REGULAR BOARD MEETING OVERVIEW THURSDAY MARCH 22, 2018

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1 REGULAR BOARD MEETING OVERVIEW THURSDAY MARCH 22, 2018 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. APPROVAL OF MINUTES Enclosed ITEM B for board approval is the minutes from March 8, Management is requesting; Move to approve Board minutes March 8, V. PUBLIC COMMENTS VI. AWARDS & ANNOUNCEMENTS VII. STAFF REPORTS A. Financial Report Enclosed marked ITEM C for Board review is the Cash Disbursement Report for the period of February 2018 in the amount of $2,336, from General Checking. Management is requesting the following; Move to approve Cash Disbursements for February 2018 in the amount of $2,336, from General Checking. Enclosed marked ITEM D for Board review is the Cash Basis Revenue Expense Report for January 2018 B. EMS Activity Report Enclosed and marked ITEM E is the Monthly Call Summary for January During the month of January there were 2,013 emergency calls, 765 nonemergencies and 411 non-transports. Total calls for January 2018 is 3,747. This is an increase of 11.5% from January 2017 and an increase of 11.5% year-to-date. VIII. OLD BUSINESS A. Approval to Purchase Zoll Package - Enclosed marked ITEM F as presented at the March 8 th Work Session is information requesting to purchase 6 cardiac monitor pacer/defibrillator, 2 autopulses and 1 AED from Zoll Medical in the total amount of $236, The items quoted are with all the accessories necessary to have a functional unit, street ready. The quote is above the $156,000 budgeted for these projects prior to the addition of the two positions. This is an increase over the budgeted amount of $52, B. Approval to Purchase McGrath and Video Laryngoscope - Enclosed marked ITEM G as presented at the March 8 th Work Session is information regarding the purchase of 15 Mac Grath video laryngoscopes from exclusive vendor Physio Control in the amount of $37, C Mexico Road Update - The lease of unit 4143 expires March 31, The remainder of the building is vacant. Units 4141 and 4151 have been cleared, painted and the carpets have been cleaned. Craig Meckfessel is working with the IT department to Page 1 of 2

2 REGULAR BOARD MEETING OVERVIEW THURSDAY MARCH 22, 2018 research and implement the best option for connecting the building with SCCAD servers. D. HRIS Update- Herbie Morrow will provide the Board an update regarding HRIS/Payroll. IX. NEW BUSINESS A. Pulse Points Bid Summary - Enclosed marked ITEM H is a memo and bid summary results regarding the printing and distribution of the Districts quarterly Pulse Points. The lowest bidder was Stolze Printing Company in the amount of $11,903. per issue. Management would like to recommend Stolze Printing Company as the vendor to provide printing and mailing of the District s Pulse Points in the amount of $11,903. per issue. X. OPEN MEETING XI. ADJOURNMENT ST. CHARLES COUNTY AMBULANCE DISTRICT SECOND BOARD MEETING/CLOSED MEETING THURSDAY March 22, 2018 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 2 of 2

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 March 22, 2018 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 February 22nd, 2018 V VI VII VIII IX X PUBLIC COMMENTS AWARDS & ANNOUNCEMENTS STAFF REPORTS A. Finance Report 1. February 2018 Cash Disbursement Report 2. January 2018 Cash Basis Revenue Expense Report B. January 2018 Call Report C. EMS Survey Report 2018 OLD BUSINESS A. Approval to Purchase Zoll Package B. Approval to Purchase McGrath and Video Laryngoscope C Mexico Road Property D. HRIS Update NEW BUSINESS A. Pulse Points Bid Summary ADJOURNMENT Raymond Bauer Secretary of the Board of Directors Date/Time Posted: 12 noon By:

4 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 March 22, 2018 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:

5 ST. CHARLES COUNTY AMBULANCE DISTRICT BOARD MEETING MINUTES THURSDAY, March 8, 2018 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 for Thursday, March 8, James Cooke seconded, the motion carried 6 to 0. IV. APPROVAL OF MINUTES Ronald Reguly moved to approve the Board minutes from Thursday, February 22, Raymond Bauer seconded, the motion carried 6 to 0. V. PUBLIC COMMENTS VI. VII. WORK SESSION AWARDS & ANNOUNCEMENTS VIII. STAFF REPORTS A. Billing Report Chief Taz Meyer presented the Weekly Billing Report through week ending February 24th, Chief Meyer also discussed new Billing software and informed the Board we will present a new report format at a future Board Meeting. IX. OLD BUSINESS A. Update on Base 5 and 18 Construction Collette Koscielski from Navigate Building Solutions provided the Board an update and handout regarding the construction of Base 5 and 18. No Board action taken MOTION TO SUSPEND MEETING PUBLIC PORTION Ronald Reguly moved to suspend the open meeting and go into Closed Meeting- pursuant to Attorney Client Sec (1)RSMo(1986), and Personnel Sec (3)(13)RSMo(1986). James Ottomeyer seconded; roll call vote was taken. Mark Fenton- yea, James Cooke-yea, Teresa Reynolds-yea, Raymond Bauer-yea, James Ottomeyer-yea and Ronald Reguly-yea, the motion carried 6 to 0. B. Rognan and Associates Agreement Chief Taz Meyer presented the Board with an agreement from Rognan & Associates with a monthly service fee of $4,000. Teresa Reynolds moved to approve the agreement between the District and Rognan & Associates for a monthly fee of $4,000., subject to future amendment to capture all applicable accounting duties and responsibilities, Ronald Reguly seconded, the motion carried 6 to 0. X. NEW BUSINESS 1

