MINUTES
Board of Directors Meeting
Jasper County Emergency Services
September 5th, 2023
Chairman Harrison called the meeting to order 12:01 p.m. Meeting was held at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. In addition to Chairman Harrison, Carl Francis, Bill Hawkins, and Greg Dagnan.
Representing staff – Office Support Clerk (OSC) Amber Madison, Interim Executive Director (IED) Brandon McClintock, and Systems Manager (SM) Steven Williams.
No Representing Public
Agenda Amendment
ED McClintock advised the Board that we needed to add the Sarcoxie Resolution and EMS Legal Counsel Agreement to the agenda.
Director Francis motioned to approve the addition of Sarcoxie Resolution and EMS Legal Agreement to the agenda. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
Review and Action of Meeting Minutes
Meeting minutes for August 1st, 2023, were reviewed.
Director Dagnan motioned to approve the meeting minutes for August 1st, 2023. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Public Comment and Correspondence
No comment.
Financial Report and Payment of Bills
Total bills submitted for approval today $185,909.96.
Checkbook balance after payment of bills will be $16,335.02.
Accounts receivable balance: $496.42 (Netmotion License SPD, and Record Request)
The Money Market account balance is $5,995,110.05.
Director Hawkins motioned to approve the financial report and payment of bills. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
Committee Reports
Director Dagnan advised the Board that the hiring committee has met, and the Executive Director position has been posted and we have received some applicants. The Board agreed that Brandon McClintock would hold onto the applicants until the position is closed.
Executive Director Report
See Attached Report
IED McClintock advised the Board that there has been a change to the current MOU’s that have been getting worked on. Rapid SOS has been added to the MOU’s and will be redistributed to the agencies that it affects for review. IED McClintock stated that we will be purchasing EDocuSign for future documents that we need to send out to agencies for signature. IED McClintock mentioned that Central Square is up for renewal, and we will be paying $63,544.54. We also need to purchase the interface for Emergency Police Dispatch (EPD) which will be $8,645.00 + $1,300.00 for maintenance.
Director Francis motioned to approve the purchase/payment of the EPD interface and maintenance. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
IED McClintock advised the Board that they are still waiting on a quote for the link between JASCO and Springfield. He also advised the Board that Amber and himself had a meeting with AT&T to try and resolve the disputes with AT&T. IED McClintock advised the Board that there are two options for electricity to the Sarcoxie site, we could go above ground or underground. The only option for electricity for the 43-tower site is underground. The Board discussed both options and advised to have the electricity go underground at both sites. IED McClintock highlighted that our work comp insurance has increased. IED McClintock advised that we received a quote for a new sign for the building. The Board discussed and agreed to wait on purchasing a sign for the building. IED McClintock advised that we will be going live with Emergency Police Dispatching on February 20th, 2024. McClintock advised the Board that Ellen Biesemeyer has been promoted to Quality Assurance Coordinator which opened a Team Leader and a TAC position. We have 1 new hire and 2 in background. Motorola staging is set for the 1st week of December.
Systems Manager Report
SM Williams advised the Board that the humidity in the building has been so high that we have had to place towels down on desk so that they don’t get ruined, and the new ceiling tiles that were just purchased and put in place were ruined. He advised that the pipes are already wrapped, and it is not helping. He also advised the Board that the Carthage PD radios have been working good with no complaints. Williams also advised the Board that the .gov email has been approved and we will be making the switch soon.
Unfinished Business
Countywide Public Safety Radio System –
- Property Survey for Tower construction/modifications
IED McClintock advised the Board that we met with Pyramid at both sites and archeologist will be going to both sites tomorrow. We also purchased locks and chains for the 4 gates that are at the 43 highway site. McClintock advised the Board that the previous owner has been on the property each time that we have been out there. The previous owner mowed the field and advised that if allowed he would continue to mow the field. The Board agreed to let him mow it for now and in the future, we might need to find someone else.
- Sarcoxie Property
IED McClintock read the Sarcoxie Real Estate Resolution 2023-03 to the Board.
At 12:31 p.m. Director Francis motioned to approve Resolution 2023-03 for Real Estate Contract for Sarcoxie Land Purchase. Director Hawkins seconded the motion. Vote: 4-0. The motion was adopted.
