EL PASO COUNTY EMERGENCY SERVICES AUTHORITY BOARD MEETING AGENDA

Transcription

1 Board of Directors Chief Carl Tatum, Chair Commissioner Sallie Clark Chief Steve Murphy, Vice-Chair Commissioner Peggy Littleton (Alternate) Jeffery S. Force, Secretary Chief Matt Love T. Wayne Florek, Treasurer Councilmember Gary Smith Julie Kiley, M.D. Councilmember Sam Gieck Timothy Hurtado, D.O. Lieutenant Mike Skeldum (Alternate) William Normile Chief John Hillmann EL PASO COUNTY EMERGENCY SERVICES AUTHORITY BOARD MEETING AGENDA Call to Order Determination of a quorum Wednesday, January 6 th, :00 p.m. Pikes Peak Regional Development Center 2880 International Circle, 2nd Floor Hearing Room Colorado Springs, CO This meeting is being recorded to assist in the production of meeting minutes. 1. CHANGES TO AGENDA/POSTPONEMENTS 2. PUBLIC COMMENT FOR ITEMS NOT SCHEDULED ON THE AGENDA 3. APPROVAL OF THE MINUTES FOR DECEMBER 2 ND, REGULAR BUSINESS A. Treasurer s Report for December 2015 (Wayne Florek) [Action / Approval] B. Compliance Reports for November 2015 (Ted Sayer) [Action / Approval] C. Committee Reports Research Committee (Chief Steve Murphy) [Information] D. Scatter Map Data for November 2015 (Chelsia Baker) [Information] E. Community Relations Report November 2015 (Twyla Kuemmerly) [Information] 3755 Mark Dabling Blvd, Colorado Springs, CO (719)

2 5. NEW BUSINESS A. Annual Meeting Statutory Requirements (Ted Sayer) [Action / Approval] A. Consent Items acted on as a whole unless a specific item is called up for discussion and separate vote: 1) Sunshine Act Compliance A) Meeting notices will be posted at least twenty four (24) hours in advance of a meeting at the same place as the El Paso County Commissioners and Fountain City Council meeting notices are posted. B) The day and time of regular meetings shall be held the first Wednesday of each month at 3:00 PM MST; however the Board may meet at a different time if properly noticed. The primary meeting place will be at the Pikes Peak Regional Building Department, 2880 International Cir., Colorado Springs, CO However, the Board has the ability and to meet in various locations from time to time. C) Ted Sayer shall be the official custodian of Board minutes and records. All Board minutes and records shall be kept and maintained for the Secretary by the Executive Director. D) The audio recording is hereby designated as the official record of meetings. E) The audio recording of executive sessions is hereby ordered, except for attorney/client communications. G) The Official Newspapers for publication of required notices shall be the same newspapers that are used by the Board of Commissioners of El Paso County. 2) Election of 2016 Officers of the Board of Directors B. Ambulance Recertification (Shawn Howe) [Information] C. CPI adjustment to response time penalties (Ted Sayer) [Information] D. Board Member/Staff Comments 3755 Mark Dabling Blvd, Colorado Springs, CO (719)

3 6. EXECUTIVE SESSION REQUESTS In accordance with the Colorado Open Meetings Law, Section (4), the El Paso County Emergency Services Authority, in open session, will determine whether it will hold a closed executive session. The matter for executive session will be limited to the topics identified in Section (4) of the Open Meetings Law, and the topic for discussion will be stated in the open session in as much detail as possible without compromising the purpose of the executive session. The Chair shall poll the ESA members, and upon consent of two-thirds of the members present, an executive session will be held. If consent to the executive session is not given, the item may be discussed in open session or withdrawn from consideration. 7. ADJOURNMENT PACKETS ARE SENT VIA TO EXPEDITE INFORMATION Pursuant to the Colorado Open Meetings Law, CRS , et Seq. and ARTICLE TWO Section 2.9.C of THE EL PASO COUNTY EMERGENCY SERVICES AUTHORITY Agreement, this agenda was posted at the El Paso County s administration offices at Centennial Hall, 200 S. Cascade Ave., Colorado Springs, Colorado on or before January 5 th, Please call Ted Sayer at or him at tedsayer@elpasoco.com if you wish to submit your name and address to receive notice of future meetings. TENTATIVE SCHEDULE OF UPCOMING COMMITTEE MEETINGS DATE MEETING TIME LOCATION January 20 th, 2015 Research Committee 3:00 PM January 20 th, 2015 Planning Committee 4:00 PM February 3 rd, 2016 Monthly Board Meeting 3:00 PM 2880 International Circle, 1 st Floor Conference Room 2880 International Circle, 1 st Floor Conference Room 2880 International Circle, 2 nd Floor Hearing Room 3755 Mark Dabling Blvd, Colorado Springs, CO (719)

