BOARD MEETING OVERVIEW November 16th, 2017

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1 BOARD MEETING OVERVIEW November 16th, 2017 I. CALL TO ORDER - The meeting will be held at District Headquarters and is scheduled to begin at 7:00 p.m. II. III. IV. PLEDGE OF ALLEGIANCE AGENDA APPROVAL Enclosed ITEM A in your packets is the proposed open meeting agenda for Board approval. Management is requesting the following; Move to approve the agenda for Thursday, November 16th, APPROVAL OF MINUTES Enclosed ITEM B for board approval is the minutes from November 9 th, Management is requesting; Move to approve Board minutes from November 9th, V. PUBLIC COMMENTS VI. VII. VIII. IX. AWARDS & ANNOUNCEMENTS STAFF REPORTS A. Billing Report Enclosed marked ITEM C for Board review is the billing report for week ending November 11th, OLD BUSINESS NEW BUSINESS A. Approval of Remount Project - Management is requesting approval of Emergency Services Supply (ESS) - Osage to remount 3 ambulances in the amount of $160,980. B. Benefit Renewal Update Management will present the Board with the District s 2018 Benefits renewal information. X. ADJOURNMENT ST. CHARLES COUNTY AMBULANCE DISTRICT SECOND BOARD MEETING/CLOSED MEETING THURSDAY November 16th, 2017 I. CALL TO ORDER PUBLIC PORTION The meeting will be held at District Headquarters and is scheduled to begin after the regularly scheduled Board Meeting. II. III. MOTION TO CLOSE MEETING PUBLIC PORTION ADJOURNMENT PUBLIC PORTION Page 1 of 1

2 ITEM A NOTICE OF MEETING Public notice is hereby given that a public meeting of the Board of Directors of the St. Charles County Ambulance District will be held at the District's Offices, 4169 Old Mill Parkway in St. Peters, Missouri, on Thursday November 16, 2017 at 7:00 p.m., to consider and act upon the matters on the following tentative agenda and such other matters as may be presented at the meeting and determined to be appropriate for discussion at that time. 7:00 P.M. BOARD MEETING I II III CALL TO ORDER PLEDGE OF ALLEGIANCE AGENDA APPROVAL IV APPROVAL OF MINUTES November 9th, 2017 V VI VII VIII IX X PUBLIC COMMENTS AWARDS & ANNOUNCEMENTS STAFF REPORTS A. Billing Report 1. Week ending November 11th, 2017 OLD BUSINESS NEW BUSINESS A. Approval of Remount Project B. Benefit Renewal Update ADJOURNMENT Raymond Bauer Secretary of the Board of Directors Date/Time Posted: 12 noon By:

3 ITEM A NOTICE OF MEETING Public notice is hereby given that a public meeting of the Board of Directors of the St. Charles County Ambulance District will be held at the District's Offices, 4169 Old Mill Parkway in St. Peters, Missouri, on Thursday September 28, 2017 at approximately 7:00 p.m., to consider and act upon the matters set forth below and such other matters as may be presented at the meeting and determined to be appropriate for discussion at that time. I II III CALL TO ORDER PUBLIC PORTION MOTION TO CLOSE MEETING PUBLIC PORTION Pursuant to: A. Attorney Client Sec (1)RSMo (1986) ADJOURNMENT - PUBLIC PORTION Raymond Bauer Secretary of the Board of Directors Date/Time Posted: 12 noon By:

