Board of Directors Meeting
Jasper County Emergency Services
December 7th, 2021
Chairman Fries called the meeting to order at 12:11 p.m. Meeting was held at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Carl Francis, James Harrison, Greg Dagnan, and Dan Stanley. Representing staff was Executive Director (ED Ford) April Ford and Office Support Clerk Amber Madison.
Review and Action of Minutes
Open meeting minutes were reviewed for the Board of Director’s Meetings held on November 2nd, 2021.
Director Stanley motioned to approve the open meeting minutes for November 2nd, 2021. Director Harrison seconded the motion. Vote: 5-0. The motion was adopted.
Public Comment and Correspondence
No public comment
Financial Report and Payment of Bills
ED Ford advised the Board that we have an outstanding invoice for $22.50. The invoice is for time spent pulling a record request for an individual. ED Ford advised the Board that we have attempted to contact the individual several times, along with resending the invoice asking for payment. The Board discussed and agreed to not pursue for payment any longer and to write off the invoice. They also noted they do not want recordings sent until payment is received in full.
Director Harrison motioned to approve to write off the invoice 2021-524 for $22.50 as a bad debt. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted.
The sales tax deposit for October was received on November 5th, 2021, in the amount of $174,241.83. The sales tax deposit for November was received on December 7th, 2021, in the amount of $187,156.99. We have not received the sales tax check for December.
Total bills submitted for approval today $76,040.34.
Checkbook balance after payment of bills will be $24,654.73.
Accounts receivable balance: $3,635.14. (Records Request x2, Joplin Fiber, and METS).
The Money Market account balance is $1,967,976.53.
Director Stanley motioned to approve the financial report and the payment of the Bills. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted.
Executive Director Report
See Attached Report
ED Ford advised the Board that we have received some grant funds in 2021, and the project was provisioned wrong, and we will be billed in 2022. We will also receive $75,000.00 in 2022. ED Ford suggested that we stop charging METS for dispatch services, since we are collecting a higher sales tax now. The Board discussed this decision and decided to keep charging METS at the current rate because they are a private entity and not public safety. The $35,000.00 for METS dispatching fee will be added back in the 2022 revenue line 42200. The Board discussed that we need to make a plan/formula for fees for service if any other entity wants to be dispatched by JASCO. ED Ford advised the Board that she is still waiting on payment from Joplin to confirm they will be paying for 9-1-1 trunk lines. Director Francis stated that he spoke to Joplin City Manager Nick Edwards, and he is wanting to participate in the radio project. The Board and April agreed that April could put talking points together for the Board members concerning the radio project and what it would look like if Joplin participated. ED Ford advised the Board that Mike Runnebaum is retiring, and his last day will be January 28th, 2022. April advised the Board that Mike will be carrying over 40 hours of vacation that will need to be paid out in 2022. We have 2 systems technicians that are learning Mikes job. We will also have a retirement party for Mike in January 2022.
Countywide Public Safety Radio System-Needs Assessment
Executive Director Ford advised the Board that TUSA is collecting surveys that were sent out. Some agencies did not complete the surveys. We have meetings set up and the Sheriff, April and TUSA will look into the possibility of using some American Rescue Act grant funds. TUSA is wanting to interview people that use the radios. Director Dagnan advised that his department appreciated that April came to the Police Department and explained the process for the survey. ED Ford advised the Board that she has been told that the project could cost about $8-10 million dollars. Once we have more information, we will have the service committee meet to discuss how much coverage we want.
Executive Director Ford advised the Board that we are hold right now.
Executive Director Ford advised the Board that we are up and running in the comm room with two consoles. The Sheriff will be getting information to April soon in reference to re-payment.
Building Maintenance/Expansion/Parking Lot Update
Executive Director Ford Anderson Engineering has drawn up specs for the RFP, and we are waiting to see what Anderson will charge.
CPE/9-1-1 Phone System Replacement
Executive Director Ford stated that the phone system was provisioned wrong, so we will have to go live the way that we are for now. We are wanting to be set up like one PSAP, that way we can pick up on Joplin and Springfield-Greene County phone lines. Our end of life is December 22nd, 2021, and our go-live date is December 15th, 2021. We have training set up for tomorrow and the rest of the week.
Amendment to the Virtual Consolidation Agreement with Joplin
Executive Director Ford advised the Board we have not heard anything at this time, we believe it is going to Council.
Office Support Clerk Amber Madison advised the Board that the employees are signing up for shifts and are appreciative of the overtime compensation change. Kima Burnett and Brandon McClintock are having to work shifts in the comm room currently to help. The Board agreed to keep this temporary policy in place for this month. The Board advised that they would either approve or deny the compensation on a month-to-month basis.
Director Stanley motioned to approve the financial report and the payment of the Bills. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Staffing and Recruitment
Executive Director Ford stated that we have two in background. We are considering doing a radio commercial and billboard advertising. Director Dagnan stated that he would help April get involved with the Colleges for recruitment purposes.
Cyber Security Insurance and Changes
Executive Director Ford stated that we are on hold until next year. Director Dagnan stated that they are using DUO at the PD. Dagnan will talk to April and get her information for DUO.