4 Item 3 Board Meeting Minutes El Paso County Emergency Services Authority DECEMBER 2 ND, :00 PM. PIKES PEAK REGIONAL BUILDING DEPARTMENT 2880 INTERNATIONAL CIRCLE, COLORADO SPRINGS FACILITATOR NOTE TAKER ATTENDEES ABSENT Chief Carl Tatum Ted Sayer Councilmember Sam Gieck, Councilmember Greg Smith, Wayne Florek, Chief Steve Murphy, Chief John Hillmann, William Normile, Dr. Timothy Hurtado, Dr. Julie Kiley, Jeff Force, Kenneth Hodges Commissioner Sallie Clark, Jim Reid, Chief Matt Love Agenda topics 1. CHANGES TO AGENDA/POSTPONEMENTS None. 2. PUBLIC COMMENT None. 3. APPROVAL OF MINUTES FROM OCTOBER 7, 2015 ESA BOARD MEETING None MOTION Motion to approve the Minutes from November 4 th. Second Approved PERSON RESPONSIBLE Wayne Florek Bill Normile Unanimous 4.a. OCTOBER 2015 TREASURER S REPORT Wayne Florek presented the Treasurer s Report for December 2015 MOTION Motion to accept the Treasurer s Report for December 2015 Second Approved PERSON RESPONSIBLE Chief John Hillmann Councilman Sam Gieck Unanimous 3755 Mark Dabling Blvd, Colorado Springs, CO (719)

5 El Paso County Emergency Services Authority 4.b.1 COMPLIANCE REPORT FOR SEPTEMBER Board decided not to assess damages for exemption request for run number Motion to approve September Compliance Report without enforcing damages for call # Wayne Florek Second Approved Councilmember Sam Gieck Unanimous 4.b.2 COMPLIANCE REPORT FOR OCTOBER There was discussion about the erosion in response times to outlying areas. Board Member Bill Normile asked questions of Shawn Howe with AMR about the trend. Shawn explained that there were so few responses in some of the remote areas that there is significant volatility in the data but he would continue to watch. Chair Tatum also voiced concerns about response times. Shawn Howe agreed to start providing average response times so the board can help monitor the compliance better. Chair Tatum also voiced concern about the frequency of mutual aid uses by AMR. Motion to approve October Compliance Report Chief John Hillmann Second Approved Bill Normile Unanimous 4.c. SCATTER MAP DATA Discussion Chelsia Baker presented scatter grams. There was additional discussion about response times to outlying areas and the use of mutual aid partners. 4.E. COMMUNITY RELATIONS REPORT Twyla Kuemmerle presented the list of events AMR covered in October. 5.A. CONTRACTOR REQUEST FOR RATE INCREASE Ted Sayer and Shawn Howe presented AMR s request for an increase to non-mileage rates for 2016 as well as extraordinary increase for medications that experienced unusual increases in their costs. Motion to approve the AMR s 2016 Rate Increase and extraordinary increases Wayne Florek Second Approved Doctor Tim Hurtado Unanimous 3755 Mark Dabling Blvd, Colorado Springs, CO (719)

6 5.B. MEMBER / STAFF COMMENTS El Paso County Emergency Services Authority Kenny Hodges reminded the board that there will be election of officers at the next meeting. 6. EXECUTIVE SESSION REQUESTS None. 7. ADJOURNMENT None MOTION Motion to adjourn. Second Approved PERSON RESPONSIBLE Wayne Floreck Councilmember Sam Gieck Unanimous MEETING ADJOURNED AT 3:43 P.M Mark Dabling Blvd, Colorado Springs, CO (719)