4 ST. CHARLES COUNTY AMBULANCE DISTRICT BOARD MEETING THURSDAY, November 9, 2017 ITEM B I. CALL TO ORDER Mark Fenton called the meeting to order at headquarters at 7:00 p.m. In attendance were Mark Fenton, James Ottomeyer, Teresa Reynolds, Raymond Bauer, James Cooke and Ronald Reguly. II. PLEDGE OF ALLEGIANCE III. AGENDA APPROVAL James Ottomeyer moved to approve the agenda as amended for Thursday, November 9, Teresa Reynolds seconded, the motion carried 6 to 0. Teresa Reynolds made the motion to move item C. Benefits Brokerage Discussion to closed session, James Cooke seconded, motion carried 6 to 0. IV. APPROVAL OF MINUTES Raymond Bauer moved to approve the Board minutes from Thursday, October 26, Teresa Reynolds seconded, the motion carried 6 to 0. V. PUBLIC COMMENTS Teresa Reynolds made statement that she attended the Survivor luncheon today. Teresa gave recognition to the team for always doing a great job. VI. WORK SESSION VII. AWARDS & ANNOUNCEMENTS Chief Taz Meyer introduced two new employees who currently work in the Billing Department; Emily Hardin & Crystal Hardin. VIII. STAFF REPORTS A. Finance Report Tod Lindbeck presented the Board the 2017 October Cash Disbursement in the amount of $1,743, Ronald Reguly made motion to approve October Cash Disbursement in the amount of $1,743,376.75, James Cooke seconded, the motion carried 6 to 0. B. Billing Report Chief Taz Meyer presented the Weekly Billing Report through week ending November 4th, IX. OLD BUSINESS A. Update on Base 5 and 18 Construction Collette Koscielski from Navigate Building Solutions provided the Board an update regarding the construction of Base 5 and 18. B. Construction Management Services Not at Risk Base 3 & Training Facility Craig Meckfessel and Taz Meyer reviewed all proposals that were previously submitted and would like to recommend Navigate Building Solutions as the Construction Management Service Provider for base 3 and the training facility. Navigate Building Solutions was not only the lowest bidder of $198, but the District has a successful previous working relationship with CMS. 1

5 James Ottomeyer moved that concerning the bids for construction management services not at risk for the construction of Base 3 and the Training Center and having considered the fees for overhead and profit of the bidders, the reimbursable costs for reimbursable items, the qualifications of all bidders including their demonstration of ability to perform projects comparable in design, scope and complexity, their demonstration of their good faith efforts to achieve compliance with applicable legal requirements, the references of other owners, the financial position and strength of the bidders and also, qualifications of staff particularly those who would manage our projects and the demonstration of successful management systems, we award the work to Navigate Building Solutions in the amount of $198,595.00, Ronald Reguly seconded, the motion carried 6 to 0. X. NEW BUSINESS A. Purchase of Ambulances Jim Fingerhut presented bid amounts for two new ambulances which were published for bid on October 4 th, Sentinel presented the lowest bid but took several exceptions that would be problematic. There would be extra software required and a change in some lighting packages that would be outside the normal configuration. This change would create a lag in maintenance time and result in additional cost. Management is requesting to award the purchase of two ambulances to Emergency Service and Sales (Osage) in the amount of $457, Ronald Reguly moved to approve the purchase of 2 new ambulances for the District in the amount of $457, and award the bid to Emergency Service and Sales (Osage). In making this motion, let the record show that although Sentinel was the lowest bid, that is somewhat misleading because of the exceptions in their bid, the cost was actually higher than Emergency Sales and Service, and when compared to the second lowest bidder AEV, the separation between ARV and ESS is $83 per unit. With such a small difference in cost, to change vendors does not show to be advantageous to the District at this time. The track record and previous performance of ESS more than exceeds the slight difference in cost compared to the other bidders. Raymond Bauer seconded, the motion carried 6 to 0. XI. ADJOURNMENT PUBLIC PORTION Teresa Reynolds moved to adjourn the Board Meeting, Ronald Reguly seconded, the motion carried 6 to 0. ST. CHARLES COUNTY AMBULANCE DISTRICT SECOND BOARD MEETING/CLOSED MEETING THURSDAY November 9, 2017 I. CALL TO ORDER PUBLIC PORTION Mark Fenton called to order the Public Portion. In attendance were Mark Fenton, James Cooke, James Ottomeyer, Teresa Reynolds, Raymond Bauer and Ronald Reguly. II. MOTION TO CLOSE MEETING PUBLIC PORTION Raymond Bauer moved to suspend the open meeting and go into Closed Meeting-Public Portion pursuant to Attorney Client Sec (1)RSMo(1986), and Real Estate Sec (2)RSMo(1986). James Ottomeyer seconded; roll call vote was taken. Mark Fentonyea, James Cooke-yea, Teresa Reynolds-yea, Raymond Bauer-yea, James Ottomeyer-yea and Ronald Reguly-yea, the motion carried 6 to 0. III. ADJOURNMENT PUBLIC PORTION James Ottomeyer moved to adjourn the Board Meeting. Raymond Bauer seconded, motion carried 6 to 0. Next Regular Board Meeting November 16,

