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January 21, 2009 ITEM 1. Roll
Call
Frank Blanton absent. ITEM 2. Recognize
Guests
Virginia Smelser, Tim Eads ITEM 3.
Minutes of Previous Meetings
A.
December 17, 2008Phil Vinson made a motion, seconded by
Gary Maiden, to approve the minutes of the December 17, 2008
meeting as presented. All voted in favor.
ITEM
4. Treasurer’s ReportA.
Financial Reports. Phil Vinson, Treasurer, reviewed the monthly financial
reports and balance sheet. Joe Felty made a motion, seconded by Shelton Hillman to approve the reports
as presented. Roll call vote: Barnes – yes, Blanton – absent, Felty –yes,
Hillman – yes, Maiden – yes, Vinson – yes, Wade – yes. Motion carried.
B.
Review of requisitions and expenditures. Board
members reviewed and signed requisitions.ITEM 5. Old
Business A.
Report on Operations & Equipment Virginia Smelser reported
that the Pictometry order has been placed and fly overs are expected in early spring with installation in late April, early
May. The console furniture is expected to install in late February. City Parks and Recreation
are working on moving the handicap ramp to accommodate the new Communications Center layout and furniture. A
letter has been sent to Sullivan County of our intent to pay for the City’s portion of the 800 MHz upgrade.
Motorola is working on the contracts and paperwork for the ordering of the fourth radio dispatch position which we
hope to have processed by the middle of February. We announced at the last meeting, that we
had a dispatch position open. This position has been filled by Mrs. Mary Booher and she will begin work
on January 26, 2009.
B.
Statistics Virginia Smelser reviewed the monthly statistical
report with the Board. C.
Other Old Business 1.
Discussion on Board Attorney Virginia Smelser discussed the
information she had received from Shelton Hillman, Joe Felty, and Jim Keesling concerning our search for a Board attorney.
Mr. Hillman stated that the two attorneys he had contacted were not interested at this time. Jim
Keesling, Kingsport 911 Chair, advised Mrs. Smelser that they had utilized the same attorney since their inception.
Joe May was the former City attorney and is still representing the 911 Board. Mr. May is retired
and not interested in taking on any additional work. Joe Felty stated that Ricky Curtis is very interested
in taking this position with our Board. His normal fee rate is $175 per hour but he is willing to attend
our Board meetings free of charge and do any additional work at the rate of $125 per hour. Shelton Hillman made a motion to offer
Mr. Curtis a $500 retainer which would include his attendance at our Board meetings, and pay additional work at $125 per hour.
Mr. Curtis is to draw up a contract and upon presentation and approval at our next Board meeting; he will be presented
with the check for $500. Motion was seconded by Joe Felty. Roll call vote:
Barnes – yes, Blanton – absent, Felty – yes, Hillman – yes, Maiden – yes, Vinson –
yes, Wade – yes. Motion carried. 2.
Tennessee Office on Open Records Fee Schedule Virginia
Smelser gave the Board a copy of the current fee schedule as published by the Tennessee Office of Open Records Counsel.
ITEM 6. New
Business Chief
Wade stated the City Manager had requested information on the independent 911’s in Tennessee. He
stated that the Legislative Tri-Cities Agenda is supporting keeping the 911 entities independent and is opposed to consolidation
of 911 entities. ITEM 7. Discussion
Items ITEM 8. Other
Matters
ITEM 9. Citizens
and Delegations Presentation
ITEM 10. Next
meeting February 18, 2009
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February 18, 2009 ITEM 1. Roll
Call
All members present. Also, present was Virginia Smelser.
ITEM 2. Recognize
Guests
Major Tim Eads, Attorney Ricky Curtis.
ITEM 3.
Minutes of Previous Meetings A.
January 21, 2009Joe Felty made a motion to approve the minutes, seconded
by Frank Blanton. All voted in favor. ITEM 4. Treasurer’s ReportA.
