| Taney County Ambulance District Board Meeting Tuesday, August 18, 2009 Chairman Rod Romine called the meeting of the Taney County Ambulance District to order at 19:00 on August 18, 2009. Attendance: Board Member Kenny Nave, Vice Chairman Tim Ford, Board Member Scott Novak, Board Member Dale Sanders, Chairman Rod Romine and Board Member Steve Dalton present. Others present Matt Trokey, Kevin Tweedy, Kent Vanderpool, Melissa Stiffler, Richard Cotter, Jerri Loveland, Katie Sharpe, Kim Beard, Kent Vanderpool, Matt Aumiller, Dana Aumiller, Shawn Simmons, Danny Ingenthron, April Hawkins, Eddie Barlow, Paul Kirk, Robin Fisher, Mike Terry, Jeff Hawkins, Matt Greenwalt and Caleb Berkstresser. APPROVAL OF PRIOR MINUTES Director Ford made a motion to approve prior Board minutes dated July 21, 2009. Director Novak seconded the motion. The motion passed by vote: Director Nave (Yes), Director Ford (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes). Financials Jerri presented July financial information including the transaction detail by account, the bank statements including bank reconciliations and check copies, and a cash flow statement. Jerri advised about the tax for 2008 and 2009 that we over collected. Refunds have already been issued for 2009. We will be refunding 2008 this week. Discussion about CD interest. APPROVAL OF FINANCIALS Director Novak made a motion to approve July financials. Director Nave seconded the motion. The motion passed by vote: Director Nave (Yes), Director Ford (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes). Old business Discussion about the June motion for 2 signatures on checks over $20,000. It was decided the motion does not need to be changed and can be left as written. Review of 2009 raises. No motion made. Discussion on the Attendance Policy. Dalton advised he is concerned about doing away with sick time. Sanders advised we need to make sure if multiple people retire at once the district is covered financially. Billing Melissa presented the new patient receipts graph that shows monthly income instead of year to date for the last 4 years. Novak inquired about 1 cent interest on cash flow analysis. Melissa advised that Missouri State law requires interest on claims paid after 45 days. But this only applies to insurance issued in the state of Missouri. Novak inquired about NCO payments. Melissa advised NCO is our collection agency. That amount does not reflect all collections by NCO for the month. It reflects the net payment due us when the month end statement is prepared. Melissa presented a detailed listing of the 197 accounts totaling $53,760.69 proposed for write-off. MOTION - WRITE OFF ACCOUNTS Director Ford made a motion to write-off 197 accounts totaling $53,760.69. Director Sanders seconded the motion. The motion passed by vote: Director Nave (Yes), Director Ford (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes). Administrator Update Kevin presented the new ordinance for the Code of Ethics. This is required every 2 years by the Missouri Ethics Commission. Kevin advised without the Code of Ethics ordinance, each board member is required to file a personal financial disclosure annually. Novak inquired if Section 2 referred to nepotism. Matt advised that it does not. It refers to business transactions, such as purchasing a van from a company that a board member has substantial or private interest in. Kevin advised that FCB stated they cannot require 2 signatures for CDs. Matt inquired if the board wanted him to call the bank. The board concurred. Kevin advised Monday open meetings are going well. Kevin inquired about a local retreat in the fall with the administrative heads. Dalton requested he get back to the board with prices. Kevin advised we are waiting on Donna Neely for numbers to set our property tax. She has sent us corrected numbers twice. Then we will get a form from the State to set our tax rate. Kevin inquired about contracts and if the board is interested in seeing those. Nave advised he would like to see a list of the contracts. US Air medical wants us to sign a contract with them for hurricane response. The reimbursement is a set rate per hour from FEMA. It is non binding & deployment is optional. Novak inquired about length of commitment. Kevin advised he thought it was 10 days. Dalton inquired about payment from FEMA, payment of crew and insurance coverage if deployed. Kevin advised he would double check. Sanders suggested to make sure there is no mileage radius. Discussion about health, dental and property insurance renewals. Katie advised health insurance renewal is in January and dental is in May. Update on background checks. Katie advised currently we do State Repository background checks and driving record checks. We obtain the employee's address for the last 7 years. Novak inquired if background