MINUTES
Board of Directors Meeting
Jasper County Emergency Services
August 11th, 2020
Chairman Fries called the meeting to order at 12:02 p.m. Meeting was held at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Vice Chairman Tim Wilson, Carl Francis, James Harrison, Dan Stanley and at 12:04 p.m. Greg Dagnan. Representing staff was Office Support Clerk Amber Madison and Executive Director April Ford.
No Representing Public
Review and Action of Minutes
Open and closed minutes for the Board of Director’s Meeting on July 7th, 2020 were reviewed.
Director Wilson motioned to approve both open and closed meeting minutes for July 7th, 2020 Director Harrison 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 for July was received on August 7th, 2020 in the amount of $181,382.57. We have not received the sales tax check for August.
Total bills submitted for approval today $57,480.57. The Checkbook balance after payment of bills will be $8,183.62. Accounts receivable balance: $588.02. (Record Request fee, and Joplin Fiber).
The Money Market account balance is $1,371,197.99.
Director Dagnan joined the meeting at 12:04 p.m.
Director Stanley motioned to approve the financial report and the payment of the Bills. Director Wilson seconded the motion. Vote: 5-0. The motion was adopted.
Budget and Finance – Executive Director Ford advised the Board that Missouri 9-1-1 Service Board might be getting audited because of the cell phone usage tax that they are collecting.
Executive Director Report
See Attached Report
Executive Director Ford advised the Board that we still have an AT&T bill that is in dispute, AT&T has been denying our sales tax. AT&T stated that they think it should be cleared up by November. April advised the Board that she had to take emergency leave due to a family emergency. April stated that we have been having movement of our surplus items on Gov deals, and that Amber is taking care of this and keeping it very organized. April advised the Board that JASCO is taking Duquesne Police Department calls for service from 0200-0600 hrs. April stated that she is not sure why we are taking over their calls for service during these hours, but she imagines it is because of staffing issues, or possibly covid related. Executive Director Ford stated that we might start using Personnel Evaluation Inc. (PEI). April believes that this will be a good tool for us to use when hiring new employees. Both Director Dagnan and Director Wilson stated that they use it and they like it. April stated that we don’t get much out of ex employers when we do a background on a potential employee. The employer might not call us back, or they use the “work number” and we are not going to pay just to find out the dates that they worked. Executive Director Ford advised the Board that Sarcoxie Police Department is filing harassment charges against an individual that has called several times and saying terrible things about the department and the Police Chief. April advised the Board that our camera in the front lobby is no longer working. We have contacted Netwatch and the camera is still under warranty, so it will be replaced. April will be checking in with NENA to see if we can host a supervisors course, since we would rather not travel anywhere right now. Board members mentioned to April that we might call the airlines back and see what travel extensions that they are doing now. Amber advised that she would call the airlines and check on our flights that were scheduled earlier in the year, and see if they will let us use the flights next year. April advised the Board that we will be purchasing the additional 3 Emergency Medical Dispatching (EMD) licenses for the center. Executive Director Ford brought up a discussion about increasing the hourly holiday pay policy. April asked the Board what they thought about increasing the holiday pay to 12 hours instead of 8 hours for holiday because they work 12 hour shifts not 8. April stated that we have been having problems with employees willing to work the holiday. Director Francis stated that he would not vote on this increase because his fire/ems personnel only get 8 hours of holiday as well and they work longer shifts to. The Board and April discussed the benefits and the decided to keep it the way it is. April stated that she and Amber are looking into changing/modifying the sick policy, because of some things that need to be changed. The Board members and April discussed what Carthage Police Department and METS/Barry Lawrence do, and decided that April will work on the sick time policy and see if it needs to be changed.
Unfinished Business
Avtec Update
Executive Director Ford advised the Board that Kurt Bleich with Command1 will be coming out on August 20th to do an update that might fix some problems that we are having. While Kurt is here he is also going to fix law backup.
Fire East Tower Agreement
Executive Director Ford stated that the Fire East Agreement is complete and will be signed soon, but April was just told by Director Stanley that they are putting up windmills that might interfere with the tower. April stated that she will check in on this and make sure it will not before the agreement is signed. April will check with Kurt Bleich with Command1 and see if the windmills will cause any problems. Lawrence County provided an address for the tower, April has added this to the agreement.
Paychex Errors
Executive Director Ford advised the board that we have been reimbursed from Paychex, Amber kept on them and they sent the reimbursement.
