www.jasco.org - The official website of Jasper County Emergency Services
| MINUTES - October 4th, 2011 |
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MINUTES Board of Directors Meeting Jasper County Emergency Services October 4th, 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, Ron Brewer, Tim Wilson, and Greg Dagnan. Representing staff was Executive Director April Tarrant and Administrative Services Manager McGee Stoller. Public attendees were Chance Morgan and Brent Westhoven from Beimdeik. Review and Action of Minutes Director Fries motioned to amend the agenda to move Review and Action of Minutes further down the agenda to allow additional time for Director Dagnan to arrive as no other Director in attendance was present for the September 13th, 2011 meeting. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted. Financial Report and Payment of Bills The sales tax check for August was received in the amount of $205,738.18. We have not received the sales tax check for September. Recent bills paid online 09/29/11 totaled $32,927.30. Total bills submitted for approval $5,287.20. The checkbook balance after payment of bills will be $16,334.70. The money market account balance is $378,763.26. Accounts receivable balance is $3,078.59. The checkbook balance after receipt of accounts receivable will be $19,413.29 Director Fries motioned to approve Financial Report and Pay Bills. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted. 5:09 p.m. Director Dagnan entered Review and Action of Minutes Minutes of the Board of Director’s Meeting on September 13th, 2011 open and closed session were reviewed. Director Dagnan motioned to approve the open and closed session minutes for September 13th, 2011. Director Fries seconded the motion. Vote: 4-0. The motion was adopted. Public Comment and Correspondence There was no Public Comment or Correspondence Committee Report No Reports Executive Directors Report Contracts / Agreements: Executive Director Tarrant reported the Reverse 9-1-1 is being discussed with Joplin and InfoCode is inquiring about a 2012 contract. There appears to only be a cost share between Joplin and JASCO at this point. Testing continues for the Sprint IDEN phones, but we have not been able to test with boosters. Executive Director Tarrant advised the company we were using has been difficult to get a hold of and we are exploring other options. Budget: 2010 Audit is being scheduled for November or December with no date scheduled yet. Budget workshop was held the end of October. Executive Director Tarrant reported she would like to plan an appreciation dinner for the team to be held sometime in December around the holidays. She advised she is working on donations for the event and should know by November what she is able to work out for the Appreciation Dinner. Executive Director Tarrant advised she is contacting the Department of Revenue in November for the Sales Tax Revenue to be sent as ACH transfer to our account and is working to get solid information about the Sarcoxie TIF before the Revenue process is changed. Policy / Procedures: Executive Tarrant advised she is working on job descriptions for the Employee Handbooks and will begin revision the procedures and placing them out for signature to finalize a SOP book by the end of the year. Staffing: Executive Director Tarrant reported we have begun interviewing and testing for two reserve positions. Team Leader position has been posted and closed with initial interviews complete and testing to follow. Executive Director Tarrant advised from this point some will go on to oral board for recommendations. Training: Executive Director Tarrant reported the standardized in house training program is complete and will be used for new employees. Chemical Suicide training is still on-going. Nearly all staff has completed this training. Kima Montgomery and Executive Director Tarrant will be attending the Iowa NENA Conference on November 8th. The costs of this conference have been covered by the Iowa NENA Association, President Tom Ling and she is still verifying if mileage and meals are covered. We are still preparing to host a 40 hour telecommunications training course and continuing education course for Barton County but they have not yet scheduled a 40 hour course. MULES 4 training is being completed now in house with Fire Dispatch training and geography training to beginning scheduled in October. Lessons Learned from the May 22nd Tornado training is being finalized for accreditation by the State 9-1-1 Oversight Committee. Kima and Executive Director Tarrant will teach the course this week and next week to our staff to work out any final details. Technical: Executive Director Tarrant reported a network, systems and software needs assessment is being completed now by NeoTech and a technical meeting will be scheduled when this is completed. The radio tunneling project has been moved back to Southwest Communications for the completion of the project and will be scheduled after the work on the towers is complete. Law North Repeater – Antenna has been replaced but there is a problem and they are looking into it. Fire West Amplifier has been ordered and will be replaced after further work done on tower. Fire West high reflectivity – work is being scheduled now. The tower climber is checking the water tower for the best location on the antenna. They have advised this will go on top and we have minutes from the City of Carterville where the City Council gave JASCO permission to do this. The tower light and beacon bracket was replaced. Southwest