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

          Meeting Minutes of September 2019

          AVAD 19-9

          Minutes of September 16, 2019

           

          Arkansas Valley Ambulance District Board Meeting, September 16, 2019
          Attendance: Nicole Lewis, Tom Kainz, Andra Dalton, Dave Van Nattan,  Dave Craft 

          Meeting called to order at 1610

           

          • Minutes were presented from the August meeting. It was motioned to accept the minutes, vote 4/0.
          • Craft (Topper) was approved by the Board to become the fifth member of the current Board. 4/0
          • Treasures report was then presented.
            • Year to date we have received $172,030.10. Medical expenses for the month was $4188.281, maintenance expense $701.66, new tires $464.66. Available balance is $103,381.82.
            • CRS a CPA firm has figured a budget for next year of $206,146.
            • Mark recommended some possible changes in our billing. They included 1) show up fee (no), 2) abuse of show up (yes), we consider having flexibility in billing such as transporting (yes) or just a band aid (no). Some red flags to consider on all runs is conversation concerning attorneys, lawsuits, refusal of service.
            • A motion was made to accept financial report, seconded, voted 5/0.
          • CRS will be taking over our monthly task. We need to have a list of transaction and statements. Cost is $1000 upfront and $500 per month. Andra made a motion, Tom seconded vote 5/0. We will do this on a month to month basis so we can evaluate its performance. Tom will monitor and make sure we do get the best bank for its buck. He will create a manual to guide us in expenses, reimbursements, etc.
          • Budget calendar for Oct and Nov meeting, this is a must do! Board members please review and be prepared to discuss. Look over budget, question entries, and review. 
          • Nicole will post our meeting resolutions for 2019. 
          • Andra discussed covering Cotopaxi football schedule. 
          • Coaldale expansion update, no further progress with Coaldale Community Center. Nicole will contact Julia for more information. 
          • The volunteer fair we attended was well accepted by all organization, but had only one person show up. Fair will be held again in the spring with an associated event. 
          • EMT classes: we have two enrolled in Pueblo and transportation has become a problem. Both students drive together but the cost of gasoline is too much. Discussion followed and reasonable mileage rate for two students were discussed. Reimbursement needs to be made. Andra will discuss with students. A motion was made to allow Andra to resolve this in a reasonable manner. Voted 5/0 
          • EMT class is also scheduled in Jan with a possible ten in attendance. Colo Mtn College is full. Our classes will be on Tue, Thurs, Sat evening. We need to start now with a “word of mouth” campaign to recruit students. 
          • Uniforms
            • Andra had a report on different options, jumpsuit, tops, bottoms, Hugh reflective material, matching uniforms. Some of the companies she is dealing with is Gibson and Barns and Falls distributors, The Vest Guy. She will contact companies and ask to provide samples. Topper made a motion to set aside funds up to $1000 per volunteer (10 presently), Dave seconded, vote 5/0. 
          • Ambulance Director Notes
            • Mark updated on grants. EMS provider grant (50%) needs to be ready with input by Feb 15 deadline. Reviewed in April and May, awarded in June.
            • Emergency Vehicle Lights and Sirens for POV.
            • Hospital Behavioral Patients (Vista medical, 4 hours average, usually 2 day notice).
            • State EMS Conference in early Nov. We do need to send the Ambulance Director.
            • EMT continuing education units are given and Fremont EMS council will pay for 3 to attend at a group rate.
              • Suggested attendees should be Michele, Sarah, Mark, Andra. 

          Meeting adjourned, next meeting October 21.

            Meeting Minutes of August 2019

            AVAD 19-8

            Minutes of August 19, 2019

             

            Arkansas Valley Ambulance District Board Meeting, August 19, 2019
            Attendance: Nicole Lewis, Tom Kainz, Andra Dalton, Dave Van Nattan.

            Nicole Lewis, Andra Dalton, Tom Kainz, Dave Van Nattan. Guest Dave Craft

            Present at meeting Nicole Lewis, Andra Dalton, Tom Kainz, Dave Van Nattan. Guest Dave Craft, Jim Lemermeier. 