Vote: Harrison – In Favor
Francis – In Favor
Hawkins – In Favor
Dagnan – In Favor
IED McClintock stated that Derrick Scott with Meridian Title is still working on completing paperwork.
- Radio Rack Consolidation
IED McClintock advised the Board that we tried getting different quotes for moving radio equipment in the server room. We received a quote back from John Ayres for $7,025.00. The project will take 2 days to complete.
Director Francis motioned to approve the quote from John Ayres for adjusting/moving radio equipment for the countywide public radio system. Director Hawkins seconded the motion. Vote: 4-0. The motion was adopted.
- MOU TRS, MOSWIN, and Joplin
IED McClintock advised the Board that we are still working on MOU because it has active eye in it which is very expensive. Brandon stated that we will be meeting with TUSA tomorrow to discuss active eye and other details of the project.
- Financing/Interest on Equipment and Services not needed
IED McClintock stated that we are also going to be talking to TUSA and Motorola tomorrow about equipment and upgrades tomorrow. We will possibly have a one-million-dollar credit due from Motorola and we are hoping to upgrade fire radios from 6,000mhz to 8,000 mhz.
- Console furniture replacement
IED McClintock stated that we are getting prices from Xybix, because there is a $37,000.00 difference in the prices that were presented previously.
Recruitment/Advertisement E.D Position Opening
Previously mentioned.
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. Madison also advised the Board that there was a large increase in payroll due to the previous Executive Directors vacation time that was paid out. The Board approved continuing the overtime compensation policy.
AT&T Disputes
IED McClintock advised the Board that we received one dispute and an adjustment of $1,465.00 on our bill, however we still have other disputes that are not being handled by our representative Corey Hill. We have reached out to his superiors and will continue to work on this.
Building & Maintenance – Carpet/Painting
IED McClintock advised the Board that he reached out to four different businesses for new flooring and painting. He received two quotes back. The Board discussed the quotes and approved to go with Joplin Floor Designs for carpet. Brandon went over the quotes for painting the communications room, and the Board agreed to use ABE painting.
Vehicle Purchasing
IED McClintock advised the Board that they have been checking prices and websites for a new systems vehicle. The Board discussed and advised for Brandon to bring back specs/prices and equipment that would be needed for the truck.
New Business
EMS Legal Services
IED McClintock read and presented the new EMS Legal Services agreement to the Board. Brandon also advised the Board that our Attorney drafted a resolution in reference to Missouri Ethics Commission for filing financial disclosures. The Board discussed the resolution and advised that they will not be signing this resolution. The Board members and the Executive Director will continue to file financial disclosures every year.
Director Dagnan motioned to approve and accept the 1-year renewal agreement with EMS Legal Services. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Budget Amendment – Advertising GL 60111
IED McClintock advised the Board that we will need to amend the advertising budget by $376.00 due to posting the Executive Director position.
Director Dagnan motioned to approve and amend/increase the Advertising GL 60111 by $376.00. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Surplus
IED McClintock advised the Board that we have surplus items such as work out equipment and a plotter that doesn’t work.
Director Francis motioned to approve the surplus list. Director Dagnan seconded the motion. Vote: 4-0. The motion was adopted.
Budget
IED McClintock requested any information that he might need to look out for when completing the budget for 2024? The Board discussed that we would need to add general ledger codes to the budget for the radio system, such as tower sites, additional maintenance for future vehicles.
At 1:30 p.m. Director Dagnan motioned to go into closed session for the purposes of discussing personnel records. Director Francis seconded the motion. Vote: 4-0. The motion was adopted.
Systems Manager Williams left the meeting.
Vote: Harrison – In Favor
Dagnan – In Favor
Hawkins – In Favor
Francis – In Favor
At 1:45 p.m. Director Dagnan motioned to come out of closed session. Director Hawkins seconded the motion. Vote: 4-0. The motion was adopted.
Vote: Harrison – In Favor
Dagnan – In Favor
Hawkins – In Favor
Francis – In Favor
At 1:46 p.m. Director Dagnan motioned to adjourn. Director Hawkins seconded the motion. Vote: 4-0. The motion was adopted. Meeting adjourned.
The next Board Meeting is scheduled for Tuesday, October 3rd, 2023, at 12:00 p.m.
On the________ day of ________________2023
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_________________2023
I, Carl Francis, Treasurer __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for ___________________________. They have been reviewed and are accurate.
