MINUTES

                                                Board of Directors Meeting

Jasper County Emergency Services

November 1st, 2011

Chairman Neil called the meeting to order at 5:15 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. Public attendees were Susan Redden with The Joplin Globe.

Wage Step / Scale and Policy – Job Description

Director Fries motioned to remove from the agenda Wage Step / Scale and Policy – Job Description and table until the December Meeting. Director Fries seconded the motion. Vote: 4-0. The motion was adopted.

Review and Action of Minutes

Minutes of the Board of Director’s Meeting on October 4th, 2011 open and closed session were reviewed and the Special Board of Director’s Meeting October 19^th, 2011 open session were reviewed. There were no closed session minutes to review.

Director Dagnan motioned to approve the October 4^th, 2011 open and closed session and the Special Board of Director’s Meeting October 19^th, 2011 open session with no changes. Director Fries seconded the motion. Vote: 4-0. The motion was adopted.

Financial Report and Payment of Bills

The sales tax check for September was received in the amount of $140,470.57. We have not received the sales tax check for October.

Recent bills paid online 10/20/11 totaled $13,561.91.  Total bills submitted for approval $27,098.75. The checkbook balance after payment of bills will be $25,166.81. The money market account balance is $419,586.15.

 Accounts receivable balance is $9,899.53. The checkbook balance after receipt of accounts receivable will be $35,066.34.

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

Director Francis advised Payment of Bills is included with the Financial Report and bills are approved for payment.

Public Comment and Correspondence

There was no Public Comment or Correspondence

Committee Report

No Reports      

Executive Directors Report

Contracts / Agreements:

Reverse 9-1-1 is being discussed now with Joplin and Info Code is inquiring about a 2012 contract.   This appears to be a cost share between Joplin and JASCO only at this point.  Still waiting on a meeting date with Joplin to bring something back to the Board. Testing continues for the Sprint IDEN phones, but we have not been able to test with boosters.  We will be ordering a booster for use and testing. 

Budget:

Executive Director Tarrant the 2010 Audit is scheduled for November 8th. 2012 Insurance premiums from Southwest Insurance Agent came down $2,765 from last year regarding the property, general, liability and vehicle insurance coverage. Executive Director Tarrant further reported is still planning for an Appreciation dinner to be held sometime in December around the holidays and she should have some donations worked out by November. She is also working on the TIF’s for the changes to be made with the Department of Revenue. When TIF’s are set up, we will set up the ACH transfer with Department of Revenue for the  sales tax revenue to be sent as ACH transfer into our account.

Policy / Procedures:

Executive Director Tarrant reported she is working on job descriptions now for the Employee Handbooks and will begin revising the procedures and placing them out for signature to finalize an SOP book by the end of the year.

Staffing:

Executive Director Tarrant reported she is completing backgrounds on reserve applicant for job offers. The Team Leader promotion process is still being completed. 

Training:

Executive Director Tarrant reported Chemical Suicide training is completed. Iowa NENA Conference on November 8^th and both Kima and her will be attending with the only cost to be mileage and meals. MULES 4 training is being completed now in house. The TAC has completed a class and it is being scheduled now. Lessons Learned from the May 22nd Tornado training is being finalized for accreditation by the State 9-1-1 Oversight Committee.  Executive Director Tarrant further reported Kima and she will team teach this course this week and next to our staff to work out any final details. Sunny Goodwin and I have been asked to team teach a class at Navigator in 2012.  This class is paid for by Priority Dispatch. Fire Dispatch training and geography training will begin in October. This will be completed before the Fire Training class.

Technical:

Executive Director Tarrant reported a network, systems and software needs assessment is being completed now by NeoTech. We will schedule a technical meeting when this is completed. The radio tunneling project has been put on hold until we can find another company to perform this work. Southwest Communications advised that they cannot complete this as originally advised.  Executive Director Tarrant will contact another radio vendor to see if they can assist us. Law North Repeater is working great. Fire West Amplifier has been ordered and will be replaced after further work done on the tower.  Southwest Communications reported a higher quote than originally reported and has confirmed by email that this was ordered. Fire West high reflectivity – This work has partially been completed.  The Carterville Public Works staff accidently ran over the cable while they were replacing it yesterday.  They will now have to splice the connection and they should have this completed today or tomorrow.  The antenna will need to be grounded. Tower light and beacon bracket was replaced.  Southwest Insurance Agency has paid this claim. The SAN is back up.  We had to replace another drive in the second array.  We are still waiting on a backup solution quote. 

Public Relations / Education:

Executive Director Tarrant EMT students (Crowder College) observations are complete for this semester. The Maple Leaf Parade was great and we completed the Safety Day event at both Carthage and Oronogo recently. She also wishes to extend a thank you to Carthage Fire, Webb City Police and Nevada Police Department’s for letting us borrow Fire Pup, McGruff and Red E Fox for these events.

