move it to the new Carterville Police Department tower. 

Sell spare Motorola Consollet power supply

Executive Director Tarrant reported a vendor has inquired in regards to the spare Motorola Consolle that they are interested in purchasing these for around $100.00 each. After consideration from the Board they are not interested in selling the spare Motorola Consollet at this time and prefer to keep them as a back up in the event a current power supplies stops working.

2:15 p.m. Chairman Neil reentered

Carthage Fire DTMF – MDC 1200 System

Executive Director Tarrant reported Carthage Fire Department is interested in purchasing DTMF-MDC 1200 system that will run an identifier on which unit keys up their portable. She advised there would need to be a MOU between Carthage Fire Department and JASCO for the equipment kept at JASCO.

Director Dagnan inquired about the Sprint Bill coded under Carthage Fire Department.

Executive Director Tarrant explained that Carthage Fire was added to the Sprint account during the disaster to allow the Carthage Fire Department the ability to use the IDEN (Old Nextel) network phones for communications while on search and rescue operations since communications coverage was lacking. Discussion took place amongst the board members regarding their support for the time of the disaster, but that municipalities or any other government agency that has the ability to maintain their own account with the same government rates should do so when possible. Executive Director Tarrant advised that it appears that Carthage Fire Department wants to maintain these phones for backup purposes and asked if they should get their own separate account. The suggestion was made to invoice Carthage Fire, as previously agreed on with Chief Thompson and to notify him that they will need to move the phones over to a separate account for their agency.

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.

Director Fries advised JASCO needs to have our own mobile command vehicle and to add the trailer to the project list.  This will be added to the projects list and looked info further for next year.

AT&T Multiplexer Equipment

Executive Director Tarrant reported she has left messages with AT&T regarding the Multiplexer and is waiting on a return call. 

Verizon GSA Federal Supply Schedule Purchase Order / METS

Executive Director Tarrant reported it was approved at the previous Board meeting to sign the JASCO/METS Verizon GSA Federal Supply Schedule Purchase Order but she would like a policy regarding what can be done for other agencies.  The Board agreed that they will look at each request on a case by case basis from private organizations / departments.  Any government or municipal department has access to the same purchasing as JASCO and therefore should establish their own accounts for auditing purposes.

Carthage Fire Generator

Executive Director Tarrant reported Carthage Fire Department had said we would receive their old generator but she has been notified they will be giving it to Carthage EMS with an agreement that JASCO may use this generator if needed.

Ozark Gateway Fire Chief’s Association – Software Purchase

Previously reported in the Executive Director’s report.

Reverse 9-1-1 CNP Lines

Executive Director Tarrant reported she still needs to speak with Chief Roberts, Keith Stammer, and Comminisor Bartosh regarding the Reverser 9-1-1. She stated Newton County Emergency Management has stated that they are not interested in participating, but is still waiting on Cherokee County and the Newton County LEPC.  She further advised the Reverse 9-1-1 CNP Lines can only place 15 calls at a time and all 16 lines are 358 or 359 numbers and they will acquire a long distance charge. She is requesting that we review and possibly turn off the lines not necessary with making the calls to the mass calling servers.  It is obvious that 14 to 15 lines will not handle the call volume needed for an actual Reverse 9-1-1 deployment and all previous sessions deployment have needed the mass calling servers for efficiency. 

Director Fries motioned to shut off the additional lines and only to retain the amount of lines necessary to get to the mass dialer after notifing Comminisor Bartosh. Director Dagnan seconded the motion. Vote 4-0 with Director Brewer abstaining. The motion was adopted.

Executive Director Tarrant advised we do not have the authority to set off Reverse 9-1-1 for an emergency weather event without the approval of the Commissioner’s Office and/or the Emergency Management Director’s authority. 

New Business          

Budget 2012     

Executive Director Tarrant advised there will be a separate sub budget for emergency events to break out disaster line items and ask for assistance with a Budget Committee in reviewing the draft 2012 Budget when it’s ready for review.

Letter of Concurrence for Christian County on VHF Frequency

Executive Director Tarrant advised JASCO has a frequency currently not in use that a Fire District in Christian County uses.  They have agreed to consolidate frequencies with Christian County Emergency Services in an effort to establish better interoperable communications, therefore Christian County Emergency Services has requested permission to modify this frequency to be licensed for their use with this system, (MotoTURBO System). They will be broadcast on lower watts than what is currently used and moving to a tower further east of their current location.  Their Director, Rance Duffy said this should not interfere with our ability to transmit and after discussing this with Southwest Communications, they agreed that it shouldn’t interfere.

Director Dagnan motioned to sign the Letter of Concurrence with Christian County. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.

3:08 p.m. Director Fries motioned to move into closed session for legal action, personnel matters, and personnel records. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted.

Vote:                Fries                              In Favor          

                        Brewer                           In Favor

                        Dagnan                           In Favor

                        Stanley                           In Favor

                        Neil                                In Favor

At 3:19 p.m. ASM McGee Stoller excused

At 3:22 p.m. Executive Director Tarrant excused

At 3:25 p.m. Executive Director Tarrant reentered

3:40 p.m. Director Brewer motioned to move out of closed session.  Director Stanley seconded this motion.  Vote: 4-0.  The motion was adopted.

At 3:42 p.m. ASM McGee Stoller reentered.

Executive Director Tarrant presented Director Merriman’s letter of resignation for the Board.

Director Dagnan motioned to follow the previous Board process in accepting applicants for the current Western Board Directors opening.  A press release will follow. 

Executive Director Tarrant presented a request for two employees to receive Holiday pay for the Memorial Day Holiday. One employee was on leave due to the tornado and was therefore exempt from Holiday pay per the current policy.  The second employee is a reserve employee and not eligible for Holiday pay, however he worked over 50 hours the week of the storm and full time hours the following week.

After a discussion by the Board due to the wording of the current policy the Board is not able to approve Holiday pay for either employee.

Director Fries advised to prepare a letter of recognition and appreciation for the employees on duty, for all other agencies that participated in call taking and for Western Missouri 9-1-1 for their assistance during the May 22^nd, 2011 tornado event.

4:05 p.m. Director Dagnan 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 July 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, Dan Stanley__________________________________                                                                  

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