Financial Reports. Treasurer Phil Vinson presented the monthly financial statements for review and went over the current
balance sheet. Bob Barnes made a motion, seconded by Shelton Hillman, to approve the financial reports
as presented. Roll call vote: Barnes – yes, Blanton – yes, Felty –
yes, Hillman –yes, Maiden – yes, Vinson – yes, Wade – yes. B.
Review of requisitions and expenditures. The Board reviewed the expenditures and requisitions for signatures. ITEM 5. Old
BusinessA.
Report on Operations & Equipment Virginia Smelser reported that Pictometry has completed their fly over and have submitted
the data to the lab for processing. The estimated delivery date is the end of April. The
furniture has been delayed in processing at the factory and will not arrive until April. The radio infrastructure
upgrade order has been sent to Motorola and the radio console has been ordered. Sullivan County 911 has
agreed to pay the county portion of the upgrade and Kingsport 911 has been approached to do the same. We
are full staff with our latest new hire in training. B. Statistics Virginia reviewed the monthly
statistics. C.
Other Old Business 1.
Introduction of Attorney Ricky CurtisMr. Curtis was introduced to the Board.
2.
Discussion and approval of attorney contract.A rough draft of the contract
was presented for review by the Board. No changes were suggested. Shelton Hillman made
a motion, seconded by Joe Felty, to approve the contract with Ricky Curtis and pay the agreed fee of $500. Roll
call vote: Barnes – yes, Blanton – yes, Felty – yes, Hillman – yes, Maiden –
yes, Vinson – yes, Wade – yes. Mr. Curtis will bring Virginia Smelser an original for
signature. ITEM 6. New
Business ITEM 7. Discussion
Items
A. Proposed legislation concerning 911Virginia
Smelser reviewed the known
legislative issues relating to 911 in Tennessee. Frank Blanton made a
motion, seconded by Phil Vinson, to have Mrs. Smelser write a letter of
support for HB 0204, SB 0208, if nothing in the bill appears to be
detrimental to our 911 District and for her to use her discretion in
supporting this bill.
All voted in favor. ITEM
8. Other Matters
ITEM 9. Citizens and Delegations
Presentation ITEM 10. Next
meeting March 18, 2009 The
March 18, 2009 is cancelled, next meeting is April 15, 2009.
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Board Meeting April 15, 2009ITEM
1. Roll Call
Absent: Frank Blanton, Robert Barnes
ITEM 2. Recognize
Guests
Tim Eads
ITEM 3. Minutes
of Previous Meetings Motion made
by Gary Maiden, seconded by Joe Felty, to approve the minutes from the February 18, 2009 meeting. All voted in
favor. ITEM 4.
Treasurer’s ReportA.
Financial Reports Phil Vinson presented the monthly financial reports. The balance sheet could
not be printed due to computer problems but will be forwarded as soon as the problem is fixed. Joe Felty
made a motion to approve the financial reports as presented. Motion seconded by Shelton Hillman.
Roll call vote: Robert Barnes – absent, Frank Blanton – absent, Joe Felty – yes,
Shelton Hillman – yes, Gary Maiden – yes, Phil Vinson – yes, Blaine Wade – yes. B.
Review of requisitions and expenditures. There were no questions or discussion
concerning the requisitions or expenditures.ITEM 5.
Old BusinessA.
Report on Operations & Equipment Mrs. Smelser stated the new console furniture is finished
and scheduled for delivery and installation on April 28th. The telephone company, radio vendor,
alarm board vendor, and City personnel will be on hand to facilitate the install and reconfiguration of the furniture and
equipment. The Pictometry fly over has been completed and the data is in the processing center with an estimated
install of the middle of May. The Center is operating at full staff with one trainee set to
complete the training program in late July or early August. B.
Statistics A copy of the statistics were included in the packet. Mrs. Smelser reviewed the report. C.
