| TANEY COUNTY AMBULANCE DISTRICT BOARD MEETING TUESDAY, DECEMBER 15, 2009 Chairman Rod Romine called the meeting of the Taney County Ambulance District to order at 19:00 on December 15, 2009. Attendance: Chairman Rod Romine, Vice Chairman Tim Ford, Treasurer Dale Sanders, Board Member Kenny Nave, Board Member Scott Novak and Board Member Steve Dalton. Others present Katie Sharpe, Kent Vanderpool, Jeff Hawkins, Kevin Tweedy, Melissa Stiffler, Paul Kirk, Terry Cobb, Matt Aumiller, Shawn Simmons, Richard Cotter, Jon Storey, Robin Fisher, Eddie Barlow, Caleb Berkstresser, Jerri Loveland, Torri Davis, Brent Daingerfield and Josh Single. APPROVAL OF PRIOR MINUTES Director Dalton made a motion to approve prior Board minutes dated November 17, 2009. Director Novak seconded the motion. The motion passed by vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). Financials Novak inquired about separating utilities for East medic and East quarters station. Jerri advised she would work on that. Jerri advised that the list of checks inquired about last month was included in the Controller’s report. She also presented the monthly sales tax graph. Jerri presented the bank statements and reconciliations for the board to initial. APPROVAL OF FINANCIALS Director Novak made a motion to approve the financials as presented. Director Nave seconded the motion. The motion passed by vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), Director Dalton (Yes). Old Business Sanders gave an update on the Executive Administrator applications. The committee met last week and discussed using a consulting firm to perform the search. The committee would like to know if the board would like to move forward with using a consulting firm. The board agreed to consider this. Administrator Update Kevin inquired if the health insurance committee would give an update on insurance renewal. Sanders gave an update. Discussion about the agent commission. Sanders advised the insurance agency contract determines the commission. Further discussion about other insurance renewals. Lengthy discussion about early retirement options. MOTION Director Ford made a motion to accept pay out for option 1, 20 years of service minimum, 1 time option only, the 2 eligible employees must decide by 12/31/09 and the payout structured up to 6 months maximum. Director Nave seconded the motion. The motion passed by vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). MOTION Director Dalton made a motion to approve a 50 cent increase for employees who primarily function as paramedics and to include a 2% pay increase in the 2010 budget to be froze until the board does a complete wage and salary review; with the raise to be implemented retroactive. Director Novak seconded the motion. After amendment, the motion passed by vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). Discussion about the overall budget. Inquiry about the staff vehicle. Further discussion about changing the budget in the future as needed. Jerri advised the budget can be changed; we will just have to send a copy to the State auditor. MOTION Director Sanders made a motion to accept the 2010 budget as presented. Director Novak seconded the motion. The motion passed by vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). Kevin gave an update on department down sizing. New Business Kevin advised we have to do the election sign up here, starting today. Sign up hours are posted from 8:00 a.m. to 4:00 p.m. and it was published in the newspaper. Kevin advised we need to clear up the monthly board member payment, is that a stipend or mileage? If it’s considered mileage it should be tracked. Kevin advised board members are entitled to compensation up to $150 for each meeting. MOTION - MILEAGE Director Dalton made a motion to use the IRS published rate for mileage starting January 1, 2010. Director Novak seconded the motion. The motion passed by vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). Discussion about the annual banquet. Kevin presented the prices for 3 places; College of the Ozarks was the least expensive. Jeff advised the committee will set a date if the banquet is approved. MOTION - BANQUET Director Novak made a motion to have the annual TCAD banquet and approved the proposed cost of $4,200. Director Sanders seconded the motion. After amendment, the motion passed by vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). Billing Melissa presented the patient receipts graph and patient receipts cash flow analysis. Melissa presented the billing department update including; cross training, dispatch billing tasks, insurance card scanners and evaluations. She gave a status update on Medicare revalidation. Melissa presented the YTD write off summary and a detailed listing of 45 accounts totaling $13,195.61 proposed for write off. MOTION – WRITE