MINUTES

Board of Directors Meeting

Jasper County Emergency Services

June 5^th, 2018

 

 

Chairman Fries called the meeting to order at 12:02 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Carl Francis, Greg Dagnan, and Dan Stanley. Representing staff was Executive Director April Ford.

 

Review and Action of Minutes

 

Both the Open and closed minutes of the Board of Director’s Meeting on April 3^rd and the Work Session minutes from May 1st, 2018 were reviewed.

 

Director Francis motioned to approve the open, closed and work session meeting minutes for both April 3^rd and May 1^st. Director Dagnan 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 March was received on April 6^th, 2018 in the amount of

$149,949.41 and received the April sales tax on May 7^th, 2018 in the amount of $137,074.66.  We have not received the sales tax check for May yet.

 

Total bills submitted for approval today $42,806.98.

Total bills previously paid so there was no late fees $75,498.46.

 

The Checkbook balance after payment of bills will be $16,529.48.

 

Accounts receivable balance: $731.11. (Record request fee and Joplin Fiber).

 

The Money Market account balance is $1,144,117.98.

 

Director Francis motioned to approve the Financial Report with Payment of the Bills. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

 

 

Executive Director Report

           

See Attached Report

 

• Executive Director Ford reviewed her report, highlighting a citizen’s complaint from METS regarding a misrouted 911 call that was in Newton County and the call went to Joplin. After not being answered by Joplin’s PSAP, it was answered by JASCO and transferred back to Newton Co.  She advised that all PSAP’s were notified and she recommended they change that phase of the tower to route to Newton Co, but both PSAP Managers agreed to leave it routing towards Joplin.  The caller was notified to request Newton County when calling 911 in the future.  Director Ford also advised the JCESB that the special ring tone is in place for Carthage PD transfers and there was discussion about answering the calls as “Carthage Communications”.  She explained the problems with Superion and field units running out of state DL’s and the returns not parsing to CAD for RMS or related names. She informed the JCESB that she received a quote from Superion for $8,080 for Arkansas, Kansas, and Oklahoma and this is something that previously worked without issues until and update and it is still working at Joplin.  She will continue to work with Superion to get the pricing down.  She noted that tower work still needs to be done and there has not been a quote received yet.  She also stated that there is 3 full timers in training and that she was hiring a former employee back for full time work.  She also explained HB1456 that passed and that the 25% of pre-paid wireless taxes collected will go back to the county of purchase, but will be distributed to the County Commissioners for disbursement.  She will work with the Commission to make sure they are aware of this and that it will need to be disbursed to both PSAP’s in Jasper County.

 

Director Dagnan stated that JASCO has went above and beyond to make sure this transition was successful and they are happy with the progress and will be staying with JASCO.  He stated that the agreement is out of date, but they will be working in the near future on policies and procedures to finalize everything.

 

Unfinished Business

 

            Radio Console Project– Avtec Agreement

Executive Director Ford stated that they will be traveling to Virginia to see Avtec connected directly and learn about this connection and installation before finalizing contracts.  This will remain on the agenda until finalized.

 

New Business

 

            Security Pledge

The securities pledge by Country Club Bank was presented for approval, as of March 31, 2018 for a book value of $1,555,572.15, face value of $1,500,000.00.

 

Director Stanley motioned to accept the securities pledge. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

VOYA Reimbursement Checks

Executive Director Ford reported that a check for $230.44 was sent to Amanda Embrey, as previously reported during the May work session, as this was her cashed out retirement checks that were sent to JASCO since she cancelled her retirement.

 

            Site Visit

Executive Director Ford reported that they will be flying to Virginia for the site visit on Avtec to NexEdge, as previously approved.  She asked about meals and the Board agreed this would be expensed and advised to pay with the credit card for meals.  She noted all reservations are made; flights, hotels and rental cars are booked.

 

            2017 Audit Report

The 2017 Audit Report was presented as a final report for approval.  Each Board member received a copy for review.

 

Director Stanley motioned to accept the Final 2017 Audit Report. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

On Call Compensation for Coverage

Executive Director Ford reported that it has been difficult to mandatory people for overtime during the 12 hour shifts in the middle of the shift since they are working 16 hours already.  She presented an on-call incentive policy, that will be on rotation of those signing up and pay a set rate for the 24 hour period on their day off to be on call.  If called back, they would get paid for coming in, but ask for input from the Board.  She explained this would be for holidays and specific events only and would not be utilized very much during the year. Director Dagnan offered suggestions.  After discussion, the Board agreed on the following:

 

A Call Back policy would be approved to pay a minimum of 2 hours for being called in when on call.  All time worked would be at time and a half.  The On Call policy would be written to give $50 for being on call for a 24 hour period.  This would be paid if they were not called in, but if called in, the Call Back policy would apply and the $50 on call would not be paid.