Other Old Business There was no other old business. ITEM
6. New BusinessA.
TECB holding regional hearings concerning funding issues East Tennessee meeting is in
Sevierville at 12:30 pm on April 23. These hearings are to discuss current funding issues with the Districts and to provide input to Senator Matney
for his study committee. Senator Matney amended the proposed legislation, that was discussed at the last
Board meeting, to establish a study committee that will report back to the legislature in the 2010 session. The
Study Committee is to provide a report on all the current funding issues and make a recommendation to the legislature concerning
the division of the wireless revenues and the funding of the State 911 Board (TECB). There will be a meeting
in Nashville and Jackson as well. B.
Request Board to consider purchase of Redi Fox mascot costume for public education and appearances. Cost
is $3,000 plus shipping. About 13-14 years ago,
the Board authorized Mrs. Smelser to have a local company make a “fox” costume to go with the Red E. Fox public
education materials available to the 911 centers. The costume has been used many times over the years and
is showing great wear and tear. It does not have any cooling mechanisms and is extremely hot.
During hot weather, the costume can only be tolerated for very short time intervals. Last month,
we did a presentation with the Fox costume at Viking Hall to a group of different age children. Because
the costume is in such bad shape, most of the children were terrified of the mascot. We would like to ask
that we purchase the professionally manufactured Red E Fox costume that is specifically designed to coincide with the public
education materials. Joe Felty made a motion, seconded by Gary Maiden, to purchase the Red E. Fox costume.
Roll call vote: Robert Barnes – absent, Frank Blanton – absent, Joe Felty – yes,
Shelton Hillman – yes, Gary Maiden – yes, Phil Vinson – yes, Blaine Wade – yes C.
Charter Communications bankruptcy – Information provided to Attorney. Mrs. Smelser had received some bankruptcy paperwork concerning
Charter Communications which was forwarded to the Board Attorney, Ricky Curtis. Mr. Curtis advised the
Board that the paperwork was to advise the District that Charter Communications was declaring Chapter 11 bankruptcy which
meant they would be reorganizing and restructuring the company. A hearing was held in March and an interim
court order was issued approving this plan. Today, Mrs. Smelser advised Mr. Curtis that yesterday she had
received the last check deposited from Charter Communications in payment of the January 2009 surcharge back from the bank
with a noted saying Charter Communications had stopped payment. Mr. Curtis advised the Board to hold off
on any action on this returned check for a few days and see if it will be reissued. Since the check was
issued prior to the interim court order, they may reissue the check immediately. The Chairman advised Mrs.
Smelser to verify any future Charter Communications checks are valid before they are deposited so that we can avoid a bank
charge. D. First reading of the proposed
2009-2010 Budget Phil
Vinson reviewed the proposed 2009-2010 Budget. One typographical error was found on the Inter-Local Cooperation
Formula and will be correcting and that page resent to each Board member. The error stated “100%” and should be
“50%”. Joe Felty made a motion to approve the first reading
of the budget with the correction on first reading. Shelton Hillman seconded the motion. Roll
call vote. : Robert Barnes – absent, Frank Blanton – absent, Joe Felty –
yes, Shelton Hillman – yes, Gary Maiden – yes, Phil Vinson – yes, Blaine Wade – yes ITEM 7.
Discussion Items Chief Wade advised
the Board that he had been asked by the City Manager to address the Board on his behalf regarding a recent proposal sent up
by the Treasurer. He was trying to find a way to get the City more money. It brought up a host of different
issues and I want to go through some of them and ask Ricky to be kind of familiar with some of these issues if there are any
questions. First off, this Board’s role, ok, we are each appointed by the City Council on behalf
of the City to conduct business as a separate entity, which 911 is a separate entity but it is in behalf of the City’s
interests for 911 purposes. In doing so, we have a range of latitude to engage in business as a 911 Board
and it is articulated in State law and in opinions from the State of Tennessee. There is a significant
amount of that information available to any Board member that wants that information, but, our current terms and originally
this Board was set up, I wasn’t here doing this, as Chairman obviously, it was in 1994. The way it
is today is dictated by the terms of our Inter-Local Agreement with the City of Bristol Tennessee and the By-Laws that were
enacted by the Board. Those are the two governing forms. Those are shadowed under an umbrella of Tennessee
Code Annotated. So everything you do, is first off governed by Tennessee Code Annotated, second by the
By-Laws and third our business with the City is through the Inter-Local Agreement. Any questions so far? One of the questions that
came up is if we have employees; if the 911 Director works for this Board. They do not. This
Board has no employees. We can have employees and if there was an interest of this Board to do that or
there may not be. That’s all as a whole body of this Board, a discussion, we act as a whole.