7 El Paso County Emergency Services Authority January 2016 Financial Report Reported on January 6th, 2016 Item 4.a Current Budget 2016 Current Month Current Month Actuals YTD Actuals Year to Date (YTD) YTD Unobligated Balance YTD Variance % From Budget OPERATING REVENUES Contract Administration (Per Agreement) ESA Administration $ 80, $ - $ - $ (80,000.00) % Appropriation from Fund Balance $ - $ - $ - $ - 0.0% Operating Revenue Subtotal (Contract Administration) $ 80, $ - $ - $ (80,000.00) % Other Operational Revenue Interest $ $ - $ - $ (50.00) % Compliance Assessments (Allocated to Grants Fund) $ 7, $ - $ - $ (7,440.00) % Operating Revenues Subtotal (Other) $ 7, $ - $ - $ (7,490.00) % TOTAL OPERATING REVENUES (All Sources) $ 87, $ - $ - $ (87,490.00) % OPERATING EXPENDITURES Contract Administration (Per Agreement) El Paso County Compliance Administration $ 70, $ 5, $ 5, $ (64,853.83) -92.2% Contract Research/Development $ 1, $ - $ - $ (1,500.00) % Financial Audit / Accounting $ 10, $ - $ - $ (10,000.00) % Insurance $ 2, $ - $ - $ (2,567.50) % Office/Automation Expenses $ - $ - $ - $ - 0.0% Information Services $ $ - $ - $ (40.00) % Operating Expenses Subtotal (Contract Administration) $ 84, $ 5, $ 5, $ (78,961.33) -93.5% Notes This budget line will be updated to include the remaining funds balance transferred from the former ESA once the amended budget is approved Other Operational Expenses Grants (From Actual / Available Compliance Assessments) $ 3, $ - $ - $ (3,016.50) % Operating Expenses Subtotal (Other) $ 3, $ - $ - $ (3,016.50) TOTAL OPERATING EXPENDITURES (All Sources) $ 87, $ 5, $ 5, $ (81,977.83) -93.7% VARIANCE - REVENUES OVER EXPENDITURES TOTAL VARIANCE (SURPLUS / DEFICIT) $ - $ (5,512.17) $ (5,512.17) $ (5,512.17) 0.0% CASH POSITION BEGINNING FUND BALANCE Unassigned and Assigned Funds $ 90, As of 12/31/16: Grant Fund Balance Grant Fund Balance (Assigned) $ 11, $ 11, Beginning Balance RFP Fund Balance (Assigned) $ - $ - Add: Assmt Rev Rec YTD Unassigned Fund Balance $ 73, $ - Add: Interest Cash Receivable $ - $ - Less RFP Fund Transfer Cash Payable $ - $ - Less Grant Fund Awards ENDING FUND BALANCE Unassigned and Assigned Funds $ 84, $ 11, Assigned Grant Fund Balance Unassigned Fund Balance is overstated by $56,542 (remaining fund balance from former ESA), this will be reflected in the RFP Fund Balance on the line above once the amended budget is approved

8 Item 4.b Board of Directors Chief Carl Tatum, Chair Commissioner Sallie Clark Chief Steve Murphy, Vice-Chair Commissioner Peggy Littleton (Alternate) Jeffery S. Force, Secretary Chief Matt Love T. Wayne Florek, Treasurer Councilmember Sam Gieck Julie Kiley, M.D. Councilmember Gary Smith Timothy Hurtado, D.O. Lieutenant Mike Skeldum (Alternate) William Normile Chief John Hillmann ESA Performance & Compliance Report November 2015 I. ESA COMPLIANCE REVIEW SUMMARY Pursuant to the Intergovernmental Agreement Concerning the El Paso County Emergency Services Authority ( ESA ) dated April 1, 2014, El Paso County and the City of Fountain have created the ESA to oversee an exclusive contract to provide ground emergency ambulance service to the ESA s service area within El Paso County. Appendix A, of the Ground Emergency Ambulance Services Contract between El Paso County Emergency Services Authority and American Medical Response of Colorado, Inc. ( Contractor ), which was effective July 1, 2014, provides that Contractor agrees that, in the event it fails to meet performance requirements set forth in the Contract, it shall pay assessments in the amount and manner set forth in Section 3 of Appendix A. The assessments represent a reasonable endeavor by the ESA and the Contractor to estimate a fair compensation for the foreseeable damage to the ESA and its residents due to Contractor s failure to meet the performance standards set forth in the Contract. The assessments are in the nature of liquidated damages and are not punitive in nature. Payment by the Contractor of an assessment shall constitute a full release and satisfaction of the particular matter. In accordance with Section 10 of the contract, the Contractor provided all required performance and compliance reports during the reporting period. The Contractor has reviewed and concurs with the contents of this report. A representative sampling and subsequent assessment of associated records for Code 3 calls documented in the Contractor s submitted data indicated that records were accurately prepared and factually reported for November Page 1 of Mark Dabling Blvd, Colorado Springs, CO (719)

