THOMAS COUNTY EMERGENCY SERVICES BOARD

BOARD OF DIRECTOR’S MEETING

FEBRUARY 24, 1999

CITY HALL CONFERENCE ROOM

Present: Bruce Woods Executive Director, Mayor Campbell, Earl Williams Council Member, Josh Herring County Chairman, Jim Miller County Commissioner

Staff Present: Mike Stephenson County Manager, Tom Berry City Manager, Kimberly Riddle Administrative Assistant

Others Present: Milledge White Insurance Consultant

Media Present: Mark Brannan WPAX

Mayor Campbell called the meeting to order.

Mayor Campbell began the meeting by discussing the chairmanship of the Emergency

Services Board. He felt that the chairmanship of the board should be a seat that rotates between the different board members for a period of two months each. Chairman Herring recommended that the term be a three-month period. The board members agreed with the recommendation of the rotating chair every three months. Mark Brannan questioned the appointment of the fifth member to the board. Mayor Campbell stated that the fifth member would be decided upon after the legislation.

Minutes of February 11,1999 were reviewed. Mayor Campbell made a motion to approve the minutes. Jim Miller seconded the motion. Minutes of January 19, 1999 were also reviewed. A motion was made by Josh Herring to approve the minutes. Earl Williams seconded the motion. Minutes for both meetings stand approved.

Insurance Presentation:

Milledge White from Crossroads Concepts was introduced to the board. Mr. White attended the meeting to deliver an insurance presentation. The presentation included the following information:

· Facts related to the City of Thomasville’s current coverage

· Plan Design based on current information that results in four plan options.

· Recommendations for the best coverage for employees and cost effectiveness of the four plans presented.

Mike Stephenson arrived (4:40).

Tom Berry suggested that he and Mike Stephenson work together to implement the new insurance coverage by the county’s renewal date of June 1999. Mike Stephenson felt that this time frame would not be adequate. He feels that there are other pressing issues that need to be resolved before the insurance coverage for the new department can be completed. Tom Berry felt that this issue should be addressed as soon as possible to obtain the TCESB’s insurance by June 1999. He feels that working together, possibly hiring Mr. White to serve as the consultant and hiring an independent attorney would enable the insurance coverage to be completed. Tom Berry also recommended that the TCESB board members serve as trustees and the risk management committee to expedite the new insurance coverage.

Josh Herring stated that he agrees with Mayor Campbell and Tom Berry however, he is concerned about the time frame of completion by June 1999. Tom Berry explained to the board that if it is not implemented by June 1999, the city will have to then put a bid out for other insurance when there contract has expired. He stated that he could speak with the current insurance holder to discuss the option of a thirty or sixty-day extension on the contract in the event the new contract is not complete by June 1999.

Committee Meetings:

The subcommittee’s established at the February 11, 1999 meeting was discussed. Mayor Campbell stated that the E-911 software/equipment is a number one priority. Jim Miller requested an update on the E-911 software. Bruce Woods stated that Tommy Layton E-911 Director, is currently in North Georgia to study other software products and bring information back with a proposal. Tom Berry stated that whatever software is chosen, must be able to interface with Visions, due to the fact that the Thomasville Police Department is using Visions Software. Jim Miller also questioned the purchase of new consoles. Bruce Woods stated that Tommy Layton is also speaking with Motorola and will question and gather information. Tommy Layton will also ask if the equipment can be leased instead of purchased. Tom Berry stated that Don Atkinson of Information Systems has discovered that there are radios that are more cost efficient than Motorola. Bruce Woods will contact Don Atkinson and discuss the radio options.

Jim Miller has recently visited the Boston Volunteer Fire Department to look at the conversion of the station for living quarters. He stated that the Boston station is not capable of having a second story added. However, there is adequate space on the interior of the building to install living quarters. This would involve some plumbing and electrical changes but it can be done. He feels that the amount budgeted for the project is sufficient.

Mayor Campbell stated that in reference to the Vehicles/Equipment Committee, the most urgent need is a ladder truck. However, funds for the ladder truck are not available at this time. This will be discussed at a later date.

Bruce Woods stated that Interim Fire Chief Joe Cole is assisting him in determining the exact vehicle needs for the “First Responder Program” to be implemented.

Patch/Shirt from the Uniform Committee:

Bruce Woods presented a new uniform shirt with an attached patch to the board. He stated that the uniform committee consisted of staff from all departments that have come together and agreed on a uniform for everyone. Staff have also designed the patch themselves. Bruce Woods feels that the new uniforms are an urgent need for the citizens to recognize the new TCESB department and everyone will have uniformity. There was discussion in reference to the name on the patch. The board members agreed that the patch and the color of the shirt are very good. However, they do want each separate department listed above the patch on each shirt i.e., EMS, Fire, E-911. Bruce Woods stated that the changes needed for the shirt/patch will be implemented with the uniform committee.

Cash Flow Analysis:

Bruce Woods discussed a handout of the cash flow analysis with the board. He questioned the city’s contribution to employees of 4.5%. Mayor Campbell stated that effective March 1, 1999, the employees would receive 3.0% as agreed upon in a previous board meeting.

Mayor Campbell stated the he and Tom Berry are currently working on a cash flow report and feel that the landfill will be able to fund the TCESB.

Other Issues Discussed:

Tom Berry questioned the status on the Ryder/MLS contract. He stated that this issued needs to be decided upon as soon as possible. Bruce Woods stated the Ryder/MLS would include the TCESB as a department within the city. Therefore, TCESB equipment will be covered. Ryder/MLS can repair the older apparatus at a cost of $16.40 per hour. Josh Herring agreed that the cost of hourly repair is more cost efficient than the county shop at this time. Josh Herring made a motion to enter into a contract with Ryder/MLS including the older apparatus at a repair cost of $16.40 per hour. Earl Williams seconded the motion.

Mayor Campbell questioned the E-911 proposed pay increase. Josh Herring stated that he feels the pay increase should not be given to all employees across the board. He stated that the pay increase should be based on merit. The employees that have good job performance should be evaluated to receive a pay increase. He also stated that there are some employees at E-911 that have not been there for a period of twelve months at this time and should not receive a pay increase. Mayor Campbell requested that Bruce Woods make an appointment to meet with E-911 Director Tommy Layton and E-911 staff to discuss the pay increase before March 1, 1999. Mayor Campbell discussed that the funding of the proposed pay increase should not exceed $15,000.00. Mayor Campbell directed Bruce Woods to contact the board after this discussion at E-911 has taken place to offer a recommendation to the board members for a merit raise to all dispatch employees with a minimum of one year of service with the total proposal not to exceed $15,000.00.

At this time on motion of Mayor Campbell and seconded by Earl Williams, the meeting was adjourned.

A date for the next TCESB board meeting has not been set at this time.