www.jasco.org - The official website of Jasper County Emergency Services
| MINUTES - January 3rd, 2012 |
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MINUTES Board of Directors Meeting Jasper County Emergency Services January 3rd, 2012
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, Greg Dagnan, and Dan Stanley. 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 December 6th, 2011 open and closed session and the Special Board Meeting December 14th, 2011 open and closed session were reviewed.
Director Francis motioned to approve minutes for the December 6th, 2011 and December 14th, 2011 open and closed session. Director Fries 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 November was received in the amount of $166,156.28. We have not received the sales tax check for December. Recent bills paid online 12/21/11 totaled $19,490.54. Total bills submitted for approval $31,292.01. The checkbook balance after payment of bills will be $13,093.96. The money market account balance is $353,641.26. Accounts receivable balance is $3,079.45. The checkbook balance after receipt of accounts receivable will be $16,193.41. Director Dagnan motioned to approve Financial Report and Payment of Bills. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted. Committee Report No Reports Executive Directors Report Contracts / Agreements: Executive Director Tarrant reported Joplin has adopted a policy on Reverse 9-1-1 and it appears we can move forward with a MOU for the use of cost sharing and she is currently reviewing various agency agreements for service to develop an agreement which could be used in the future for any agency that would like to use our dispatch services. The Board will need to establish what primary services to provide at no cost verses what services will be provided at a cost for this agreement.
Budget: Executive Director Tarrant the 2010 Audit was completed and we are still waiting on the report. Mense, Churchwell, and Mense sent staff to our facility to assist with year-end and moving lease purchases into expenditures for the year end 2011 budget and to set up the 2012 expenditures in Quick Books as cash instead of accrual. She informed us we will not be able to show the money approved from Money Market in our revenue/income section of the budget since it is in our beginning balance for 2012 and we will be fine at the end of the year end unless we spend more than we have in the accounts. The appreciation dinner is scheduled for Thursday, January 12th at 5:00 p.m. and will be held at Granny Shafer’s in Webb City. The staff and Board Members plus one guest are invited to attend. Awards will be presented for specific accomplishments. We are waiting on paperwork for the TIF’s for the changes to be made with the Department of Revenue for the sales tax revenue to be sent as ACH transfer into our account. The 2012 Budget will need to be amended to reflect this change in income and expenditures.
Policy / Procedures: Executive Director Tarrant reported she has completed the job descriptions and is working on the performance evaluations and guidelines for use. Several policies have been prepared for Board approval at the suggestion of the auditor and we have begun revising procedures and placing them out for signature to finalize an SOP book to be complete early spring.
Staffing: Executive Director Tarrant reported Brenda George is our newest full time TCO and we are interviewing for another full time TCO position and she will be filling the Operations Manager position this week.
Training: Executive Director Tarrant reported 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 Sunny Goodwin and her have been asked to team teach a class at Navigator in 2012. This class is paid for by Priority Dispatch. Clark Cayton will be teaching a stress management class to the staff Thursday, January 5th and Kima and Executive Director Tarrant will be teaching a class in Indiana and Louisiana in the spring. Fire Dispatch training will start in March.
Technical: Executive Director Tarrant reported a network, systems and software needs assessment has been completed now by NeoTech and we have begun working on this list by upgrading memory. She advised she has copies of the assessment if anyone would like to review this with her. The radio tunneling project is underway with Carl Junction and Rayfiled Communications has been in contact with SNS for CJPD and JMARC was out to give us information on our firewall. We may need to purchase extra equipment to get around the firewall as we were advised the Cisco 5505 Series may not be compatible with this type of tunneling for Telex. Shaun has been asked to return the routers so we can get started and Rayfield Communications will come out and work with our IT Vendor when we have them onsite for this project if possible by next week. Fire West Amplifier has been ordered and will be replaced after further work done on the tower. Washington Electronics will be replacing this for us as JB Gates did not provide a definitive answer. She will be ordering the replacement multi radios for the communications room this next week and will need to get Carterville Fire Department’s private frequency programmed for use as they are completely narrowband. The CAD Kick Off meeting is being scheduled by Sungard for the last week of January. They will fly here and perform a walk through and we are planning a trip to North Carolina for February or March.
