Meeting Minutes of March 2020


 AVAD 20-03


Minutes of March 16th, 2020

 Board Meeting minutes for March 16, 2020

 Board Meeting cancelled due to Covid-19. To be rescheduled via phone conference (date to be established).


Submitted by

Dave Van Nattan















    Meeting Minutes of February 2020


    AVAD 20-02


    Minutes of February 17th, 2020


    Arkansas Valley Ambulance District Board Meeting, January 20, 2019 

    Attendance: Nicole Lewis, Andra Dalton, Tom Kainz, Dave Van Nattan, David Craft, Mark Rowland, Paula, Mike, Lane, Skip

     Meeting called to order:

    •  Meeting was called to order by Nicole at 1800.
    •  Minutes were presented, Andra made a motion to accept, Tom seconded, vote carried 5/0.

    Financial reports:

    • As of January 31 we have received from patient billings $1422.24, and from Business Options $1525.00. Notable expenses were Med2 repairs of $3101.21, PCC Tuition/books $2747.01, EMT books $1205.99, and radio batteries of $534.00.
    • We anticipate receiving $78,244.08 from CDPJE Grant shortly.
    • Receipts from all runs seem to be delayed. PCRs seem to be the problem, they are not being completed quickly. That creates problems in processing and receiving payments.
    • SAM and CAGE registrations are in process. David made a motion to complete this process, seconded by Andra, voted carried5/0.
    • PCC bill for EMT class is $900 total cost for students. Our class, given by our staff, needs to reimburse our teachers for time spent teaching class. Last year we paid each instructor $1000, they teach approximately 300 hours of class, study and aid time to students. Dave made a motion to pay each instructor $1500, Seconded by Tom, vote carried 3/0/2. (2 obstained due to conflict of interest)

    Volunteer Appreciation meeting is scheduled for March 22 (Sunday). A motion was made to set a budget of $25 each was set for meals, this year Barry’s Den will be preparing the food to be served at Howard Hall. Andra made that motion, seconded by Tom, voted in favor 5/0.

    Election information and guidance is being done by CRS, deadline March 3.

    An update was made on EMT Class, we have four students and should finish in May. Mike has finished his EMT training. Next step is to set a Driver Training Class, which is in the works.

    Uniforms: Andra has sent out options to all concerned, they are to review and return their request to Andra. Body Amour was discussed and Lane suggested two types for consideration

    Scheduling and coverage for service is in need of better coverage. Andra request that volunteers sign up sooner, commit to a full shift. Signing up for a part shift does not cover the entire shift, leaving us wondering who is covering the rest of the shift. Discussion followed from everyone. Andra will continue to send out email requesting everyone to sign up, that includes both EMTs and drivers.

    CRS has given guidance on getting an employee. We need to consider this option to hire someone to cover some jobs of our over extended staff. We are looking at a part time 20 hour a week position at $14-15 an hour. BOD are asked to think of this position and what duties we need to include.

    Badges: Lane is arranging for free AVAD work badges from Fremont County. Each badge can contain information about that staff member, including certification, emergency contact, etc. badges can be used to track staff. It is our choice on what and how much information needs to be encoded on the badge. The BOD recommends that Lane and Mark setup the basic ID cards, which we can modify as we grow.

    Policies: Use of radios and Active 911. A monthly blog (email) will be informing volunteers of the progress and how to use Active 911 “chat” for communicating.

    Insurance: We are arranging to have a person from the insurance carrier attend a Board meeting to address the Board and answer any questions we may have.

    AVAD expansion: it was suggested to purchase storage containers. At Denver auctions they sell for between $2-3K. Nicole will call and secure more information on these units.

    Billing and Medicare: Business Options is auditing our accounts. We as a District need to refine our process of making sure PCRs are done timely.

    Image trending: this system is on hold. Lane and Mark are investigating duplications of reports between two systems. It seems that the two systems we use duplicate information causing some entries being made twice. One question is can these systems be linked together, or can one system cover our needs, if so which system?