I have no authority to act for this Board except as spelled out in the By-Laws and what this Board gives me as authority
and that goes for the Treasurer, the Secretary, or anyone else. So, if the Board agrees as a body to do
something, if it’s legal, we carry it out. If it is a part of our relationship with the City, that
is why we no longer have Jack Hyder in here, we have our own attorney, because Jack Hyder was obviously in a conflict.
If we have any type of relationship issue with the City, let’s say we want all employees to wear pink tomorrow,
all our 911 employees, because they are 911 employees and we are reimbursing the City 15%. Well, you as
a body can request that, and it can be communicated. Whether or not the City carries that out, is a question.
Now, if let’s say the Board goes one direction and the City is on another direction, that’s an impasse.
At the point of an impasse, you try to work it out or you go through the court, that’s where it ends up going.
Courts are expensive and you don’t ever want to go there because ultimately the City appointed each and every
one of us on behalf of the City to act for the City in 911 as a separate entity. This is primarily for
the money purposes to do that so we can clearly handle the money and work with it. One of the concerns was if we want our
own 911 Director employed by this Board. The City Manager adamantly does not want an employee from this
Board governing our Communications system. There is a 15% stake that 911 has in our whole communications
system. He is adamantly opposed and the City, he speaks for the City, having a person employed outside
the City, governing City employees. Now, if the Board, I’m not speaking for the
Board, but if the Board should ever wish to do that, that is something we need to keep in mind. Now, lets
say we’re gonna do that, then we better be prepared to have 911 employees in a 911 Center because that would be an impasse,
that would be a situation where the City will not tolerate it. That situation was developing and it is
not developing at the moment. It could again, it could be generated as motion of the Board, as a body at
any point there is a majority vote, that is the way this Board acts and that is why we have an attorney that is separate if
we should decide as a group to do something like that and that is a group decision. Any questions so far
about that? There is a whole host of issues. You have three City employees that sit on this Board which is
not a conflict as far as the State law is concerned. You’ve got four City employees sitting on the
Board, obviously it is a City Board. If the Board, as a group, should ever want to vote on anything, let’s
get it out and discuss it and not do it, we have to be extremely careful. When I was reviewing this, I
had to do a phone call to Phil and by open records if two or more of us have a discussion about 911 business, we are violating
the open records law. We have to be extremely careful and bring out business to this meeting.
I can’t no more talk to Phil, I saw the 100% error in here but I intentionally did not interfere because that
is what this Board if for, let the Board and Phil discuss it and change it at the Board. I have no authority
to change this. Any disagreements? I mean this is where you have to iron this stuff
out. We are separate entities. We are a legal entity. We do business
set up different than the City but yet we are part of the City as a whole. We are put in here as part of
the City. This is a weird situation. Here is something I want the Board to contemplate
my words, should we ever suggest hire our own Director or whatever. We will have to pay for that and then
when you get into a stressed or distressed District which often happens when you do that, State law is set up to force you
to merge. That is the first, I’ve been reading it and they will force you to merge. In
behalf, and always, in the best interests of the 911 District, the people that put us in, it is not ideal to get ourselves
in a distressed situation as far as economics. Everything we do we need to think and contemplate that.
