Board of Directors Meeting
Jasper County Emergency Services
August 9th 2021
Chairman Fries called the meeting to order at 12:09 p.m. Meeting was held at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Tim Wilson, Greg Dagnan, Carl Francis, and Dan Stanley. Representing staff was Executive Director (ED Ford) April Ford and Office Support Clerk Amber Madison.
Public present was Director Francis Granddaughter.
Review and Action of Minutes
Open and closed minutes were reviewed for the Board of Director’s Meetings on July 6th 2021, and special Board meeting on July 28th, 2021.
Director Wilson motioned to approve both open and closed meeting minutes for both July 6th and July 28th, 2021. Director Stanley 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 deposit for June was received on July 7th, 2021 in the amount of $216,165.24. The sales tax check for July was received on August 6th, 2021 in the amount of $173,775.64. We have not received the sales tax check August. On July 28th, 2021 we received a deposit of $18,524.28 from the MO911 prepaid cell phone tax for April – June 2021. ED Ford advised the Board that eventually we will have to start sending out notices about collecting the cell phone taxes.
Total bills submitted for approval today $56,100.95
Checkbook balance after payment of bills will be $12,064.60
Accounts receivable balance: $22.50. (Records Request).
The Money Market account balance is $1,660,839.97.
Director Stanley motioned to approve the financial report and the payment of the Bills. Director Wilson seconded the motion. Vote: 5-0. The motion was adopted.
Executive Director Report
See Attached Report
ED Ford highlighted that Springfield and herself are checking costs for Next Generation Core Services for the phone system and connectivity. NGA9-1-1 and Motorola are giving quotes, and April advised the Board that she will keep them updated on the progress. ED Ford highlighted that RapidSOS is delivering video streaming services into the Comm Centers, she advised the Board that we have done a few demos and the cost so far would be approximately $11,000.00-16,000 a year. April advised the Board that this is still a work in progress and we will be doing our due-diligence when checking out the products available. April stated that in the future we might need to have an employee that is in charge of our social media accounts. ED Ford advised the Board that the Motorola Project Manager is concerned about the copper HALO under the floor in the communications room. ED Ford advised the Board that an HVAC board went out and we had it replaced. The water softener also went out, and we will be repairing it for $500.00.
Executive Director Ford advised the Board that everything is on hold with Avtec right now.
Executive Director Ford advised the Board that the new Motorola consoles are grounded to the Halo and the trainers will be here today. The systems team will do the screen building and then train Wednesday – Friday. April stated that this training is just for the two consoles that we have right now and as soon as we have a contract and build out then we will train and complete the build out of the rest of the consoles. April advised the Board that she wants the new Motorola AXS consoles once we purchase the consoles for the center, if going with Motorola. ED Ford advised that some of the Avtec consoles would be sold and some would be kept for training purposes. Director Wilson stated that MSSU might want to purchase some of the consoles for their training room as well. April advised the Board that Springfield Utilities is wanting to charge access fees. April offered that we could look at become an L-core and connect with Joplin or see if it would be cheaper to connect to MOSWIN through Springfield Utilities. April stated that Bryan Courtney won’t allow GPS on zone 1. April will work with Bryan Courtney and Springfield Utilities to learn what the possibilities and cost would be in order to add agencies to MOSWIN for zone 4. We also may need new tower space, infrastructure and build out. April stated that we are still having static issues with Fire West. We might need to get a repeater or replace Fire West for better coverage for Asbury, Carl Junction, and Duenweg Fire Department. The Board and April agreed that we need to have a consultant involved for this project. The Board discussed the need for a consultant and the concerns that they have with Motorola personnel. The Board agreed that we do not have to buy Motorola radios, we are required to buy P25 radios. The Board also agreed that we will need to get a loan for this project. We will need to reach out and bid with several different banks for the best deal. We would also need to have a deferred payment plan for at least 1 year. April will start working on getting quotes for consultants.
Building Maintenance/Expansion/Parking Lot Update
Executive Director Ford advised the Board that the expansion is on hold for right now. We will be moving forward with the parking lot project. Anderson Engineering will be working with us on this project.
CPE/9-1-1 Phone System Replacement
Executive Director Ford stated that if the grant comes thru then we are moving forward on this project and we will be signing contracts with Intrado and/or AT&T.
Election 2021 Results
Executive Director Ford advised the Board that we passed the sales tax increase and that we were highly supported. Director Dagnan and the rest of the Board members thanked April for all of her hard work.
