Board of Directors Meeting
Jasper County Emergency Services
December 3rd, 2019
Chairman 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, Tim Wilson, Carl Francis, James Harrison, Greg Dagnan, and Dan Stanley. Representing staff was Office Support Clerk Amber Madison and Executive Director April Ford.
No Representing Public
Review and Action of Minutes
Open and closed minutes for the Board of Director’s Meeting on November 5th, 2019 were reviewed.
Director Wilson motioned to approve the open and closed meeting minutes for November 5th, 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
Executive Director Ford read the financial report and she explained that we might not see 4th quarter earnings for the Pre-paid wireless tax in 2019.
The sales tax for October was received on November 7th, 2019 in the amount of $143,758.36. We have not received the sales tax check for November.
Total bills submitted for approval today $53,552.22. The Checkbook balance after payment of bills will be $8,077.82. Accounts receivable balance: $6,607.34. (METS dispatching fees for November and December).
The Money Market account balance is $917,996.63.
Director Wilson motioned to approve the financial report and the payment of the Bills. Director Dagnan seconded the motion. Vote: 6-0. The motion was adopted.
Executive Director Report
See Attached Report
Executive Director Ford spoke to the board about the equipment that AT&T has in our server room. April stated that she has worked on an easement for this AT&T equipment in the past, but AT&T has not moved on this, but now she has a new contact and is starting this process again. Executive Director Ford stated that Peter Voyt is our new contact at AT&T and he has stated that he will work with her on coming up with an agreement for their equipment. Director Wilson was reading thru the Director report and asked “what were bollards?” Executive Director Ford explained that they would be concrete pillars that we would use to memorialize people that have passed away. Executive Director Ford stated that we have four Board members up for re-election. April stated that the first day for Candidates to file will be December 17th, 2019 and the last day to file will be January 21st 2020 by 5:00 p.m. All candidates will file at our office. April reminded the board members to get their financial disclosures turned in, otherwise they will have a late fee. April also stated that on January 21st she will notify the Board who has filed for election.
Executive Director Ford advised the board that we are waiting on two problems to be fixed then we will pay the final payment for the project. We are also waiting on Neotech and Kurt Bleich with Command One to install the equipment at the backup site.
Fire East Update
Executive Director Ford advised the Board that we are still waiting and that we have a year trial for the MODOT tower so we are fine for now. The board asked if this was affecting Asbury Fire Dept. and April explained that this was a separate issue and that this tower wouldn’t help Asbury, but April also explained that she has set up a meeting for the Asbury Fire Chief and the Sheriff.
Insurance Claim for Equipment Replacement Storm Damage
Executive Director Ford stated that everything has been turned into the insurance company. April also stated that she thinks that they are covering the surge suppressors. The check for this insurance claim will be budgeted in 2020 under miscellaneous revenue.
IP Flex Update
Executive Director Ford stated that we are live now, and we did have a problem where Monett and Jasper County Sheriff’s Office couldn’t call us. April was on the phone with AT&T at midnight and AT&T fixed the problem but they don’t know how they fixed it. April stated that AT&T will be looking thru there notes to see how it was fixed. April also stated that we should see our credit on our account in January 2020.
Payroll Issue 2019
Executive Director Ford advised the board that she located a problem with our first payroll that we had with the new payroll company Paychex. April explained that ADP charged us taxes on our first payroll in January like they should have and then Paychex also charged us the same taxes on the second payroll in January. April explained that we contacted Paychex and have a request put in for the amount to be paid back to us. The amount received will go into miscellaneous revenue in 2020 budget. April will start pulling quarterly payroll account reports and check them to make sure that this doesn’t happen again. Director Francis asked if she thought that we could use the money as a credit from the IRS? April stated that she would ask and see but she didn’t think this would work because they only charged Jasco and not the employees.
Executive Director Ford stated that she has the wage scale complete and ready for approval with the 2% COLA increase that was discussed at the last Board meeting. April explained that the employees will receive a merit increase if they pass their evaluation with the new COLA change to the scale. April also stated that an employee has to be released from training for a year before they get their merit increase. April advised the board that we also have three employees (Jeff Boyer, Kima Burnett, and Mike Runnebaum that are maxed out on the wage scale steps, so they will only receive the 2% COLA increase). Executive Director Ford explained how she budgeted overtime at $40,000.00 for 2020. She explained that she budgets it at this rate because we can’t anticipate how much sick or vacation time will be used. April explained that at the beginning of the budget year she includes sick time, vacation time, and training time in the regular pay budget line, and then at the end of the year when the budget is amended she separates out the sick time, vacation time, and training time. The board then request for the budget comparison to have three lines showing what it was and then what it is now when she prepares the budget amendment.
Director Harrison motioned to approve the 2% COLA increase for the employees wage scale. Director Wilson seconded the motion. Vote: 6-0. The motion was adopted.
