Board of Directors Meeting
Jasper County Emergency Services
December 6th, 2016
Chief Fries called the meeting to order at 12:06 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Carl Francis, Ron Brewer, James Harrison, and Dan Stanley. Representing staff was TCOII Amber Madison and Executive Director April Tarrant. TCO Patricia LaFever, Systems Manager Mike Runnebaum, and a representative from The Joplin Globe, Reporter Koby Levin was in attendance.
Review and Action of Minutes
Open Minutes of the Board of Director’s Meeting on November 1st, 2016 were reviewed.
Director Francis motioned to approve the open meeting minutes for November 1st, 2016. Director Harrison seconded the motion. Vote: 5-0. The motion was adopted.
Public Comment and Correspondence
No public comment
Financial Report and Payment of Bills
The sales tax check for October was received November 7th in the amount of $108,934.26.
We have not received the sales tax check for November yet.
Recent bills paid online totaled $33,406.83. Total bills submitted for approval $23,561.71. The checkbook balance after payment of bills will be $24,503.33. The money market account balance is $760,974.71.
Accounts receivable balance is $4,537.18. $537.01, of which has not been paid for COBRA and will be removed since COBRA was cancelled. Another $30.00 was not paid by Johnson, Vorhees, & Martucci for recordings requested, $15.00 will be removed and another $15.00 will be outstanding. The checkbook balance after receipt of accounts receivable after $552.01 is removed, will be $28,488.50.
Director Stanley motioned to approve the Financial Report with Payment of the Bills. Director Brewer seconded the motion. Vote: 5-0. The motion was adopted.
Executive Director Report
See Attached Report
Executive Director Tarrant reviewed her report, highlighting the new website, the audit from the Missouri Auditor’s Department on compliance with the Missouri Sunshine Law, the need for an Amazon Prime account for 2017, the upgrade to the SunGard Message Switch, NexEdge radio testing without encryption, the invitation to local legislators to tour JASCO, and the EMD ACE accreditation process and where they are at with the audit and the MDRC changes due to the monthly agency meetings moving to an as needed basis for 2017.
Life Saver Award
TCO Patricia LaFever was recognized for her diligence and dedication regarding a cardiac arrest call on May 29th, where a male patient was not conscious and not breathing. Patricia provided pre-arrival CPR instructions to the wife of the patient, thus providing life-saving instructions and assisting her to help revive him. That patient recovered from this arrest and is home now due to her dedication. Chairman Fries gave Patricia an award, a life saver pin, and everyone congratulated her on a job well done. Pictures were taken by The Joplin Globe and Executive Director Tarrant.
Executive Director Tarrant submitted items for surplus. She advised that the Data Radio equipment may be something another agency will want to purchase, but if not, she recommended all equipment on the list to be destroyed or given away. (See attached surplus list, dated December 1st, 2016)
Director Harrison motioned to approve the Surplus Report. Director Brewer seconded the motion. Vote: 5-0. The motion was adopted.
Policy – Priority Dispatch Certification (Accreditation)
Executive Director Tarrant submitted a policy for review and approval. This is required to meet accreditation and was approved by the JASCO Medical Director, Dr. Morgan.
Director Stanley motioned to approve the Priority Dispatch Certification Policy. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Audit for 2015 – Engagement Letter
Executive Director Tarrant submitted the Mense, Churchwell & Mense, P.C. Audit Engagement Letter for the 2015 year end financials. She explained that this will be done, just as in previous years.
Director Brewer motioned to approve the Audit Engagement Letter and have Chairman Fries sign the letter. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
This will be move to the agenda for the January meeting since there are some board members absent.
Budget Amendment 2016
Executive Director Tarrant presented the current 2016 Budget with Quick Books Budget vs Actual Report for review, along with a recommendation for amendment to the various categories for expenses and revenue. She explained that with the savings from not having an election and the CAD conversion being placed on hold this year, as well as some other changes, (see reports attached) that the overall budget amendment recommendation for expenses is going down from the proposed and approved original expense of $1,960,932.82 and the recommendation for amendment is to $1,728,625.93. The revenue proposed and approved was $1,856,064.95, but it is being recommended to amend it to $1,858,084.75. There was some discussion about SunGard final upgrade billing, but this may not be billed until 2017.
