Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING June 20, 2012 ITEM 1. Roll Call Frank Blanton – absent. Attorney Ricky Curtis was absent. ITEM 2. Recognize Guests Mike Callahan, Communications Supervisor ITEM 3. Minutes of Previous Meeting – May 16, 2012 Tim Eads made a motion, seconded by Dwayne Honaker, to approve the minutes from the May 16, 2012 meeting. All voted in favor. ITEM 4. Treasurer’s Report A. Receipts & Expenditures Each Board member reviewed the receipts and expenditures from the previous month. All receipts and expenditures were signed. B. Current Balance David Warren, Treasurer, reviewed the monthly balance sheet, budget report and financial report with the Board. Copies are attached. Due to the impending budget year end on June 30th, Mrs. Smelser stated she has been paying the bills as soon as they come in and has reported the expenditures to date on this month’s report. Normally, the financial reports are through the last day of the previous month. The line item for communications equipment shows an expenditure of $27,090.50 which is the final payment on the purchased recorder. Fifty percent was paid upon ordering and the remaining fifty percent was to be paid after installation was completed. Tim Eads made a motion, seconded by Shelton Hillman, to approve the financial reports as presented. Roll call vote: Blanton – absent, Eads – yes, Hillman – yes, Honaker – yes, Messimer – yes, Wade – yes, Warren – yes. Motion passed. ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Radio Low Volume Staff is still documenting the problem and working with Motorola. The problem has greatly reduced. b. Personnel  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING June 20, 2012 We have two dispatchers in training. John Hayslett will be released within the next couple of weeks. Phillip Kiersnowski is on military leave for the month of June which has delayed his training. However, he is expected to be released by the end of August. The background investigation for the replacement for Frank Perry is almost complete. Cindy Allison resigned the first week of June and we are starting a background investigation on another applicant to fill this position. c. Internet connection No change. City IT is still looking at this issue. d. Status Update on Web page Move to City Server On hold. e. The 911 Desktop Training Academy has been received. The Desktop Academy is a computer with various training programs. This allows the trainee to obtain multiple courses in house. It can also provide continuing education training. The Desktop Academy also has some simulation exercises for the trainee. Mrs. Smelser will provide an update on this equipment at the next meeting. We have had a simulator for some time. The simulator is a 911, telephone, radio console that allows a trainer to make simulated phone calls and make radio transmissions to the trainee. B. Statistics Mrs. Smelser reviewed the monthly statistical report. A copy is attached. C. Update on Regional 911 Solution All the eight Districts have signed the Inter-Local Agreement. The RFP has been awarded to Century Link. The group is now into contract negotiations with Century Link. A copy of the contract has been forwarded to our attorney for his review. ITEM 6. New Business  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING June 20, 2012 A. Request for approval to make the following line item adjustments in the 2011-2012 Budget. 1. Move $1300 from 4218 Maintenance Agreements to a. $1000 to 4205 Admin Fees b. $ 300 to 4420 Internet These line item adjustments are necessary to make us compliant with the line item budget requirement with the State. All line item adjustments must be made prior to June 30. These adjustments are being made just to ensure we do not show an overage in any line item. We did not budget for the internet fees this year since we were working with City IT to move our webpage to the City server. Because we have not been able to move our webpage, we have had to continue to pay the monthly web hosting fee. This line item adjustment will cover these expenditures. Mrs. Smelser met with the auditor yesterday. He did a quick preliminary review of our budget and accounts. He provided some adjusting entries for depreciation that Mrs. Smelser entered this afternoon. The audit contract with the State has already been signed and sent to the Comptroller’s office. Chief Wade asked for an explanation of the Admin Fee line item. Mrs. Smelser explained this is the fee that the local Telco’s charge for processing the surcharge fees. By state law, they are allowed to retain up to 3% of the collected surcharge fees. This 3% is classified as an admin charge by the State. Tim Eads made a motion to approve these line item adjustments as presented. Motion was seconded by Shelton Hillman. Roll call vote: Blanton – absent, Eads – yes, Hillman – yes, Honaker – yes, Messimer – yes, Wade –yes, Warren – yes. Motion passed. ITEM 7. Discussion Items Dwayne Honaker asked Mrs. Smelser to review the terms that would expire on June 30th. Mrs. Smelser explained that when Chief Barnes resigned from the Board, Chief Honaker was appointed as his replacement for a full term rather than just the remaining term. As a result his term will not expire this year. The two terms that will expire on June 30th are Frank Blanton and Shelton Hillman. The positions will be appointed by City Council at the July meeting. Mrs. Smelser stated she is holding the renewal on the surety bonds for these members until the appointments are made. ITEM 8. Other Matters  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING June 20, 2012 ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting July 18, 2012 The meetings will be held in the Annex Conference room until further notice. The Police Meeting room is being used for Accreditation currently.