That’s all I have. I will entertain any disagreements or discussions. Ricky
is up to snuff as I told him to be prepared that if he had any disagreements to interrupt me. Gary Maiden stated that he,
as a Board member, did not know there were any issues. Shelton Hillman stated he wasn’t aware of
any situation where we wanted to depart from the City. Blaine Wade stated there are no issues at the moment,
but there could be. I don’t know that the City’s desire to have more money may be making the
members feel that way. The City always, always, and I am speaking for the City, can always always
use more money to fund projects and pay other things. It is always going to be that way but as Chairman
of this Board, I have to protect this District from being distressed. I have the position to lead this
Board and to give you that information. Plus, I have a guy dictating to me what’s going on on the
City end but I still have a responsibility, he knows that I can vote today that sends something against the City, that is
my right as a Board member and he can’t remove me from this Board. He can fire me later, but he can’t
remove me from this Board. That is the way that works. Gary Maiden stated that over the last couple months
where we got the ruling on what money can be spent and the issues where we had the State lady come up, it pretty well states
what you can and cannot do. Phil Vinson asked if he could add a little bit to this that might clear up a lot.
When we first went into this and actually we were in Sullivan County, all together as a unit. We,
at the time, Bristol, was trying to get the county to do a dispatch, operate a dispatch that would enhance the county and
city. As we were trying to do that, the county would not go along with doing dispatch. We
had a few people on the commission that did not want to go along with that. So, Kingsport and Bristol decided
to do a referendum, get out of that and create our own. Our goal was that if we did that, we could come
in with a 911 call center and do dispatch making it enhanced by doing it in house. With the assistance of the District, what
funding we would bring, we could subsidize the dispatch area. The City was running a dispatch anyway. So
with that goal in mind that’s why a lot of these things, we have done to try and enhance the 911 dispatch system for
the City of Bristol. We wanted to make it the biggest and best we could with the finances we had available.
That is what we have done and really right now, we have, with the State, we have one of the most sound Districts that
there is. We are doing a lot of things for the City and for the dispatch that we wouldn’t have to
do. This Board has always gone along with any recommendations we have, if it is with the means that we
could. Blaine Wade stated that was accurate. Phil Vinson stated that’s we intend
to do and that is our goal to continue to do that. We are here for the people of Bristol. That
is what the 911 is for and in covering that, there are two things we have to do. One is that we have to
maintain a good financial background and a base for that and we have done that. Now, as time goes on, we
may have to make some other adjustments back because we have another thing to face us here in the next few years and that’s
the next generation 911. As it comes about, you will be hearing more about and that’s why our Director
attends all these meetings and I try to go to some so we can get a handle what we are looking at down the road.
We know that when this come in, there is a switching device that we will have to purchase to make this work and we
don’t know exactly what that’s gonna cost. That could be as much as $200-250,000 purchase and
we will have to have. This is why they want you to have at least three years operating budget in reserve
so that when something like this comes up, we are able to adjust, handle it and still maintain a level and continue build
on our reserves, once we have had to buy this switch and pay for all the upgrade. We don’t even know
exactly what, in fact, the State Board doesn’t know what that is going to be yet. They just tell
us it is coming and are telling all Districts. I would like to encourage more of this Board to attend some
of the meetings that we go to with TENA and the State Board. We have to get the information from them as
to what is coming down the line so we will know what we have to look for in the budget. That’s why
it is hard for us, during the year, I have to wait until the State Board has their first quarterly meeting to see what we
are going to have to look for during that year to project the budget. There may be some things come up
that we aren’t aware of and I have to allow for that. As a Treasurer, I have to look at that and
keep it in mind. Right now, we are sitting in pretty good shape and I feel good about it. I