OFF ACCOUNTS Director Ford made a motion to write off 45 accounts totaling $13,195.61. Director Nave seconded the motion. The motion passed by vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). Operations Jeff presented the operations department update including; net call volume change, Lead Field Training Officer, QA, equipment, fleet and ongoing projects. Novak advised if any gear was lost due to fuel contamination to turn them into Central. Nave inquired about engine overhaul. Shawn gave an update on TCA2. Kevin presented the special operations report. Novak inquired about rotating smaller trucks. Jeff advised we have the studded tires on them for winter and can re-visit this when they are removed. Dispatch Kent gave an update on IRIS (Immediate Response Information System). He presented his department update including; evaluations, QA and training. HR Katie presented the human resources update including; health insurance renewal and cost comparison, HAS and accrual banks in CrewScheduler. She advised the new PTO policy was implemented in CrewScheduler and accruals should run the next pay period. IT Caleb presented his IT Department Report including information about hiring a new part time employee vs. full time and research about potentially consulting with IT support services instead of hiring someone. EXECUTIVE SESSION Director Ford made a motion to go into Executive Session to discuss personnel matters authorized by RSMo 610.021 subsection 3 and in compliance with RSMo 610.022. Director Sanders seconded the motion. The motion passed by roll call vote: Director Nave (Yes), Director Novak (Yes), Director Sanders (Yes), Director Romine (Yes), Director Dalton (Yes), and Director Ford (Yes). Discussion Kevin Tweedy presented a letter to the Board from a patient asking for assistance in paying the bill. He asked if the bill could be forgiven or reduced. The Board took no action on this item and referred it back to administration to follow current procedures. RECONVENE FROM EXECUTIVE SESSION Director Sanders made a motion to close Executive Session and reconvene in Open Session. Director Nave seconded the motion. The motion passed by vote: Director Novak (Yes), Director Ford (Yes), Director Romine (Yes), Director Sanders (Yes), Director Nave (Yes), and Director Dalton (Yes). Discussion Director Novak asked what process is being used for evaluations of employees this year. He has received complaints about the process and believes these should be done quarterly. Kevin Tweedy advised we are using the same evaluation form as developed by committee and we continue to do evaluations the same as in years past. Kevin Tweedy states he has not heard of any complaints about the evaluation system and we have discussed this with all Duty Supervisors. Professional Improvement Plans and target dates are being used routinely with employees to improve performance. Director Novak asked who should be doing Kevin’s evaluation and believes it should be the board of directors. Terry Cobb offered the board some information on a web site, which would assist them in determining their duties. Discussion Director Dalton asked about the salary/wage schedule presented with the 2010 Budget. He is currently concerned with the districts payroll exceeding sales tax income for 2010. He asked that administration and the board work together to reduce the districts payroll budget. Jeff Hawkins offered to bring back a fixed career ladder that was previously presented to administration in 2006 but not adopted. Director Dalton insists employee’s who are currently at their pay cap should not be getting additional raises or bonus money. Board asked administration to review district policy on raises, to adjust payroll budget so it reflects specific hourly wages and salaries with raises, and to bring a career ladder option to the board at next months meeting. MOTION - RAISES FOR PART TIME PERSONNEL Director Novak made a motion to continue with part time personnel raises as done last year. Director Sanders seconded the motion. The motion passed by vote: Director Novak (Yes), Director Ford (Yes), Director Romine (Yes), Director Sanders (Yes), Director Nave (Yes), and Director Dalton (Yes). Discussion Board discussed hiring of a consulting firm to assist with hiring of a new administrator. Board discussed options for job requirements and it was determined the consulting firm would assist them with this. Director Novak asked that there be a requirement for the administrator to live in Taney County and only work for TCAD. No action taken on this discussion. ADJOURN Director Nave made a motion to adjourn. Director Dalton seconded the motion. The motion passed by vote: Director Novak (Yes), Director Ford (Yes), Director Romine (Yes), Director Sanders (Yes), Director Nave (Yes), and Director Dalton (Yes |