Meeting Minutes of June 2019

AVAD 19-6

Minutes of June 17, 2019

 

Arkansas Valley Ambulance District Board Meeting, June 17, 2019
Attendance: Nicole, Tom, Andra, Dave. Guest Jim
Meeting was called to order at 1813.

  • Minutes from last month were presented, motion to accept minutes was made by Andra, seconded by Tom. Voted
    3/0/1.
  • Nicole presented an email from Jordan Celwell. He was resigning the Boards effective today 6/17/2019.
    Accordingly we have 60 days to replace him.
  • Financial report was given by Tom. Our incomes were $9916.77, $2726.03, $66.04, and $25.44 interest, totaling
    $128716.55.
    • Expenses were $315.85 (batteries) $184.65 (advertising), $251.18 (cleaning supplies).
    • Total receipts so far is $147760.50, approximately 90% of estimated tax revenue.
    • We also have $540 in the Norm Lastivica account.
    • Dave made motion to accept financial report, seconded by Andra, vote 4/0/0.
  • CPA hiring was discussed, Community Resource Service has sent a proposal (10 pages). A motion was made by
    Dave, seconded by Andra to give Board authority to Nicole to push forward on hiring a CPA based on the proposal
    received from Community Resources of Colorado, CRS, based on Greenwood Village, Co.
  • Futures events include July 4th event at Howard Hall. We should have a presence there.
  • Legal Issues: the subject of AVAD boundaries was addressed. Andra will contact DOT to ask about putting up
    signs to indicate this is AVAD boundaries between Deer Mountain and Chaffee County, along Highway 50.

Meeting Minutes of May, 2019

AVAD 19-5

Minutes of May 20, 2019

 

In attendance: Andra Dalton, Tom Kainz, Dave VanNattan. Nicole Lewis and Jordan Celwell absent. Guest Ron McFarland, Mark Rolands.

 

Meeting was called to order by Andra Dalton at 1822, May 20, 2019.

Absent board member, Nicole Lewis, is absent due to child birth, board approved this absence (Tom motion, Dave seconded, vote 3/0). Jordan not present, no notice.

 

  • Minutes were presented. Andra motioned to accept, Tom seconded, vote 3/0.
  • Treasurer’s report was presented.
    • The District received disbursement on May 10. Base figure was $51135.34 with actual deposit of $49637.83.
    • Expenses were paid for A2 ($5000), school expense ($3000), radios ($1144.87), other expenses totaling $881.87.
    • Year to date receipts total $128984.26, approx 78.79% of projected first year projections.
    • Donations shall be tracked into individual line accounts or sub line items.
    • Grants shall also be tracked in the same manner.
    • We need to contact a CPA on depreciation accounting of A1 and A2.
    • Motion to accept the treasures report was made by Dave, seconded by Andra, vote 2/0/1.
  • Jordan was to make a report but was absent, his report is to be reviewed by Mark and presented to the Board in the future.
  • AVAD will need to pull the rigs out of HVFD location for this weekends breakfast event.
  • We also are planning to have a table at the Chili Cook-off on June 1-2. We will arrange for the Colorado State Patrol to be available for public information about drinking and driving. At that event we will need to have volunteers to man our table, board members and newbies from EMT class.
  • SDA has an event planned for June 10, at the Scout Hut.
  • A legal motion was made concerning operations. Tom made the following motion, seconded by Dave. “Arkansas Valley Ambulance District shall officially take over daily operations from RamRod/AVA effective May 1,2019.” Vote 3/0.
  • New item for District information. Mark has been approached by Reach. They are in need of a backup service in case air transport is not possible. This could be a substantial income provider. Solvista is also looking for the same type of Transfer Contract. Mark will obtain more information before next Board meeting.
  • Mark is also looking into conducting additional practice calls for trainees, drivers, including ride alongside.
  • EMT Training class ended with 4 students. All steps have been completed. Ride along are to be scheduled by May 21. Authorization for testing should be forthcoming. There maybe a possible additional expense of $600 to cover training classes and medical test. Approx $200 per student.
  • Ambulance Directors Report
    • New call numbers on on the way.
    • Mark recommends new batteries for radios (6).
    • We need to work on volunteer and family decisions, set a time to restock supplies in cabinets and units.
    • Mark will work on Job Description for Director position. It could be a paid part time position that have been budgeted at $7200 year ($600 month).
    • Another CPA question for employee/employer questions.
  • EMS Provider Grant has a time line it follows, it can vary but is usually around July 1. This grant is for power cot for A2, radios. 10% Match.
  • Jim passed on the maintenance list forA1 and A2. It was decided to have a Community event to clean and restock both units on June 8, 9am, providing lunch for all workers.
  • AVA/RamRod update: they have submitted a claim with the title insurance company on the property in Texas Creek.

