Board of Directors Meeting
Jasper County Emergency Services
August 13th, 2019
Chairman Fries called the meeting to order at 12:01 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Carl Francis, James Harrison, Dan Stanley and Greg Dagnan arrived at 12:05 p.m. Representing staff was Office Support Clerk Amber Madison and Executive Director April Ford.
Representing Public: Asbury Fire Department Chief Don Polen, Assistant Fire Chief Joe Lair, Gretchen Bolander with KODE tv.
Review and Action of Minutes
Open and closed minutes of the Board of Director’s Meeting on July 2nd, 2019 were reviewed.
Director Francis motioned to approve the open and the closed meeting minutes for July 2nd, 2019. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.
Public Comment and Correspondence
Executive Director April Ford introduced Asbury Fire Department Chief Don Polen and Assistant Fire Chief Joe Lair to the board. April stated that Asbury Fire Department is attending the meeting to talk about radio issues that they are having. Chairman Fries welcomed Don and Joe and opened the floor for them to discuss their radio/communication issues. Chief Don Polen stated that the problem is the NexEdge radio system doesn’t work in all of his area. Don stated that when he talks to Jasper County Emergency Services about the radio issues they say it the Sheriff’s Office that maintains the radios and when he talks to the Sheriff’s Office they don’t do anything to fix it. Don gave examples to the board of them getting the text messages and not hearing anything on the radio. He stated that it happens inside and outside of city limits, in several areas and especially north of baseline road. Chairman Fries asked Chief Polen if he has missed any calls because of the radio issues? Don Polen stated that they haven’t missed any calls because of it, just bad communication during the calls.
Director Greg Dagnan arrived at 12:05 p.m.
Director April Ford stated that Asbury Fire has been given the option to go back to fire west. Don Polen stated that they were having problems on fire west also, and the money that they spent on NexEdge would have been wasted. Don also mentioned that Jasco talked about phasing out fire west, so Don felt like they had to move to the NexEdge system. April stated at the time of the NexEdge installation the plan was to start phasing out fire west and other analog channels, but since then we have had department’s that stayed on fire west and some that went to the NexEdge at first and then they switched back to the analog radios. Don stated that he was on H highway on a call and when he would key up he would get a message on his radio stating call fail. Don advised that the deputy that was on the call with him that day couldn’t get out on his radio either. Director Francis asked Greg Dagnan if when they have the Webb City tower complete would that help Asbury. Director Dagnan stated that he doesn’t think it would help. Director Dagnan stated that north of Baseline the traffic can’t get out; it is too far from a tower. Director Dagnan advised to try and put repeaters on the portables. Dagnan stated that the 5 watt radios can’t reach the correct towers. Don stated that he has worked an accident at 171/Stateline and the radio wouldn’t get out. Don advised the board that he has a fire fighter that lives in town and he can stand inside his house and not have signal, but if he steps out onto his porch he has signal. Don asked if they need to update their radios? Don stated that their radios haven’t been touched in two years. Director Ford asked Don if he came to the radio round up that she sent out to all of the chiefs? Don stated that they didn’t know about the radio round up, and that he must have missed the email that was sent out. Assistant Joe Lair stated that April does a great job of communicating and he is sure that she sent the email about the radio round up, he just stated that they must have missed reading this email. Director Francis and Director Dagnan both stated, that it sounds like the first step that needs to happen is for the radios to be updated and get their equipment and installs checked. Director Dagnan stated that Don needs to contact the Sheriff’s department and ask them to come out and update radios in the trucks and portables. Executive Director Ford told Don that MOSWIN is coming to the October fire chiefs meeting to discuss the MOSWIN radio system. Don asked the board if Jasco would be willing to put up a tower closer to Asbury? Director Dagnan stated that it wasn’t Jasco that built or put up any of the towers, Carthage built two towers, and the Sheriff’s office built two towers for their system, and then said if other departments want to use our towers they can. Don asked the board if Jasco doesn’t have anything to do with the radio systems, then why did Jasco promote the radio system? Executive Director Ford explained the purpose for changing to NexEdge due to the analog being old and outdated. April stated that several departments never switched to the NexEdge system they stayed on analog. Assistant Chief Joe Lair asked the board if the Jasper County Sheriff’s Office sends out notifications/emails about updates or radio events? Executive Director Ford stated that they send out the email to Jasco and then April sends out the emails to the Chiefs. Director Stanley asked if there was some kind of grant that maybe they could put in for? Executive Director Ford stated that there are some grants out there, she asked who looks into finding grants for the Asbury Fire dept.? Joe Lair stated that he is the one that looks for the grants, but stated that most of the grants want you to use MOSWIN. Joe stated that he doesn’t want MOSWIN, he stated that he has worked on MOSWIN radio’s before and they have radio issues also. Joe stated that they always have issues by the power plant, and anything north of baseline. Joe stated that they get better signal when it is a cloudy day. Chairman Fries asked do they have cell phone service in those areas? Joe stated that they don’t have cell phone coverage in those areas either. Director Dagnan stated that the Sheriff is not in today but Matt Stoller is, and they should go to the Sheriff’s office to set up a meeting for them to come out and update all of the radios. Executive Director Ford stated that when they update the radios let her know, and then also let her know immediately if there is an issue with missed traffic, so that she can make sure that it was a radio issue and not an employee issue. Director Dagnan stated that Sarcoxie had their radios channel steered so that they would only go to one tower. Joe stated that he will ask Matt Stoller if channel steering could be an option for them also.
