Board of Directors Meeting
Jasper County Emergency Services
December 12th, 2022
Chairman Harrison called the meeting to order 12:03 p.m. Meeting was held at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Harrison, Tim Wilson, Carl Francis, Keith Stammer, Bill Hawkins, and Dan Stanley.
Representing staff – Executive Director (ED Ford) April Ford, Office Support Clerk Amber Madison, Systems Specialist Steven Williams.
Representing Public –Mike Odonnell and Denise Gibbs with Motorola, Bryan Harper, Will Reynolds and John Butts with NRroute, Alan Talkington with TUSA Consulting.
Review and Action of Meeting Minutes
Open and closed meeting minutes were reviewed for the Board of Director’s Meetings held on November 1st, 2022.
Director Wilson motioned to approve the open and closed meeting minutes for November 1st, 2022. 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 deposit for November was received on December 7th, 2022, in the amount of $511,332.97. We have not received the sales tax check for December.
Total bills submitted for approval today $165,175.45.
Checkbook balance after payment of bills will be $8,111.35.
Accounts receivable balance: $987.45. (Netmotion License fee, Sarcoxie PD, and Duenweg PD)
The Money Market account balance is $4,330,196.95.
ED Ford advised the Board that we still have pending disputes with AT&T and SHI.
Director Stanley motioned to approve the financial report and payment of bills. Director Stammer seconded the motion. Vote: 6-0. The motion was adopted.
Executive Director Report
See Attached Report
ED Ford advised the Board that a Team Leader has put in her resignation and her last day will be January 3rd, 2023. We will have six full time openings. We have five in training, and one will be going part time. ED Ford advised that Crowder College in Webb City has now has a campus police department. We have been asked to notify Crowder College Police if we have any calls at Crowder. Ford advised them to talk with Webb City police department.
Countywide Public Safety Radio System-Contract and Financing Agreement
ED Ford introduced Mike O’Donnell with Motorola to the Board of Directors. ED Ford advised the Board that Mike will present the information for the Motorola radio project and then we will have final numbers to review, and our Attorney was supposed to have reviewed the information and have recommendations ready by today, but we have not heard from him. Mike presented the Board with a broad view of the project; he pointed out key facts such as 5 sites with 7 channels and joining the current MOSWIN system. We would have a redundant core and Motorola is prepared to complete this project in 17 months. This project would include Motorola upgrading every 2 years, training, and maintenance for 15 years. Alan Talkington also assisted in the presentation. Alan advised the Board that we will have JASCO users test this system as well to make sure it works before we finalize it. We will be using APX 8000 dual band for some law agencies that purchased through ARPA funds and APX 6000 for Fire and any other law radios. We would also set up a demo site and allow the Departments to attend and choose equipment like speakers or accessories and they would have an amount that JASCO would cover, but if the Departments want other items for the radios, then the Department would be responsible for the difference in price. Mike advised that the total contract for 15 years with maintenance included. ED Ford advised that we won’t be buying the radios right away. April has advised that some Fire Departments are considering grants to upgrade the radios to the APX 8000 radios. ED Ford advised that this price does include tower builds/radios/furniture. April has been in contact with Roger Strope with MOSWIN and we would be a part of MOSWIN as Zone 6. We are planning to be a backup for Springfield’s Zone 4. We had to be a formal zone site per Motorola Solutions. The new system will be TDMA (time division multiple access) system. Motorola has advised that they could “flash” radios to work on the system that roam into our zone. The Jasper County Sheriff’s radios will also be upgraded to be TDMA capable. April advised that she sent a letter to MOSWIN and to Joplin for a decision on joining the JASCO simulcast system or for roaming ability on and off the Joplin Tower site and the JASCO system and to be a part of MOSWIN once approved and online. We are still waiting on a response from Joplin. However, MOSWIN has agreed for us to use their Joplin site tower, which will save some of the expense in the contract and through a change order, we can upgrade the MOSWIN Joplin site tower to include TDMA and DDM for our use and to keep from having capacity issues. We are also planning to use the tower site at MSHP (next door) and the Jasper County Jail tower site. MOSWIN agreed to contribute to pay for one rack of equipment at the tower site here at JASCO, but to move it to their new tower next door at the MSHP services center. The DSR will be at JASCO, and we will install fiber from JASCO to the Highway Patrol Tower. Alan also stated the financial costs – MOSWIN will be paying for part of the purchase of the tower equipment at JASCO/MSHP. We can also use the Golden City tower to roam on and off when needed. April advised that in the letter she sent to Joplin, she offered the same upgrades to their tower as the MOSWIN tower site at Joplin. April advised that she has not heard back in writing from Joplin yet, so we the plan is to move forward on the MOSWIN tower with a change order once the contract is approved. She further advised the Springfield Zone 4 TRS Board is willing to assist with support and they will be working through costs and they will also assist with connectivity cost sharing. She stated that being a part of MOSWIN and connected to Zone 4, they can all share in training and trouble shooting. April advised that the TRS Board and MOSWIN will be working with JASCO on an MOU. Alan clarified that JASCO’s team would trouble shoot first and then contract with TRS as a tier2. Tier 3 would be Motorola. We could use MOSWIN as well. ED Ford advised that we might need Activeye which is $49,000.00 plus yearly fees, as well as some other future software. We will wait on TRS Board to see if we must have Activeye. We will also have to go thru training and there will be additional cost. April advised that we will have a contingency plan for towers and for land. She further explained that agencies can order additional equipment off the JASCO Motorola Solutions contract and Motorola Solutions is willing to invoice the agencies for their individual costs. We will have to buy property, utilities, leasing, any land clearing, maintenance, etc.. We are also using NetWatch for cameras which will be a $85,000.00 savings. Our insurance will go up approximately $75,000.00 a year. April advised the two sites that are suggested, but only one is owned by a municipality. Motorola also advised that in pulling the Joplin site off the project does not change the coverage. April advised also that if we get more funds or save money in certain areas then we might have enough to buy additional equipment or support. Alan stated that we would have remote SUS for the first year, and for 15 years we will have the software for security patches even if we don’t use remote SUS. We may be interested more in SmartConnect. Denise stated it would use a Wi-Fi system if it lost radio signal.