            • Meeting called to order at 1824.
            • Minutes were presented, Andra moved to accept, Tom seconded, voted 4/0
            • Treasures report given.
              • Largest expense this month was the purchase of Med1 for $10K. Next expected expense is tires.
              • To date our total balance received from the county is $164,880.83. Our current balance is $110,574.37.
            • It was motioned by Andra to purchase emergency lights for Mark Rowland’s POV at a cost of not greater than $450. seconded by Dave, voted 4/0.
            • Nicole has contacted a CPA firm, contact name is Sue Blair who has 33 years of experience. No formal contract has been reached, yet Nicole is talking about our needs with them, ie bookkeeping, accounting, budget, compliance issues for officers of AVAD.
            • SDA has extended a scholarship to AVAD board members to attend upcoming conference in Keystone on Sept 18-20.
            • Uniforms were discussed and will be researched by Dave to give options, price points etc.
            • Upcoming events is accessed evaluation report, Sue and Tom will look into this.
              • A volunteer fair is being held at Howard Hall on Sept 8. We will provide information and handouts at that event.
            • Sept 1 we will need to move our units out of HVFD building for their annual Labor Day Breakfast, on Sept 2 we will need to return units into building.
            • Dave is trying to meet with Coaldale Community Center for a location for A2.
            • Legal, A1 title and Bill of Sale will be finalized with the county on Aug 20 by Nicole.
            • Board position was discussed. We have two people interested, Dave Craft and Kim ?
            • AVAD EMT class possibly will start in January. We have a possible 7 students.
            • We discussed possible rotation of volunteers, meals and housing for volunteers who are from out of town.
            • Billing Medicare, Business Options will be billing for AVAD.
            • Ambulance Directors report.
              • Jim has had the front end on A1 aligned and front tires done. A motion was made to purchase new tires for A2, giving Jim the okay to move forward on this, sending bill to Tom, motioned by Dave, seconded by Andra voted 4/0.
            • A2 has received a sample power-cot for our inspection, it has been installed on a trial basis, saving the old cot for future use.
            • Nicole will check with CPA if as a District we can be tax exempt on purchases.
            • We will have some business cards made for board members.

            Meeting adjourned at 2015, next meeting Sept 16, 2019.

            Minutes submitted by Dave Van Nattan

              Meeting Minutes of July 2019

              AVAD 19-7

              Minutes of July 15, 2019

               

              Arkansas Valley Ambulance District Board Meeting, July 15, 2019
              Attendance: Nicole Lewis, Tom Kainz, Andra Dalton, Dave Van Nattan.

              Meeting was called to order at 1810 

              • Minutes from last month we presented. Andra made motion, seconded by Tom to accept minutes, voted 4/0. 
              • A Financial report was made by Tom.
                • Notable expenses totaled $495 to Business Options and $480 for Detailing/waxing. Current balances are $158,289.62 (combined).
                • Available funds are $93,983.16.
                • Our grant was approved covering $90,000 for new Life PAC, radios, and cot assist. 
                • Motioned to accept by Dave, seconded by Andra, vote 4/0 in favor.
              • Nicole is still working on a CPA. Nicole suggested we form some sub committees to cover areas of concern, review information and report back to board with recommendations. Policies and procedures, CPA firm is the first committee. Andra motioned, seconded by Dave, that a sub committee be formed using Nicole and Andra as leads. Vote taken 4/0 confirming setup of committee. 
              • Up coming events are noted.
                • On July 22 there will be a EMT information meeting. Andra will look into cost of their class vs our own. AVAD will promote both events. Colorado Mountain College requires English Credits for class.
                  •  Time is set for 6 pm for EMT event.
                • Driver training will be given on July 23 starting at 6 pm. 
              • The open position on the Board was discussed. No one has shown interest as of yet. Nicole is working on a solution to maybe have the deadline moved a little. 
              • Road signs on Highway 50 indicating AVAD District starting place on both the East side and West side. TOD signs maybe used instead, Nicole will contact to get results. 
              • EMT class members are in the process of taking test. 
              • Uniforms, jumpsuits, safety vest, and Highway vest were discussed. Dave will do some research on these plus go bags. 
              • Billing to Medicare thru Business Options was approved June 25. We are able to back bill for a period of 90 days. 
              • Ambulance Director report unavailable due to absence. 
              • Grants information. We should be getting our grant money in Sept. Stryker Equipment made an offer for us to try out their cot to decide if we will go with their equipment at a future date. We are looking into other equipment also. Computer update is important, prices range from tablets at $400 to Surface pros at $700. Obtaining life pacs, radios are in the planning stage. Their is also a need for a larger metal cabinet. 
              • New keys for both units will be made and placed at approved locations. A/C has Ben fixed on A1, A2 has had the rear spring replaced and is now scheduled for new tires and an alignment. 
              • A location in Coaldale is still being looked for. 
              • SDA has sent two comics of their 2019 Manuel. Copies are available online at sdaco.org, tab to resources. 

              Meeting was adjourned. 

              Minutes submitted by Dave Van Nattan