Board of Directors Meeting
Jasper County Emergency Services
April 7th, 2020
Chairman Fries called the meeting to order at 12:04 p.m., via conference call at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Tim Wilson, Carl Francis, Ron Brewer, James Harrison 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 minutes for the Board of Director’s Meeting on March 3rd, 2020 were reviewed.
Director Wilson motioned to approve the open meeting minutes for March 30th, 2020. Director Brewer 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 February was received on March 6th 2020 in the amount of $169,494.69. We have not received the sales tax check for March or April.
Total bills submitted for approval today $58,072.51 The Checkbook balance after payment of bills will be $17,242.79. Accounts receivable balance: $115.84. (Record Request fee, & Jasper County Sheriff Traffic Detail).
The Money Market account balance is $1,016,272.75.
Executive Director Ford read the financial and payment of bills report to the Board. April explained that we are 24% below for the use of the budget. We have made some emergency supply purchases so that we are prepared. April advised the Board that we have two bills in dispute with AT&T and we have a dispute with Verizon. April explained that the bill from Joplin Industrial Electric that was in dispute has been resolved and paid.
Director Francis motioned to approve the financial report and the 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 advised the Board that she will be looking into a FEMA public assistance grant. April advised the Board that the ADA says that our doors to the center are too heavy and do not meet the ADA guidelines. April stated that a First Disability Representative came to our center and looked around and mentioned to April that everything looked good for our center except that the doors were too heavy. April stated that the IAED accreditation requirements have changed due to the Covid-19. Our ACE monthly reporting is paused for both March and April 2020. April advised the Board that on March 28th, we lost a UPS battery backup to the switch in the server room that houses our phone lines and 9-1-1 equipment. We re-routed lines to Joplin and the center was down for approximately 30 minutes. Mike came to the center and bypassed the UPS by just plugging it into a regular outlet. April advised the Board that we will have to schedule a time for a brief outage so that everything can be brought back up properly. April advised the Board that Carl Junction Police Chief Haase has discussed Jasco taking over dispatch for them during this Covid-19 pandemic. April stated that Jasco could do this if we needed to, and we would just need to complete some testing.
Executive Director Ford advised the board that the Avtec update is on hold right now. We are waiting on an agreement to move the equipment at the south water tower to the jail, and equipment from the North water tower to Jasco.
Fire East Tower Agreement
Executive Director Ford stated that the Fire East Agreement has been completed and is ready to be sent to the other party for review. The Board agreed that April could send the agreement out for review and bring the agreement back for approval at the May meeting.
Payroll Issue – Paychex Errors and Increase
Executive Director Ford advised the board that at this time both payroll companies are finger pointing at each other. April will bring back more information at the next Board meeting.
DPS 9-1-1 Grant Funding Application
- CPE Phone Equipment and Connectivity to Springfield/Greene Co PSAP
Executive Director Ford stated that the deadline for the grant has changed to April 30th. April stated that if we can connect to the ESInet then we could connect to anyone that is also connected to the Esinet. April advised the Board that she is waiting on quotes from AT&T. April advised the Board that she did receive GIS quotes for the project.
MoDOR Form 126 – Registration or Exemption Change Request
Executive Director Ford advised the Board that she needs permission to add herself, Brandon McClintock, and Amber Madison to the MoDOR Registration list and to remove any employee that is on the list that no longer works at Jasco.
Director Stanley motioned to approve the removal of ex-employees and to allow April Ford to add herself, Brandon McClintock, and Amber Madison to the MoD Form 126. Director Wilson seconded the motion. Vote: 6-0. The motion was adopted.
Budget Amendment – Lawn Mowing Increase
Executive Director Ford stated that Berry West has increased from $50.00 to $60.00 for our lawn maintenance. April stated that Berry does a good job and keeps our cost down.
Conference Cancellations – Central Square, IWCE, Navigator and MPSCC
Executive Director Ford advised the Board that all conferences have been cancelled/rescheduled. MPSCC has been moved to September in Springfield. April advised the Board that all of the airlines are allowing us to use credit for later flights. Hotel reservations have been refunded and Amber contacted the owner of the VRBO that we were staying at in Florida. The VRBO owner stated that she would also give us a credit to use at a later time. April purchased insurance as well for the VRBO so we might get some of our money back. We will advise the Board.
NexEdge – Radio Equipment Move and Possible Tower Building (MOU)
Executive Director Ford stated that we need to move the equipment on the south tower to the jail and the equipment on the north tower to Jasco. April advised that we need another Microwave in order to get off of fiber. April advised the board that we have a money in the budget for a second microwave. April also stated that we are waiting on Morris to talk about using the Black Cat tower. We are also waiting on Morris for a quote for microwave ring for all three towers. April advised the Board that the equipment could be stored at Jasco temporarily but we do not have room for the equipment to stay here permanently. If we were to keep the equipment here, we would need to purchase a tower building. The building would need to be big enough for equipment and for storage. We would need a MOU for the equipment as well. April stated that she would work with Jasper County Sheriff’s Office, Carthage Police Dept. and the Board to make an MOU. April stated that she has spoken to Kurt Bleich and he stated that he could use our existing equipment and put up our second microwave, and then do testing with each tower.
