Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING September 16, 2015 ITEM 1. Roll Call Absent: Dwayne Honaker, Todd Muncy. Mrs. Smelser was absent. All others were present including Shaun Antonino, Daniel Graham and Attorney A.D. Jones. Roll call completed by Shaun Antonino. ITEM 2. Recognize Guests ITEM 3. Minutes of Previous Meeting – July 15, 2015 Wallace Elliott made a motion, seconded by Tim Eads, to approve the minutes from the July 15, 2015 Board meeting. Motion passed. ITEM 4. Financials A. Receipts & Expenditures Copies of the receipts and expenditures were passed to each Board member for their review. B. Treasurer’s Report David Warren presented the financial reports. He reviewed the balance sheet, the monthly budget report, and the monthly financial receipt and expenditure report. The Citizens savings account is showing a deposit but the monthly budget report doesn’t show the expenditure on the spreadsheet. It is showing on the financial sheet as a disbursement. The balance sheet is correct. The contingency fund deposit is always 10% of State payment. Defer approval to the next meeting. C. Report on Interest Rates for CDs Mr. Jones checked several banks. There are multiple CD’s at Citizens Bank that have a .80 interest rate over the last two years. They come up for renewal on 09/25/2015. They cannot tell us the renewal rate until 09/25/2015. We have ten days after that to make the determination of whether we want to keep the money there or move it. First Bank and Trust has interest rates ranging from .25% up to 1 % and 1% being the highest rate on a 48 month CD. Renaissance Bank has the best rate for a 35 month at 1.1% rate with no penalty and a one-time opportunity to withdraw the funds. The only condition is that we have to open up another account such as a savings account with $5.00 minimum. Wallace Elliott made a motion, seconded by Jim Messimer, to move the two CD’s from Citizen’s Bank and move them to two new CD’s at Renaissance Bank for 35 months at 1.1% interest. Roll call: Eads – yes, Elliott – yes, Honaker – absent, Messimer – yes, Muncy – absent, Wade – yes, Warren – yes. Motion passed. The quote from Sharon Farmer at Renaissance Bank to A.D. Jones dated 09/15/2015 will be added to the minutes. D. Renewal of Two Citizen’s Bank CDs See item C.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING September 16, 2015 E. Review of General Journal Entries from Auditor (06302015) There are copies of nine entries that were done by request of the Auditor. David Warren stated these were standard end of the year adjusting entries. They are depreciation entries, prepaid expense adjustments, adjustments to year end balances, adjustment to accounts receivable for prior year entry, and a reversal entry for the prior year’s accrual. F. Review and Approval of Budget with New Mandated Chart of Accounts These are state Controller requirements. A second letter was received yesterday for additional changes. Deferred to next meeting. ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Daily Operations We are waiting on IT to do the install on the new computers. We are going through the radio system change this month. Radio installs will begin the first part of October. b. Update on Upgrade to New Protocol/Total Response This has been on hold until the new computer installs. The supervisors completed training with Power Phone last week to cover some of the administration functions. c. Personnel We will be continuing the hiring process with interviews in October. d. IPAWS Update This is 100% complete. e. Update on Geocomm install This is moving forward and almost complete. f. Update on Next Gen 911 Equipment 1. Vesta upgrade No change. 2. Redundancy study No change.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING September 16, 2015 3. Aurora update Mrs. Smelser is still working with the phone company and Airbus but there has been no improvement at this time. B. Statistics ITEM 6. New Business A. Discussion of 911 vehicle purchase Tim Eads stated that when the Board went through the budget a few months ago, one of the things approved was funding for the purchase of a new 911 vehicle. On July 1st, Mrs. Smelser contacted Golden Circle Auto Group, who is the State contract holder for Ford vehicles, and received the updated contract price for a new Ford Explorer. On July 8, 2015, the order was placed. This did not meet our current City procedure and even though the Board did approve the money for the purchase, it should have come back to the Board for final approval of the actual purchase. She was asked to cancel the order until the Board was able to have this final approval. The company had already shipped the vehicle to the Tennessee location and the order could not be cancelled. We did advise her to seek counsel with Mr. Jones. Mr. Jones advised her that it would require a motion for approval by the Board. There was no illegal intent but rather than an oversight but does require Board approval. Mr. Jones stated the Board could cancel the order but the Board could be bound by the agreement. The Board can make a motion today to approve this purchase and make it retroactive to the date of the order or the date it was placed in the budget. There could be some legal issues if the order is cancelled. Chief Wade stated the plan was to order a vehicle and funding was approved in the budget. She had talked to us about this and thought it was approved for ordering. The problem is there has to be a final official approval of the actual purchase. Chief Wade stated she ordered what he as Police Chief would have approved. The vehicle is white, meets the basic features, has no grandiose. It is the standard state contract vehicle. Mrs. Smelser had gone to purchasing and talked to the City Purchasing Agent about state contract versus bidding. The City has ordered off state contract because there are no bidders that are coming close. She did not go out of what we would normally do other than she did not get the final approval from the Board before placing the order. The Board approved $29,000 and the actual purchase is $27,110.08. This was within the approved budget. Chief Wade stated he talked to Mrs. Smelser at length about this and she felt he had approved the vehicle purchase. I had talked to her about it several times. She evidently did not realize that it required additional action from the Board. Wallace Elliott stated it was already approved in the budget and there is a line item for it. The amount falls beneath the amount approved and all this was an oversight. Mr. Elliott made a motion that the Board approve this purchase and make it retroactive to the date on the order of July 8, 2015. Motion was seconded by Tim Eads. Roll call vote: Eads – yes, Elliott – yes, Honaker – absent, Messimer – yes, Muncy – absent, Wade – yes, Warren – yes. Motion passed. Chief Wade stated there was no malice on Mrs. Smelser’s part. Her  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING September 16, 2015 vehicle was purchased long before he became a Board member and it is worn out. She thought with the money in the budget being approved that was the approval for the purchase. She was within the protocol of the actual vehicle purchased. The packet of information from Golden Circle Ford will be added to the minutes. ITEM 7. Discussion Items ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting October 21, 2015