2021 Budget Amendment
Executive Director Ford went over the budget packet with the Board, she explained how we are coming in under budget for 2021. We will be paying out more for the radio project in 2022.
At 1:16 p.m. Director Dagnan stepped out of the meeting.
ED Ford went over expenses with Board and advised the Board that we will be under budget for expenses as well.
At 1:17 p.m. Director Dagnan back in the meeting.
Director Francis motioned to approve the 2021 Budget Amendment. Director Harrison seconded the motion. Vote: 5-0. The motion was adopted.
Executive Director Ford advised the Board that she changed the wage scale increase to the 2% and the merit of 2.5% increase for those passing their performance review. This amount was agreed on during the last Board meeting in November.
Executive Director Ford advised the Board that she will modify the presented budget to add in the $35,000.00 fee for service for METS in the revenue GL of the budget. It would take our revenue GL 42200 from $4,745,686.14 to $4,780,686.14. The Fiber cost share with Joplin for 2022 will be different as they will not be using it as much with the new phone network circuit in place. ED Ford advised the Board that she has also put extra personnel in the budget, and a radio manager starting at just over $42,000.00. ED Ford advised the Board that we will need to amend the budget again for purchasing more radio equipment when it is time. April budgeted for her raise to be the same as the employees with approval from the Board.
At 1:33 p.m. Chairman Fries stepped out.
Director Francis stated that we could get deferred loans and will have to finance the radio project and we should be able to get a good deal with a bank.
At 1:34 p.m. Chairman Fries back into the meeting.
The Board said there are more radio vendors than Motorola and we shouldn’t be tied down to one vendor. The end game is interoperability between MOSWIN and Joplin.
Director Francis motioned to approve the 2022 Budget as amended. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
MEC Personal Financial Disclosure – updated any changes
Executive Director Ford advised the Board that December 28th is the deadline for Election. Director Harrison, Director Brewer, and Chairman Fries are up for re-election. Chairman Fries advised the Board that he will be resigning from the Board next month. Jeff advised the Board that he moved out of Jasper County and is ineligible to be on the Board. ED Ford will speak to Attorney Frank Foster about appointing another Board member for the time being.
Vending Machine Prices
Executive Director Ford asked the Board if they would like for us to increase the prices on the vending machine items? The Board agreed to keep the items at the same price for the employees.
Policy Review – Travel and Reimbursement
Executive Director Ford recommends that we start following the Federal meal – GSA rate for per diem expenses based on location of travel. We would go online and follow the guidelines that are on the GSA website for Government.
Director Harrison motioned to approve the travel and reimbursement policy to follow the Federal per diem guidelines. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
Consultant – Wage, Compensation and Staffing Study
Executive Director Ford advised the Board that one quote came back after she sent out the information to consultants for the wage study.
At 1:53 p.m. Director Harrison stepped out of the meeting.
ED Ford stated that Mission Critical is the Consulting Firm that completed the quote on time. McGrath Consulting firm did not turn in a quote. APCO declined quoting services. ED Ford went over the quote from Mission Critical. $34,794.56 is the price that Mission Critical gave April.
At 1:55 p.m. Director Harrison stepped back into the meeting.
Director Francis stated that he was opposed to hiring a Consulting firm for wage compensation, and that we need to focus on paying for the radio project and make sure that we can afford it before we pass any raises for employees. Director Francis stated that consultants tell you what you want to hear. The Board agreed that they want a Consulting firm that is going to give us real answers. Director Dagnan stated, “We want the honest and correct numbers for everything that we ask.” They still agreed that they wanted a professional firm to come in and review wages, compensation and staffing.
Director Dagnan motioned to approve the Mission Critical Consultant Firm. Director Harrison seconded the motion. Vote: 4-1. (Director Francis Opposed) The motion was adopted.
At 1:58 p.m. Director Harrison stepped out of the meeting.
At 2:00 p.m. Director Harrison stepped back into the meeting.
AT&T Multiplexor Agreement
ED Ford advised the Board that Attorney Frank Foster sent a letter stating that we are not responsible for the equipment unless we own it. AT&T is not wanting to enter into an agreement. Frank Foster stated that we could use the same contract stating that we are not responsible. Foster recommends that letter he sent to AT&T’s legal council is acceptable to note there is no misunderstandings that a bailment contract has been created. He said this letter should was accepted with no further questions, therefor he suggested we could leave it as is with his communication or he would be happy to send further correspondence. The Board agreed that we would leave it as it for now.
Jasper County Emergency Services Board announced to close for personnel records and evaluations pursuant to Mo. Statute Section 610.021 (3).
2:18 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
Francis – In Favor
Harrison – In Favor
Dagnan – In Favor
Stanley – In Favor
2:40 p.m. Director Harrison motioned to come out of closed session. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Fries – In Favor
Francis – In Favor
Harrison – In Favor
Dagnan – In Favor
Stanley – In Favor
2:40 p.m. Director Harrison motioned to adjourn. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, January 4th 2022 at 12:00 p.m.
On the________ day of ________________2022
I, Chairman Fries ___________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________. They have been reviewed and are accurate.
On the ________day of_________________2022
I, Dan Stanley, Director __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________. They have been reviewed and are accurate.