6 Mark Fenton, Chair Submitted by Tammy Dixon Raymond Bauer, Secretary/Treasurer 3

7 Week ending # trips for week # Routine-transported trips for week # Emergency trips for week - New 01/2017 # Estimated billable trips for week - New 01/ /21/ /28/ /4/ /11/ ITEM C SCCAD Billing Dept Productivity: # trips pre-billed during week # trips coded during week # of trips with charge/credit activity Gross Charges posted during week Contractual Allowances posted during week Mdcd Enhanced Fees posted during week Payments posted during week Refunds posted during week WriteOffs posted during week Sent to Collection posted during week Recovery of Bad Debt posted during week Call Intake: # of Routine-Transported (Outcome) # of Call Intake calls handled (initial inbound) # trips req. follow-up (after hrs - no info recd) # of trips information faxed after hours (est.) Report Date (as of date) Trip Date last pre-billed (per Marfcount) Days Lag in Pre-billing Trip Date last coded (per Marfcount) Days Lag in Coding Days Lag in Payment Posting , , , ,390 ($220,610) ($174,548) ($148,232) ($172,361) 0 14, ($146,289) ($297,246) ($339,035) ($90,808) $2,319 $56,691 $20,129 $2,317 ($11,040) ($7,974) ($6,569) ($16,801) ($115,646) ($87,362) ($102,056) ($99,561) $1,681 $13,412 $12,226 $3, /22/ /29/ /5/ /12/ /13/ /20/ /27/ /2/ /8/ /15/ /20/ /27/ Aging by Schedule/Event (Aging Date) Current Balance $2,652,439 $2,742,700 $2,560,254 $2,686, , , , , , ,541 97, ,468 64,413 45,975 45,290 39,948 77,871 40,809 43,118 41, ,534 30,669 33,802 34, , , , ,860 3,722,816 3,686,979 3,559,318 3,729,090 C:\Users\dneville\Desktop\Weekly Billing Scorecard 2013 (2).xls

8 Memo To: Taz Meyer, Chief From: Jim Fingerhut, Deputy Chief, Special Operations Date: 11/13/2017 Re: Approval of Remount Project Management is requesting the approval to extend the agreement with Emergency Service Supply (Osage Ambulance) to remount three(3) ambulances. The District set forth in the 2017 Bid specification with an option to extend the submission in The District wants to exercise that option and reached out to Emergency Service Supply (ESS) for the annual cost adjustment. ESS responded with a $1200 increase which the District finds to be within acceptable limits. There are two items that are listed as optional. These are typically items not all trucks need to have replaced and are invoiced as additional cost. Management is requesting approval of Emergency Services Supply (ESS) - Osage to remount 3 ambulances in the amount of $160,980 Any additional work, outside this agreement will be billed on a separate invoice. This amount will be reflected in 2018 budget. Because of the volume of vehicles in this project management is bringing this project forward to begin the process. The first delivery will not be before January 2018.

NEW BUSINESS A. Approval to Purchase Manikin and Accessories B. Celebrate SCCAD

NEW BUSINESS A. Approval to Purchase Manikin and Accessories B. Celebrate SCCAD NOTICE OF MEETING Public notice is hereby given that a public meeting of the Board of Directors of the St. Charles County Ambulance District will be held at the District's Offices, 4169 Old Mill Parkway