MINUTES
Board of Directors Meeting
Jasper County Emergency Services
June 6th, 2023
Chairman Harrison called the meeting to order 12:10 p.m. via phone conference. Meeting was held at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. In addition to Chairman Harrison (via phone), Carl Francis, Bill Hawkins, Greg Dagnan, and Dan Stanley.
Representing staff – Office Support Clerk (OSC) Amber Madison, Operations Manager (OM) Brandon McClintock and Executive Director (ED) April Ford.
No Representing Public
Review and Action of Meeting Minutes
Open meeting minutes for May 2nd, 2023, were reviewed.
Director Stanley motioned to approve the open meeting minutes for May 2nd, 2023. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted.
Public Comment and Correspondence
No comment.
Financial Report and Payment of Bills
Total bills submitted for approval today $74,306.94.
Checkbook balance after payment of bills will be $7,304.72.
Accounts receivable balance: $0.00
The Money Market account balance is $5,329,654.20.
ED Ford advised the Board that we did receive our reimbursement from SHI that we had been waiting on since 2021. April updated the Board that the possible fraud charge on our VISA from last month was a legit charge for a Mercy Computer in the Communications room.
Director Stanley motioned to approve the financial report and payment of bills. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Committee Reports
No report
Executive Director Report
See Attached Report
ED Ford advised the Board that she reached out to Penmac and hasn’t heard back from them. We are, however, getting applications and employees are coming back from leave. She also stated that Carl Junction Police Department will possibly be a consolidation in 2024. Employees will stay at the Police Department for warrants, walk-ins etc… If any employees want to come to JASCO we would welcome them to apply. April is looking into interests’percentages on our accounts with Southwest Missouri Bank. ED Ford advised the Board that we should save some money on interest because we will be able to remove some equipment from the Motorola financing, like the Joplin tower and part of the MSHP tower. This should be $700,000.00 – $900,000.00 savings, because of cost sharing. April advised that we might be saving money in certain places and then we could “move” funds to other sections of the project like upgrading radios. ED Ford advised the Board that there is a concern about the property on 43 highway passing inspection for FAA. Unfortunately, we can’t survey it for FAA requirements until we own the land. ED Ford advised the Board that she is filling out paperwork for .gov emails. We will keep our current email server up temporarily during this change and migrate to the new email server. We have also notified all the Departments that have JASCO emails. April advised the Board that Liberty Utilities put the trench on our neighbor’s property by mistake. They had to come back out and fix this the next day. We will also need to put up a fence up at the corner of the driveway, and we might consider putting it on our neighbor’s property and we maintain it. After discussion with the Board, the Board agreed that we would just build a higher fence on our side of the property and maintain it. The Board agreed that they did not want the fence on the neighbor’s side of the property.
OM McClintock reported that our call volume is up for May by 7.57% compared to May of 2022. Four of our six employees that were on leave are back, and the Administration Staff is back in their offices. We are operating with three employees on each shift. We have seven employees in training, and we have four full-time positions available for the Communications room and four positions available in Administration. Brandon also reported to the Board that we are getting good feedback from QPR, and our EMD and EFD Q’s are getting consistent. Brandon explained and advised that we are live with Prepared 9-1-1. April advised that Amber is trying to set up a booth for Carthage Food truck Friday event. We are also having a competition between teams for a t-shirt design for child hero callers. April explained and advised the Board that local schools will be using Raptor. April is also talking to local schools to get updated building plans. April advised the Board that Dan Stanley mentioned that we should start advertising what is happening with the Center since the sales tax increase. April also stated that we should say something about Dan being on our Board for 23 years of service.
Unfinished Business
Overtime Compensation
Office Support Clerk Madison’s advised the Board that nothing has changed, and there is no cause for any concern of mistreating the temporary policy. The Board approved continuing the overtime compensation policy.
Parking Lot Project
ED Ford advised update during Executive Director report.
Final 2022 Audit
ED Ford advised the Board that the final audit report for 2022 is complete and ready to be submitted to the State. The Board discussed the audit and Director Dagnan specifically asked about why “CPA” audit “adverse opinion” is on the audit. April has asked this question of Gene Mense before and advised the Board that it is because we do not have a licensed CPA paying our bills.