Sparklight Business Agreement
Executive Director Ford stated that she would feel comfortable doing a 2-year contract with Sparklight for our internet needs. April stated that the cost for the high speed internet that we need would be about $241.93 a month.
Director Wilson motioned to have Executive Director Ford sign the 3-year contract with Sparklight. Director Harrison seconded the motion. Vote: 6-0. The motion was adopted.
Director Harrison motioned to amend the agenda to a 2-year contract, not a 3-year contract with Sparklight. Director Francis seconded the motion. Vote: 6-0. The motion was adopted.
Priority Dispatch Agreement 5-year (no increases)
Executive Director Ford stated that she would like to sign the 5-year agreement with Priority Dispatch. Executive Director Ford advised the board that this agreement would not increase in price and would include 2 passes to Navigator. April explained that Priority Dispatch has a new CFO and he is wanting the agencies to sign agreements.
Director Stanley motioned to approve the 5-year contract with Priority Dispatch. Director Harrison seconded the motion. Vote: 6-0. The motion was adopted.
Executive Director Ford stated that the contract for Neotech has increased by 5%. This includes the IT network services, Sophos, antivirus and Neotech will be doing a lot more work for us this year.
At 12:46 pm Director Dagnan stepped out of the meeting.
April stated that she is willing to accept this increase, but she is worried if another increase happens next year. The Board stated that they need to see what they are getting for the increase before next years increase will be approved.
At 12:47 pm Director Dagnan came back into the meeting.
Director Harrison motioned to accept the new contract with Neotech. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
Executive Director Ford stated that 60 days prior to Neotech renewal she will discuss it with the board if there is an increase again, and the possibility of a change.
Building Changes – FEMA Standards
Executive Director Ford stated that we need to discuss harden the building, and we can’t get this done correctly without engage an architect to ensure that everything is done correctly. She presented an engagement agreement for an architectural firm to get the plans drawn out and to get some information on potential cost for hardening and possible expansion of the buildings front office size.
Building Changes – HVAC and Dehumidifier
Executive Director Ford has quotes for dehumidifier and quotes for windows. She suggested that if we are engaging an architect firm then she recommends holding off on the dehumidifier and windows replacement, but if not, then this work would be recommended. April stated that in order for the Architect to be involved we would be required to pay $5,000.00 for proposed/engaging, and up to $2500.00 for travel and digitizing out current plans. The architect would be in charge of finding electricians, plumbers, and get price quotes for the project. The architect firm completed Greene County’s 9-1-1 Center. Director Francis stated that the architect would probably send us a quote that is above our budget and we would not be able to complete the project. April stated that if we decided not to go with an architect then we could have the ballistic windows installed on our own. April stated that her concern is if a tornado came through the area and takes out our windows on the north and west side of the building. The board discussed if they just wanted April to try and complete the hardening of the building on her own. They discussed what the pros and the cons would be if she completed the project on her own. Director Dagnan and Director Harrison informed the board about the problems with not involving an architect with the recent build in their city. The final decision is that Chairman Fries stated that we would need to look at the expansion and the hardening of the building and to engage the architect company.
Director Wilson motioned to approve the engagement of the architect. Director Harrison seconded the motion. Director Francis opposed. Vote: 5-1. The motion was adopted.
Executive Director’s Agreement
Executive Director Ford went over her agreement with the board.
Director Stanley motioned to approve the Executive Directors agreement. Director Wilson seconded the motion. Vote: 6-0. The motion was adopted.
Budget Amendment 2019
Executive Director Ford went over the budget amendment. Highlighting that she is not anticipating an increase in November or December for sales tax. April advised that the Joplin Fiber bill will remain the same, we will continue to pay 60% and Joplin will pay 40%. Director Ford advised that we are purchasing backup phones for $300.00 from Verizon. She provided a budget amendment justification for the Board to review.
At 1:17 pm Director Dagnan stepped out of the meeting.
Director Ford stated that we are getting a cell phone booster for the center which will help with cell phone service throughout the building.
At 1:19 pm Director Dagnan stepped back into the meeting.
Director Francis motioned to approve the budget amendment for 2019. Director Harrison seconded the motion. Vote: 6-0. The motion was adopted.
Executive Director Ford highlighted prepaid wireless tax revenue, expenses, election costs, building changes, the removal of the Recorder/Rapid SOS and the integration that are either in the budget or were removed from the 2020 proposed budget. She provided a budget comparison for 2018-2020, the 2020 proposed budget with justification for each line and a budget message explaining the anticipated expenses and revenue for the new budget year.
Director Wilson motioned to approve the 2020 budget. Director Harrison seconded the motion. Vote: 6-0. The motion was adopted.
1:28 p.m. Director Wilson motioned to adjourn. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, January 7th, 2020 at 12:00 p.m.
On the_________________day of ______________________2020____
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_____________________2020______
I, Dan Stanley, Director __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________. They have been reviewed and are accurate.