| Taney County Ambulance District Special Board Meeting Wednesday, May 12, 2010 Hollister, MO Chairman Steve Dalton called the meeting to order at 1:00 PM, May 12, 2010. Attendance: Board members Steve Dalton, Dale Sanders, Kenny Nave, Scott Novak and Rod Romine. Others present: Jeff Hawkins, Kevin Tweedy, Dr. Mire, and Carol VonCloedt. Motion – Closed Session Director Novak made a motion to go to 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 Romine (Yes), Director Dalton (Yes), Director Sanders (Yes) and Director Novak (Yes). Carol VonCloedt attended the executive session. Attorney Matt Trokey joined the executive session while in progress. Motion – Reconvene 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 Nave (Yes), Director Romine (Yes), Director Dalton (Yes), Director Sanders (Yes) and Director Novak (Yes). Others joining the meeting: Josh Smith Approval of Agenda Director Romine made a motion to amend the agenda to include under new business the approval of the April 20, 2010 Minutes. Director Sanders seconded the motion. The motion passed unanimously. Director Romine made a motion to approve the agenda as amended. Director Sanders seconded the motion. The motion passed unanimously. Director Novak noted that he would like to discuss the licensing issue regarding Zoll software, under Old Business. Chairman Dalton acknowledged the request. Public Comments Chairman Dalton welcomed public comments. Josh Smith commented that in his opinion copies of résumés should have been kept with the custodian of records prior to forwarding them to B. E. Smith, the firm contracted by TCAD to conduct the Executive Administrator Search. If this had occurred, then the task of the custodian of records to fulfill his request for copies would have been much easier and completed on a timelier basis. Chairman Dalton acknowledged that in retrospect that would have been much easier as well. In the future, if TCAD would contract with an outside firm for this type of service then it will most certainly keep a copy of all résumés prior to forwarding them to the consultant. Old Business Zoll software licensing - Director Novak asked if the acting administrator needed approval to purchase additional software licensing. It had been brought to his attention from employees that crews were unable to log on to the system (concurrently), thus hindering them from completing their work on a timely basis. Given this, some crews were resorting to manually filling out paper tickets. Acting administrator Kevin Tweedy indicated that there had been some glitches when the software was updated. This was further compounded by the IT director resigning. However, the administrative team as well as end users are working to resolve issues both internally and with Zoll. Only as a last option would he recommend purchasing additional licenses. New Business Approval of Prior Minutes Director Romine made a motion to approve the prior Board minutes dated April 20, 2010. Director Sanders seconded the motion. The motion passed unanimously. April 2010 Financials Acting administrator Kevin Tweedy presented the financial report. Director Novak asked if TCAD had received an invoice from BKD. Kevin Tweedy indicated that we had just received the first invoice and it was in the process to be paid. Kevin Tweedy also indicated that a meeting will be scheduled for next week with BKD and the independent auditor. Furthermore, BKD is going to provide an update on the time line for full implementation of the Sage accounting software. Director Sanders, as treasurer will take part in this meeting, as well. Director Novak indicated that he had a question on several of the disbursements. One in particular was a cash disbursement to Corporate Business Systems for the amount of $5,899.50. Kevin Tweedy indicated that it was for a new copier. Furthermore, this item had been approved in the budget. There was general discussion about the service contract for new a copier. Director Novak indicated that the contract should have been brought before the Board. The remaining Board members indicated that it was well within the acting administrator’s duties to be able to execute a maintenance contract of this type. Motion – Financials Director Novak made a motion to approve the financial reports as presented, subject to final review of the cash disbursement report. Director Sanders seconded the motion. The motion passed unanimously. Chairman Dalton indicated that Board Members would need to contact Kevin Tweedy if they needed further information regarding April’s cash disbursements. Chairman Dalton indicated that the next Board meeting is scheduled for June 15, 2010 at the TCAD Education Center 7:00 PM. Motion – Adjourn Director Novak made a motion to adjourn the meeting. Director Sanders seconded the motion. The motion passed unanimously. |