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.

    Respectively

    Dave Van Nattan

    BOD

     

       

      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.

      Respectfully,

      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)

          Meeting Minutes of November 2019

          AVAD 19-11

          Minutes of November 18, 2019

           

          Arkansas Valley Ambulance District Board Meeting, November 18, 2019

          Attendance: Nicole Lewis, Tom Kainz, Dave Van Nattan, David Craft, Andra Dalton
          Supporting Staff: Mark Rowland, Jim Lemermeier.
          Guest(s): Ron McFarland, Mike Scott

           

          Meeting called to order at 18:04

          • Minutes from October 20, 2019 were presented. No corrections were made, Dave Craft made motion to accept, Tom seconded, voted to accept 4/0.

          Treasures report presented by Tom Kainz

          • CRS is being hired to do our monthly transaction reports and we will be receiving their output reports.
          • Our income for the month was $2,836.80, giving us a total of $154,909.92. There is $55,245.46 in reserves and donation funds and $99,668.46 available funds.
          • We did receive $765 in donations (for training) in the name of Norm Lastovica, and $785 in donations (for matching funds) in the name of Chuck Vancil.
          • Grants have been awarded in the amount of $81,667.12 (a 90/10 match).
            • We have an difference of $3,053.53, Tom must double check this, the difference is due to a quote vs actual billing.
            • Radios are in awaiting chargers. Mark needs to be contacted before the programming of the new radios. Tom has updated transparency notice.
            • Laptop for Med1 was received on Thursday with a second one arrived today. They will be installed next week.
              • Question came up of what to do with the old ones, their value could be between $300-400. Craigslist was discussed, Andra made a motion to do that, seconded by Dave Craft, voted carried 5/0.
            • Budget changes were noted from last month minutes. This is our first budget and next year we will be better equipped and able to project a closer budget. 2019 budget year to date is $191,928. AVA’s budget was great, AVAD revised that budget and made a few changes and additions. The budget for 2020 was reviewed by the Board, Dave VanNattan made motion to accept, Andra seconded, vote carried 5/0.
          • Our renewal to SDA has been done

          Events:

          • The meet and greet meeting with volunteers went well. Volunteers were presented with our new guidelines for volunteers. We are building a foundation for future AVAD operations. For committed volunteers we will supply uniforms, patches will also be updated and supplied.
          • An email will be sent to The River Rat with what we need as a District, ie EMTs, drivers etc. River Rat Radio Station is willing to help us find people to cover our needs.
          • A Christmas dinner is planned for volunteers to be held at Riverside Cafe, on Dec 18 if approved by Cafe. The dinner will start at 5 and include our next Board Meeting. Volunteers will be notified by email and need to RSVP by Dec 1. Nicole will try to have t-shirts available at this dinner
          • Director Education program is in Salida on Dec 5. We must respond by Dec 1 to attend.

          General Discussion:

          • Legal Issues
            • Nicole and Andra are working on this very big issue and making progress. Input was requested on areas of concern that the Board may have. Due to a radio call, radio usage needs addressing. Main point is names of persons involved in a call can not be transmitted over the airways. When it happens, as it did, an apology needs to be made to that person.
          • Mike Scott updated the Board on his EMT class. He is doing very well and only has 8 more classes. He does have a financial concern on gas expenses back and forth to Pueblo. The Board has already approved to cover that expense in payment.
            • Motion was made by Dave VanNattan, seconded by Dave Craft to pay remaining payment now. Voted 5/0. Mike received his final payment.
          • Uniform expenses were discussed. What qualifies a volunteer as full time or part time? Andra is going to send out a email verifying volunteer information, including if the are full or part time, based on shifts signed up for. Shifts are based on signing up for the shifts not just showing up at the scene. Just showing up to assist does not count as a shift.
          • The volunteer meeting was great and there were immediate changes in signing up. Volunteers were asked to have input on their needs.

          Ambulance Director Report:

          • Mark is not going to try and replace or redo A2 as planned in the past. He suggest instead to wait and build funds up for a new rig.
          • A Provider Grant when presented needs to be approved by the BOD and funds set aside for that. This grant opens Dec 15 and closes Feb 15. Mark will put together a recommendation for the grant (a 50%) by next meeting.
          • From Oct 27 to Nov 14 we had no runs vs 3 runs from Nov 15-18. This is just to point out shifts vs runs.
          • There may be an upcoming request from Michele for further education, which can be covered in a 50% grant. Being creative it could work out something like 50% grant, 25% AVAD, 25% Michele.
          • Mark still request that we spread around his duties to prevent his meltdown. He did provide the Board with a list of duties he would like others to cover. Andra will send a copy of this list to volunteers and see if we can relieve some stress from Mark.
          • Mark reminded everyone to get students for January EMT Class.

