MINUTES Board of Directors Meeting Jasper County Emergency Services October 1st, 2019
Chairman Fries called the meeting to order at 12:04 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Tim Wilson, Ron Brewer, James Harrison, Dan Stanley and Greg Dagnan. Representing staff was Office Support Clerk Amber Madison and Executive Director April Ford.
No Representing Public
Review and Action of Minutes
Open minutes for the Board of Director’s Meeting on September 3rd, 2019 were reviewed.
Director Dagnan motioned to approve the open meeting minutes for September 3rd, 2019. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
Public Comment and Correspondence No Public Comment
Financial Report and Payment of Bills
The sales tax for August was received on September 6th, 2019 in the amount of $196,860.02. We have not received the sales tax check for September or October.
Total bills submitted for approval today $82,331.01. The Checkbook balance after payment of bills will be $18,022.53. Accounts receivable balance: $3,605.43. (Joplin Fiber, Record request, and METS dispatching fee).
The Money Market account balance is $918,258.33.
Director Wilson motioned to approve the Financial Report with Payment of the Bills. Director Harrison seconded the motion. Vote: 6-0. The motion was adopted.
Executive Director Report See Attached Report
Executive Director Ford stated that she received quotes on adding a wall thermostat to the EOC/Board room, Comm room and front office, as well as a vent for the EOC closet. It will be under $2,000.00. Executive Director Ford also stated that the new company that we had come out stated that we need to look into installing a fresh air exhaust system, they believe that this might be the problem with the moisture and humidity in the building. Executive Director Ford advised the board that on September 6th we had a male subject drive from the Missouri Highway Patrol building to our center thru our yard, she advised that the male subj almost hit one of our employee’s cars. Then the male subject came to the front door and told our employees that he had been poisoned. The employees let the male subject in the building and called emergency responders. However, the male subject had not been poisoned, he was actually high on cocaine. Executive Director Ford stated that the police came out and they had his vehicle towed. Executive Director Ford told the Board that our employee Josh Pruitt will be deployed the entire month of December and January. We are planning for staffing move during his deployment. Executive
Director Ford stated that someone spoofed our Administration line and were asking for social security numbers. Director Dagnan stated that Carthage Police departments 237-7200 was also spoofed. Executive Director Ford stated that they will be making some changes to 1 or 2 addresses on Zora due to the new bridge at Zora and Schifferdecker. April stated that she will take Mike Runnebaum with her and they will speak to the residents about this change. Executive Director Ford shared with the board that the Missouri Public Safety Communications Conference starts Monday and the focus is on Peer Support. Executive Director Ford stated that she has been having an issue with Carterville Police Department not giving enough if any notice when they have a wolfpac. April stated that she has spoken to the Chief about his but it keeps happening. She stated that we don’t have enough notice are not able to staff up for these events. Executive Director Ford advised the board that they had dispatchers go over for the debriefing for the officer involved shooting. She also stated that we had another big call at the High School during a planned down time. April shared with the board that the call came in on our cell phone and we processed the call and sent fire and ems without any hesitation.
Avtec Update Executive Director Ford advised the board that Kurt Bleich with Command One is working on getting the backup microwave equipment installed at the Sheriff’s office.
Fire East Update Executive Director Ford advised the board that they are waiting on the survey to be completed at the Assistant Fire Chief’s tower. April stated that this tower will probably be good for Sarcoxie and that Jasco will be charged $200.00 a month to use the tower.
Equipment from Storm Damage Executive Director Ford stated that the UPS is up and running now. A new board that was on the HVAC went out and a new one is on order and will be installed when it arrives.
Flex IP Update Executive Director Ford stated that she is still waiting on AT&T.
ACH Transfer from Missouri State 9-1-1 Service Board-Pre-Paid Wireless Funding Executive Director Ford advised the board that she has the paperwork for the ACH direct deposit for the pre-paid wireless funds, and she needs the approval to sign the paperwork for the direct deposit so that she can turn it in to the Missouri State 9-1-1 Service Board.
Director Harrison motioned to approve the ACH direct deposit paperwork for the deposit of the pre-paid wireless funding from the Missouri State 9-1-1 Service Board. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
Budget Amendment Revenue-Pre Paid Wireless Funding Executive Director Ford also stated that she would like to add a separate gl code in QuickBooks. She stated that she would need permission from the board to add a gl, so that we can keep the revenue separate and be able to keep track of the revenue received.
