MINUTES

                                                          Board of Directors Meeting

Jasper County Emergency Services

July 12^th, 2011

Chairman Neil called the meeting to order at 5:17 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, and Greg Dagnan. 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 June 24th, 2011 open and closed session were reviewed.

Director Dagnan moved to approve the minutes for June 24th, 2011 open and closed session. Director Fries seconded the motion. Vote 3-0 with Director Francis abstaining. The motion was adopted.

Public Comment and Correspondence

There was no Public Comment or Correspondence

Financial Report and Payment of Bills

The sales tax check for May was received in the amount of $136,047.68. We have not received the sales tax check for June.

The total amount of bills to approve for payment is $ 26,846.67 and the checkbook balance after payment of approved bills will be $ 5,354.00. The money market account balance is $210,344.65.

Accounts receivable balance is $3,389.45.

Receipt of all AR will bring the final checkbook balance to $ 8,743.45

5:35 p.m. Chairman Neil excused

5:38 p.m. Chairman Neil reentered

Executive Director Tarrant advised she would put out a RFP for an Insurance Broker in August. She advised after speaking with our current Broker when preparing the 2012 Budget a 10% increase was his conservative estimate for our 2012 increase.

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

Committee Report

No Committee Report

Executive Directors Report

Executive Director Tarrant advised the letter regarding REVERSE 911 is ready and will be sent to the Jasper County Commission regarding the discussion to reduce the AT&T CNP lines due to the lack of use of these lines and in an effort to lower the costs associated with long distance and maintaining the 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. The safe deposit box at SMB was re-keyed today.

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. 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 will be over budget in the GL 66330A Electricity Call Center due to the recent 3.5% increase on July 15^th and she further explained that Empire explained they calculate rates on the highest 15 minutes of use and the facilities demand usage had been high this month due to the temperature outside.  Our monthly bill nearly doubled. GL 65200I St. John’s Hospital Closed Loop Line is cancelled for now until they are ready to re-build.

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.

Executive Director Tarrant inquired with the Board if there is a need for a limitation or fee on garnishments in regards to payroll as the number of garnishments seems to be increasing and the question has been raised due to the increasing cost associated with our payroll.

Director Dagnan advised the employee should be paying the fee for their individual garnishment associated with payroll.

Protocol has been changed to EMD # 33 regarding inter facility transports and palliative care. The protocol was changed to include questions appropriate to an efficient intake and response by EMS agencies. The protocol was prepared in conjunction with the EMS agencies and the Medical Control and our sister agencies. The protocol will go in effect August 2011.

She advised we are placing an add at Missouri Career Center for the 2 open reserve positions and she will report to the Board when the positions are filled.

She advised we are finalizing the standardized in house training program for use with the new employees. All but 5 employees have completed Hazmat Awareness level training. We are still preparing to host continuing education training and the 40 hours required telecommunicator training for a fee for agencies outside Jasper County. 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 and there will be additional MULES training for TAC.

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 have been advised to replace the switch it is working off of.

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 a meeting is scheduled tomorrow between the Joplin PSAP Manager, JCSO’s Communications Manager and herself to perform a debriefing and discuss after action details. Joplin is still using the loaned VHF Kenwood radio for their ACU1000. The FEMA Kick off meeting on May 30^th at 11:00 a.m. went well, but there are some things we will not be reimbursed for. We are still out the details and she will submit a final report to the Board at the August meeting what will be reimbursed. We did find out we are responsible for 70 hours of TERT deployment for 1 dispatcher from Christian County. We are submitting the invoice for reimbursement and if approved will be reimbursed at 75%/25%.

Items Pending or that Need Completion:

            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.

Other meetings:

            Fire Chief’s meeting 08/10/2011 @ 8:00 a.m.

            Law Enforcement meeting 08/10/2011 @ 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 Tarrant reported this will continue to be on the agenda until the CAD project is completed.

CAD Update

Executive Tarrant reported she needs to schedule a meeting with the CAD Committee to review the draft contract from SunGard Public Sector.

Policy Addition to Handbook – System and Program Use

Executive Director Tarrant reported to the Board the procedures are already out. Director Francis advised making bullet points for the policies and Executive Director Tarrant advised she has not had time to complete this policy yet but will have it ready at the next meeting.

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. She advised she would like to move forward with connectivity for Carthage and Webb City while they are working on Carl Junction and may need to bring in another vendor to offer a user friendly and secure solution for the remaining connectivity issues for Carl Junction.

Law North Repeater Antenna Work

Currently on hold

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

Currently on hold

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. 

Radio Tower Light Replacement

Director Dagan advised to purchase a new antenna if we are going to pay to have the tower climbed to replace the light.

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. 

Director Dagan advised of the possibility of JASCO’s attorney drafting a letter to AT&T regarding the Multiplexer and easement.

Reverse 9-1-1 CNP Lines

Already reported

Sprint Phones

Director Dagnan motioned to give Executive Director Tarrant option to use Sprint phone versus the closed loop lines and to retain as many phones lines as necessary for emergency purposes. Director Fries second the motion. Vote: 4-0. The motion was adopted.

New Business

SMB Signature Card for Safe Deposit Box

Executive Director Tarrant advised the signature card at SMB for the safe deposit box needed to be updated.

Director Francis motioned to remove from the SMB safe deposit box signature card previous Executive Director Boyer, Director’s Gilbert, Guinn, Pearson, Rowland, Stephens, and Smith. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

Director Francis motioned to add to the SMB safe deposit box signature card Executive Director Tarrant, Director Carl Francis, Chairman Neil, and to retain Director Stanley. Director Dagnan seconded the motion.  Vote: 4-0. The motion was adopted.

6:40 p.m. ASM McGee Stoller excused

6:42 p.m. ASM McGee Stoller reentered

Prepaid Legal Services

The Board is opting not to have a presentation from Ryan Kent with Prepaid Legal Services at this time.

Audit 2010

Executive Director inquired with the Board if we would like to contact Gene Menses’ office to have him perform the 2010 audit. After discussion by the Board a quote will be requested by Gene Menses’ office for the August or September meeting.

Vice Chairman

Director Dagan motioned to appoint Jeff Fries as Vice Chairman. Director Francis seconded the motion. Vote: 3-0. The motion was adopted.

6:50 p.m. Director Fries motioned to move into closed session for legal action, personnel matters, and personnel records. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.

Vote:                Fries              -                In Favor

                        Francis          -              In Favor           

                        Dagnan          -              In Favor

                        Neil                -               In Favor

7:00 p.m. Director Fries motioned to move out of closed session.  Director Francis seconded this motion.  Vote: 4-0.  The motion was adopted.

7:00 p.m. Director Fries motioned to adjourn the meeting. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

The next Board Meeting is scheduled for Tuesday August 8th, 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__________________________________                                                                  

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