Office Support Clerk Amber Madison advised the Board that the employees are signing up for shifts and are appreciative of the overtime compensation change. Amber presented a spreadsheet to the Board showing what has been spent on overtime, and she advised the Board that employees are covering shifts easier. The Board agreed to keep this temporary policy in place for this month. The Board advised that they will approve or deny the compensation on a month to month basis.
Ordinance – Sales Tax Increase
Executive Director Ford stated she spoke to our Attorney Frank Foster and he advised that we need to have an Ordinance on file. April read the ordinance that was provided by Frank Foster. The Board agreed to adopt the Ordinance. April advised that she will make the necessary changes and file the Ordinance with The Department of Revenue.
Director Dagnan motioned to adopt the Ordinance to Implement a Sales Tax Increase for a 9-1-1 Dispatch Center in Order to Implement the Will of The Voters as Expressed on August 3, 2021 with the appropriate corrections and to file the Ordinance with Department of Revenue. Director Wilson seconded the motion. Roll call Vote: 5-0. The motion was adopted.
Vote: Dagnan – Yea
Stanley – Yea
Wilson – Yea
Francis – Yea
Fries – Yea
Countywide Public Safety Radio System
Director Tim Wilson suggest that we send out press release/updates to social media and the public when we start and complete projects. We should show the residents that we are completing tasks that we told them we were going to do. The Board agreed that they would like to see press releases go out to the citizens. ED Ford advised that she would start getting quotes from consultants for the radio project. April stated that we can piece and part out the consultants work, to keep costs down. April also advised the Board that she still wants the Fire Departments to have a committee get together. That way she can work with the committee and they can report back to their departments. The committee could also complete tasks such as testing the system when it is time. ED Ford advised the Board in regards to infrastructure Motorola prefers standalone towers over guyed wired towers. April stated that she will be looking for towers or land for putting up a tower. The land would need to be 100×100. Director Dagnan stated that he recommends buying the land and the tower.
At 1:08 pm. Director Wilson stepped out of the meeting.
April advised the Board that we have 4 towers available. The Board and April discussed the need for towers and the need for checking into equipment that is on the Joplin towers. Chairman Fries stated that it would be best to go with a standalone radio system.
At 1:11 pm. Director Wilson stepped back into the meeting.
ED Ford stated that we have a few different options, we could either build out the L-core or pay subscriber fees.
Ensuring Rapid Dispatching of 9-1-1 and Non-Emergency Calls for Service
Executive Director Ford stated we would need to put extra equipment is larger buildings such as the courthouse, Walmart etc… April stated once we know the cost of the system, we will need to increase pay. We are attending training conference now and our Support Staff is having to work console. April advised the Board that we are still hiring, but we are having a hard time getting applicants to apply.
Agreement EMS Legal Services
Executive Director Ford stated that EMS did not raise their price for the year, the contract agreement for 1 year is $950.00.
Director Francis motioned to approve payment for EMS Legal Services. Director Wilson seconded the motion. Vote: 5-0. The motion was adopted.
SMB – Security Pledge
Executive Director Ford presented the securities pledge held at the Country Club Bank as of June 25th, 2021. In the book amount of $2,000,000.00, the market amount of $1,984,220.00 and the current face amount of $2,000,000.00.
Director Francis motioned to approve the SMB Bank Security Pledge. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
Cyber Security Insurance
Executive Director Ford advised the Board that she will be getting quotes for Cyber Security Insurance and that she increased our policy to 2 million for JASCO. The Board discussed the Cyber-attack that Joplin faced, and how JASCO had to disconnect from Joplin to keep our equipment safe. April will get quotes for 2, 3, and 4 million dollars in coverage.
Executive Director Ford advised the Board that we have a couple of old laptops that are on the surplus list and need to be put on Gov Deals.
Director Wilson motioned to approve the items for surplus. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Sarcoxie Rural Fire Department (FD #’S)
Executive Director Ford advised the Board that Sarcoxie Rural Fire Department is using Sarcoxie City Fire Department Numbers. The City FD is upset that Rural is using their numbers. April advised the Board that she could have SRFD change their numbers now or have them say what Fire Department they are with (City or Rural) The Board agreed that the Fire Departments could keep the numbers the same for right now and they will just need to specify if they are with Rural or City Fire Department. They will need to be changed for the radio system.
1:24 p.m. Director Wilson motioned to adjourn. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, September 7th at 12:00 p.m.
On the________ day of ________________2021
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_________________2021
I, Dan Stanley, Director __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________. They have been reviewed and are accurate.