At 12:54 p.m. Director Wilson and April Ford stepped out
Alan stated that we have two years to pay this project off without penalty. 4.39% is what Motorola Solutions financing percentage is. Director Francis stated that he could get a better rate.
At 12:56 p.m. Director Wilson back in the meeting.
Motorola advised the contract would be deferred payments for two years.
At 12:58 p.m. Executive Director Ford back in the meeting.
ED Ford advised that we should look for other leasing/financing options before the 1st payment is due. Motorola has no penalty for refinancing or paying off early. Alan stated if we wanted to go ahead and approve and sign the contract and then when the attorney agrees have Chairman Harrison sign the contract. If the attorney does have changes, then we initial/sign and send it in. Motorola stated that they will start buying and shipping when it is possible. Alan also advised the Board that CPI is in the contract in reference to steel/concrete fees etc. Alan stated that Motorola will also complete a rough drawing for us for the site in Sarcoxie. Director Francis asked if this price includes radios for Joplin and ED Ford advised that it did include Joplin radios, but she noted that Joplin was buying some of the radios from this list early, per a conversation with Motorola and with Joplin. ED Ford also recommended that we sign the contract pending the attorneys’ findings and then we search for a better interest rate. Alan also advised the Board that if we didn’t lease the project then we would have to pay 10% of the price immediately. April advised the Board that we could still go after additional funding, such as grants to help with the cost. Director Francis stated that he will start checking around for better interest rates, he also stated that we might check with the Governor to see if he would match this 50%.
Director Wilson motioned to approve to sign the contract with Motorola for the Countywide Public Radio System contingent upon the Attorney’s findings and recommendations. Director Francis seconded the motion. Roll call vote at 1:14 p.m. Vote: 6-0. The motion was adopted.
Vote: Harrison – In Favor
Wilson – In Favor
Francis – In Favor
Stammer – In Favor
Hawkins – In Favor
Stanley – In Favor
Director Wilson motioned to approve for Chairman Harrison to sign the financing cost for the Countywide Public Radio System upon approval from the Attorney, and if the Attorney requests a resolution, then we will approve the resolution at the January meeting for this meeting. Director Stanley seconded the motion. Roll call vote at 1:18 p.m. Vote: 6-0. The motion was adopted.
Vote: Harrison – In Favor
Wilson – In Favor
Francis – In Favor
Stammer – In Favor
Hawkins – In Favor
Stanley – In Favor
Jasper County Sheriff’s Office MOU – Consoles and Maintenance
ED Ford advised that JASCO will be getting $60,000.00 trade in value for the two consoles that were purchased by the Sheriff. The Sheriff stated he did not purchase these consoles with grant or ARPA funds. Motorola would pro-rate maintenance and we wouldn’t pay for maintenance that was not used. We would pay for the consoles and the 1st year maintenance now and the Sheriff will have to send a letter to Motorola to cancel the maintenance upon go live with the new consoles.
At 1:22 p.m. Mike Odonnell left the meeting.
Director Francis motioned to sign the MOU with the Jasper County Sheriff’s Office. Director Stammer seconded the motion. Vote: 6-0. The motion was adopted.
Office Support Clerk Madison advised the Board that nothing has changed, and there is no cause for any concern of mistreating the temporary policy. Amber also advised the Board that we could possibly discontinue this at the beginning of the year due to new hires being released soon. The Board approved to continue the overtime compensation policy.
