MINUTES
Board of Directors Special Meeting
Jasper County Emergency Services
October 4th, 2016
Chairman Jeff Fries called the meeting to order at 12:39 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries were Carl Francis, Ron Brewer, and James Harrison. Representing staff was Executive Director April Tarrant. There were no Public Attendees.
Review and Action of Minutes
Minutes of the Board of Director’s Meeting on August 2nd, 2016 were reviewed.
Director Francis motioned to approve minutes for August 2nd, 2016. Director Harrison seconded the motion. Vote: 4-0. The motion was adopted.
Public Comment and Correspondence
No public representation
Financial Report and Payment of Bills
The sales tax check for July was received August 12th in the amount of $117,663.07.
The sales tax check for August was received September 7th in the amount of $181,738.48.
We have not received the sales tax check for September yet.
Recent bills paid online totaled since the last meeting $65,650.54. Total bills submitted for approval today $36,674.31. I will be moving $30,000 over from the money market account into the checking account to pay the bills. The checkbook balance after payment of bills will be $9,000.78. The money market account balance is currently $852,302.43 and after moving $30,000, it will be $822,302.43.
Executive Director Tarrant informed the board that VFIS rates went up by $1,757.00 and that Kelly at Southwest Agency Insurance has provided another quote from another company that will save the board $5,679.00 annually. It is her recommendation that we do not approve the VFIS bill until the board decides what direction they want to go with the insurance renewal rates or this new companies quotes.
Director Harrison motioned to approve the Financial Report with Payment of the Bills, excluding VFIS, with the correction to the previously approved payment of bills. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Executive Director Report
See Attached Report
Executive Director Tarrant reviewed her report, highlighting the mold growing in the front office being a problem and that she will be calling to get this looked into. She further explained the request for the all discipline meeting on October 27th to discuss radios and the NexEdge system. Some board members will be in attendance, so this meeting will be posted in the event there is a quorum. She also explained to the board the openings, with 2 full time telecommunicator positions, 1 part time and the full time OSC position. She explained where they are at in the hiring process for each position currently.
Committee Reports
Nothing to report.
New Business:
EMS Legal Services Contract
Executive Director reported the contract with Frank Foster is up for renewal at the same rate as previously, $750 annually.
Director Harrison motioned to have Executive Director Tarrant sign the EMS Legal Services agreement. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
DC Group Contract
Executive Director Tarrant reported on the annual contract from DC Group to cover the UPS at $2,000 annually.
Director Brewer motioned to have Executive Director Tarrant sign the DC Group agreement. Director Harrison seconded the motion. Vote: 4-0. The motion was adopted.
NeoTech Contract Renewal
Executive Director Tarrant reported that the NeoTech annual contract is up for renewal at the same rate as previously, $5,495 per month.
Director Brewer motioned to have Executive Director Tarrant sign the NeoTech agreement. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
VFIS Insurance Renewal and Quote
Executive Director Tarrant presented the VFIS renewal rates, showing a $1,757 annual increase and then presented the comparison information between VFIS and Missouri Rural Services Corporation and their rate quotes for property, inland marine, general liability, directors & officers, and vehicle insurance. The rate difference is $5,679 less with Missouri Rural Services Corporation annually than that of VFIS, mostly in part due to the required umbrella insurance from VFIS since they cannot meet the required liability insurance coverage and aggregate without an umbrella. There was discussion amongst the board members and they would like for us to look into higher deductibles next year, but wanted to move to Missouri Rural Services Corporation for the rest of this year and into 2017 due to the cost savings.
This is being decided on during this meeting, for the board cannot go without insurance and the renewal date for VFIS must be on or before 10/24/16 per Kelly at Southwest Agency Insurance.
Director Francis motioned to have Executive Director Tarrant enter the board into the agreement with Missouri Rural Services Corporation with the current deductibles, but look into higher deductibles for next year. Director Harrison seconded the motion. Vote: 4-0. The motion was adopted.
VSP Rates and Renewal
Executive Director Tarrant informed the board that the rates for VSP for vision insurance will remain the same this year.
Director Brewer motioned to have Executive Director Tarrant enter into the VSP agreement for the year. Director Harrison seconded the motion. Vote: 4-0. The motion was adopted.
Medical Loss Ratio Rebate Check Calculator
Executive Director Tarrant presented the medical loss ratio rebates based on the calculator and asked that the board approve check amounts to be cut to go back to the employees for their premiums. She explained that it was due to their usage that they receive a rebate check for their percentage of premiums and that JASCO received $8,401.87 back for our portion of premiums paid.
Director Brewer motioned to have Executive Director Tarrant prepare medical loss rebate checks at the amounts presented for all current and former employees during the period paid. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
National Association of State 911 Administrators (NASNA)
Executive Director Tarrant informed the board that she has been asked by this association to represent the State of Missouri as a 911 Coordinator at the meeting/conference that is coming up in Kansas City. She asked that since the training budget does not include this meeting/conference, if they would approve $250 for her to attend. She would be responsible for sharing and updating NASNA on Missouri’s status with regard to 9-1-1 and would be attending meetings twice a year.
Director Harrison motioned to have Executive Director Tarrant amend the current training budget to reflect this conference at $250. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Gift Cards – Home Depot / Cash – Kevin Willett (911 Cares)
Executive Director Tarrant reported to the board that there were 5, $5 gift cards for Home Depot found in the cash box that were sent to us from another agency back in 2011 from the tornado. She also found an envelope with $27.08 cash left over from when Kevin Willett and 911 Cares gave money to both her and Kima Burnett during the trip to National NENA in Minneapolis for meals after the 2011 tornado. (This money was in an envelope with receipts.) She recommended they either use the gift cards and money for items for the Maple Leaf Parade float or to donate it at the end of the year with the employee pig fund.
Director Francis motioned to have Executive Director Tarrant do whatever is necessary with the gift cards and money to benefit the 911 Center. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.
Unfinished Business:
SunGard Message Switch Upgrade and Project for One Solution on Tablets
Executive Director Tarrant also explained that they are still in discussion but have received the final quotes on the SunGard Message Switch Upgrade and Project for One Solution on Tablets. This will come in at $12,440. She will possible be able to save some money on the project depending on the hardware, but won’t know until they make the purchase. She said there is money in the CAD budget, but it was previously purposed for the CAD migration and consolidation with Joplin, that has now been put on hold by Chief Stewart. There was some discussion about budgeting for the CAD migration next year.
Director Francis motioned to have Executive Director Tarrant enter into the SunGard agreement for the switch upgrade and project. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.
Meeting Times
No changes were made.
Service Agreement
Executive Director Tarrant discussed the CAD migration and that it is still on hold by Chief Stewart until he can confirm their plans for the new budget.
1:13 p.m. Director Brewer motioned to enter into executive session for purposes of personnel records and evaluations and hiring, firing, disciplining and promotion pursuant to MO. Statute Section 610.021 (13) (3). Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
1:20 p.m. Director Brewer motioned to come out of executive session. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Executive Director Tarrant informed the board she was looking into COLA and raises and had seen information regarding a 1.6% federal increase for civilian and military employees. Director Brewer asked her to bring back options at the next meeting for the board to decide on for the 2017 budget. He further asked about the overtime for the support staff position that could accrue overtime after December. She informed him she is looking into a comp time policy for the board to approve and employee to sign, but that this person will be on FMLA until spring time.
1:21 p.m. Director Brewer motioned to adjourn. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, November 1st, 2016 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, Carl Francis – Treasurer__________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________. They have been reviewed and are accurate.