 Meeting adjourned at 2043. Next meeting June 17.

Submitted by Dave Van Nattan

Meeting Minutes of April 2019

AVAD 19-4

Minutes of April 15, 2019

 

In attendance Nicole Lewis, Andra Dalton, Tom Kainz, Jordan Celwell, Dave Van Nattan Guest Mark Rolland, Ron McFarland

 

Meeting was called to order at 1800.

 

Minutes from March were presented and reviewed. Andra made motion to accept, Jordan seconded, voted to accept 5/0

 

Treasures report was presented. Receipts received in March were $48377.13 and for April were $10544.53, total deposited $80119.61. Fremont county charged us $2770.69 for processing fee. That fee is about 50% of what is budgeted for the year. Need to correct this fee in future budgets. Expenses totaled $4964.96. Net total for account is $58560.33. SDA dues were paid ($289.11). Nicole was reimbursed $423.76 for A2 title. Tom was reimbursed $900.00 for radios purchased for AVAD. Jordan made motion to accept financial report, seconded by Andra, vote passed 5/0.

 

Mark informed the board that A1 has a lien from Attorney Michelson. We are moving ahead with county licenses with Eric Lucas. Contact needs to be made with Dan Slater concerning our user agreement with AVA, and transferring A1 to AVAD.

 

We are hopeful to have a CPA soon. Tax season is almost over, freeing up time for them to contact us. We will need this help in setting up Emergency Services and help in setting up bookkeeping systems.

 

Training will be extended to May 9 due to PPCC testing. Drive alongs, back ground checks, drug screening will run about $53 per student. Clinical need to be arranged. Pay for instructors was discussed. A motion was made to make a payment of $1000 each for three instructors. Dave made the motion to pay the three instructors $1000 each, seconded by Jordan. Vote taken, carried 3/0/2.

 

Jordan presented Risk Management in our policy (127 pages). He is going to arrange for a review meeting with the board and insurance company, hopefully May 20. H R policy will be presented next month. Workman’s comp will run $412. A motion was made to allow Jordan authority to take care of insurance in the best interest of AVAD. Tom made the motion, seconded by Andra, voted, carries 5/0.

 

Medical status: we have our numbers and are now able to bill Medicare/Mecicaid. There will be a site survey conducted by Medicare at HVFD to check on units, signage, renewals on licenses, proper stickers etc. Mark stated that if all this happens timely he doesn’t see why we could not transfer ops from AVA to AVAD as soon as Monday next (April 22). AVAD’s BOD agreed.

 

The PRC program is being setup by Tom and Nicole for AVAD. Andra made a motion for Nicole to peruse county application and pay fees (est $120). Seconded by Jordan, voted, carried 5/0.

 

Vehicle maintenance is being done by Jim and Kenny for AVA and should be asked to continue same program with AVAD. An Ambulance Director position needs have some guidelines covering that job and its responsibilities. It could be a paid position. H R needs to have paperwork together for drivers, EMTs, responders. A meeting shall be arranged to review the paperwork and benefits for the responders at all levels.

AVA update: they have shut down membership to SDA since AVAD is a full member.

 

Public comment: Mark and Ron advises us that the Colorado State Patrol is willing to attend a community event to educate the public on the effects of driving drunk. The Howard Fire Chili Cookoff was suggested, also Howard Halls July 4th event.

 

The need for storage compartments at HVFD was shared, Nicole will be going to Sams the next day and pick up some from there or Home Depot.

 

It was suggested for the board to consider making a special fund account in the name of Norm Lastovica. Mark will talk to Janet to see what she would like to see.

 

Mark suggested we approach Tom Eggelston to be offered a position helping Mark with some of his duties relaxing Tom’s duties as a EMT.

 

Meeting adjourned at 1952. Next meeting May 20, 2019.

 

Submitted by Dave Van Nattan