THOMAS COUNTY EMERGENCY SERVICES BOARD

Board of Director’s Meeting

May 12, 1999

City Hall Conference Room

Board Members Present: Josh Herring, Jim Miller, Mayor Campbell

Staff Present: Bruce Woods, Kimberly Riddle, Joe Cole, Wayne Lewis, Tom Berry

Guest’s Presentation: Paul Roberts and Victor Wilkerson

News Media: Mark Brannan and Laura Cassells

Absent: Earl Williams and Mike Stephenson

Chairman Herring opened the TCESB Board of Director’s meeting in a moment of prayer.

APPROVAL OF APRIL 1, 1999 MINUTES:

The first agenda item was the approval of minutes from the April 1, 1999 meeting. Jim Miller as presented seconded a motion made by Mayor Cambpell to accept the minutes. The minutes stand approved.

DISCUSSION OF FIRE RESPONSE FEES:

Mayor Campbell stated that he was recently informed of a fire response fee in the amount of $500.00 that could be charged to the insurance company if the homeowner carried insurance on their property. He raised the discussion of the TCESB charging these fees and the details of the charge. Bruce Woods explained the Georgia Law for charging fire response fees. The State of Georgia will allow up to $500.00 per fire response if in deed it is a true fire. Joe Cole stated that many of the citizens/tax payers would be disturbed about the charge and there would be a dilemma of those citizens that do not have insurance.

There was an additional discussion in reference to charging fees for Fire Inspection. Chairman Herring asked Bruce Woods to elaborate on the service and fees. Bruce Woods explained that the fire inspection fees would be for business facilities only. This would be a yearly inspection to insure the safety of local businesses. The inspection would cover such items as blocked exits, sprinkler systems, hood systems, electrical dangers, etc. The charge for the service has not been determined however; it would be very minimal. Bruce Woods requested that he have the opportunity to look into both matters and report back to the board with his findings. No action was taken at this time.

APPROVAL OF PURCHASING POLICIES:

Bruce Woods explained the parallel nature of the TCESB proposed purchasing policy to that of Thomas County’s purchasing policy. Chairman Herring questioned the bidding process used by the City of Thomasville. Tom Berry explained the procedure for the bidding process including the sealed bids.

The TCESB’s proposal indicated that the bid for capital projects exceeding $20,000.00 would be advertised in the local newspaper. The board members requested a change in the proposed policy amount for capital projects from $20,000.00 to $5,000.00.

Mayor Campbell questioned the TCESB’s proposed policy in reference to the sealed bids being opened at the monthly TCESB Board of Director’s meeting. Board members requested a change in the opening of bids to be as follows:

v The Executive Director and one Department Head will open the bids.

v The bids will be tallied and prepared for the TCESB Board of Directors.

v At the next TCESB Board of Director’s meeting the Executive Director and Department head will present the bids.

On motion of Jim Miller and seconded by Mayor Campbell the TCESB Purchasing Policy stands approved with the noted changes requested by the board members.

PENSION SERVICES PRESENTATION:

Paul Roberts of Pension Services and Victor Wilkerson of Benmark attended the TCESB Board meeting to give a presentation of the benefit plans.

After the presentation, Mayor Campbell questioned the contribution percentage limits made by the TCESB. In a previous TCESB Board meeting, the amount of contribution by the TCESB was set at a 3% matching with each employee and that rate was adopted into the operating budget. The Pension Services presentation was developed with a 4% matching. Therefore, Mr. Roberts and Mr. Wilkerson were asked to return to the next TCESB Board meeting with the correct figures of a total funding balance of 6% and 7%.

Discussion was held in reference to the vesting period for the TCESB employees. It was calculated that the vesting period would be three years. It was determined and decided upon the vesting period should be at five years.

INTERACT SOFTWARE CONTRACT:

Bruce Woods explained the changes in the InterAct software contract. He stated that he notified the InterAct representative and made the following changes:

v Initial Payment: TCESB shall pay 35% of the agreement price.

v Installation payments: Installation payments to be made upon the basis of the progress of completed work.

v Final payment: The TCESB shall make the final payment and at that time have a period of (30) days to decide upon the quality and performance of the software. If the software is not 100% operable for the needs of the E-911, all monies will be refunded to the TCESB.

Mayor Campbell stated that the InterAct software representative is not positive of the interface with the Visions software currently being used by the Thomasville Police Department. Chairman Herring proposed that the Thomasville Police Department change over to InterAct software also. Tom Berry stated that the Visions software had incurred an expense of approximately $60,000.00 at this time and it would be too costly to buy another software. He proposed that the E-911 Subcommittee speak to the InterAct representative in reference to including the Thomasville Police Department in their contract. Bruce Woods stated that he would make that proposal with InterAct. Tom Berry further mentioned that perhaps InterAct would take the Vision software and replace it with InterAct and that the City of Thomasville could offer the licensing fee to InterAct instead of Visions.

Tom Berry instructed Bruce Woods to obtain a letter from both software companies stating that they would guarantee that both software programs would interface properly.

Bruce Woods stated that he will schedule a E-911 Subcommittee meeting to include the City of Thomasville Police Department, Information Systems and Dispatch. All parties will be notified of the meeting date.

On motion of Chairman Herring and seconded by Jim Miller the meeting was adjourned.