MINUTES
Board of Directors Meeting
Jasper County Emergency Services
January 3rd, 2017
Chief Fries called the meeting to order at 12:06 p.m., at the Board office, 13870 Dispatch Lane, Carthage, MO as per public notice. Present in addition to Chairman Fries, Carl Francis, Tim Wilson, James Harrison, Greg Dagnan, and Dan Stanley. Representing staff was OSC Amber Madison and Executive Director April Tarrant.
Review and Action of Minutes
Open Minutes of the Board of Director’s Meeting on December 6th, 2016 were reviewed.
Director Ron Brewer entered the meeting at 12:08 p.m.
Director Stanley motioned to approve the open and closed meeting minutes for December 6th, 2016. Director Harrison seconded the motion. Vote: 7-0. The motion was adopted.
Public Comment and Correspondence
No public comment
Financial Report and Payment of Bills
The sales tax check for November was received December 7th in the amount of $148,039.78.
We have not received the sales tax check for December.
Recent bills paid online totaled since the last meeting $25,177.61 and $6,129.66. Total bills submitted for approval today $33,540.36. The checkbook balance after payment of bills will be $6,559.82. The money market account balance is $790,591.15.
Accounts receivable balance is $2,916.67. (December METS Service Charge Check just came in the mail today) The checkbook balance after receipt of accounts receivable will be $9,476.49.
Executive Director Tarrant reported she made a stop payment on a check (Conf#0204) to WebTech Solutions for $2,500.00 for Website services through SMB for the check was altered by the receiver and his bank notified me of their refusal to deposit. A new check, CK#8399 was re-issued and written to Brennan Robinson. (A 10-99 was sent and completed by Mr. Robinson)
Director Dagnan motioned to approve the Financial Report with Payment of the Bills. Director Wilson seconded the motion. Vote: 7-0. The motion was adopted.
Executive Director Report
See Attached Report
Executive Director Tarrant reviewed her report, highlighting the NetMotion agreement to upgrade licenses to the Version 11 open license for IOS and Android with no cost. She reported that Mense, Churchwell, and Mense firm has split and it is now The Mense CPA firm that will be performing our 2015 audit next week. She also stated the full time TCO opening will be advertised after the audit.
Director Francis asked about the feedback from agencies using the new recommended antennas on their NexEdge radios. Tarrant reported there has been good feedback from both Duenweg Fire Department and Carthage. Director Dagnan also spoke regarding this and stated they have had good results with the new microphones, as well. Tarrant reported some low volume and audio on the new microphones, but overall good feedback. She also reported the antenna installed on the shed by Lt. Stoller with JCSO for the new courthouse NexEdge radio was not grounded and that she will be contacting a radio vendor to get this taken care of due to the risk to the center.
No further questions.
Unfinished Business:
Administrator Agreement
This will be moved to the closed session and discussed there.
Website
Executive Director Tarrant displayed the new website and explained each section of the website. There was some discussion about public feedback and concerns and they will be able to send in comments and feedback over the contacts section on the website. It will be emailed to support staff.
Sungard ONESolution Public Safety & Justice Project Update
Executive Director Tarrant explained that this is taking a little while longer since the Sungard implementation team did not go through the proper CJIS process to be approved to work in Missouri. This should be completed soon and then the work will resume.
New Business:
2016 Audit / Budget Amendment
Executive Director Tarrant reported that the Missouri State Auditor’s Office has sent in a request for the 2016 financials and audit to be completed and turned in no later than June 2017. She will ask for an engagement letter from The Mense CPA firm to get this done and will have it on the agenda for approval at the next meeting.
HVAC Modification for Maintenance Room / Budget Amendment
Executive Director Tarrant reported that the UPS battery back-up system may lose warranty coverage due to the cold temperatures in this maintenance room without a change in this room. CDL came by and made recommendations to move the unit vent into this room, however there is other equipment that needs to be moved into the hallway. The quote was high, so it was recommended that Tarrant get another opinion from another company that is certified to work with Mitsubishi systems and bring a recommendation to the next meeting.
Fire Dispatch Change
Executive Director Tarrant reported a concern raised from Chief Charley Wilson with Oronogo Fire District about his fire fighters shutting off their radios and sleeping through calls due to the excessive traffic on the Fire Dispatch channel from other departments. He asked for JASCO to dispatch to their department on their private channel. She explained to him the problems with the lack of equipment and room, as well as the need for additional staffing to do this for all agencies and how inefficient it would be to do different things for different department. She explained how Kurt Bleich with Command One came in and they tested some options with Telex that may help. They have set the tones to go out simultaneously when they are toning multiple departments for the same call. They use to stack and this would hold up traffic and their ability to talk on the radio, causing time differences. They also set the radio to key up when the tones are going off if the dispatcher keys the mic, they are open to talk when the tones finish instead of waiting for the “go ahead” beep that the system gives. This should also help with times. They are currently testing setting off both the old two-tones off the Fire West, as well as the NexEdge tone on the NexEdge and cutting back on radio traffic on pre-alerts. There may be a change to pre-alerts in the future. This could help Oronogo Fire Department and others that still have their old pagers or want to buy pagers for as long as the Fire West/East system remains up and working. This change will likely happen next week.
It was agreed that if it helps, doesn’t cause further hardship on the JASCO staff and isn’t causing any un-necessary delays it will be good to test, along with any changes in verbiage that needs to occur to cut down on times.
Surplus Inventory
The list of surplus inventory was presented. (See attached) and all items were approved to surplus and either sell or destroy, as recommended.
Director Wilson motioned to approve the Surplus Inventory list as presented. Director Stanley seconded the motion. Vote: 7-0. The motion was adopted.
Closed Session Announcement and/or Report:
Jasper County Emergency Services Board announced to close for personnel records and evaluations and hiring, firing, disciplining and promoting pursuant to Mo. Statute Section 610.021 (13) (3).
12:59 p.m. Director Harrison motioned to go into closed session. Director Wilson seconded the motion. Vote: 7-0. The motion was adopted.
Vote:
Wilson – In Favor
Francis – In Favor
Brewer – In Favor
Harrison – In Favor
Dagnan – In Favor
Stanley – In Favor
Fries – In Favor
1:19 p.m. Director Brewer motioned to come out of closed session. Director Stanley seconded the motion. Vote: 7-0. The motion was adopted.
Vote:
Wilson – In Favor
Francis – In Favor
Brewer – In Favor
Harrison – In Favor
Dagnan – In Favor
Stanley – In Favor
Fries – In Favor
While in closed session, the Administrator Agreement was discussed and voted on.
Director Brewer made the motion to approve the Administrator Agreement as presented and to have Chairman Fries sign this agreement. Director Dagnan seconded the motion. Vote: 7-0. The motion was adopted.
Vote:
Wilson – In Favor
Francis – In Favor
Brewer – In Favor
Harrison – In Favor
Dagnan – In Favor
Stanley – In Favor
Fries – In Favor
1:21 p.m. Director Dagnan motioned to adjourn. Director Wilson seconded the motion. Vote: 7-0. The motion was adopted.
The next Board Meeting is scheduled for Tuesday, February 7th, 2017 at 12:00 p.m.
On the_____________ day of ______________________20______
I, Jeff Fries, Chairman at Large, _____________________________________________certify these Jasper County Emergency Services Board Meeting Minutes for___________________________. They have been reviewed and are accurate.
On the ____________day of________________________20________
I, Dan Stanley, Secretary __________________________ attest the Jasper County Emergency Services Board Meeting Minutes for _______________________________. They have been reviewed and are accurate.