Director Stanley motioned to approve the 2022 audit and to submit it to the State as directed. Director Francis seconded the motion. Vote: 5-0. The motion was adopted.
Copier/Scanner Agreement
ED Ford went over the attached report that was put together by OSC Madison. American Business Systems is the recommended copier. We would be on a 60-month agreement. The unit that ABS quoted us is also a multifold unit, so we can make our hiring brochures when needed. The Board agreed that ABS was the best company to go with based on the report that was provided. April advised that she would bring the contract from ABS to the July Board meeting for signature/approval.
New Business
Countywide Public Safety Radio System – Property Survey for Land Purchase
ED Ford and the Board discussed the potential Sarcoxie land that is going to be used for the radio system. The Board agreed that the land will need to be surveyed before purchase. April advised the Board that Anderson Engineering is about four weeks out for a survey. April will contact the company to complete a survey. April advised the Board that the Mayor of Sarcoxie is also wanting to put a helicopter pad on the land, and he wants to connect to our electricity for the helicopter. The Board discussed and advised that we would be ok with letting him use our electricity for the helicopter pad lights. We would need information and restrictions listed in the agreement.
Radio Rack Consolidation
April advised that we will start changing over to different radio racks.
Building Modifications
ED Ford stated that we need to expand the server/radio room by taking out an office wall. The quote for taking down the wall and electrical work in the server room is $5,000.00. April advised the Board that we also have a quote to add more office space like previously mentioned in 2022 from Mack Builders. The quote of $58,5815.00 would create more office space by removing walls and putting up walls. The Board discussed the two options and agreed that we wouldn’t be remodeling the office space at this time. If we need to complete the construction in the server room for the radio project, then we can complete that. The Board also agreed that since we would be replacing consoles/furniture in the communications room we could also put new carpet down when we have the new consoles installed.
MOU TRS, MOSWIN, and Joplin
ED Ford advised they are not completed.
Financing/Interest on Equipment and Services Not Needed
ED Ford advised that as previously stated, once we own the land then we can start the project and it should be completed within 17 months after they start.
CPR Courses
ED Ford advised that we would like to offer CPR for our employees’ families. We have two instructors at the Center, and we would invite the families to come in and attend a class, they would be responsible for paying for their certification card. The Board approved that we could complete these CPR courses for the employees’ families.
Carthage Water and Electric Circuit for Carthage NexEdge System Connection
ED Ford advised that the Sheriff wants to turn the circuit off at the jail tower site. In doing this, CPD would be affected. This connection is what lets up key up to talk to CPD. The circuit costs $100.00 a month.
Director Francis motioned to take this circuit charge over and make a budget amendment for $100.00 a month. Director Hawkins seconded the motion. Vote: 5-0. The motion was adopted.
ED Ford advised the Board that Director Hawkins just brought some radio issues to her attention before the meeting. The Board discussed the radio issues that Carthage Police Department is having. They also discussed different possible solutions, such as talking to Carthage Water and Electric, or trying and get CPD on MOSWIN now. The Board agreed for April to check and see how long it would take to get 10 radios for CPD. (These would be taken off their complete order) CPD would be responsible for buying extra batteries if they are needed. April will reach out to Denise with Motorola and see how long it would take to purchase 10 radios and she will get pricing for batteries for Bill Hawkins. April will also work on setting up a meeting with Carthage Water and Electric and Motorola. April advised the Board and Director Hawkins that she will also investigate the missed traffic issues for CPD.
At 1:31 p.m. Director Stanley motioned to adjourn. Director Dagnan seconded the motion. Vote: 5-0. The motion was adopted. Meeting adjourned.
The next Board Meeting is scheduled for Tuesday, July 11th, 2023, at 12:00 p.m.
On the________ day of ________________2023
I, Chairman James Harrison ___________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________. They have been reviewed and are accurate.
On the ________day of_________________2023
I, Dan Stanley, Secretary __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________. They have been reviewed and are accurate.