Chairman Fries motioned to approve the addition of a new line item in QuickBooks for the Missouri State 9-1-1 Pre-paid wireless revenue. Director Dagnan seconded the motion. Vote: 6-0. The motion was adopted.
HVAC Changes Executive Director Ford stated that she would like to go ahead and get approval to install the new thermostats and the new air intake for the eoc. The board discussed the mold in the eoc and in the closet.
Director Wilson motioned to approve the installation of the new thermostats and the air intake. Director Dagnan seconded the motion. Vote: 6-0. The motion was adopted.
Budget 2020 Executive Director Ford stated that for budget year 2020 she would like for the parking lot to be resealed. April contacted Springfield Striping and they gave a quote of $4,000.00. She also stated that when we have meetings or training at the center we run out of parking spaces. April stated that she would like for the parking lot to be extended. She stated that we could get 39 more spaces if we build the parking lot out to the tree line and it would cost about $43,000.00. Director Harrison stated that he is concerned that we need to invest in more security for the center right now instead of the parking lot. Harrison stated that maybe we need to put up some kind of barrier between us and Missouri Highway Patrol. Possibly put up concrete barriers along the back side of the building. Director Dagnan stated that the concrete barriers are not expensive, Carthage Police Department uses them for events and they only pay about $60.00 each. Executive Director Ford stated that she would look into getting prices for the concrete barriers. Executive Director Ford stated that we also need the windows resealed or replaced on the building. Executive Director Ford stated that our training room is getting to small and that we could expand our building out from the front of the building. April stated that when she starts checking on expanding, she will get several quotes. Director Harrison stated that he thinks we need to take care of the mold issue before we reseal the windows and expand the parking lot. Executive Director Ford stated that we do have enough money in reserves to take care of the mold issue. April stated that she can plan 2020 budget to say windows/parking lot repairs. Director Brewer stated that we should focus on the building first.
Director Dagnan left the meeting at 12:31 pm.
Director Brewer stated that we might ask for a quote for 10 extra spaces, and see what they would cost. Director Wilson stated that we might look into doing a gravel overflow parking area. Director Brewer stated that we need to check with 2 companies that do resealing. April stated that she contacted Springfield Striping because they were the company that resealed the parking lot last time. April stated that we have wells under our lot so this seeps up thru our parking lot.
Surplus UPS Executive Director Ford stated that the old UPS weighs a lot and we have 72 batteries that were in the UPS. April stated that Neotech said that they will only take the batteries. April stated that the core charge for the batteries is $180.00. The board stated to have Neotech buy the batteries. April stated that she will ask Neotech if they will pay for the batteries. Executive Director Ford stated that we will need to scrap the old UPS. The board stated that we could
either have 4 people come in and scrap the UPS or call someone to come and haul it off for scrap.
Gov Deals Office Support Clerk explained that we have been looking into putting our surplussed items on gov deals, but we were hesitant because we have to put in our account information and pay a fee when we sell the items. Vice Chairmen Wilson explained how gov deals works and that they have used the site before and it is secure. The board agreed that we can put all items on this site and then if the employees want to bid on the items then they go to the website and bid on the item.
Director Harrison motioned to approve the setup of an account with Gov deals and start listing our surplus equipment on the site. Director Stanley seconded the motion. Vote: 50. The motion was adopted.
Insurance Renewals 2019-2020 Executive Director Ford stated that we received our property insurance renewal, and she has increased the coverage since we have new equipment in the building. April advised the board that she felt we were under insured if something were to happen. Executive Director Ford also stated that she knows that we will still be under insured if something does happen because the insurance will not cover labor and depreciation goes into effect. Executive Director Ford stated that she will need to increase the budget because the last quarter is due now, and we added the terrorism insurance to the plan.
Director Harrison motioned to approve the new insurance rates and to amend the budget. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
Closed Session Announcement and/or Report:
Jasper County Emergency Services Board announced to close for personnel records to Mo. Statute Section 610.021 (13)
12:49 p.m. Director Harrison motioned to go into closed session. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Fries – In Favor Brewer – In Favor Stanley – In Favor Harrison – In Favor Wilson – In Favor
12:59 p.m. Director Harrison motioned to come out of closed session. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Fries – In Favor Brewer – In Favor Stanley – In Favor Harrison – In Favor Wilson – In Favor
1:00 p.m. Director Harrison motioned to adjourn. Director Wilson seconded the motion. Vote: 5-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, November 5th, 2019 at 12:00 p.m. On the_________________day of ________________2019 I, Jeff Fries, Chairman _________________________________________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.