Director Francis motioned to approve the 2016 Budget Amendment as presented. Director Harrison seconded the motion. Vote: 5-0. The motion was adopted.
Budget – 2017
Executive Director Tarrant presented 3 options for the 2017 budget, with the only differences being related to an option for a cost of living increase. She went down each category, explaining all items budgeted, and referred to the budget, along with the budget justification for each expense and revenue category (see reported attached), as included in the board packet. She highlighted the following capital improvement projects: replacement of the radio software system, replacement of the CAD workstation hardware, and the CAD migration with Joplin as being the most important for 2017. She also expressed concern about the centers appliances and possible replacement, as well as chairs, and the unknown 4th quarter expenses for the organizational insurance and the expected increase to the 4 TIF’s the center currently pays into. She outlined the expected 2017 revenue to have no real change to the sales tax revenue, given the amounts for November and December of 2015 and all other revenue amounts from January through October of 2016. She did explain they could expect higher revenue in sale of fixed assets for 2017.
There were no questions about the remainder of the budget. She requested the decision be made on the cost of living increase to the wage scale for all employees. She presented 3 options, from no increase, a 1% increase, to a final option of a 1.5% increase for the wage scale. She explained the merit increase for July was anticipated in these budgeted amounts.
Option 1 was presented with a 1% cost of living increase to the wage scale for all employees, showing the personnel expense as $1,233,229.52 and with this included in the total budget expenses, the total budget expense as presented is $2,310.700.52. Revenue was presented as $1,903,095.00. This would be a difference of $8,505.21 for personnel expenses if a 1% increase was approved from no increase.
Option 2 was presented with a 1.5% cost of living increase to the wage scale for all employees, showing the personnel expense as $1,238,041.05 and with this included in the total budget expenses, the total budget expense as presented is $2,315,512.05. Revenue was presented as $1,903,095.00. This would be a difference of $13,316.74 for personnel expenses if a 1.5% increase was approved from no increase.
Option 3 was presented with no cost of living increase to the wage scale for the employees, showing the personnel expense as $1,224,724.31 and with this included in the total budget expenses, the total budget expense as presented is $2,302,195.31. Revenue was presented as $1,903,095.00. This would be no difference for personnel expenses there was no increase was approved.
After some discussion and questions on the wage scale, it was recommended that since there was only a .3% increase for the federal COLA, that the 1% increase would be the best choice for JASCO.
Director Brewer motioned to approve Option 1, as presented with a 1% increase to the wage scale for all employees. Director Stanley seconded the motion. Vote: 4-1. The motion was adopted.
Director Francis motioned to approve the 2017 Budget (Option 1), as presented. Director Brewer seconded the motion. Vote: 4-1. The motion was adopted.
Service Agreement – MOU with Joplin for CAD Consolidation
Executive Director Tarrant explained this is still on hold and will not be on the agenda’s for 2017 until Joplin decides to move forward on the CAD migration process.
Closed Session Announcement and/or Report:
Jasper County Emergency Services Board announced to close for personnel records and evaluations and hiring, firing, disciplining and promoting pursuant to Mo. Statute Section 610.021 (13) (3).
1:08 p.m. Director Stanley motioned to go into closed session. Director Brewer seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Francis – In Favor
Brewer – In Favor
Harrison – In Favor
Stanley – In Favor
Fries – In Favor
1:20 p.m. Director Brewer motioned to come out of closed session. Director Harrison seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Francis – In Favor
Brewer – In Favor
Harrison – In Favor
Stanley – In Favor
Fries – In Favor
1:22 p.m. Director Brewer motioned to adjourn. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, January 3rd at 12:00 p.m.
On the_____________ day of ______________________20______
I, Jeff Fries, Chairman at Large, _____________________________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________. They have been reviewed and are accurate.
On the ____________day of________________________20________
I, Dan Stanley, Secretary __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________. They have been reviewed and are accurate.