Meeting Minutes of May 2021

 AVAD 21-05

 

Minutes of May 17th, 2021

 

Attendees: Nicole Lewis, Andra Dalton, Tom Kainz, David Craft, Dave Van Nattan, guest Mark Rowland, Kevin Hultzapple, Tara Seal, Scotty Horton.

 

Meeting called to order at 1806 hours. 

Minutes were presented, reviewed with no correction. Motion to accept by David, seconded by Andra, voted to accept 5/0. 

Treasures report presented by Tom. Reviewed by Board, no question or corrections, motion to accept by Dave, seconded by David, voted to accept 5/0. Only outstanding bills to be paid shortly are radio expenses to Motorola for $12,646 and to Stryker for $14,354. 

Our guest are here to discuss our upcoming land purchase. Many general items were discussed, ie land access to 86 Hamilton Creek, utilities etc. The future owners of 86 Hamilton Creek wanted AVAD to know they are totally willing to work jointly with us in obtaining a substation. Dave informed everyone that a survey is pending subject to surveyors schedule. Upon completion of discussion our guest departed. Board will move forward with land deal for AVAD’s best interest. 

Admin Assistant: Andra has been in contact with Josh and Byron who might have some interested parties in filling that vacancy. We are looking at hiring an Administrative Assistant for a 20-40 hours position with a pay level of approx $15.00 an hour. In Chaffee County PRN’s work approx 24 hours a week.

 AED’s are in, these are the Grant items. David will take pictures of each to record serial numbers, models etc. Nicole is working on policies.

 Monthly trading schedule. Andra shared the dates with the Board. Meetings will be held the second Tuesday of each month, June 8, July 13, Aug 10….etc. Reminder that for volunteers, volunteer must attend 90% of these meetings for financial rewards.

 Nicole indicated that she would like for AVAD to spearhead a summer Volunteer Appreciation Community Event”. The community could meet and greet all the local volunteers that service the entire valley. The community’s chance to meet the EMTs, the drivers, the firefighters, and the the members of other groups throughout the community. Not just the ones mentioned but also other groups like the Historical Society, the cemetery volunteers, and the list can go on. Target date at this time is July 17.

 Outstanding client accounts were discussed. Currently we have 8 accounts, each between $110-$3400, that have had their final notice sent. These bills are from 2019 and total $9375. All accounts have been reviewed. If turned over to collections they are subject to a 60% fee. The Board discussed these bills and are leaning to write them off. Nicole will check with CRS and ask what legal problems this might cause.

 Ambulance Directors Report: The radios went to Colo Spgs today for programing. Mark then asked for guidance concerning our stand on what he referred to as B S calls, are we able to refuse these calls? Liability is one main concern. If we determine it as a bogus call and it wasn’t, all sorts of things could result. The Board feels that all calls should be answered. Repeat calls that show a pattern of abuse can be handled differently. The client needs to know they are being tracked on their calls, at some point they will be charged for each call. Abuse cases include, but are not limited to, “can you come check my blood pressure”, “can you tell me what’s wrong with me so I don’t have to go to the doctor”, etc.

No further word on the Rescue vehicle.

F.Y.I…..Dear Mountain license is expired yet they are still running. The county is aware of this. Not sure of what if any action the county will take.

 

Meeting adjourned at 2037 hours. 

Respectfully submitted

Dave Van Nattan

 

 

 

 

 

 

 

     

     

     

     

     

     

     

    Meeting Minutes of April 2021

     AVAD 21-04

     

    Minutes of April 19th, 2021

     

    Attendees: Nicole Lewis, Tom Kainz, David Craft, David Van Nattan, guest Mark Rowland, Kenny Owens, Dan Victoria. Andra Dolton absent due to work schedule.

     

    Meeting was called to order at 1800 by Nicole.

     

    Minutes were presented, no correction. Motion to accept by David, seconded by Tom, vote 4/0 carried.

     

    Treasures Report: report presented and reviewed by BOD. See attached report. Motion to accept made by David, seconded by Dave, voted carried 4/0.

     

    Discussion with Dan Victoria concerning property on CR45, Coaldale. Some of the topics discussed were current status of land (1.3 acres), possible set back issues, Board of Zoning possible adjustment, a flood plain study. Some positive take always were this being a community project. The county sounds like it is willing to help make this happen by giving us guidance and input. They will supply us with help in finding consultants, engineers and surveyors. Communications with CDOT, police, fire and necessary letters involved. And help with the 10 page Site Development Plan. There is a survey on record at the county offices which might help. Cost of the land is $4K. Some possible problems that will need to be addressed are flood plain, size of lot, the creek, well permit, setbacks, size of building and what we want to have in place inside the building.

     

    Administration Assistant: Noah is leaving this month and planning to return in the fall. Andra is working on getting a replacement from Chaffee County.

    Mark will be issuing a check from AVA some time this week to Howard Fire, the balance of AVA funds as they close down completely.

     

    AED were ordered, 10 purchased thru a Grant, and 10 purchased by AVAD for the Community Placement Program. Jump bags are still in the planning stage.

     

    AVAD’s Volunteer Appreciation BBQ is being planned for July or August. We do need to model COVID safety for this event. The 4th wave is happening throughout the country.

     

    Review of the new six hour shifts took place. Currently it is too soon to judge if it is working better then the old system. We still do need a bigger core of volunteers. 

    Travel brochure is still a work in progress, hope to see that started soon. 

    There will be an EMT class in Salida starting in August. 

    Policies covering the new AED should be completed by the time we receive the AEDs. 

    Outstanding bad debt, currently 12, were reviewed by Nicole with the following stats….75% are in for collection (approx $2,000 each), 3 billing are of patients with circumstances beyond their control. 

    A date was set on meeting at the land on CR 45 so Board Members could see what we are dealing with. 

    Ambulance Directors Report: Radios are in Pueblo with Radio Tech and will be there approx 10 days. Cost $4-500. That is the end of our Grant items. The next Grant cycle will open Dec 15, so let’s be ready.

    A2 will be moving to Coaldale (Mark’s home) for the summer.

    Ambulance Licensing meeting is next Tue to be attended by Andra and Nicole.

    Dear Mountain: the Ambulance Directors position is if a situation warrants, AVAD is willing to help the patient in the Dear Mountain Area, as long as we are covered in our own District. We DO need to bill for all calls we make in the Dear Mountain Area.

    Licenses are being reviewed this month by the County.

    Motor vehicle accidents are going to increase due to summer activity in our valley. It is imperative that PCR’s are completed as soon as possible to insure payment from insurances. Our rates are consistent with other districts. EMT education needs a review on filling out PCRs, billing from the narrative and the check boxes. 

    Lane texted Nicole who shared with the Board…a Rapid Response vehicle is available thru Oak Creek District. Cost is $4K, 140K miles some body work needs done. Mark recommended we purchase this vehicle for the cases when we need to go to a remote area and do not want to take an ambulance. Dave motioned, David seconded, for Lane to make Oak Creek an offer of $3500 as is, with authorization to extend that offer to $3800 if needed. Vote carried 4/0. 

    No public comment.

     

    Meeting adjourned at 2037 hours.

     

    Respectfully submitted

    Dave Van Nattan

     

     

     

     

     

     

     

       

       

       

       

       

       

       

      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