Disaster (May 22nd, 2011 Tornado)

Joplin is still using the loaned VHF Kenwood radio for their ACU1000. The reimbursement check was received from FEMA through SEMA in the amount of $4,494.73.

Items Pending or that Needs Completion:

REVERSE 911 MOU.

Finalize 2012 Budget

Finalize 2010 Audit

Evaluation of Executive Director / Contract

Board members need training in NIMS IS700, IS100 and G194 ICS or NFA-I 100

Finalize Sprint IDEN phones in exchange for Closed Loop lines 

Prepare for April 2012 Election (January 17, 2012 is last day for candidate filing, 24th is certification) Will place add in the paper in December.

Other Meetings:

Fire Chief’s meeting 11/09/11 @ 8 a.m.

Law Enforcement meeting 11/09/2011 @ 1:30 p.m.

Local 9-1-1 and Communications managers meeting has not been set yet.

TEAM meeting will be scheduled for December.

Unfinished Business

CAD Financing / Loan Consolidation

Executive Tarrant reported SMB agreed to lower the interest rate on all three current loans to 4.1% and will also finance the CAD project for 4.1%. Government Capital Corporation quoted to finance the CAD project and consolidate the three municipal leases that were at SMB at a rate of 3.75%. Government Capital Corporation still requires a resolution signed by the Board to receive the final documents and agreement that would explain all of the terms, as well as any closing costs or other related charges. After consideration by the Board the decision was made to obtain financing through SMB due to our current banking relationship and the fact they are a local community bank.

Director Dagnan motioned to allow Executive Director Tarrant to enter Jasper County Emergency Services Board into a loan agreement with SMB at a rate of 4.1% for CAD financing with restriction to pay off or pay down all other loans as presented. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.

CAD Contract

Executive Director Tarrant reported to the Board she is comfortable everything has been worked through regarding the contract with SunGard and it is ready to sign.

Director Dagnan stated he is very impressed with the CAD process and further stated Executive Director Tarrant has been very fair and through during her due diligence with her research.

Director Fries motioned to accept the contract with SunGard Public Sector and the maintenance agreement and that Director Carl Francis has the authority of the Jasper County Emergency Services Board to execute by signing the contract and maintenance agreement. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

AT&T Multiplexer Equipment

Executive Director Tarrant reported AT&T would like to make a onetime lump sum compensation for easement to the Multiplexer Equipment instead of the fiber JASCO would like to have access to. Director Francis advised to keep negotiating with AT&T for access to the fiber instead of onetime lump sum compensation. Executive Director Tarrant advised she will contact AT&T and will report further at the next Board Meeting.

Wage Step / Scale

Agenda amended to move to December meeting

Policy - Job Descriptions

Agenda amended to move to December meeting

Community Investment

Executive Director Tarrant presented a Community Enhancement and Betterment Project Policy for the Board to review. After discussion by the Board, Executive Director Tarrant will consult with the Board attorney on additional wording and bring to the next meeting for further review.

6:40 p.m. Susan Redden left the meeting.

Higher Education and Continuing Education Incentive Program

There was much discussion about paying for employee training versus paying for employee education in their related field.  This also moved into a discussion about a tuition reimbursement program.  Director Francis suggested that we look further into possible tuition reimbursement and prepare budget with a program in mind.  Director Fries explained that JASCO should pay for the training in the related field only due to the funding of the Center.  All agreed that with the proposal from Ms. Montgomery, that the Executive Director has discretion to allow Ms. Montgomery to adjust her schedule accordingly with regard to the proposal providing it does not affect the service of the Center or the schedule, however JASCO will not incur any cost associated with this proposal.  The Board agreed that the training needs of the staff should be up to the Executive Director, but that education is a different subject. 

GIS Non-Disclosure Agreement

Executive Director Tarrant advised the Board she has received a request from St. John’s Regional Health Center for point and center line data. She inquired with the Board how to handle the request as compiling the data incurred an expense for JASCO but yet she would like to be accommodating to other agencies.

Director Francis motioned to adopt the GIS Nondisclosure Agreement between Japer County Emergency Services Board and St. John’s Regional Health Center. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

7:30 p.m. Director Fries motioned to go into closed session. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

Vote:                Fries              -                In Favor

                        Francis          -              In Favor           

                        Dagnan          -               In Favor

                       Neil               -                In Favor

7:40 p.m. Director Fries motioned to go out of closed session. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

Vote:                Fries              -                In Favor

                        Francis          -              In Favor           

                        Dagnan          -               In Favor

                        Neil               -                In Favor

7:40 p.m. Director Francis motioned to adjourn the meeting. Director Fries seconded the motion. Vote: 4-0. The motion was adopted.

The next Board Meeting is scheduled for Wednesday December 6th, 2011 at 5:00 p.m.

On the_____________ day of ______________________20______

I, Jeff Fries_______________________________________

Vice Chairman, certify these Jasper County Emergency Services Board Meeting Minutes for___________________________have been reviewed and are accurate.

On the ____________day of________________________20________

I, Tim Wilson__________________________________                                                                  

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