9 A. Appendix A, Section 12 Scheduled Assessment Increases Effective Date Current Contract Section Description July 1, 2014 Appendix A, 3.e. Exceeding response times - per minute, with cap of $500 $23.25 Appendix A, 3.f. Excessive per call penalty $25.00 Appendix A, 3.g. 90% Urban/Suburban (per % pt. or fraction thereof) $ CPI indices: CPI - Transportation Index CPI - Health Care Index B. Assessment Summary The data provided is by the Contractor and reviewed by ESA staff. The total recommended assessment for this reporting period is $1, Potential & Recommended Assessment Summary November 2015 Performance Standard Potential Recommended Per Call Performance (Exceeding Maximum) $2, $2, Excessive Per Call Penalties $0.00 $0.00 Zone Standards (90%) Suburban and Rural $0.00 $0.00 Exemptions $0.00 $ TOTAL: $2, $1, II. CONTRACTOR PERFORMANCE & COMPLIANCE REPORT A. Per Call Performance (3.e.) In the current reporting period there were ten calls which exceeded the maximum response time allowed in the contract (subject to the 100 call rule), and no calls which were excessive. During November, there was one zone with 100 calls, the Suburban 18 zone with a 96.96% response time performance. There were 16 calls in Frontier 25, 42 in Frontier 35, 15 in Frontier 45, and 13 in Wilderness 45. November Zone Date Call # Resp Time Max Excessive Amount in Excess Min in Excess Per Call Assessment (Max $500) Excessive ESA Suburban 18 11/30/ :35:24 0:27:00 0:37:00 0:0:8:24 9 $ $0.00 ESA Suburban 12 11/1/ :22:29 0:18:00 0:28:00 0:04:29 5 $ $0.00 ESA Suburban 12 11/14/ :23:00 0:18:00 0:28:00 0:05:00 5 $ $0.00 ESA Suburban 12 11/16/ :23:45 0:18:00 0:28:00 0:05:45 6 $ $0.00 ESA Suburban 12 11/30/ :26:32 0:18:00 0:28:00 0:08:32 9 $ $0.00 ESA Rural 20 11/14/ :30:11 0:30:00 0:43:00 0:00:11 1 $23.25 $0.00 ESA Rural 20 11/30/ :32:14 0:30:00 0:43:00 0:02:14 3 $69.75 $0.00 ESA Rural 20 11/30/ :32:53 0:30:00 0:43:00 0:02:53 3 $69.75 $0.00 ESA Rural 20 11/30/ :42:12 0:30:00 0:43:00 0:12:12 13 $ $0.00 ESA Frontier 35 11/2/ :57:21 0:45:00 1:00:00 0:12:21 13 $ $0.00 $1, $0.00 Total $1, Page 2 of Mark Dabling Blvd, Colorado Springs, CO (719)

10 B. Excessive Per Call Penalties (3.f.) During the current period, none of the zones with at least 100 calls had response times which exceeded the excessive response time allowed in the contract. Any call that exceeds this response time would incur an additional $25 flat fee penalty. Zone Excessive Response Time Allowed per call (minutes) Suburban 12 28:00 Suburban 18 38:00 Rural 20 43:00 Frontier 25 46:00 Frontier 35 60:00 Frontier 45 75:00 Wilderness 45 75:00 C. Zone Standard Suburban and Rural (3.g.) Percentage of calls (subject to the 100 call rule) which meet the Minimum Response Time Standards in Suburban and Rural zones (90%), reported monthly. The contractor met the minimum zone standard in all zones except Frontier 45 which was below 90% under the 100 call rule. Zone November 2015 Total Responses Total Lates Compliance Percent Penalty Rural % $0 Suburban % $0 *Suburban % $0 *Frontier % N/A *Frontier % N/A *Frontier % N/A *Wilderness % N/A Zone Standard 90.00% $0 *Zone data provided for information only, excluded from penalty as stated in section 3.g Most Recent 100 Call Rule Performance Frontier 25 10/6/ % Frontier 35 9/30/ % Frontier 45 10/3/ % Wilderness 45 8/29/ % Suburban 18 11/24/ % Page 3 of Mark Dabling Blvd, Colorado Springs, CO (719)

11 D. Compliance Trend - Compliance history for each zone from July 2014 to the present. In July and August of 2014, calls in the Frontier 45 and Wilderness 45 zones were combined into the Frontier 45 zone. The calls in these zones were split as of September Data is shown for the last 9 months in the table, however all data is included in the graphs below. Zone Mar '15 Apr '15 May '15 Jun '15 July '15 Aug '15 Sep '15 Oct '15 Nov '15 Sub % 90.53% 90.34% 95.83% 94.17% 91.28% 92.96% 91.86% 91.05% Rural % 95.10% 95.27% 91.20% 95.46% 94.77% 97.32% 93.13% 91.50% Front 25* 100% 100% 90.91% 91.67% 95.46% 85.00% 75.00% 96.15% % Front 35* 97.83% 96.97% 93.33% 91.43% 92.86% % 89.47% 97.78% 90.48% Front 45* 95.24% 89.47% 79.17% 90.48% % 86.36% 81.82% 91.67% % Wild 45* 94.44% 100% 100% 96.30% 96.00% 96.00% % 92.86% % Sub 18 N/A N/A N/A 91.04% 96.97% 97.37% 97.30% 97.10% 92.50% Page 4 of Mark Dabling Blvd, Colorado Springs, CO (719)

