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Board Meeting Minutes of January 2020

by TEK | Feb 20, 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