NexEdge – Radio Equipment Move
Executive Director Ford stated that we are still testing MOSWIN. Matt Stoller is still waiting on Golden City tower to be built. Director Dagnan has told Matt Stoller and the Sheriff don’t move Carthage Police Departments equipment over to MOSWIN if Jasper County Sheriff’s Office does move. Director Dagnan stated that Randee Kaiser has two towers, one that he owns and one that he leases. Dagnan stated that the radios are $4,800.00 apiece and on top of buying radios there is more additional costs. Dagnan stated that Carthage Police Department will not be getting MOSWIN. April stated that some of the full time Fire Departments can get grants for MOSWIN radios, but some volunteer Fire Departments will have problems. April stated that the departments could possibly use LEST funds to buy new radios, or buy used radios to cut the costs. Dagnan stated that the radio system has been in place since 2013, and it is almost to the end of life. April stated that when she was testing the MOSWIN radios she only had some trouble in 2 or 3 places in the north side of the county.
Building and Grounds Maintenance/Expansion/Parking Lot
Executive Director Ford stated that we ordered another dehumidifier and that we have been replacing ceiling tiles due to the humidity and the condensation. April advised the Board that we are getting quotes to remodel the kitchen in the EOC. So far one quote is in at $5,000.00. Amber is having 2 more companies come in and give quotes. April advised the Board that Amber is also getting new quotes to trim trees by the tower and removal of trees by the electrical box. April stated that she will be contacting Blevins and Hicklin’s Asphalt for the parking lot project. The Board stated that we need to wait on the kitchen remodel for now.
MO911SB 9-1-1 Grant Funding
Executive Director Ford advised the Board that we did not receive the funding for the phone system, because we submitted a “costly” proposal and that we were told that we are at an acceptable state right now in regards to 9-1-1 service. April stated that there will be a second round for funding coming out in October, but she stated that we won’t get it unless we were doing something that increases the service, like physical consolidation.
Director Dagnan stepped out of the meeting at 12:47 p.m.
April will apply for it again in October, even though she believes we won’t get the funding because another 9-1-1 center will be virtual consolidating multiple agencies that are currently at basic level. April believes that the centers that are consolidating will get the funding.
Director Dagnan back in the meeting at 12:49 p.m.
Anthem ER Co-Pay
Executive Director Ford advised the Board that back in March we had an employee go to the ER for Covid-19 testing. Anthem was charging the employee a $200.00 co-pay. April advised the Board that Amber worked with Anthem and had this charge removed by Anthem. So neither JASCO or the employee had to pay the $200.00 co-pay.
New Business
CARES Act
Director Dagnan stated that they were invited to a meeting with the consultant that Jasper County hired for the cares act money. Director Francis said that Joplin turned in 30 million dollars for payroll expenses during Covid. Director Francis stated that Joplin tried to get Webb City to turn in their complete payroll from March to current to and Webb City will not be doing that. The Board discussed this and Director Dagnan stated that Carthage would be turning in payroll that was Covid-19 related. April advised the Board that Newton County hired a person to handle all of the Covid-19 related purchases, paperwork and entries. April advised the Board that we are keeping track of sick time, supplies, and the phone system. Director Francis stated that the State is not in compliance right now because they are supposed to be giving out the money within 72 hours and they are not. April stated that JASCO was not invited to the Jasper Co CARES ACT meeting and she would be reaching out to get some clarification on the process.
Covid-19 Tax Relief GL for QuickBooks
Executive Director Ford advised the Board that we are receiving a discount on taxes for payroll and that Amber has spoken with Gene Mense and he advised that we need to set up a new General Ledger account number in QuickBooks for Covid relief money received.
Director Dagnan motioned to approve the addition of a GL code of 49100 and name it Misc. Covid-19 Relief. Director Wilson seconded the motion. Vote: 5-0. The motion was adopted.
Covid-19 Anthem Premium Discount
Executive Director Ford advised the Board that Anthem issued 15 percent discount for the month of April. We received a check from Anthem for 15% off of April’s premium. April advised that we could do calculations and give it back to the employees or Amber had an idea of buying something for the employees or using it at the appreciation dinner for prizes. The Board and Director Harrison agreed that we can hold the money and use for the appreciation dinner. The Board stated to put some ideas together for the appreciation dinner and then let them know at the next Board meeting.
MEM Increase
Executive Director Ford advised the Board that Missouri Employers Mutual has increased by 28%.
Star Insurance Company – Policy Conditional Renewal
Executive Director Ford advised the Board Star insurance has also increased our deductible from $1,000.00 to $5,000.00. April stated that she spoke to the insurance company and it will not go over $5,000.00.