Insurance Agency has already been notified and a claim was started. We are not noticing any further recorder issues with DSS in the administrative offices and the Switch has not been ordered due to other issues. We Recover Date will not advise of what data is recoverable unless we agree to pay and since no critical data was known to be lost NeoTech ordered 3 replacement drives. Executive Director Tarrant advised staff is currently working on a Mobile Command Center proposal with grants being explored. Public Relations / Education: Executive Director Tarrant reported we are providing training and observation to METS employees and EMT students from Crowder College and have processed their students for observation. She further reported some students have been denied observing due to criminal histories and warrants. She also reported we are scheduled for the Maple Leaf Parade and will be setting up a small float with Red E Fox and Webb City’s McGruff. Disaster (May 22nd, 2011 Tornado) Executive Director Tarrant reported Joplin is still using the loaned VHF Kenwood radio for their ACU1000. The exit briefing with FEMA was completed September 30th and we are still waiting to hear from the State of Missouri. Items Pending or that Needs Completion:
Other Meetings:
Unfinished Business CAD Financing / Loan Consolidation Executive Tarrant reported we have been in contact with four Financial Institutions regarding financing in regards to the CAD project. Two of the Financial Institutions we inquired with no longer offer Municipal Leasing. Our current lender does not meet with their lending community until October 12th and will not be able to present our proposal until this time. She will present written financing options at the Special Board meeting October 19th at 5:00 p.m. CAD Contract On hold until next meeting AT&T Multiplexer Equipment Executive Director Tarrant reported she is waiting for a return phone call from John Divine with AT&T to discuss the AT&T Multiplexer Equipment before the letter drafted by the Board attorney is sent out. Insurance Broker RFP Executive Director Tarrant reported three Brokerage companies responded to our Insurance Broker RFP. Southwest Agency who currently provides our Commercial, Auto, Directors, Errors and Omissions Insurance, WKW Enterprises- Wendy Belden, and Beimdeik. She advised references were called on each company. She introduced Chance Morgan and Brent Westhoven with Beimdeik and they were given an opportunity to speak on their interest in being our Brokerage Company and what they felt they could offer JASCO in regards to insurance products. Brent Westhoven stated Beimdeik offers a personal touch especially with new employees and during enrollment times. Chance Morgan stated Beimdeik works hard to earn your business but even harder to keep your business. He further stated that Beimdeik doesn’t just send out good quotes to get business they work even harder to keep business. Director Fries motioned to approve Beimdeik’s Insurance Broker RFP. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted. Director Fires amend his motion to approve Beimdeik’s Insurance Broker RFP and to authorize Executive Director Tarrant to execute the acceptance letter or enter into an agreement with Beimdeik. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted. 6:20 p.m. Chairman Neil, Chance Morgan, and Brent Westhoven excused 6:22 p.m. Chairman Neil re-entered 6:23 p.m. Director Brewer excused 6:25 p.m. Director Brewer re-entered New Business Wage Step / Scale Executive Director Tarrant presented the Wage Step / Scale for the Board to review. After Board discussion Director Dagnan advised researching COLA to see what percentage is eligible each year. Director Wilson advised he preferred a standard percentage of increase rather than rates of increase by job grade so no one positions has the perception of being more important than another. Flu Shots Executive Director advised she would like to contact McCune Brooks Hospital to offer flu shots to employees. The fee this year is $15.00 per employee and has been budgeted. Turkeys / Hams – Holiday Executive Director advised she would like to provide Turkeys or Hams for the employees again this year for the Thanksgiving and Christmas Holidays. Director Dagnan advised contacting Butterball as the City of Carthage purchases directly through them and this may be a cost savings for us. He offered to provide additional information. Policy Job Descriptions Executive Director Tarrant advised she would like to prepare the Employee Job Descriptions and bring back for the Board certify at the next meeting. Sick Time Rewording Sick Time Policy and will present to the Board at next meeting to certify. TIF Ordinance Tabled until next meeting 6:50 p.m. Director Dagnan excused GIS Non-Disclosure Agreement Tabled until next meeting Community Investment – Volunteering to Rebuild Joplin and Administrative / Management Staff Training Related to their Position Tabled until next meeting to be prepared in a policy form for review and approval 7:20 p.m. Director Fries motioned to go into closed session. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted. Vote: Fries - In Favor Brewer - In Favor Wilson - In Favor Neil - In Favor 7:20 p.m. Director Fries motioned to go into closed session. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted. Vote: Fries - In Favor Brewer - In Favor Wilson - In Favor Neil - In Favor 7:35 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 Wednesday October 19th, 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. |