MINUTES
Board of Directors Meeting
Jasper County Emergency Services
November 1st, 2022
Chairman Harrison called the meeting to order 12:06 p.m. Meeting was held at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Harrison, Tim Wilson, Carl Francis, Bill Hawkins, Greg Dagnan, and Dan Stanley.
Representing staff – Executive Director (ED Ford) April Ford, Office Support Clerk Amber Madison, Training Coordinator Chelsea Finn, Operations Manager Brandon McClintock, and Systems Specialist Steven Williams.
Representing Public –Bryan Harper and Will Reynolds with NRroute, Alan Talkington with TUSA Consulting.
Review and Action of Meeting Minutes
Open and closed meeting minutes were reviewed for the Board of Director’s Meetings held on October 4th, 2022.
Director Dagnan motioned to approve the open and closed meeting minutes for October 4th, 2022. Director Wilson seconded the motion. Vote: 6-0. The motion was adopted.
Public Comment and Correspondence
No public comment
Financial Report and Payment of Bills
The sales tax deposit for September was received on October 7th, 2022, in the amount of $531,480.40. We have not received the sales tax check for October or November.
Total bills submitted for approval today $81,420.34.
Checkbook balance after payment of bills will be $14,222.68.
Accounts receivable balance: $7,245.65. (Netmotion License fee, Carterville, Carthage, Oronogo, Sarcoxie, Webb City, Jasper, Duenweg)
The Money Market account balance is $3,643,544.15.
Director Wilson motioned to approve the financial report and payment of bills. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
Committee Reports
No report
Executive Director Report
See Attached Report
ED Ford advised the Board that we have 4 disputes with AT&T currently. ED Ford stated that we have had 71,130 calls for service into the Center, that includes 911/non-emergency lines. Steven Williams had MOSWIN pull the Jasper County Sheriff’s Office key ups, and it is over 3 million key ups since January 1st, 2022. ED Ford advised the Board that TUSA will be submitting a report to extend to 18 months, it will cost approximately $150,000.00. April advised the Board that we went live with Emergency Fire Dispatch Protocols (EFD) on October 25th, 2022, everything is going well. We are also going thru a rap back audit with Mules. ED Ford advised the Board that we have one employee that will be changing to part time and one employee that has applied elsewhere. JASCO and Carthage Police Department have been observing each other and providing CPD station dispatch staff with CAD training.
Unfinished Business
Countywide Public Safety Radio System-RFP and Bidding – Moved to the end of the meeting and discuss during the closed portion of the meeting.
Director Wilson motioned to move the Countywide Public Safety Radio System to the end of the meeting. Director Stanley seconded the motion. Vote: 6-0. The motion was adopted.
Overtime Compensation
Office Support Clerk Madison advised the Board that nothing has changed, and there is no cause for any concern of mistreating the temporary policy. The Board approved to continue the overtime compensation policy.
Medical Loss Rebate
Office Support Clerk Madison presented the Medical Loss Rebate spreadsheet to the Board for approval. The Board agreed to pay the employees the percentage of premiums that they have paid for 2021 as calculated.
Director Stanley motioned to approve the Medical Loss Rebate report and to distribute funds to the employees as per the report. Director Wilson seconded the motion. Vote: 6-0. The motion was adopted.
Wage Scale – Mission Critical Partners Report – Wages, Benefits and Staffing
ED Ford called Stacey Banker with Mission Critical Partners (MCP) and put her on speaker via zoom conference. Stacey advised the Board that the wage, benefits, staffing report is complete and presented the Board with the findings.
At 12:26 p.m. Director Wilson stepped out of the meeting.
Stacey quickly went over her report highlighting factors and predictions of retention and surveys completed by current employees.
At 12:27 p.m. Director Wilson stepped back into the meeting.
Stacey advised the surveys of multiple other PSAPs and some private businesses in the area and noted that JASCO is the 16th lowest for starting pay out of 19 PSAPs in the survey results. She reported that 15 employees were interviewed, and several say that they stay due to the people that they work with and the culture. She also advised the Board that 40% of employees that were surveyed would have to seek other employment opportunities if nothing changed with pay. Stacey highlighted that JASCO gave a COLA last year that was 3.9% lower than the Federal COLA. The MCP report shows a recommendation that JASCO increase starting pay to $18.00 an hour to retain and recruit employees. MCP recommends moving the entire wage scale and not just the starting wage. MCP recommended to have 5-10% of an increase between the promotional phases/jobs.
At 12:48 p.m. Will Reynolds with NROUTE stepped out of the meeting.
MCP advised the Board that wages/Insurance Premiums and inflation is what is hurting JASCO. MCP recommends that JASCO continue to pay Employee insurance at 100 percent and pay 50 percent of dependent/family insurance premiums and explore the options/possibilities of providing FSA/HAS and childcare benefits.
