MINUTE

Board of Directors Meeting

Jasper County Emergency Services

August 9th, 2011

Chairman Neil called the meeting to order at 5:40 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 July 12th, 2011 open and closed session were reviewed.

Director Fries motioned to approve the open and closed session minutes for July 12th, 2011. Director Dagnan seconded the motion. Vote: 4-0. 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 June was received in the amount of $146,070.28.

The sales tax check for July has not been received yet, but is due around the 11^th of the month.

Recent bills paid online 07/26/11 totaled $11,969.27.  Total bills submitted for approval $25,205.72. 

The checkbook balance before payment of bills is $10,969.74 and funds will be transferred from the money market account for approved bills. The money market account balance is $290,344.65.

Accounts receivable balance is $2,969.01.

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

Director Francis motioned to pay bills totaling $25,205.72. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

Committee Report

Executive Director Tarrant advised the CAD committee still working through contract received with new revision for additional pieces of equipment and will report to the Board further.

Executive Directors Report

Executive Director Tarrant advised a call was made regarding REVERSE 9-1-1 to call Keith Stammer and Jasper County Commissioner John Bartosh regarding the discussion to reduce the AT&T CNP lines. She advised we would like to lower the number of lines due to the lack of use and as a cost savings to lower the long distance charges and cost of maintaining the system. Both Keith Stammer and Commissioner Bartosh felt this was an operation decision and JASCO’s since the cost was solely being paid by JASCO and they felt no letter was necessary. We have received the CAD contract for review with additional changes needed made. A meeting is being scheduled to review and discuss before forwarding this on to the attorney and she will then present a final contract to the Board and the Waste Management contract will also be reviewed by the attorney.

Executive Director Tarrant advised quotes will be received by the end of the summer for the re-sealing and striping of the parking lot. Merit checks are up for review with evaluations on the employees. Due to previous Board decision the budget to actual areas needing adjustment will be discussed at the Budget workshop.

Executive Director Tarrant advised after speaking with the attorney and we cannot set a limitation on garnishments with payroll but we can charge for them as long as we are consistent with the charge. She advised if we decide to establish a policy on garnishments to require the employee to pay for the costs associated with the garnishment she would like to begin this at the first of next year and have legal counsel assist with the policy.

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. Hazmat Awareness training is complete and Amber Alert training is now going on so all employees will be certified. We are still preparing to host continuing education training and the 40 hours required telecommunicator training for a fee for agencies outside Jasper County 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 Washington Electronic 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. We are currently working on scheduling for the Maple Leaf Parade.

Joplin is still using the loaned VHF Kenwood radio for their ACU1000. The FEMA close out meeting was August 5^th and went well. We will need to reimburse Christian County for the dispatcher used during the TERT deployment.

 Items Pending or that Need Completion:

            REVERSE 9-1-1 CNP lines need to be decreased.

            Need to begin preparing 2012 Budget.

            Need to prepare evaluation on Executive Director and contract.

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

            Will finalize testing on Sprint IDEN phones in exchange for the Closed Loop lines.

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 08/11/2011 @ 5:00 p.m.

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.

Board discussion regarding pursuing a Full time ISM position or contracting an IS Consulting Company.

Director Francis requested a quote for a contract with an IS Consulting Company.

Director Dagnan requested Executive Director Tarrant prepare recommendation to present at the next Board meeting and or requesting scheduling a Special Board meeting.

CAD Update

Executive Tarrant reported she needs to schedule a meeting with the CAD Committee to review the newly revised contract from SunGard Public Sector. She advised she is interested in adding a few additional pieces of equipment and will report further to the Board.

Policy Addition to Handbook

Computer System Policy

Director Dagnan motioned to approve the Computer System Policy and for it to become active August 9^th, 2011. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

Confidentiality / Release of Information

6:10 Chairman Neil excused

Executive Director Tarrant she has reviewed the policy and would like to add this to the Employee Handbook as a procedure.

6:12 p.m. Chairman Neil re-entered

Radio – Emergency Call Dispatching

Executive Director Tarrant advised the routers are in and Shaun has connectivity up and Shaun 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

Will complete

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 advised that we are still waiting for quotes on the amplifier.  Approximate cost will be around $3,200.00 plus.

Fire West High Reflectivity

Executive Director Tarrant advised she has spoken with two vendors on possible options and is still waiting on a quote from the third vendor.

Radio Tower Light Replacement

Was completed.

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 and would like to give them one more chance before requesting the attorney drafts their legal department a letter.

Reverse 9-1-1 CNP Lines

Director Fries motioned to reduce the number of Reverse 9-1-1 CNP lines at JASCO to a number that will allow the effective operation of the Reverse 9-1-1 system for users.  Director Dagnan seconded the motion.  Vote: 4-0.  The motion was adopted.

Sprint Phones / Closed Loop Lines

Director Fries motioned to accept MOU for Sprint phone. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.

Audit 2010

Executive Director advised the Board she received a quote from Gene Mense with Mense, Churchhill, and Mense and inquired with the Board if we would like to contact Gene Menses’ office to have him perform the 2010 audit.

Director Francis motioned to approve and sign contract for Mense, Churchhill, and Mense for the 2010 audit.  Director Fries seconded the motion.  Vote: 4-0.  The motion was adopted.

Waste Management Contract

Executive Director Tarrant advised the Waste Management Contract is currently being reviewed by legal counsel.

 New Business

 2012 Budget Workshop

Executive Director Tarrant advised the Board she would like to schedule a Workshop for the 2012 Budget preparation.

2012 Sales Tax Rate

Director Francis motioned to set the Sales Tax Rate at 1/10 of one percent. Director Dagnan seconded the motion. Vote: 4-0.  The motion was adopted.

Future Meetings

Tabled until next meeting

Legal Consultant Contract

Tabled until next meeting

Insurance Broker RFP

Director Francis motioned to put out an Insurance Broker RFP. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

Executive Director Tarrant advised closed session was not necessary and that depositions are being scheduled in the near future regarding the Richard Nordell case.

7:05 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 September 13th, 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.