Board of Directors Special Meeting
Jasper County Emergency Services
December 2nd, 2014
Chairman at Large Jeff Fries called the meeting to order at 12:05 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries were Tim Wilson, Carl Francis, James Harrison, and Greg Dagnan. Representing staff was Executive Director April Tarrant and Administrative Services Manager McGee Stoller. There were no Public Attendees.
Review and Action of Minutes
Minutes of the Board of Director’s Meeting on November 4th, 2014 open session were reviewed.
Director Francis motioned to approve minutes for the November 4th, 2014 open session. Director Harrison seconded the motion. Vote: 4-0. The motion was adopted.
Public Comment and Correspondence
Nothing to report at this time.
Financial Report and Payment of Bills
The sales tax check for October was received in the amount of $118,257.02.We have not received the sales tax check for November.
Recent bills paid 11/19/14 totaled $53,672.85.Total bills submitted for approval $17,662.78. The checkbook balance after payment of bills will be $50,370.24. The money market account balance is $360,531.37.
Accounts receivable balance is $2,916.67. The checkbook balance after receipt of accounts receivable will be $53,286.91
Director Wilson motioned to approve the Financial Report with Payment of Bills. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Executive Director Report
See Attached Report
Committee Reports
Service Committee
Nothing to report at this time.
New Business
ADP / Payroll Problems
Executive Director Tarrant reported to the Board issues regarding payroll services provided by our payroll vendor ADP during a recent migration from one product to another. She stated ASM Stoller has a meeting scheduled this week with another payroll vendor to discuss payroll options.
Grant Check Return
Executive Director Tarrant reported to the Board we were awarded a pipeline grant from Enbridge Inc. and were contacted in November we would be receiving a check. After depositing the check we received it was returned stop payment. Upon research it was determined this check was from a 2013 grant and believed to be lost in the mail therefore Enbridge Inc. put a stop payment on the check. Somehow we received the check lost in the mail and they will be replacing the check including our bank return item fee.
Mercy EMS Pre-Alert
Executive Director Tarrant reported to the Board in an effort to resolve an issue with Mercy EMS regarding their time of dispatch. She requests permission to pre-alert Mercy EMS. After a discussion by the Board they are in agreement with a pre-alert to Mercy EMS.
RMS Equipment
Executive Director Tarrant reported to the Board law agencies are considering a records management product that would be housed at JASCO they could dial into. This would not be an expense for JASCO and would be at the expense of the law agency interested in utilizing the product.
12:30 p.m. Director Wilson excused
12:32 p.m. Director Wilson reentered
Administrator Agreement
Tabled to January meeting for closed session.
Mules / NCIC Entry – Warrants, etc.
Executive Director Tarrant reported to the Board she spoke with Sheriff Kaiser and he has agreed to take over MULES / NCIC Entry – Warrants, etc. at no fee for the current 6 direct dispatch law agencies we currently provide this service for in consideration for an in-kind agreement or possible discount if there is a future decision by JASCO to charge a fee for dispatching services. A discussion by the Board followed regarding this agreement. The Board decided that it should not be a formal agreement, but in a letter to the Sheriff’s Office identifying the change and our appreciation for their assistance.
Director Francis motioned to approve Jasper County Sheriff’s Office to take over MULES / NCIC Entries, Warrants, etc. for the law agencies we currently provide this service to at no fee as consideration for any future fee they may receive for our dispatching services. Director Dagnan seconded the motion. Vote: 4-0 with Director Wilson abstaining. The motion was adopted.
EFD
Executive Director Tarrant presented the Board information regarding Emergency Fire Dispatch and an approximate fee to implement this protocol as a standardized way of dispatching fire calls. A discussion by the Board followed and is tabled at this time. Executive Director Tarrant will present to the Fire Chief’s and bring back to the Board at a later date.
12:55 p.m. Director Wilson excused
1:00 p.m. Director Wilson reentered
Unfinished Business
TCS Change Order NO. 3 to Master Customer Agreement
Executive Director Tarrant presented to the Board the TCS Change Order NO. 3 to Master Customer Agreement and stated it had been reviewed and approved by the Board attorney. The change order outlined replacement of all servers and workstations at JASCO and replacement and removing the servers from Carthage to move to the Joplin site. Joplin will also install 5 of the same workstations. The project live date is estimated for January.
Director Dagnan motioned to accept the TCS Change Order NO. 3 to Master Customer Agreement and approve Chairman Fries to sign the TCS Change Order NO. 3 to Master Customer Agreement. Director Wilson seconded the motion. Vote: 4-0. The motion was adopted.
Lighting Project
Executive Director Tarrant presented the Board the amended lighting contract from Brightergy reviewed and approved by the Board attorney. She stated the Board attorney requested changes to the standard contract releasing Board Members individually from financial liability and removing a potential lien against our deed. She further reported the contract will still only move forward if we qualify for the energy rebate through Empire District.
Director Wilson motioned to accept the amended contract from Brightery and approved Chairman Fries to sign the contract. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
2013 Audit
Tabled to next meeting as 2013 Audit is not in.
Kitchen Remodel
Executive Director Tarrant reported to the Board Ed Brooks will begin the kitchen remodel project, fix the wall and hang monitors. As it is in budget no motion is needed.
Director Dagnan motioned to amend the agenda to add 2014 Budget Amendment and 2015 Budget discussion. Director Harrison seconded the motion. Vote: 4-0. The motion was adopted.
Executive Director Tarrant presented the 2014 Budget Amendment and 2015 Budget. A discussion by the Board followed.
Director Wilson motioned to approve the 2014 Budget Amendment. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
Director Dagnan motioned to approve the 2015 Budget. Director Wilson seconded the motion. Vote: 4-0. The motion was adopted.
1:30 p.m. Director Dagnan motioned to adjourn. Director Harrison seconded the motion. Vote: 4-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, January 6th, 2015 at 12:00 p.m.
On the_____________ day of ______________________20______
I, Jeff Fries – Chairman at Large_____________________________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________. They have been reviewed and are accurate.
On the ____________day of________________________20________
I, Tim Wilson – Vice Chairman______________________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________. They have been reviewed and are accurate.