At 12:30 p.m. Asbury Fire Chief Don Polen and Assistant Fire Chief Joe Lair left the meeting.
Financial Report and Payment of Bills
Financial Report read by Director Francis.
The sales tax for July was received on August 7th 2019 in the amount of $145,032.13. We have not received the sales tax check for August.
Total bills submitted for approval today $58,412.38. The Checkbook balance after payment of bills will be $14,388.33. Accounts receivable balance: $573.43. (Joplin Fiber).
The Money Market account balance is $982,157.06.
Director Stanley motioned to approve the Financial Report with Payment of the Bills. Director Harrison seconded the motion. Vote: 5-0. The motion was adopted.
Executive Director Report
See Attached Report
Executive Director Ford stated she had nothing to add to her report.
Executive Director Ford stated that we are in the final stages for the radio project. April stated that they will be getting the backup equipment set up in the fall.
Internet Move Update-October for contract
Executive Director Ford stated so far Sparklight has been working. April stated that we did have an issue where they were working on a Joplin router and it took Jasco down. April told Sparklight that if they are doing maintenance or updates that they need to call and tell her so that she can let her employees and departments know that the internet will be going down. Executive Director Ford stated that she wants to wait until a future meeting to discuss signing a 1 or 3-year contract.
Fire East Update
Executive Director Ford stated that fire east is temporarily using the Avilla site at the MoDOT tower. She stated that Sarcoxie Rural Fire Department is still having issues getting back to Jasco. April stated that they are still set up and testing on the temporary site and that Allen Martin will check on other options.
EFD and EPD Protocol
Executive Director Ford stated that she still has quotes and has been speaking with some departments about this. She stated that the EMS/Fire departments don’t want it to interfere with not getting calls as fast. April will discuss this change about EPD at the next Police Chiefs meeting.
Equipment Replacement from Storm Damage
Executive Director Ford stated that the surge suppressor will be put in before they turn the new UPS on. April stated that the suppressor is on order and should be here soon.
Executive Director Ford asked the board if they would agree that we do not need to put anything related to the sales tax on the ballot for this year. She stated that we will continue to collect (1/10) one tenth of a cent.
Director Francis motioned to accept that Jasper County Emergency Services will not be changing the sales tax for this year. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
Executive Director Ford presented the securities pledge held at the Country Club Bank as of June 30th, 2019. In the book amount of $2,132,270.95 the market amount of $2,169,926.92 and the current face amount of $2,073,411.56. Executive Director Ford reassured the board that she has contacted the bank and they say that it is normal to have this high of a security pledge. The bank assured her that being over insured does not cost more.
Director Stanley motioned to approve the Bank Security Pledge. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Executive Director Ford stated that she is wanting to hire 1 more full-time person. April stated that she could hire 1 more full time person if she combines the monies for the 2 reserve positions that she has open. April stated that Amber is completing background on one potential new hire right now and she wants to go ahead and hire 1 more to replace the person that we have leaving on October 19th. The board agreed that if we know that we will be losing one in October it made sense to go ahead and hire one more person now.
At 12:41p.m. Gretchen Bolander left the meeting.
Closed Session Announcement and/or Report:
Jasper County Emergency Services Board announced to close for legal action, personnel records and disciplining pursuant to Mo. Statute Section 610.021 (1) (13) (3).
12:41 p.m. Director Harrison 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
Harrison – In Favor
12:44 p.m. Director Stanley motioned to come out of closed session. Director Harrison seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Fries – In Favor
Francis – In Favor
Dagnan – In Favor
Stanley – In Favor
Harrison – In Favor
12:44 p.m. Director Harrison motioned to adjourn. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, September 3rd, 2019 at 12:00 p.m.
On the_________________day of ______________________2019____
I, Carl Francis, Treasurer _____________________________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________. They have been reviewed and are accurate.
On the ________________day of_____________________2019______
I, Dan Stanley, Director __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________. They have been reviewed and are accurate.