Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING November 19, 2014 ITEM 1. Roll Call Jim Messimer and Todd Muncy were absent. Virginia Smelser and Shaun Antonino were also in attendance. ITEM 2. Recognize Guests Glenn Myers and Richard Linnen with Brown Edwards & Company were present. Also, Judge A.D. Jones was in attendance. ITEM 3. Minutes of Previous Meeting – October 15, 2014 Tim Eads made a motion, seconded by Dwayne Honaker to approve the minutes from the October 15, 2014 Board meeting. Motion passed. ITEM 4. Financials A. Receipts & Expenditures All receipts were passed to each board member for their review. Mrs. Smelser reported that we received the $66,531 reimbursement for the first part of the next generation equipment and it has been deposited to our account. Mr. Jones asked Mrs. Smelser to explain service offered by the Avaza Interpretation Company. Mrs. Smelser explained it is a subscription service that is charged by the minute when services are utilized. The company can interpret for about 380 languages. You can conference them in on a call and they will provide full interpretation service. B. Treasurer’s Report David Warren reviewed the Financial Reports for the month. The balance sheet was for the period through November 17 instead of October 31. A new report for period ending on October 31, 2014 will be provided at the next meeting. Dwayne Honaker made a motion, seconded by Tim Eads, to approve the Treasurer’s Reports with the provision that a Balance Sheet for the period ending October 31 will be presented at the next meeting. The new balance sheet will adjust accounts 10018 and 10019 to coincide with the monthly financial and budget reports. Roll call vote: Eads – yes, Elliott – yes, Honaker – yes, Messimer – absent, Muncy – absent, Wade – yes, Warren – yes. Motion passed. C. Audit Report Review – Brown Edwards & Company Mr. Myers reviewed the audit report for year ending June 30, 2014. A copy was given to each Board member. All banks verified the accounts are listed as public funds. Blaine Wade will provide the copy of the report to the City and Brown, Edwards & Company will provide the copy to the Tennessee Comptroller’s Office. Mrs. Smelser will provide a copy to the Tennessee Emergency Communications District.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING November 19, 2014 There were several adjusting journal entries that were made as a result of the closing of the books. The entries were provided to the Board, for their review, at the last meeting. Blaine Wade asked how often we will be doing journal entries and Mrs. Smelser replied they are mostly done as a result of the auditor’s closing of the books at year end. Usually, the entries are done to close the year end books for June of each year. Mr. Linnen explained that the District used to be considered a component unit of the City of Bristol Tennessee’s annual audit and financial reports. The rules have changed and Tara Musick, her auditor, and Virginia Smelser met concerning the new rules and it was determined that the District is not a component unit of the City of Bristol Tennessee. This language was removed from the audit report. The letter is pending from the attorney. Mrs. Smelser will make sure that is provided by the end of this week. David Warren made a motion to approve the audit report as presented. Motion seconded by Tim Eads. Roll call vote: Eads – yes, Elliott, yes, Honaker – yes, Messimer – absent, Muncy – absent, Wade – yes, Warren – yes. Motion passed. ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Daily Operations The equipment is working well for the most part. There was a problem with the insight audio recorder which resulted in a two day loss of data due to a software bug. The bug has been repaired and the system has been monitored to ensure no further loss. The Aurora software training for the next generation 911 equipment took place the first of the month. Unfortunately, the software had not been configured correctly and was not working properly. The training was discontinued and will be rescheduled once the issues have been fixed. We are unable to obtain correct statistics at this time. b. Update on Upgrade to New Protocol/Total Response All personnel have begun training for certification on the Law Enforcement and Fire Service protocols. Mrs. Smelser is working with Powerphone on the configuration of the system. The system should be installed by late spring. c. Personnel The Center is at full staff now. Paige Williams began work on December 12th. There are two new hires in training.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING November 19, 2014 d. IPAWS Update Mrs. Smelser has received approval from the local EMA to proceed with IPAWS. The State has been contacted and we are awaiting receipt of the final paperwork. e. Update on UPS Replacement The UPS is installed and fully operational. The system allows us about 90 minutes on full load. f. Update on Next Gen 911 Equipment See notes above under A. B. Statistics Mrs. Smelser reviewed the monthly statistical report excluding those items that cannot be reported until the Aurora software is fully operational. C. Search for New Board Attorney Judge A.D. Jones is interested in being the Board attorney. The rate would be $150 per hour. He would charge one hour for the Board meetings and this would include review of the interlocal contract, the annual litigation letter for the auditors, and contract reviews. Judge Jones was asked to step out of the room while the Board discussed this matter. Tim Eads made a motion, seconded by Wallace Elliott, to hire Judge Jones as the attorney representing this Board. Roll call vote: Eads – yes, Elliott – yes, Honaker – yes, Messimer – absent, Muncy – yes, Wade – yes, Warren – yes. Motion passed. ITEM 6. New Business ITEM 7. Discussion Items ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting December 17, 2014 The Board cancelled the December meeting. The next meeting will be January 21, 2015 at 3:00 p.m.