Director Wilson motioned to approve and accept the increase from MEM and accepts the increase of the deductible to $5,000.00 instead of $1,000.00. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
Sales Tax Rate
Executive Director Ford advised the Board that we need to make a decision and have paperwork turned in by September 1st, 2020 in regards to possibly putting a sales tax increase on the ballot. April stated that our Attorney Frank Foster drafted a resolution that states to go from 1 tenth of a cent to 2 tenth of a cent or a quarter of a cent. April stated that right now we are bringing in more money than what we are spending because we cut costs every year, but that we are needing to replace equipment that we will deplete our money market and we need additional staffing to keep up with the changing calls. April stated that she would like to look into putting up to a quarter of a cent on the ballot so that if we do the consolidation then we would have the funds to sustain the center with the added call volume, work load, equipment and additional staffing. Director Francis stated that he is opposed to putting an increase on the ballot. April stated that if we don’t look into an increase in the sales tax than we will have to start cutting costs in other areas and without additional staffing, services are concerning. April stated that Carl Junction is putting something on the ballot for a special tax for public safety. Director Francis stated that Carl Junction can’t get a sales tax increase approved. April stated that we need to replace our CAD system and our Phone system. Director Dagnan stated that if we do go out for the increase then we need to change the ballot language to fit our needs. 9-1-1 is being effected by online sales and rising equipment costs. April stated that we need to identify what the money would be used for with the service committee. Director Dagnan agreed that the ballot language needs to change and explain and identify what we do and what we would use the increase for. Director Dagnan also stated that yes the ballot language does say that we do central dispatching and E9-1-1, but JASCO does so much more than just that. April stated that she will continue to work with Joplin about a possible consolidation. Carl Francis said he would be in favor of a sales tax increase only if the consolidation occurs with Joplin, but doesn’t believe it will occur.
At 1:20 p.m. James Harrison stepped out of the meeting.
Executive Director Ford stated that another reason that we need the sales tax increase because she believes it is a matter of time before we could be dispatching for more departments. Chairman Fries stated that whether we are in the city or not we still will provide the same great service.
At 1:22 p.m. James Harrison came back into the meeting.
Director Francis stated that he doesn’t think that cities will approve the increase. Director Dagnan stated that his city will go for it due to the service they are getting currently. April advised the Board that it will take approximately $40,000.00 for election costs to put it on the ballot in 2021. April stated that we have to at least have information turned in by September 1st 2020 if we are going to at least try and put it on the ballot. If we decide that we do not want to go after the increase, then we can remove our paperwork and we don’t have to proceed. If we are going to proceed then we would need to have the ballot language turned in by February 2021. April read the resolution to the Board. Chairman Fries stated that our ballot needs to say what we do, such as E9-1-1, dispatch, text 9-1-1 etc… April asked the Board if they would approve for us to sign a resolution stating that we would like to look into an increase in the sales tax up to a quarter of a cent for now and then could back that down as we work through the details. Director Dagnan stated that he would vote for the resolution and to change the ballot language and make a plan that we all agree with and have the plans written out and describe what we are going to use the increase for. Director Wilson also stated that he would support the resolution and this time and discuss the plan further in the future. Director Harrison agreed with signing the resolution at this time and to continue with putting it on the ballot.
Director Harrison motioned to approve the Formal Resolution of the Jasper County Emergency Services Board to Seek a Tax Increase #2020-04 and to increase the sales tax up to a quarter of a cent. Director Stanley seconded the motion. Vote: 5-1, motion was adopted.
Vote:
Fries – In Favor
Wilson – In Favor
Francis – Not in Favor
Harrison – In Favor
Dagnan – In Favor
Stanley – In Favor
Brewer – Absent
April stated that she will set a meeting for the Service Board to meet so that they can discuss the ballot language and the process. Director Francis stated that this center is better and we have plenty of money.
At 1:40 p.m. Carl Francis left the meeting.
FMLA Policy Modification – Pre-Payment of Insurance
Executive Director Ford stated that we have an employee out on FMLA for a pregnancy. The employee is wanting to take 12 weeks instead of 6 weeks like the Dr. stated. The employee has been given information regarding what her portion of the insurance would be. The employee will pay the premium that is due by the 1st of the month, either in person or by mail.
Bank Security Pledge
Executive Director Ford stated that the bank has sold one of our bonds, April has spoken to the bank and it will not affect us.
Director Dagnan motioned to accept the Bank Security Pledge and accepts the sale of the bond. Director Stanley seconded the motion. Vote: 4-0 The motion was adopted.
At 1:42 p.m. Tim Wilson left the meeting.
Closed Session Announcement and/or Report:
Jasper County Emergency Services Board announced to close for legal action, personnel records and evaluations and hiring, firing, disciplining and promoting pursuant to Mo. Statute Section 610.021 (1) (13) (3).
1:44 p.m. Director Harrison motioned to go into closed session. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
Vote:
Fries – In Favor
Harrison – In Favor
Dagnan – In Favor
Stanley – In Favor
2:32 p.m. Director Dagnan motioned to come out of closed session. Director Harrison seconded the motion. Vote: 4-0. The motion was adopted.
Vote:
Fries – In Favor
Harrison – In Favor
Dagnan – In Favor
Stanley – In Favor
2:32 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, September 1st, 2020 at 12:00 p.m.
On the_________________day of ______________________2020____
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_____________________2020______
I, Dan Stanley, Director __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________. They have been reviewed and are accurate.