    Grants: David Craft has applied for a grant to cover the cost of a Lucas, 10 jump bags and radios. In order to decrease response times we need to find a new location for A2, this would improve response times in the eastern end of the District. The total of the grant is $60+K, total and final cost to the District is $30K. Lobbing after a vote is taken is a total waste of time, what is decided at the Board meeting is what it is.

    Maintenance: All units are running.

    To clarify a recent calls, we do answer unattended death calls.

    Facility transfers is a big issue and a good revenue maker for the District.

    Training is going well for the new EMT class.

    We are organizating stocking of A1 and A2.

    AVA update: no new info due to cancelling their meeting. Work is still being done on Grant transfer items. AVAD needs to write a letter that states “we will accept these grant items and continue to use them in the same spirit as they were provided”.

    Taxes for AVAD: Do we need to file them for 2018, 2019? Nicole will contact CRS for answer.

    Tom is setting up an Amazon and PayPal account for AVAD.

    Meeting adjourned at 2025.


    Dave Van Nattan




      May 2020 Meeting

      The Board of Directors meeting for Monday, May 18th, 2020 will be held at the Howard Volunteer Fire Department. Due to the ongoing  COVID-19 pandemic and the need for safe distancing, this will be a closed, board member’s only meeting.

      March Meeting Cancelled

      In keeping with recommendations to avoid group functions whenever possible to reduce the incidence of community transmission of the Coronavirus, the Board of Directors meeting for Monday, March 16, 2020 has been canceled. We are in the process of planning for a  teleconference for the April 20, 2020 meeting if it is warranted. All instructions on how that will work will be posted on this website.

      Meeting Minutes of January 2020

      AVAD 20-01

      Minutes of January 20, 2020


      Arkansas Valley Ambulance District Board Meeting, January 20, 2019

      Attendance: Nicole Lewis, Andra Dalton, David Craft, Tom Kainz, Dave Van Nattan
      Supporting Staff: Tom Engalhart, Skip Munro, Kenny Owens, Jim Lemermeier.