Staffing and Recruitment/Wage Scale/MCP/Holidays/Stipends/Insurance/ASC/OM/SM
ED Ford advised that MCP had recommended several things in their report, April advised the Board that we could implement a few of their suggestions now. April recommended that we continue to pay 8hrs of holiday pay to full-time employees and to pay time and a half plus 8 hours holiday for the full-time employees that work the holiday. ED Ford would also like to change the way that we pay our trainers. Currently we pay trainers $.50 an hour extra if they have a trainee with them. April recommended that we change this to a stipend of $100.00 a month for each trainer whether they have a trainee or not. We would have five trainers that would qualify for this. They would be required to keep up with training materials and assist with the training program. ED Ford also suggested that we pay a $50.00 a month TAC stipend, and a quality assurance (QA) stipend of $50.00 a month to additional quality assurance positions. April advised the Board that the QA stipend would only be paid out to additional q’s, not employees that have q’s in their job description. ED Ford also recommended that after 3 years of full-time service we pay an additional 50% of Health/Dental/Vision insurance for Child/Spouse/Family coverage. This would be on top of paying 100% for employee insurance. ED Ford advised the Board that we will be looking into adding Administrative Services Coordinator title to the wage scale for increased work load and would bring recommendations for pay on the Operations Manager and Systems Manager positions into scale in January. April advised that we should consider adding the new titled position, Administrative Services Coordinator into the bank accounts in case April is out of town or unavailable.
At 1:32 p.m. Denise Gibbs left the meeting.
Director Stammer motioned to approve ED Fords recommendations regarding holiday pay, Stipends, and Insurance. Director Wilson seconded the motion. Director Francis abstained his vote. Vote: 5-0. The motion was adopted.
At 1:35 p.m. Director Stammer motioned for a break. Director Wilson seconded.
At 1:41 p.m. back in session. Will Reynolds with NROUTE left the meeting.
Cyber Security Grant
ED Ford advised the Board that Kima Burnett is working on a grant that will have a 10% match for cyber security. We would have to change to office 365 and have some cyber training expenses, however we need to make these changes for cyber security and would like to apply for this grant. She advised we are waiting on final quotes for this grant proposal.
Director Wilson motioned to approve for us to apply for the grant and to have Chairman Harrison sign for the grant. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
TUSA Proposal – Updated for 2023
ED Ford recommended to the Board that we accept TUSA new agreement to carry their contract out into 2023. This would take us to the end of the project.
Director Stanley motioned to approve and sign the TUSA agreement. Director Stammer seconded the motion. Vote: 6-0. The motion was adopted.
Paychex Service Agreement (weekly pay)
OSC Madison passed out a comparison sheet in reference to our current bi-weekly Paychex services. ED Ford and OSC Madison explained that in going to weekly pay and dropping some of the services that we don’t currently use anyway we will save money and it would be an extra benefit for recruiting. OSC Madison stated she would like to make the change at the first of the year and it should be easier to complete payroll every week rather than every two weeks.
Director Wilson motioned to approve and sign the weekly Paychex agreement. Director Francis seconded the motion. Vote: 6-0. The motion was adopted.
The Board agreed to move the Executive Director Agreement to the January 2023 meeting and to approve an 8% wage increase for Executive Director Ford to match the other personnel raises.
Ozark Center Agreement (988/911)
ED Ford advised that she has an agreement that needs to be signed and approved to share information and training between JASCO and the Ozark Center, it would be exclusively for 9-8-8 situations.
Director Stammer motioned to approve and sign the Ozark Center 988/911 agreement. Director Francis seconded the motion. Vote: 6-0. The motion was adopted.
ED Ford advised the Board that we have some old computers without hard drives that need to be surplussed.
Director Wilson motioned to approve the surplus inventory sheet of old equipment that is not needed. Director Stanely seconded the motion. Vote: 6-0. The motion was adopted.
Security Pledge (New 11/8/22)
ED Ford advised the Board that Southwest Missouri Bank has added another security pledge dated 11/08/2022 with a face value of $405,000.00.
Director Stanley motioned to approve the additional security pledge. Director Francis seconded the motion. Vote: 6-0. The motion was adopted.
Budget Amendment 2022
ED Ford went over the budget packet that was presented to the Board. ED Ford advised the Board that our revenue was less than we thought due to receiving less from the Missouri 911 Service Board, we stopped charging METS for service, and we stopped splitting the cost for fiber with Joplin. The sales tax revenue was higher due to passing the sales tax increase.
Director Wilson motioned to approve the 2022 budget amendment. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
ED Ford explained went through the 2023 budget with the Board members and advised them of new costs that are in the budget due to the radio project, such as a vehicle, increase in insurance costs, the money for contingencies. Also, the parking lot and building maintenance are listed in the budget. April advised the Board that the increase of 8% for payroll and the increase for 50% of insurance has been calculated into this budget as well. Director Francis advised that he is concerned that we won’t be able to afford this in two years. April stated that she prepared a 5-year projection and if we face any concerns, we will hold out on other projects. April also stated that we will look for grants to help with projects and we still have funds in the account for contingencies and for current projects planned. Alan mentioned that there also might be state funding that would be available for some of these projects.
Director Wilson motioned to approve the 2023 Budget. Director Hawkins seconded the motion. Vote: 6-0. The motion was adopted.
At 2:11 p.m. Director Wilson motioned adjourn. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, January 3rd, 2022, at 12:00 p.m.
On the________ day of ________________2023
I, James Harrison, Chairman ___________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________. They have been reviewed and are accurate.
On the ________day of_________________2023
I, Dan Stanley, Secretary __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________. They have been reviewed and are accurate.