MINUTES
Board of Directors Meeting
Jasper County Emergency Services
February 7th, 2017
Chief Fries called the meeting to order at 12:06 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Greg Dagnan, Ron Brewer, and Dan Stanley. Representing staff was OSC Amber Madison and Executive Director April Tarrant.
Review and Action of Minutes
Open Minutes of the Board of Director’s Meeting on January 3rd 2017 were reviewed.
Director Dagnan motioned to approve the open and closed meeting minutes for January 3rd 2017. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.
Public Comment and Correspondence
No public comment
Financial Report and Payment of Bills
The sales tax check for December was received on January 6th in the amount of $170,155.14.
We have not received the sales tax check for January.
Recent bills paid online totaled since the last meeting $13,587.70. Total bills submitted for approval today $34,059.70. The checkbook balance after payment of bills will be $9,672.11. The money market account balance is $845,924.02.
Accounts receivable balance is $1053.50. (January Fiber Cost Share) The checkbook balance after receipt of accounts receivable will be $10,725.61.
Director Stanley motioned to approve the Financial Report with Payment of the Bills. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.
Executive Director Report
See Attached Report
Executive Director Tarrant reviewed her report, highlighting that the Newcom and NetMotion approved the change in licensing from Windows to IOS and Android for tablets and phones.
The Administrator Agreement was presented without the raise approved by the JCESB. April advised that she spoke to Chairman Fries and he had her make the correction and he executed the agreement with the correct increase on the second payroll of the year.
Also highlighting that METS is asking for JASCO to enter into an agreement with SunGard for an interface between our CAD data and Health EMS, which is their RMS system. They have asked that since we already have a working relationship with SunGard that we let them bill JASCO the one time cost $2880.00 and the annual maintenance of $1200.00 and that we in turn bill METS for reimbursement.
She reported that The Mense CPA firm completed our 2015 audit and only charged the center $3,600.00. The 2016 audit engagement letter and budget amendment is on the agenda.
Operations Manager Tiffany Swanigan has returned and is on a 4 day 10 hour schedule.
It was discovered that Mike Runnebaum’s pay was increased with a merit raises, although he is out of scale by $687.30.
April discovered that employment start dates were not consistent within the center and ADP. This dates back prior to April’s hiring, but under different administration employment policies and practices were handled differently. Prior to April’s administration, the previous directors would not put an employee on the books until they finished training. April discovered that 1 employee, Amber Madison was affected by this discrepancy by nearly a month, where she should have been eligible for an increase in insurance benefits a month prior than what actually occurred. I would like to correct this wrong and reimburse her $300.00 for her out of pocket expense due to this error.
HVAC addition is on the agenda for the maintenance room due to the UPS maintenance contract and battery warranties.
No further discussion.
Unfinished Business:
Administrator Agreement
Executive Director Tarrant informed the Board that Chairman Fries had to sign the agreement again, for she failed to put her increase on the agreement. She left it off the first payroll due to her error.
Website
Executive Director Tarrant informed the Board that the website is nearly complete and they are finalizing employee pictures and the schedule of events.
Sungard ONESolution Public Safety & Justice Project Update
Executive Director Tarrant informed the Board that the project is nearly completed and once complete, they will know what disciplines will need Net-Motion licenses and what can be distributed out to agencies.
12:25 p.m. Chairman Fries advised that we would need to have a recess due to Director Dagnan stepping out of the meeting for a call.
12:39 p.m. Director Dagnan returned and the meeting is back in session
2016 Audit Engagement Letter / Budget Amendment
Executive Director Tarrant presented the Mense CPA Firm engagement letter for the 2016 audit. She recommended this audit be completed to get them on track for closing out the previous years financials, but stated they will need a budget amendment to cover the expense of this audit.
Director Brewer motioned to approve the 2016 Audit Engagement Letter with the necessary budget amendment. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
HVAC Modification for Maintenance Room / Budget Amendment
Executive Director Tarrant reported that the UPS battery back-up system may lose warranty coverage due to the cold temperatures in this maintenance room without a change in this room. She has 3 quotes from different companies for this repair. However, the 3 agencies did not quote us at the prevailing wage rate. This was discussed with each contractor and they will be working on a new quote for the center. Simpson Sheet Metal is the company that was the least expensive. Director Dagnan advised that Simpson Sheet Metal did work at Carthage PD and they did a good job and were easy to work with.
Director Stanley motioned to approve the work to be done by Simpson Sheet Metal Inc., but with the provision of prevailing hourly wages and benefits. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
New Business:
Insurance Reimbursement Change (Date of Hire)
Executive Director Tarrant explained that when she discovered the errors made in the start of employment date for these employees, she found that Amber Madison was the only employee that didn’t receive her insurance benefit increase from $450 to $750 appropriately. She explained that it was received in December, but should have been in November, causing Amber to be out of pocket an additional $300. She is recommending reimbursement of $300 to Amber to correct this error and said it should not affect the budget, due to attrition.
Director Dagnan motioned to approve the reimbursement of $300 to Amber Madison for the error in insurance benefits. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.
METS- SunGard Interface with Health EMS
METS has inquired about JASCO fronting the one-time costs of $2880 and $1200 annual maintenance in an agreement with SunGard and METS will reimburse JASCO the one-time cost immediately and the $1200 annually would be reimbursed to JASCO over the course of a year in $100 increments with the dispatch service billing. Executive Director Tarrant suggested this could go into an amendment with their current dispatch service agreement and that it would keep them from having to go to their board for an agreement with the vendor.
After discussion, it was suggested that METS attempt to enter into an agreement with SunGard as a vendor directly to keep JASCO out of the middle, but if there is any problems, to bring it back to the Board for further discussion.
Bank Security Pledge:
Executive Director Tarrant presented the securities pledge held at Country Club Bank as of December 31, 2016 (received on January 23, 2017) in the book amount of $999,668.65 and market amount of $1,000,020.00.
Director Brewer moved to approve the Bank Security Pledge. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted
Language Line
Executive Director Tarrant reported she is looking into another service provider for interpretation due to consistent billing problems. She also informed the Board they interpreted for a Carthage PD officer who was investigating a MVA, but couldn’t find their code for their interpreter company. She said she would look into this and inform the board when they make a change.
TIF – 510 Range Line Rd
Executive Director Tarrant informed the Board that Joplin passed the TIF for the renovation at the old Ryan’s restaurant at 510 Range Line Rd for a Health Food Grocery Store. She has not been notified of the completion of this renovation, but wanted the board to know she found out through the Joplin Globe paper and that they may go over budget with this. Director Brewer advised that in this area they have not reported an increase in revenue and he believes that this might be a “wash” for us.
ACE – Center of Excellence
It was reported that the TEAM made IAED accreditation. They have all been dedicated and put in a lot of work to accomplish this great feat and it was reported that they will be recognized at the Navigator conference in New Orleans in April this year. Executive Director Tarrant reported that Kima will be attending for free since she is graduating from CCM and that they may be providing 1-2 more free registrations and $100 off any further registrations. She reported she will try to take 4 people to this ceremony, but would like to plan a celebration and maybe a lanyard or T-shirt for recognition of the whole TEAM. Chairman Fries suggested a themed day with the lanyards or something they can keep and use. This will be in conjunction with National Telecommunicators Week, if possible.
1:09 p.m. Director Dagnan motioned to adjourn. Director Brewer seconded the motion. Vote: 4-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, March 7th, 2017 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, Dan Stanley, Secretary __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________. They have been reviewed and are accurate.