6 A. Approval to Purchase Ventilators Management presented the Board with information regarding the purchase of 9 ventilators and brackets in the amount of $131,247. from Spiritus Consultants, who is the sole source vendor for this device. Management is recommending Board approval at the 3/22 Board Meeting. No Board action taken B. Approval to Purchase Zoll Package Management presented the Board information and asked for Board approval to purchase 6 cardiac monitor pacer/defibrillator, 2 autopulses and 1 AED from Zoll Medical in the total amount of $236, The items quoted are with all the accessories necessary to have a functional unit, street ready. The quote is above the $186,000 budgeted for these projects prior to the addition of the two positions. This is an increase over the budgeted amount of $49, Management is recommending Board approval at the 3/22 Board Meeting. No Board action taken C. Approval to Purchase McGrath and Video Laryngoscope Management presented the Board information regarding the purchase of 15 Mac Grath video laryngoscopes from exclusive vendor Physio Control in the amount of $37, No Board action taken D. Harassment Policy #108-7 Management submitted to the Board and initial updated draft of Harassment Policy for approval. The Harassment Policy will continue to be reviewed at this time by Management and IAFF Officials. No Board action taken XI. ADJOURNMENT PUBLIC PORTION Raymond Bauer moved to adjourn the Board Meeting, James Ottomeyer seconded, the motion carried 6 to 0. ST. CHARLES COUNTY AMBULANCE DISTRICT SECOND BOARD MEETING/CLOSED MEETING THURSDAY March 8, 2018 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 Ronald Reguly moved to suspend the open meeting and go into Closed Meeting-Public Portion pursuant to Attorney Client Sec (1)RSMo(1986), and Personnel Sec (3)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 Teresa Reynolds moved to adjourn the Board Meeting, James Ottomeyer seconded, motion carried 6 to 0. Next Regular Board Meeting March 22, 2018 Mark Fenton, Chair 2

7 Submitted by Tammy Dixon Raymond Bauer, Secretary/Treasurer 3

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23 ITEM F Memo To: Taz Meyer, Chief From: Jim Fingerhut, Deputy Chief Date: 3/21/2018 Re: Purchase of Zoll Monitor, and AED The District requested a quote from Zoll Medical for 6 cardiac monitor pacer/defibrillator, and 1 AED. The items quoted are with all the accessories necessary to have a functional unit, street ready. This quote is above the $156,000 budgeted for these projects prior to the addition of the two positions. This is an increase over the budged amount of $52, Management is requesting approval to purchase the Zoll Project items for $208, Monitor Defibrillator Acct number $156,000 AED Acct number $ 1200 The District solicited a quote from Zoll Medical, who is the sole source vendor for this device.

24 ITEM G Memo To: Taz Meyer, CEO From: Jim Fingerhut, Deputy Chief Date: 3/21/2018 Re: MacGrath video laryngoscopes Management is requesting approval to purchase 15 Mac Grath video laryngoscopes. The handles are available through an exclusive vendor, Physio Control. Management is requesting the Board to approve the purchase of 15 Mac Grath video laryngoscope handles from Physio-Control in the amount of $37, Account number

25 ITITEM HM H Memo To: Dave Lewis, Assistant Chief From: Kyle Gaines, Director of Community Relations Date: March 13, 2018 Re: Approval of Pulse Points Newsletter Vendor Management is requesting approval to contract with Stolze Printing Company, Inc. to provide printing, addressing and mailing services for our Pulse Points newsletter to the community. Mailed to more than 40,000 households throughout St. Charles County and distributed at presentations regularly, Pulse Points is one of SCCAD s primary means of communication with those we serve. It enables us the opportunity to share pertinent operational updates, usage statistics, and safety tips/information with our community. The accounting and procurement team direct solicited 20 printers in February, and closed the bid opportunity on March 9. Six proposals were received from the following agencies: Stolze Printing Co., Henry Wurst Inc., Inkwell Printing Co., The Printing Source Inc., Minuteman Press Wentzville, and Adsell Companies. Pricing was submitted on a per issue basis. Minuteman, Adsell and Inkwell s proposals could quickly be eliminated based on price all were higher (by varying amounts) than the more competitive bidders. The Printing Source s price ($12,500) was slightly higher than the most competitive bidders, but warranted further consideration based on our past positive experience with this vendor they won the Pulse Points contract for one year several years ago, and we were pleased with their service. Henry Wurst Inc. s pricing was the lowest on our initial pass ($10,633), but upon further review, we found that they d quoted our postage as non-profit, which we do not qualify for (a point clearly stated in the bid summary packet). Assuming a more correct estimate for postage, their price would be closer to $12,500. Further, this vendor is based out of North Kansas City, and we d prefer to utilize someone more local. Stolze Printing Co., Inc., our longtime vendor on Pulse Points, came in at $11,903 per issue a price virtually identical to what we currently pay. They are based in Bridgeton, and with each edition produced work diligently to ensure that our newsletter is high-quality and is delivered during the communicated target timeframe. Stolze has communicated that the only pricing increase we may incur in subsequent years of the contract (if awarded) would be changes in wholesale paper cost. Given the District s ongoing positive experience with Stolze and their being the lowest-price vendor (taking Wurst s nonprofit mistake into consideration), my recommendation would be to award the contract to Stolze again this year. Management is requesting approval of Stolze to provide a community newsletter printing/mailing solution for the District not to exceed $50,000 annually.

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