Resolution for National Telecommunicators Week 041220-041820
Executive Director Ford stated that National Telecommunicators Week is April 12th – April 18th this year. April stated that we had to cancel our theme due to the current situation, but we are still planning on having activities and food days for the employees.
Director Stanley motioned to approve the Resolution for National Telecommunicators Week 2020 Director Brewer seconded the motion. Vote: 6-0. The motion was adopted.
Fries -In Favor
Francis -In Favor
Brewer -In Favor
Wilson -In Favor
Stanley -In Favor
Harrison -In Favor
COVID-19 Situation Report
- Software Purchase – IAED ProQA x 3 Licenses
Executive Director Ford gave the Board an update on what Jasco is doing in regards to planning during this Covid–19 pandemic. April stated that she has procedures being updated when things change, and that we are dispatching as usual. April went over why we use the procedure, and she advised the Board that she is on two calls a week with Joplin Communications PSAP and Newton County PSAP to discuss changes and preplanning. April stated that Newton County Dispatch has 13 employees and Joplin has 15 employees, currently Jasco has 28 employees. Jasco is at normal staffing right now, but we have had to make some adjustments to the schedules. Joplin and Newton County have asked if they can come to Jasco if they lose any more dispatchers? April stated that we have been keeping everything clean at Jasco, she advised that Director Brewer has come to the center and disinfected our EOC. April stated that we have 3 dispatch stations set up in the EOC and we would dispatch from there if we have an exposure in the comm room. April stated that she is making several plans, just so that she is prepared. April stated that one of the plans would be to dispatch from home if we had to. Amber sat in on a webinar where other Directors are planning/getting ready to dispatch from home. Director Francis stated that the City of Webb had a 14% drop in revenue. April advised that herself and Amber will be looking at the budget to see where we can cut costs for the next 6 months. April stated that we will see the hard financial struggle at Jasco for at least 18 months. Director Francis stated to keep Capital improvement and travel down and don’t spend anything extra. April stated that we need to spend funds on NexEdge because it is an officer safety issue, but we do not want to risk exposure with people coming in and out of dispatch. Director Francis stated to wait on the NexEdge system until at least a couple of weeks. April is concerned because the grant deadline is during this time, April is hoping that they push back the grant deadline. April stated that we have been asking screening questions on every call in regards to Covid-19. The callers have been cooperative and understand why we are asking these questions. April stated that we might be switching to a pandemic protocol. April stated if the hospitals are at capacity then we will need to go to a pandemic protocol. If this happens, she will push the information out to the board and it would be at the approval of Dr. Morgan. April is working with the Health Departments in reference to quarantine and isolation information. April stated that we are broadcasting Universal Precautions if they answer yes to our questions and PPE Mandatory if it is an order to isolate or quarantine. April stated that we are stocked up on supplies and Director Brewer brought us some more cleaning supplies. We are checking everyone’s temperature that comes into the building. April asked the board if we need to keep track of the employee’s temperatures? Chairman Fries stated no we do not have to keep track of temperatures. Director Francis stated that they have a pandemic sick policy in the event of an exposure and he will send the information to April. April stated that we are letting the employee return to work the next day as long as they do not have a fever. Director Francis stated we should not let the employee come back until they are fever free for at least four days. Director Francis is worried that we may be letting employees come back too soon and they could infect other employees. April mentioned her concern for the employees that have allergies during this time of the year. Director Francis stated that we need to have the employees not come back to work for at least 3 days. April advised the Board that when someone gets sent home we are cleaning the consoles and shutting them down for 24 hours. Director Harrison agreed with Director Francis in reference to not letting the employee come back until they are fever free for at least 72 hours without the use of medicine. Director Harrison stated that the employee could be using medication that lasts for 6-8 hours and come into work still being sick. Executive Director Ford stated that she would add this to the employee screening questions. April advised the Board that we have been checking temperatures with a thermometer that states that they have to be inside for at least 10 minutes before checking a temperature. April advised the Board that her concern is that we have exposed other employees during this time, and asked the Board if we should have the employees come in 10 minutes earlier and wait in the hallway for 10 minutes and then check their temperatures? The Board agreed that this is not necessary. April stated that she will make sure that they keep sanitizing the comm room. April stated that she is also looking into getting masks for the employees to wear, but she is worried about the units not being able to understand the dispatchers when they talk. Director Harrison stated that he wears a mask while talking on the radio and everyone hears him just fine. Executive Director Ford advised the Board that IAED is offering ½ off for ProQA licenses and no charge for maintenance until next year. The license would cost $1,875.00 each. April believes that we might need to purchase three licenses in the future, but at this time she is holding out. Director Harrison advised April that Jasco is doing a great job and he appreciates all of the hard work we are doing, and he appreciates us keeping them updated. April stated that we will continue to send out updates when necessary.
1:17 p.m. Director Harrison motioned to adjourn. Director Brewer seconded the motion. Vote: 6-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, May 5th, 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.