MCP made recommendations
At 12:54 p.m. Will Reynolds stepped back into the meeting.
Stacey went over staffing calculations, volume based and coverage basis. Stacey stated that Team Leaders need to be able to unplug and supervise the team at least 50 percent of the time. At 1:01p.m. Stacey disconnected from the conference call. ED Ford added that we would like to go to weekly payroll. This would be a minimal increase in cost with great gain. April also stated that she has looked into the possibilities of childcare, but no one locally providing this benefit.
At 1:02 p.m. Alan Talkington stepped out of the meeting.
ED Ford recommended to the Board that we move the starting pay to $17.10 and work the next 2 years to get to the starting wage value increased. To do this we would need to go to $17.10 in January 2023 and increase 5% between each step in the scale. In July 2023 do a 3% increase, in January 2024 do another 3.5% increase, in July 2024 a 2% increase based on western CPI projection. She suggested in January 2025 to start implementing merit to reduce compressing issues.
At 1:05 p.m. Alan Talkington stepped back into the meeting.
ED Ford stated that she knows that we might need to wait and not complete a 5-year plan right now due to the unknown costs of the Motorola project. ED Ford liked the recommendation to pay 50% of health/dental/vision insurance for family coverage, we would start this at the end of their 3rd year of full-time employment. April recommended that we change trainer pay from 50 cents per hour to pay $100.00 stipend a month and $50.00 a month for TAC and for 2-3 additional EFDQ or EPDQs. The recommendation was made to change the way that we pay holiday pay, currently we pay 8 hours of holiday pay whether you work it or not. She recommended to change it where those working the holiday get 8 hrs of holiday pay along with time and a half for working the holiday shift. Director Dagnan advised that they also do this for their employees. ED Ford advised the Board that we contacted our payroll company Paychex and took off a lot of features that we don’t use. In doing this it has saved us money, and if we go to payroll weekly there will be a small increase in cost. The benefit would out way the cost. ED Ford advised the Board that Beimdiek said we were declined by Aetna Insurance and other health insurance options due to health needs. April advised that we have 12 employees at $14.91 and we need to hire 2 more. We would start working on this 3-year plan starting in January 2023. April advised that our payroll company Paychex has sent over a new contract for going to Paychex Flex Select instead of the Paychex Flex Pro Series. If the agreement has everything that we need then we will go to weekly payroll using Paychex Flex Select. Director Wilson stated that we need to know that we don’t always have to do COLA raises. He wants to make sure that we know that we might not always do this.
At 1:16 p.m. Chelsea Finn stepped out of the meeting.
Director Dagnan stated that we look at increasing the starting wage now and then look at CPI so our plan doesn’t go stale.
Director Francis advised the Board that he votes no to a 15% increase. Director Dagnan stated that the minute that we raise the wages to $18.00 then everyone else will also increase their wages. Director Dagan stated that he is very disappointed that MCP didn’t provide a wage scale difference with future projections. Director Dagnan stated that we might have employees that need a 15% increase, but we don’t know that because MCP didn’t provide us with that information. Director Wilson asked if MCP could pull what is similar to our TCO/TCO II/TL etc… and advise a wage scale that we should go to based on the surveys that were completed. Director Dagnan stated that he would be fine with increasing the starting wage to $18.00 but it would hurt the other employees by not increasing them. ED Ford advised the Board if we don’t increase everyone then we would have compression issues. Director Wilson and Director Dagnan stated that a wage scale report showing comparisons of other Centers needs to be put together. Director Francis stated that MCP did exactly what he expected them to do, which is tell us exactly what we wanted to hear. Director Francis stated to do an 8% COLA/raise across the Board and be done with it.
At 1:30 p.m. Alan Talkington stepped out of the meeting.
Director Francis stated that we could give an 8% increase and not be looked at wrong by the Citizens, but if we do a 15% increase, we will be looked at wrong by the public and the media.
At 1:31 p.m. Alan Talkington stepped back into the meeting.
April advised the Board that we are losing people to other places of employment due to the tough environment/pay/schedule, we are at our highest turnover rate.
At 1:33 p.m. Director Wilson left the meeting.
Director Dagnan suggested to increase the starting people for now and then look at raising the other employees later. Director Dagnan advised that CPI is what helps us not get behind. April stated that she will go back and look at the report and compare pay/job titles/responsibilities on the MCP report and she will also compare each promotional step in the wage scale. Director Dagnan stated that you might not do a straight 5% increase across the Board. He stated to look at the scale and se who needs the increase. Director Francis stated that if we do an 8% increase then we would be at $16.10/hr.