wanted to bring that up to everybody here to know exactly where we are now and how we got there. Shelton Hillman stated he
was still trying to figure out if the City Manager was looking at trying to get some money. Blaine Wade
stated that no, there had been a suggestion to give the City more money and that suggestion came at the potential of us hiring
an employee as a Board. That suggestion was rejected. This was not a big deal and it’s
been dealt with. He pretty much indicated to me his feelings on the deal. Just bear
in mind that we do not have employees, that we direct the City to carry out our business, that’s the bottom line, our
911 business. The City has Virginia Smelser handling the 911 Director’s position and they have employees
that make up the dispatch center that are 911 trained and certified and they meet the State law as communications handlers
and that’s what we do. That is part of the Inter-Local agreement. Now if we ever
want to change that Inter-Local agreement, and it could happen, we need to have an idea what the City is going to expect from
us. I mean if we go out on a limb, we go out on a limb. If we’re not, we’re
not. Now, that’s all I am at liberty to go into and not that I am sitting on a bunch of information,
that is the bottom line. I just wanted that clear and I wish the other two Board members were in here because
they need to hear it too. We may have to tell it to them again. Shelton Hillman stated that we just need
to be mindful that we have a relationship with the City and that it is a very important relationship and I don’t think
or can’t imagine that we would deliberately decide to do something to skuttle it. I am glad you brought
all that up because it’s good to keep all that in the back of our mind whatever we are doing. Blaine Wade stated that is
our purpose. Joe Felty stated that the City has a relationship with us and we are not just another one
of the City Boards. We are not the Parks and Recreation Board, or the Tree City USA Board.
Some of these other Boards are the feel good and we are responsible to the taxpayers and we are governed by City code
and State Code and they also have a responsibility to us. Blaine Wade stated that we are appointed to act
in the best interests of the City and we should never forget our motivation and reasoning is to protect the interests of the
City. It can never be personal, can never be for another entity, can never be for anything but the City,
the 911 District, and the residents. That is our purpose and it has never come to a point where, and I
don’t’ know of this Board ever having any controversy, but if it ever did come to an impasse, impasse gets expensive
and we do not want to go there. I sure don’t, we don’t want to go unless it would be for a,
and I can’t imagine us going to, as Shelton said, contrary to the best interests of this City. Shelton
Hillman stated that the City could put us into a problem if they decided to do any drastic changes to this agreement.
Absent of problems with that agreement with the City that we negotiate every year, it’s hard for me to imagine
crossing swords. Blaine Wade said the City Attorney that primarily handled these issues before they get
blown up sat in here for years. Phil Vinson stated that once we approve this budget, our attorney will create the Inter-Local
Agreement and it will have to be approved. That is after the second reading. Blaine
Wade stated that we would have to approve it as a Board and then the City, officially at a City Council meeting, and then
signatures representing this Board and the City. This is how we do business every year. Blaine Wade stated that he
has never broken all this relationship down in his mind because he has never had to before but now, that what it is.
Any other business?
ITEM 8.
Other Matters ITEM 9.
Citizens and Delegations Presentation
ITEM 10. Next
meeting May 20, 2009
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May 20, 2009 ITEM 1. Roll
CallAll
Board members present. Attorney Ricky Curtis and Communications Manager, Virginia Smelser were also present.
ITEM 2.
Recognize Guests
Major Tim Eads, Bristol Tennessee Police Dept.
ITEM 3.
Minutes of Previous Meetings
Phil Vinson made a motion to approve the minutes
from the April 18, 2009 Board meeting. This motion was seconded by Shelton Hillman. All
members voted in favor and motion passed. ITEM
4. Treasurer’s ReportA.
Financial Reports Phil Vinson reviewed the balance sheet and financial
information with the Board. Joe Felty made a motion to approve the Treasurer’s report as presented.
Motion was seconded by Shelton Hillman. Roll call vote: Barnes – yes, Blanton
– yes, Felty – yes, Hillman – yes, Maiden – yes, Vinson – yes, Wade – yes.
Motion passed. B.
Review of requisitions and expenditures. All requisitions and expenditures
were presented for review by the Board.
ITEM 5. Old
BusinessA.