          AVA Update

          • Jim updated the Board on AVA. They are still working on the IRS concerning their 990s.
          • Cotopaxi storage has been cleaned out and is at HVFD. There are also records that need to be destroyed, they were presented to Mark for destruction.
          • Transfer of grant items needs completing.

            Public Comment

            • Ron McFarland is delighted with our progress. We are young but growing well, earning respect through our the valley.

            General Discussion

             

            Adjourned 20:07

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

              Meeting Minutes of October 2019

              AVAD 19-10

              Minutes of October 20, 2019

               

              Arkansas Valley Ambulance District Board Meeting, October 20, 2019
              Attendance: Nicole Lewis, Tom Kainz, Andra Dalton, Dave Van Nattan,  Dave Craft

              Guest(s): Mark Rowland

              Meeting called to order at 18:05

              • Minutes presented and motion made to accept by Tom, seconded by Andra, voted 5/0.
              • Resolutions will be available in OneNote, motion by Tom, seconded by Andra, vote 5/0.

              Treasures report presented

              • Last months expenses were for Med1 $1848.88, and supplies for $4188.28.
              • Full balance is $153,905.48, reserves of $54300.46, fund available $99,599.02.
              • CRS will be doing our financial reporting soon on a month to month basis.
              • Student Mike Scott has dropped class and will be billed for half of the class as per student agreement.
              • Budget review is due Dec 15.

              Ambulance Director Report:

              • Mark feels budget considerations for volunteer incentives and recruit retentions needs to be included in the budget. We should also reimburse the cost of testing for students ($80-90 each), up to three tries.
              • Our state grants are set up where we pay for the expense then get reimbursed 90% which is paid in about three weeks. Next years grant starts Dec 15 and closes Feb 15. Need to watch for what we ask for, if we ask for a financial weaver of 50% and get turned down we must wait another year to reapply. To rechassie an ambulance would cost $100-150K, vs a new ambulance?
              • We have two new Colorado certified EMTs, Shara and Michele.
              • A2 rear spring has been fixed and is all ready to go and Mark will be moving it to his location.
              • Cost to do that will be a reimbursement for electrical supply to the ambulance (approx $65+ per month).
              • We have a work session with EMTs and drivers coming up. Volunteers will be given our plans for volunteers.

              General Discussion

              • “Trunk or Treat”
                • Nicole advises us of the “Trunk or Treat” event at HVFD and requested help with that event. Plan is to decorated A2 and give out treats to kid. Banner and gifts will be made available also.
              • Policy and procedures
                • Still being worked on by Nicole and Andra. They will present the findings to the board soon. 
              • Status of housing A2 in Coaldale
                • Nicole is working with Big Horn for a temp location. 
              • Trading and retention
                • We had one drop out from college, and the college will bill him directly. Nicole will review our contract with Dan Slater concerning mileage reimbursements.
              • Uniforms
                • At the Nov 13 volunteer meeting we will gather information on who will have uniforms and which company we will use to purchase from.
              • Volunteer recognition
                • A small dinner will be provided. Compensation for volunteers will be a $500 sign on stipend (shifts required), uniform allowances, certification and similar reimbursements, party prize drawings based on quarterly performance were discussed, radios for active volunteers. 
              • Patient Billing
                • We now bill Medicare thru Business Options. 
              • Technology
                • Laptops will be ordered by Tom for A1 and A2. 
              • AVA update
                • Waiting on completing 990s, once resolved they will disband, forwarding or transferring remaining assets to AVAD. 

              Budget discussion

              • Modifies corrections
                • Community outreach was $1500 increase to $4500
                • Facility reimbursement was $1200 increase to $3600
                • Insurance workman comp was $6000 increase to $7000
                • Uniforms was $2000 increase to $10,000
                • Training continuing education (new) $20,000
                • Training devices
                  • books was $2000 increase to $3000
                  • Training equipment was $1000 increase to $2000
                • Ambulance computers was $2000 increases to $3000
                • Ambulance Maintance was $3000 increases to $6000
                • Vehicles (new) $35,000
                • Grant matching (new) $6000
                • Medical devices (new) $6000
                • Nicole is to contact CPS to see how this will work and affect our proposed budget.

               Adjourned 22:05

              Next schedules Board Meeting Nov 18, 2019