12 E. Exemptions (3.d.) Under the terms of the current contract, exemptions may be granted for unusual circumstances beyond Contractor s reasonable control. These may include, without limitation, unusually severe weather conditions, disasters, difficult or restricted patient access, private roads, change of location, bad address, or other factors as determined in the sole discretion of the ESA. Exempted calls are excluded from calculations and do not count as an on-time responses. a) Responses canceled en-route. b) Multiple units: Additional units times are measured from the time the additional unit is requested until it arrives on scene. c) Breakdowns: If a unit breaks down at the scene, the response time is measured when the additional unit is requested until it arrives. If a unit breaks down en-route to the scene, the response time is measured from the original time of request of the first unit until the replacement unit arrives. d) Good Cause (weather, road conditions, traffic, or system overload, etc.) For the month of November 2015, the Contractor requested four Code 3 calls be exempted from the data to determine compliance with performance standards as required under the current contract. November 2015 Zone Date Call# Max Excessive Response Amt in Potential Exc per Time Excess Asmt Call Fee Notes ESA Suburban 18 11/27/ :27:00 0:37:00 0:30:34 0:03:34 $93.00 $0.00 During MCI Centennial Active Shooter Incident ESA Suburban 12 11/27/ :18:00 0:28:00 0:13:24 0:00:00 $0.00 $0.00 During MCI Centennial Active Shooter Incident ESA Suburban 12 11/27/ :18:00 0:28:00 0:14:15 0:00:00 $0.00 $0.00 During MCI Centennial Active Shooter Incident N/A - Coded as Frontier 25 11/17/ :35:00 0:46:00 1:03:18 0:28:18 $ $0.00 $500 per call max, mutual aid response to Palmer Lake Potential September $ $0.00 Ted Sayer ESA Business Analyst Page 5 of Mark Dabling Blvd, Colorado Springs, CO (719)

13 Item 4.d

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15 Item 4.e Community Relations Report November 2015 AMR Colorado Springs has joined AMR Pueblo to host a weekend radio show called Heartbeat Colorado. The radio show will feature local healthcare agencies and discusses current healthcare topics. Tune in to at 8:00 am on Saturdays and Sundays. Donated Special Events/Community Education Pioneer ES Health Fair & Safety Day Springs Ranch ES Safety Day Urban Peak In Service P.A.R.T.Y Event Memo Pikes Peak Towers B/P Checks D-49 College Career Day 2500 students YMCA Turkey Trot 5K AMR actively participates in the following on an on-going basis Safe Kids Coalition Drive Smart Steering Committee Leadership Pikes Peak Colorado Springs Executives Association Pikes Peak Fire Fighters Association Pikes Peak Chief s Forum Pikes Peak Elder Abuse Coalition Meal on Wheels

16 Item 5.b

17 Item 5.c EL PASO COUNTY EMERGENCY SERVICES AUTHORITY RESPONSE TIME PENALTY ADJUSTMENT FOR 2016 Per the contract language snippet below, the assessment for the Per Call Penalties are to be adjusted annually on January 1 st of each year based upon the Denver-Boulder-Greely Consumer Price Index Transportation Index. e. Per Call Penalties. For any response in excess of the maximum response time in each zone, the assessment will be twenty three dollars and twenty five cents ($23.25) per excess minute, or portion thereof, up to a maximum of five hundred dollars ($500.00) per call. Calls referred to another agency will be included as part of the response time calculations. The assessment will be adjusted annually, commencing January 1, 2015, based on the Consumer Price Index for All Urban Consumers (CPI-U) - Transportation Index for the Denver-Boulder-Greeley metropolitan area, published by the U.S. Bureau of Labor Statistics, as noted in Section 12, below. The Per Call Penalties were not adjusted on January 1 st 2015 so we have combined the two years. When combined, with the CPIs from both 2015 and 2016 the resulting penalties will be adjusted as follows: 2015 CPI Transportation = 2.30% 2016 CPI Transportation = -10.7% Total CPI Change applied to Jan 1 st 2016 = -8.4% 2015 Per Call Penalty - $ % decrease - $ Per Call Penalty - $21.30 The new rate will be applied to all assessed calls run after January 1 st 2016.