Report on Operations & Equipment 1.
Red E Fox costume has been received and will be implemented in future
public education events. 2.
New console furniture has been installed. Re-configuration
of the Communications Center has been completed. The dispatchers wanted Mrs. Smelser to thank the Board, on their behalf.
Staff is extremely pleased with the new furniture and configuration. 3.
Pictometry program and data has been received and will be installed
in early June. Training will be held on site with dates to be announced. 4.
Priority Dispatch has issued a new emergency medical dispatch protocol
to address a pandemic flu scenario. Protocol will be forwarded to the 911 Medical Director for his review
and approval. B.
Statistics Mrs. Smelser presented the monthly statistics for review. C.
Charter Communications Bankruptcy Updates Mr. Curtis was provided some additional
information received from Charter concerning their bankruptcy. He stated the documentation was giving the
Board the opportunity to object to the bankruptcy plan. Mrs. Smelser stated she had received repayment
for the check that was returned a couple months ago and an additional check for the current surcharge due. Both
had been verified with the bank and deposited.
D.
Second and Final reading of the proposed 2009-2010 Budget. 1.
Close Board Meeting and Open Public Hearing Blaine Wade, Chairman, closed the Board
meeting and opened the Public Hearing. Being there were no members of the public present, the public hearing
was closed. 2.
Close Public Hearing and Re-open Board Meeting Chairman Blaine Wade
closed the public hearing and reopened the Board meeting. The one typographical error on the percentage
on the Inter-Local Agreement has been corrected and new copies given to the Board members. Joe Felty made
a motion, seconded by Gary Maiden, to approve the proposed 2009-2010 budget on second and final reading. Roll
call vote: Barnes – yes, Blanton – yes, Felty – yes, Hillman – yes, Maiden –
yes, Vinson – yes, Wade – yes. Motion passed. E. Other Old Business There was no other old business. ITEM
6. New BusinessA.
Presentation and
vote on the 2009-2010 Inter-Local Cooperation Agreement with the City of Bristol Mr. Curtis presented the Board with the proposed 2009 – 2010 Inter-Local Cooperation Agreement
with the City of Bristol. There were no changes to the agreement other than the amount being paid to the
City and the dates. Gary Maiden made a motion, seconded by Frank Blanton, to approve the Inter-Local Cooperation
Agreement with the City of Bristol as presented. Roll call vote: Barnes
– yes, Blanton – yes, Felty – yes, Hillman – yes, Maiden – yes, Vinson – yes, Wade –
yes. Motion passed. The Chairman, Blaine Wade, will forward the agreement to City Council for approval. B.
Disposal of used console furniture pieces and parts. (6
pieces are still in use as desks for the supervisors) Mrs. Smelser asked the Board to consider disposal of the used console furniture
recently replaced in the Communications Center. Some of the furniture is being used as desks for the supervisors,
but the remainder of the furniture can be disposed of. Mrs. Smelser suggested the furniture be donated
to the City of Bristol. Shelton Hillman made a motion, seconded by Robert Barnes, to donate the remaining
furniture to the City of Bristol for their use or disposal. All voted in favor. C.
Approval of general journal entries to balance line items prior to
year end. 1. Move $7400
from 4218 (Maintenance Agreements) and increase the following line items: 4305 (Small equipment) add $2,500, 4414 (Premium for Surety
Bonds) add $2,500, 4203
(Audit Services) add $900, 42351 (Maintenance/Repair of Vehicle) add $500. 4419 (Travel) add $1,000 Joe Felty made a motion, seconded by Frank Blanton, to adjust the 2008-2009 budget
line items as requested. Roll call vote: Barnes – yes, Blanton – yes, Felty
– yes, Hillman – yes, Maiden – yes, Vinson – yes, Wade – yes. Motion passed. ITEM 7. Discussion
Items A.
Board terms will expire June 30, 2009 for Robert Barnes
and Joe Felty.
B.
