MINUTES

                                                          Board of Directors Meeting

Jasper County Emergency Services

December 6th, 2011

Vice Chairman Fries 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 Vice Chairman Fries were members Carl Francis, Time Wilson, 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 November 1st, 2011 open and closed session were reviewed.

Director Dagnan motioned to approve the November 1^st, 2011 open and closed session. Director Wilson 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 October was received in the amount of $108,704.51. We have not received the sales tax check for November.

Recent bills paid online 11/21/11 totaled $84,575.32.  Total bills submitted for approval $35,351.90. The checkbook balance after payment of bills will be $17,609.54. The money market account balance is $371,750.78.

 Accounts receivable balance is $3,024.21. The checkbook balance after receipt of accounts receivable will be $22,754.87.

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

Committee Report

No Reports      

Executive Directors Report

Contracts / Agreements:

Executive Director Tarrant reported Reverse 9-1-1 was approves as a cost share with Joplin however a contract with InfoCode was not determined for 2012. Joplin will be invoiced in November of every year for the current year fees. Executive Director Tarrant will be attending a demonstration Joplin is hosting on Code Red and she is not sure where we will go at this point. Testing is not yet complete on the Sprint IDEN phones and we should begin looking at contracts for service to develop an agreement that we use in the future for any agency that would like to use our dispatching services. 

Budget:

Executive Director Tarrant the 2010 Audit was completed and we are still waiting on the report. We are still planning for an Appreciation dinner to be held sometime in February 2012 but will still like to have a holiday dinner at the center. We are still 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 offer. The Team Leader promotion process is still being completed. Amanda Kitch is the new Team Leader and will begin training next week and Kay Cathers is the new TAC officer. There is now a full time opening for telecommunicator and we will be posting this opening this week along with the IS Manager position.

Training:

Executive Director Tarrant reported Kima is in Baltimore for free training with Homeland Security and is set to return next week. Mules training has been completed in house along with geography training and cultural diversity. Executive Director Tarrant reported she will be teaching a Supervisors / Team Leaders Workshop all next week to the Team Leaders. 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 her 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 has been completed now by NeoTech. We will schedule a technical meeting when this is completed. Both Mike and her will meet with NeoTech Thursday to learn what they discovered in the assessment. 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. 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.

Public Relations / Education:

Executive Director reported observations with EMT students (Crowder College) are complete for this semester. We are training with Carthage PD personnel to work on new efficient ways to process calls quicker and this has been beneficial. We will also be working with Joplin and have begun the process on the training side.

Disaster (May 22nd, 2011 Tornado)

Executive Director Tarrant reported Joplin is still using the loaned VHF Kenwood radio for their ACU1000 and she will pick this up Wednesday.

Other

Executive Director Tarrant reported MODOT has notified us they will be turning around the mile marker signs on Hwy 249 and will notify us in advance so we may inform the agencies affected. Clark with Responder Life has been here to offer services and has been very helpful in surveying the staff and being available to discuss anything from the incident. AT&T will be performing VOIP testing and is making updates on their system. The Yukon had maintenance to fix a broken steering cluster and will also have tires replaced.

Items Pending or that Needs Completion:

REVERSE 911 MOU.

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.

Unfinished Business

Director Dagnan motioned to amend the agenda to remove the Wage Step / Scale & 2012 Budget in lou of a Special Meeting before year end. Director Wilson seconded the motion. Vote: 4-0. The motion was adopted.

Resolution

Executive Director Tarrant presented the Board with a Resolution in the amount of $80,000.00 to amend the Board’s official 2011 budget and payoff two loans with SMB before their scheduled payoff dates. After discussion by the Board the resolution was adopted by roll call vote of the Board.

Vote:                Fries              -                In Favor

                        Francis          -              In Favor           

                        Wilson          -                 In Favor

                        Dagnan              -           In Favor

Wage Step / Scale

Agenda amended.

2010 Audit

Executive Director Tarrant reported to the Board we have not yet received the final Audit report from Mense, Churchwell, and Mense and will report further to the Board when received.

New Business

2012 Insurance

Executive Director Tarrant reported to the Board quotes were received from other carriers but Anthem Insurance was the best quotes for our 2012 renewal. She is recommending the composite rates over the age and gender rates as it provides the best rates overall to the employees and JASCO and affects the least amount of employees out of pocket.

Administrator Contract

6:20 p.m. Director Dagnan motioned to go into closed session. Director Wilson seconded the motion. Vote: 4-0. The motion was adopted.

Vote:                Fries              -                In Favor

                        Francis          -                In Favor           

                        Wilson          -                 In Favor

                        Dagnan              -           In Favor

Administrator Contract for Executive Director Tarrant was presented to the Board for evaluation.

6:20 p.m. Administrative Services Manager Stoller excused

6:25 p.m. Executive Director Tarrant excused

6:55 p.m. Director Dagnan motioned to go out of closed session. Director Wilson seconded the motion. Vote: 4-0. The motion was adopted.

Vote:                Fries              -                In Favor

                        Francis          -                 In Favor           

                        Wilson          -                 In Favor

                        Dagnan              -           In Favor

METS Contract

Executive Director Tarrant reported to the Board no changes will be made to the METS contract for 2012 as it is a 5 year contract signed in 2011.

2012 Budget

Agenda amended

6:58 p.m. Director Francis motioned to adjourn the meeting. Director Fries seconded the motion. Vote: 4-0. The motion was adopted.

A Special Board Meeting is scheduled for Wednesday December 14th, 2011 at 1:30 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, Carl Francis__________________________________                                                                  

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