      Meeting called to order

      • • Minutes from December 14, 2019 were presented. Andra moved to approve, seconded by David Craft, vote carried 5/0.
        • Treasures report was presented by Tom. A balance of $52360 was noted, having paid all bills for year ending December 2019. Bills included the cot loader, life pac, communication equipment, which we expect approx $70K back from the approved grants.
        • Budget projections will become better as we grow and have a better basis to set figures from.
        • Business Options needs to be contacted to clarify our discount policy (local vs visitors), when we bill, how much do we bill (obtaining a list of charges and fees). Nicole will contact Business Options on this matter.
        • CRS is updating our budget and including the $70 added by the Board.
        • All expenses must be sent to Tom, this is a heads up for everyone. Motion was made outlining same by Andra, seconded by Dave VN, vote carried 5/0. All expenses need to go through the approval process on the correct form.
        • Student payback on test was again addressed. This has been motioned on before and approved that AVAD shall pay the cost of testing up to three times.
        • Christmas party expenses were discussed. Total budget for the party with incentives was $5000.
        • Future EMT Education expenses will be handled on a case by case basis.
        • CRS has submitted the required paperwork to the state, it has been accepted with email confirming.
        • Angela from CRS has been appointed as our election judge for the November election, cutoff date is May 3.
        • We have a strong three students in the current EMT class. There is a special class Saturday on CPR for the students. That class is open to HVFD and WWFPD to train their volunteers, at no cost.
        • We are getting very close on uniforms for EMTs, Drivers, and volunteers. Uniforms are to consists of a safety vest, an all purpose jackets, jumpsuits.
        • Tech update…we have one radio off for repairs and need to purchase batteries.
        • Volunteer Appreciation, Nicole shared she and Andra do have 16 policy’s almost complete. When we have our Volunteer Appreciation meeting (in March or April, August or September and December) we will be presenting AVDA Staff with these policy’s. At the same time the staff will be presented with their “shift awards”. These awards are based on being the “primary” shift person, back up does not count towards awards. If by chance you sign up as a backup and a primary has not signed up, you become the primary, so why not just sign up as the primary.
        • 16 policy’s cover staffing issues, page outs, Active 911, mutual aide, leave of absence, medical leave, conduct, tobacco and drug use. The Board will be supplied copies to review and return with corrections via email. The District has the power to suspend any volunteer for cause, to be further reviewed by the Board in Executive Session. Any incident must be reported through the Operations Director for action. Incidents can and should be reported by any volunteer, with details, who, what, when, etc
        • Billing and Medicare…Business Options needs to provide the District with business reports on a weekly basis. PCRs should be completed as quickly as possible and turned in within 72 hours.
        • Ambulance Director Report. We are dividing up Mark Rolands jobs to free up his time. His duties shall now be carried on by the following:
        • Education items. Michelle
        • Ordering and updating supplies. Sarah and Tom Englehart
        • Scheduling. Andra
        • Accounting and shift schedule. Tom Kainz
        • Grants, personnel (HR). David Craft
        • Secretary, image trending, certification,
        • Volunteer information. Dave VN
        • Training Officer. Michelle
        • Maintain equipment inventory, record, Active911. Marshall
        • Grants: updates.David Craft, Andra and Mark. A grant to replace A2 to be completed next year (2021); repair work on A2 has been completed and should make the life of A2 at least two years more, maybe as much as five. One of A2s charging problems are caused by the wiring at HVFD and we need to address this with HVFD, at our expense.
        • It was discussed that for major repairs we should have an authorized repair business do it, that way the work is guaranteed.
        • Grants being applied for will be to cover a Lucas CPR Drive, first responder kits, radios (12). It will be a 50/50 grant which will cost us up front $45K, and half back upon completion of grant terms.
        • The transfer trip recently made should net us $7500. Of that $200 ($14.28 an hour) will be paid to the EMT and driver to compensate their time (14 hours) and personal expenses.
        • All maintaince issues are to ran through Jim for his evaluation and approval. Course of action is his choice, major repairs with Board input.
        • Latest word from AVA, they are almost there.
        • Meeting adjourned 2130.


      Dave Van Nattan

        Meeting Minutes of December 2019

        AVAD 19-12

        Minutes of December 14, 2019


        Arkansas Valley Ambulance District Board Meeting, December 14, 2019

        Attendance: Nicole Lewis, Andra Dalton, David Craft, David Van
        Supporting Staff: Mark Rowland, Jim Lemermeier.

        Special note: This was a combined meeting and volunteer recognition Christmas dinner. There was no specific meeting agenda.

        Meeting called to order

        • Minutes from November 18, 2019 were presented and approved without corrections.

        Treasures report

        • Due to the treasurer’s absence, there was no report given. Tom Kainz absence was okayed and approved by the Board 4/0.

        General Discussion:

        • Jim Lemermeier asked for approval of $1500 for rear tires for A1.
          • Dave VN made a motion to approve, seconded by David C. Voted in favor with the amount being extended to $1900, vote carried 4/0.
        • Nicole suggested setting up new laptop classes and training.
        • A location in Coaldale is still being worked on. Two additional locations were mentioned and will be followed up on.
        • Student update: our last student passed. We have classes starting in January, 2020. Four students are locked in and a possible two more with yet another two on the “fence”.

        Ambulance Director Report:

        • Mark Rowland talked about a 50/50 Provider Grant that will be opened on the 15th and will close on Feb 15. All is handled online with an Agency Profile. This grant could be $75-90K (50/50). We are also working very hard to bring A2 up to the same level as A1. That will entail a CPR Device, one of the reasons for the grant.

        AVA Update

        • Jim reported there are working on the 990 forms and have moved ahead on the transfer of grant items being transferred to AVAD.

         Adjourned 17:39

        Next scheduled meeting will be at the dinner at Riverside Cafe, Dec 18. (subsequently changed to 12/14)