| TANEY COUNTY AMBULANCE DISTRICT BOARD MEETING TUESDAY, FEBRUARY 16, 2010 Chairman Rod Romine called the meeting of the Taney County Ambulance District to order at 19:00 on February 16, 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 Katie Sharpe, Jeff Hawkins, Kevin Tweedy, Kent Vanderpool, Wayne Harding, Josh Smith, Gloria Harding, Jon Storey, Dana Aumiller, Daryl Johnson, Matt Greenwalt, Paul Kirk, Richard Cotter, Nathan Preston, Caleb Berkstresser and Carol Von Cloedt, Roseann Pena and George Laurin with BE Smith, Eddie Barlow arrived later. APPROVAL OF AGENDA Director Nave made a motion to add TCAD By-laws and Constitution to the agenda under new business and to approve the agenda as amended. Director Sanders 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 Sanders made a motion to approve prior Board minutes, dated December 15, 2009, as amended. 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). APPROVAL OF PRIOR MINUTES Director Novak made a motion to approve prior Board minutes, dated January 19, 2010, as presented. Director Nave seconded the motion. No vote. Motion died. Discussion on amendment of minutes dated January 19, 2010. APPROVAL OF PRIOR MINUTES Director Ford made a motion to approve prior Board minutes, dated January 19, 2010, with amendment to correct pending review at the next meeting to state February 16, 2010 instead of December 15, 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). Public Comments Director Romine welcomed public comments. None were made. Old Business Discussion regarding the Executive Administrator job description. MOTION Director Novak made a motion to approve the Executive Administrator job description with amendments; QUALIFICATIONS 1.e. add preferred, TYPICAL DUTIES AND RESPONSIBILITIES 1.e. remove with the Controller, and to research TYPICAL DUTIES AND RESPONSIBILITIES item 1.i. concerning dismissal of District employees. Director Sanders 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). Executive Administrator update Director Sanders gave an update on the Executive Administrator search with BE Smith and the hiring committee. He stated we now have a good idea of what we are looking for and should know something in 60 to 90 days. Wage & salary discussion Kevin presented the pay step matrix and salary comparison to the board. Sanders inquired where the guidelines to make it to the next step are. Dalton advised he would like to look at this as a merit increase and cost of living increases should be separate; cost of living should adjust the bottom and the top of the steps so the top does not move away from the bottom; and evaluations should also be used with this process. Romine advised we would also need to address in the policies where someone hired in with previous experience would fall into the steps. Novak inquired about the salary comparison and advised he would also like to see income for those services we are using in the comparisons. Kevin inquired if requesting their budget would suffice. Novak agreed. Romine inquired about the JEMS survey and if they could see it. Katie advised JEMS lists figures by call volume and region. Katie advised we used region. Dalton suggested looking at organizations that do salary surveys. Katie advised she has seen a few and they are fairly cost prohibitive but she could look into it. Kevin advised we are hoping to get MAA or ADAM to do a statewide salary survey. New Business Discussion about changes to the TCAD By-laws and constitution. MOTION Director Dalton made a motion to amend section I., remove Board members will receive $25.00 compensation for expenses for each board meeting they attend and change it to state, if the board member wishes to turn in mileage to and from the meeting they will be reimbursed at the IRS published rate. 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). Financials Kevin advised Jerri provided her report in the board packet. He advised that Scott Benton still needs 1 more thing from us and hopes to have the audit complete by the March board meeting. Kevin advised Jerri is sending out vendor letters asking them not to approve purchases not accompanied with a PO. He stated that Jerri is ordering new checks due to Sage and they will include 2 signature lines. Romine inquired about a report by budget category. MOTION Director Novak made a motion to approve financials as presented. Director Sanders 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 Report Kevin advised he met with Akers Thursday. We have asked for an audit of procedures and preventative maintenance from the insurance company. We have also asked for new prices on building replacement. Kevin advised we are going to get prices for the audit; we will get Benton to present one and probably two more. Operations Jeff presented the operations update including; call volume analysis, personnel changes, QA, equipment, fleet and projects. Novak inquired about the increase in refusal of care calls. Communications Kent presented his report. Nave inquired about MDTs. Education Richard presented his report including; refresher classes, EMS related legislation, paper programs and annual state training entity program report. Special operations Dana gave clarification on NIMS compliance and which classes can be taught in-house. He advised that David Eckhoff with Zoll donated a cardiac monitor in appreciation of response to Haiti. He gave an update on the MMU grant. HR Katie presented her HR update. IT Caleb advised on the new filter for the network. Romine inquired if the filter will show attempts to access the network. Caleb confirmed it does and also shows requests allowed through. Caleb advised Zoll is tentatively scheduled to do an onsite upgrade in April. Caleb advised on CenturyTel support during the MDT outage. Billing Melissa presented the billing department update including; collection rate comparison, Medicare revalidation complete, updated Medicaid application sent, itemized billing, financial hardship, patient receipts graph and patient receipts cash flow analysis. Melissa presented the YTD write off summary and a detailed listing of 189 accounts totaling $63,554.88 proposed for write off. MOTION Director Nave made a motion to write off 189 accounts totaling $63,554.88. 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). EXECUTIVE SESSION Director Novak 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 Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). General discussion was held concerning personnel. MOTION Motion was made and seconded concerning disciplinary action. The motion passed by roll call vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). RECONVENE FROM EXECUTIVE SESSION Director Novak made a motion to close Executive Session and reconvene in Open Session. Director Sanders seconded the motion. The motion passed by roll call vote: Director Romine (Yes), Director Ford (Yes), Director Sanders (Yes), Director Nave (Yes), Director Novak (Yes), and Director Dalton (Yes). ADJOURN Director Dalton made a motion to adjourn. 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). |