NENA Conference will be held the second week of June in
Fort Worth, TX
ITEM 8. Other
Matters ITEM 9. Citizens
and Delegations Presentation ITEM 10. Next
meeting June 17, 2009
The Board will cancel the June meeting unless urgent business requires the meeting.
The next meeting will be scheduled for July 15, 2009 at 3 p.m.
Board Meeting 11/18/2009
ITEM 1.
Roll CallAll Board members were present.
Ricky Curtis (Attorney) and Virginia Smelser were both present.
ITEM 2.
Recognize GuestsChief Dwayne Honaker of the Bristol Tennessee Fire Department, and Rick
Brown with Brown, Edwards & Company.
ITEM 3.
Minutes of Previous Meeting - October 21, 2009Gary Maiden made a motion, seconded by Shelton Hillman to approve the minutes from the October
21, 2009 meeting. All voted in favor and the motion passed.
ITEM 4.
Treasurer’s Report
A. Receipts & Expenditures
There were no receipts or expenditures to be reviewed.
B. Current BalancePhil Vinson reviewed the financial reports, through October 31, 2009, with the Board.
Shelton Hillman made a motion, seconded by Frank Blanton, to approve the financial reports as presented.
ITEM 5.
Old Business
A. Report on Operations & EquipmentMrs. Smelser stated backgrounds are being done on the top three dispatcher applicants.
Once the backgrounds are completed, the applicants will have their final interview with Chief Wade. Operations are running smoothly and nothing new to report.
B. Statistics
Mrs. Smelser reviewed the monthly statistical report.
ITEM 6.
New Business
A.
Auditor’s report for 2008-2009Rick
Brown of Brown, Edwards and Company, reviewed the audit report, management letter, and the comments and suggestions documents
for the Board. He stated there are no findings in this year’s report. Another
point he made, during his review, was that on the management letter, Mrs. Smelser had asked that he include all corrected
and uncorrected misstatements regardless of the amount. These are included in the report even though most
are not required to be reported due to the amount. He stated that Mrs. Smelser wants all reporting done
to the penny. Mr. Brown stated this is a clean audit report. Tim Eads, made a motion,
seconded by Shelton Hillman, to approve the audit report as presented. ITEM 7.
Discussion Items1.
Phil Vinson made the Board aware that the
grant for maintenance on the Reverse 911 system had run out and as a result, the system maintenance contract had expired in
March. Mrs. Smelser stated that she only found out recently, when she had been notified of an update to
be installed and when they tried to install the update, they were told it could not be completed until the maintenance contract
was renewed. Mrs. Smelser stated when she talked with the company, she was told to contact the vendor where
we purchased the equipment. She stated that she was told they would have to service the equipment.
The cost of the contract is $6792. Chief Wade asked that a copy of the contract be given to the
attorney, Ricky Curtis for review, and a copy sent to each Board member. This could be discussed further
at the next meeting. 2.
Mrs. Smelser advised the Board that she had
received the $10,000 GIS grant money from the TECB. This money is pre-designated for the Pictometry payment
due in April of 2010. She asked the Board if they wanted her to go ahead and pay this bill now or wait
until closer time. The consensus of the Board was to pay it closer to the due date.
ITEM 8.
Other MattersChief Wade asked Chief
Barnes to speak. Chief Barnes stated that due to a residency requirement, he had to resign from the Board.
Chief Barnes stated he had recently moved to Virginia. He read his letter of resignation to the
Board. In the letter, Chief Barnes stated that Chief Honaker was interested in serving on the Board.
Chief Barnes stated that Chief Honaker had his full support and recommendation and that he had encouraged him to apply
for the position. Chief Barnes advised that he had enjoyed working on the Board and supports the Board’s
mission. He stated that he would continue to attend the Board meetings and offer whatever support he could
to the Board. ITEM 9.
Citizens and Delegations Presentation
ITEM 10.
Next meeting December 16, 2009 @ 3 p.m.
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