checks are done after the employee is hired. Kevin advised the State does background checks every 5 years as a part of re-licensure. Katie advised driving checks are done monthly now. Katie advised the more you dial down the better the information; due to National and State using a database; and with County a person actually does the search. Novak inquired if we should do background checks every 2 to 5 years. Romine stated the concern would be writing a policy on disciplinary action for any findings. Dalton advised that he would be more concerned about driving. Sanders inquired about the audit. Kevin advised it is in review for the 3rd time. MOTION - CODE OF ETHICS Director Novak made a motion to approve the Code of Ethics with the correction from city to district in Section 1. Director Ford seconded the motion. The motion passed by vote: Director Nave (Yes), Director Ford (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes). Operations Jeff presented the Operations Department Update that was in the board packet. Sanders inquired if call volume was up. Jeff advised he has not looked at that recently but the last time he looked at it we were up 1-2%. Sanders inquired about paramedic staffing. Jeff advised we added 2 extra fly cars to compensate for the car we did not add. The fly cars have been effective. Jeff advised that we have a couple of open EMT spots and will proceed with hiring part time to fill those if there are no objections Jeff stated we will begin RSI September 1. Kevin advised we are looking at hiring 6-8 part time EMTs right now. We have 3-4 open spots. Kevin advised we hired 1 more part time paramedic. Kevin advised we are down on payroll. Website update Matt presented information on the website update. Maintenance Danny presented his maintenance presentation and update. Dispatch Kent advised staffing is good still. Part time staffing is good also. Kent stated QA is going well. Kent advised we are improving communications between 911 centers. Centurytel has given us the ability to text between com centers. We have a drop down box with canned messages that can be used also. The information will be backed up. We have met with BDP and TCSO. Kent advised the MMACC was used on the Cruise. It was at Station 3 to plug directly into their server. Kent advised the mobile repeater trailer is in. We have used it at one event and have another coming up. Education Richard advised that he did run for the MEMSA board and was elected. Special Ops Dana gave an update on the PAD program. Dana advised we have 11 signed up for First Responder class. Chief Bower at Forsyth has received grant money & will start working on the training center at East medic station. Dana advised the MMU medical supplies inventory has been completed. Kevin advised that Brent from the State will be here tomorrow to do audit on the MMU. Dana gave an update on Hazmat Team inventory. He advised we have received 4 Drager airpacks from WTCFPD. Dana gave an update on the MCI trailer 2 inventory. Dana advised bike equipment inventory has been completed. A training course is being developed by Bob Carfield. Dana gave an update of Specials Ops training coming up. Dana advised he is currently working with Paul on an ambulance inventory management program. HR Katie presented the job descriptions for Special Operations and Safety Officer. Katie advised we use Samba for monthly driving record checks. The rep from Samba advised we have probably one of the best he's seen with few citations. He presented us with a safety certificate for that accomplishment. EXECUTIVE SESSION Director Novak made a motion to go into Executive Session to discuss legal and personnel matters authorized by RSMo 610.021 and in compliance with RSMo 610.022. Director Sanders seconded the motion. The motion passed by vote: Director Nave (Yes), Director Ford (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes). A discussion was had regarding benefits of employees upon death. No action was taken. MOTION Director Dalton made a motion to place Johanna Revak on 30 days unpaid administrative leave which shall be reviewed at the next board meeting. Director Nave seconded the motion. The motion passed by vote: Director Nave (Yes), Director Ford (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes). A discussion was had regarding a complaint by a patient. RECONVENE FROM EXECUTIVE SESSION Director Ford made a motion to close Executive Session and reconvene in Open Session. Director Novak seconded the motion. The motion passed by vote: Director Nave (Yes), Director Ford (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes). ADJOURN Director Ford made a motion to adjourn. Director Novak seconded the motion. The motion passed by vote: Director Nave (Yes), Director Ford (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes). |