 

Director Dagnan motioned to allow April to create a Call Back / On Call Policy. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.

Health/Dental/Vision Insurance and FMLA Policy Modifications

The current policies were reviewed and it was recommended that they be modified to remove the paragraph about grandfathered employees insurance contributions in the Health/Dental/Vision Insurance and in the FMLA policy that it be made clear that the 1250 hours starts from the employment start date and that if not eligible for FMLA, no benefits shall apply except for COBRA to comply with any State and Federal laws.  If eligible for FMLA, it will be verified what benefits shall be accrued or not and will be written into the policy appropriately or modified and brought back to the Board for final approval.

Director Dagnan motioned to accept the policy modification for the Health/Dental/Vision Insurance. Director Fries seconded the motion. Vote: 4-0. The motion was adopted.

            Part Time to Full Time Employment Benefit

Executive Director Ford inquired if the Board would be willing to give vacation time to a part time employee who has been with the center since August 6, 2012.  He is coming on as a full time employee in July.  She noted this has never occurred before, but suggested that there is a waiting period to accrue benefits for new full time employees and maybe that could be waived.  Director Francis agreed that the waiting period should be waived since he has been with JASCO since 2012.  No vacation time accrued will be permitted, but he may start accrual immediately.

 

            Statement of Concurrence

A letter requesting concurrence was presented to the Board on WPKM973 for frequency 154.430 which is a fire ground simplex (non-repeated) frequency.  It was reported that Anderson County Emergency Management wants to use this frequency for their full time EMS dispatching channel and they are 2 hours away from JASCO.  Director Francis suggested that they test it first before concurrence is approved.

 

Director Francis motioned that subject to testing and no interference, this concurrence be approved. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.

            Budget Amendment

Executive Director Ford presented a budget amendment for annual maintenance for ComTech, where it was previously budgeted as $29,500 for GL 61416 – Phone System Repair and Maintenance.  She noted they increased by 50%, but after negotiations, they brought the annual maintenance quote down to $31,578.

 

Director Stanley motioned to accept the quote from ComTech. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

She then presented a budget amendment for annual maintenance for 5 NetMotion licenses, which she said they did not plan to keep, but with the MCT project she felt it was a good idea to keep 5 for IT purposes and testing/training.  GL 60912 or 60417 would be used for this maintenance fee of $393.75, if approved.

 

Director Francis motioned to accept the quote from NewCom. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.

She proposed lawn care, which was not previously budgeted since Mike has been working the console during the morning and some in the afternoon.  She presented two quotes for mowing, one at $100 per mow and the other at $50 per mow.  Director Francis stated that they should try the cheaper company and see how they do and make sure that the mowing is controlled and approved by JASCO.  This will be amended during the full budget amendment under the building and grounds maintenance, if needed.

 

Closed Session Announcement and/or Report:

 

Jasper County Emergency Services Board announced to close for personnel records and hiring, firing, disciplining and promoting pursuant to Mo. Statute Section 610.021 (13) (3).

1:29 p.m. Director Dagnan motioned to go into closed session. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.

Vote:                Fries                 –           In Favor

Francis             –            In Favor

Dagnan             –            In Favor

Stanley             –           In Favor

 

1:43 p.m. Director Stanley motioned to come out of closed session. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.

Vote:                Fries                 –           In Favor

Francis             –            In Favor

Dagnan             –            In Favor

Stanley             –           In Favor

 

Team Leader to TCO Position Hourly Rate

During closed session, it was approved that TL stepping down would move to the position of TCO with a pay rate of 2G.

 

Director Francis motioned to accept the pay rate change from TL to TCO 2G. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

            Team Leader Position

During closed session, it was approved by the Board to use the latest promotion process to promote the next Team Leader.

TCO Pay Adjustment

During closed session, it was approved that TCO-George’s pay would be adjusted according to the scale of a new incoming telecommunicator with 9 years of experience, since that TCO had 9 years and would move to 2E.

Director Francis motioned to move her pay according to the wage scale. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.

 

 

1:45 p.m. Director Dagnan motioned to adjourn. Director Stanley seconded the motion. Vote: 4-0. The motion was adopted.

 

The next Board Meeting is scheduled for Tuesday, July 3^rd, 2018 at 12:00 p.m.               

On the_________________day of ______________________2018____

I, Jeff Fries, Chairman _____________________________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________.  They have been reviewed and are accurate.

 

On the __________day of_____________________2018______

I, Dan Stanley, Director __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________.  They have been reviewed and are accurate.