Chairman Harrison and Director Francis stated that they like the idea of childcare benefits. Director Francis stated that we might check to partner with Freeman and see if they offer childcare. Chairman Harrison stated that Mercy might also. Director Francis stated that we must stay in budget. Director Dagnan advised April to tell MCP that he is very disappointed in what they presented. ED Ford presented the Board with a wage scale that she prepared that would take us to starting wage at $17.10. In doing this it would only increase our payroll budget by 8.49% but that she had to lower the number of open positions from 5 to 2. Director Francis stated that he won’t make any recommendations for more than 8%.
At 1:53 p.m. Bryan Harper stepped out of the meeting.
Chairman Harrison agreed with Director Francis that we can’t look bad to the media.
At 1:53 p.m. Bryan Harper stepped back into the meeting.
Chairman Harrison stated that Barry-Lawrence Ambulance District increased wages so that they wouldn’t lose employees. He advised it has worked for Barry-Lawrence. Director Dagnan suggested to do the 8% increase now across the Board, then come back to the Board with a plan at a later time.
Director Stanley motioned to approve an 8% COLA increase across board. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Chairman Harrison and Director Dagnan both stated to wait to present another increase to the Board until we have contracts signed and know the cost of the Radio System. Then after January 2023 bring the full wage scale proposal back and stagger the wage increases that were discussed previously.
At 2:28 p.m. the Board advised to take a 5-minute break.
At 2:33 p.m. Chairman Harrison advised meeting back in session.
New Business
Security Pledge
ED Ford advised the Board that Southwest Missouri Bank has added another security pledge for us to protect our moneys over $345,000.00.
Director Stanley motioned to approve the additional security pledge. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted.
MOU with JCSO regarding MCC7500E Consoles and Maintenance
ED Ford read the MOU agreement, to the Board for the 2 MCC7500 consoles. April recommended that we start paying the maintenance in January 2023. Then we would trade in the consoles after JCSO Sheriff sends the letter to end the maintenance letter to Motorola. We would need to add a caveat to the MOU to say that we will request that Sheriff Randee Kaiser will sign and send a letter to end the maintenance and not charge us to Motorola. April will speak with Randee Kaiser and make sure that he didn’t use ARPA funds to purchase this equipment. April will bring the updated MOU to the December meeting for approval.
Health, Dental and Vision Insurance Renewals
ED Ford advised the Board that our Health Insurance with Anthem increased 4.2%. Director Dagnan stated that it is too bad that all the PSAPS couldn’t get together and be on the same plan to save money.
Director Dagnan motioned to approve to renew Anthem Health Insurance, Delta Dental, and Delta Vision insurance. Director Hawkins seconded the motion. Vote: 5-0. The motion was adopted.
Jasper County Emergency Services Board announced to close for specifications for competitive bidding pursuant to Mo. Statute Section 610.021 (11).
At 2:05 p.m. Director Stanley motioned to go into closed session. Director Hawkins seconded the motion. Vote: 5-0. The motion was adopted.
Alan Talkington and Steven Williams stayed. All other representing public and staff left the meeting.
Vote: Harrison – In Favor
Stanley – In Favor
Dagnan – In Favor
Stammer – In Favor
Hawkins – In Favor
Francis – In Favor
At 2:26 p.m. Director Dagnan motioned to come out of closed session. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
Vote: Harrison – In Favor
Stanley – In Favor
Dagnan – In Favor
Stammer – In Favor
Hawkins – In Favor
Francis – In Favor
At 2:27 p.m. Director Francis motion to complete a letter of intent to MOSWIN. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted.
Roll call Vote: Harrison – In Favor
Stanley – In Favor
Dagnan – In Favor
Stammer – In Favor
Hawkins – In Favor
Francis – In Favor
ED Ford advised that we might need to change Attorney’s and hire one to review the contract.
Building and Property Insurance
ED Ford advised that the building and property insurance has increased by $11,000.00.
Director Dagnan motion to stay with the current insurance. Director Stanley seconded the motion. Vote: 5-0. The motion was adopted.
TUSA Proposal – Updated 2023
ED Ford advised that we need to add 6 months to the proposal for TUSA. Alan Talkington advised that they will get an agreement together.
Budget Amendment 2022
ED Ford advised it is not ready yet, she will have it at the December Board meeting.
Budget 2023
ED Ford advised it is not ready yet, she will have it at the December Board meeting.
ED Ford advised the Board that we will need to have December Board meeting on December 12th at noon. Director Dagnan stated that we will do April’s evaluation during this time. Director Dagnan stated to increase ED Fords pay by 8% at this time and then they will review her wage when we review the rest of the scale.
At 2:58 p.m. Director Dagnan motioned adjourn. Director Hawkins seconded the motion. Vote: 5-0. The motion was adopted.
The next Board Meeting is scheduled for Monday, December 12th, 2022, at 12:00 p.m.
On the________ day of ________________2022
I, James Harrison, Chairman ___________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________. They have been reviewed and are accurate.
On the ________day of_________________2022
I, Dan Stanley, Secretary __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________. They have been reviewed and are accurate.
