| TANEY COUNTY AMBULANCE DISTRICT BOARD MEETING TUESDAY, JANUARY 19, 2010 Chairman Rod Romine called the meeting of the Taney County Ambulance District to order at 19:00 on January 19, 2010. 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 Kent Vanderpool, Jeff Hawkins, Katie Sharpe, Kevin Tweedy, Melissa Stiffler, Kelly Ball, John Akers, Bill Budnick, Tim Connell, Nathan Preston, Paul Kirk, Robin Fisher, Rick Lawler, Richard Cotter, Terry Cobb, Matt Aumiller, Caleb Berkstresser, Brian Lilley and Jerri Loveland. Minutes Discussion about amendments to prior minutes. Financials Novak inquired about $540 to Goff Heating. Kent advised the duct system in Dispatch was cleaned. Inquiry about NSF fee of $5. Jerri advised she has been working on the MD & A (Management Discussion and Analysis) for our independent audit. APPROVAL OF FINANCIALS Director Sanders 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), and Director Dalton (Yes). Public Comments Terry presented his retirement letter to the board. Property and Casualty and Workers’ Compensation Insurance Tim Connell with Connell insurance and John Akers with Akers and Arney insurance presented the board with insurance options. Sanders advised we should meet again next week. A time was set for the committee. MOTION Director Ford made a motion to empower the committee to make the decision on which way they will go regarding insurance. 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). Old Business Sanders advised last week 2 consulting companies were interviewed in regards to hiring the new Executive Administrator. Romine suggested putting the Executive Administrator job description on the agenda for next month. MOTION Director Sanders made a motion to select BE Smith after attorney Matt Trokey reviews the contract. Director Ford 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). Administrator Update Kevin advised the State audit findings will be presented Tuesday, January 26, 2010 at 5:30 and board members are not required to attend. Romine advised he did speak with Matt Trokey and he will be there and suggested all board members attend if they can. Kevin proposed a $150 charge for fly car response. Last year we responded to 10,000 incidents and billed about 5600 charges. Further discussion on which calls to bill for. Dalton suggested putting a policy together and bringing it back to the board for a decision. Kevin advised about psychiatric transfers by van. He proposed a $50 base rate and $3.50 per mile. Dr. Mire has set the boundaries and the patients have been cleared by the doctors as showing no signs of violence. Discussion about crew safety. Kevin advised METS has been doing this for over 5 years and has not had an incident. MOTION Director Novak made a motion to approve a $50 base rate and $3.50 per mile for transports by van. 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; call volume analysis, positions filled, fleet and current projects. Brian Lilley and Rick Lawler were awarded the Public Information Officer as a shared position. Communications Kent presented the communication report including; public assists, school emergency plans update and billing assistance. We provided public assistance to 24 patients in the last 30 days. Education Richard advised that he just began his Spring 2010 EMT class with 19 students, 25 had signed up. HR Katie advised First Choice Benefit Solutions came today to begin signing up employees for our FSA. Katie gave an update on the status of new health insurance cards. Inquiry about the costs involved with the FSA. Katie advised there was a $450 one time start up cost with $75 per year documentation fees and $5.50 per month per employee. TCAD also has to fund the account at 13% up front. Kevin advised these costs were included in the budget. IT Caleb presented the IT department report and an update on the Zoll upgrade. Novak inquired about Crew Scheduler going down on Christmas Eve. New Business Kevin updated the board on the new location of the DMAT building. Billing Melissa presented the billing department update including; Medicare revalidation application, Medicare allowed amounts, pending legislation for Medicare allowed increase, patient receipts reconciliation, billing for DOAs, vans and fly cars. Melissa presented the patient receipts graph and patient receipts cash flow analysis. Melissa explained the average charge per call and average revenue per call report presented in the board packet. Our disallowed amount has also increased. Bad debt recovery for 2009 was just over $20,000. This is approximately 1% of our patient receipts. If this too high we could wait to write off accounts 1 year after they have been in collection, instead of in 6 months as the board voted to do years ago. Melissa presented the YTD write off summary and a detailed listing of 68 accounts totaling $29.304.64 proposed for write off. MOTION Director Novak made a motion to write off 68 accounts totaling $29,304.64. 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). APPROVAL OF PRIOR MINUTES Director Dalton made a motion to approve prior Board minutes dated December 15, 2009 with amendment and pending review at the next meeting February 16, 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). ADJOURN Director Novak made a motion to adjourn. Director Ford 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). |