Public Relations / Education: Executive Director reported we are still training with Carthage PD personnel and will begin training with Joplin at their PSAP in February and election advertisement was posted in the Joplin Globe and Carthage Press.
Disaster (May 22nd, 2011 Tornado) Executive Director Tarrant reported Joplin returned the loaned VHF Kenwood radio for their ACU1000 and it is in good working order.
Other Executive Director Tarrant reported there is still no decision on a date from MODOT to turn around the mile marker signs on Hwy 249. 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. She is writing a new contingency plan for AT&T and our 9-1-1 trunks. This will be turned over to AT&T by the end of January. She also reported she will be making the purchase of the new vehicle by the end of January and that 9-1-1 Day at the Capitol is January 17th and she will be taking staff with her to Jefferson City.
Items Pending or that Needs Completion: REVERSE 911 MOU. Board members need training in NIMS IS700, IS100 and G194 ICS or NFA-I 100 Shut off Closed Loop lines AT&T Multiplexer agreement Tunneling project Fire Dispatch Training Prepare for April 2012 Election (January 17, 2012 is last day for candidate filing, 24th is certification) Add was placed in the paper December.
Other Meetings: Fire Chief’s meeting 01/11/12 @ 8 a.m. Law Enforcement meeting 01/11/12 @ 1:30 p.m. Local 9-1-1 and Communications managers meeting has not been set yet. TEAM meeting January 26th, 2012
Unfinished Business
2012 Budget
Personal Expenses and Board Misc. Expenses Executive Director Tarrant reported to the Board regarding the wage scale and inquired with the Board on moving money from the ISM position to professional services for 2012 to be used towards IT consulting. She further reported GL # 60116 will be used for TIF’s and will be added when our sales tax revenue is ready to be direct deposited. A discussion regarding the wage scale followed.
Director Dagnan advised to move all employees into the wage scale with exception to those positions over and above S step of the wage scale. He further advised Executive Director Tarrant should have authority to evaluate and present recommendations to the Board any wage increase for positions above and beyond the S step.
Director Dagnan motioned to adopt the wage scale as presented with “S” scale step being the final wage step excluding all positions over “S" wage scale those positions to be evaluated by the Executive Director and the Executive Director will bring back recommendations to the Board for final evaluation. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.
New Business
TIF Ordinance Executive Director reported she has not received all the needed paperwork to start the TIF transfer process and will report further to the Board at the next meeting.
Policy Executive Director Tarrant at the suggestion of the Auditor presented four policies to the Board for review: Fraud & Abuse, Credit Card Resolution & Policy, Off Duty Conduct, and Customer Service. After discussion by the Board:
Director Fries motioned to adopt all sections of the Fraud & Abuse Policy with exclusion to Employee Privacy Issue. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Roll Call Vote for Resolution NO; 2012-01, Credit Card Resolution.
Vote: Fries - In Favor Francis - In Favor Dagnan - In Favor Stanley - In Favor Neil - In Favor
Director Fries motioned for a second reading. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Director Francis motioned to accept the Credit Card Resolution & Policy. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.
A Special Board Meeting has been set for review and discussion of the Customer Service Policy and to review contracts from JMARC and NeoTech regarding IT consulting for 2012.
7:40 p.m. Director Fries motioned to go into closed session. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Fries - In Favor Francis - In Favor Dagnan - In Favor Stanley - In Favor Neil - In Favor
Executive Director reported to the Board regarding the hiring process for the Operations Manager position.
Executive Director reported to the Board regarding a resigned employee’s interest in reapplying for the open TCO position.
8:00 p.m. Director Fries motioned to go out of closed session. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Fries - In Favor Francis - In Favor Dagnan - In Favor Stanley - In Favor Neil - In Favor
8:00 p.m. Director Stanley motioned to adjourn the meeting. Director Fries seconded the motion. Vote: 5-0. The motion was adopted.
A Special Board Meeting is scheduled for Thursday January 12th, 2012 at 4:45 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. |