Date/Time Posted: 09.07.16 @ 12 p.m. By:

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 8, 2016 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/WORK SESSION

I CALL TO ORDER II PLEDGE OF ALLEGIANCE III AGENDA APPROVAL IV PUBLIC COMMENTS V AWARDS & ANNOUNCEMENTS

A. 25 Years of Service Awards VI WORK SESSION

VII STAFF REPORTS

A. Finance a. Insurance Benefits b. Detailed Revenue & Expenditure Report as of July 31, 2016

VIII OLD BUSINESS

A. Tobacco Policy #108-11 B. Paric Construction Update

a. Approved Change Orders to Date IX NEW BUSINESS

A. 2016 Proposed Property Tax Rate B. Critical Care Transport Program

X OPEN MEETING XI ADJOURNMENT

Raymond Bauer Secretary of the Board of Directors

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 8, 2016 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 CALL TO ORDER – PUBLIC PORTION II MOTION TO CLOSE MEETING – PUBLIC PORTION Pursuant to: A. Attorney Client Sec.610.021(1)RSMo(1986)

III ADJOURNMENT - PUBLIC PORTION

Raymond Bauer Secretary of the Board of Directors

Date/Time Posted: 09.07.16 @ 12 p.m. By:

1

ITEM B

ST. CHARLES COUNTY AMBULANCE DISTRICT BOARD MEETING

THURSDAY JULY 28, 2016 I. CALL TO ORDER James Ottomeyer called the meeting to order at headquarters at 7:00 p.m. In attendance were Mark Fenton, Raymond Bauer, James Cooke, Teresa Reynolds, James Ottomeyer and Ronald Reguly. II. PLEDGE OF ALLEGIANCE III. AGENDA APPROVAL Teresa Reynolds moved to approve the agenda as amended. Under Old Business, will be discussing items A and B in closed session. James Cooke seconded, the motion carried 6 to 0. IV. APPROVAL OF MINUTES Jim Ottomeyer moved to approve the Board minutes from June 23, 2016 and July 14, 2016. Teresa Reynolds seconded, the motion carried 6 to 0. V. PUBLIC COMMENTS Rick Smotherman made comments: thanking board and District for their service and efforts. VI. AWARDS & ANNOUNCEMENTS- Taz Meyer gave an update about the EMS Association conference. SCCAD was presented with the “Service of the Year” award for the 6th time and Kelly Maul was presented the “Paramedic of the Year” award as well. VII. STAFF REPORTS A. Audit Report Tammy from HBC (auditor) presented information on District receiving the GFOA (Government Finance Officers Association) Award for the 11th year. This is the second year the District received an unmodified opinion (the highest form of assurance on the District’s financial statement). There were no issues or material weaknesses found in the audit process for this year. B. Financial Report Tod Lindbeck reviewed Cash Basis Revenue and Expense Report for period ending June 30th, 2016 as distributed in the Board packet. Ronald Reguly moved to approve Cash Disbursements for June 2016 comprised of $1,848,989.40 from General Checking. Teresa Reynolds seconded, the motion carried 6 to 0. Also reviewed were the May Financial reports that included handouts in the Board packet. C. Billing Report Taz Meyer reviewed the Billing report for week ending July 16th, 2016 as distributed in the Board packet and made the Board aware of the numbers going down. Taz Meyer also informed the Board of Donna Hartzer’s resignation from the billing department. The District will be seeking to fill the role in the near future. D. EMS Activity Report

2

During the month of June, the District ran 1,550 emergency calls, 611 non-emergencies and 383 non-transports. Total calls for July 2016 is 3,049. This is a 4.4% increase from June 2015 and year-to-date a 4.2% increase. E. Dispatch Report Included in the Board packet for review was the June 2016 Monthly Statistics from Dispatch and Alarm. F. Community Relations Report Included in the Board packet for review was the Quarterly Monthly Status Report from April-June 2016. II. MOTION TO CLOSE MEETING – PUBLIC PORTION James Cooke moved to go into Closed Meeting-Public Portion pursuant to Attorney Client Sec.610.021 (1) RSMo (1986). James Ottomeyer seconded; roll call vote was taken. Mark Fenton-yea, Raymond Bauer-yea, James Cooke-yea, Teresa Reynolds-yea, James Ottomeyer-yea and Ronald Reguly-yea, the motion carried 6 to 0. VIII. OLD BUSINESS A. Retiree Healthcare Benefits As discussed at the Board Meeting Work Session on July 14th, 2016, Management is requesting Board approval of District Resolution #16-04. Motion to approve District Resolution #16-04 by James Ottomeyer. Ronald Reguly seconded, the motion carried 6 to 0. B. Mexico Rd Property Closing No Action. IX. NEW BUSINESS X. OPEN MEETING XI. ADJOURNMENT Raymond Bauer moved to adjourn the Board Meeting. James Cooke seconded, the motion carried 6 to 0.

ST. CHARLES COUNTY AMBULANCE DISTRICT SECOND BOARD MEETING/CLOSED MEETING

THURSDAY JULY 28, 2016

I. CALL TO ORDER – PUBLIC PORTION James Ottomeyer called to order the Public Portion. In attendance were Mark Fenton, Raymond Bauer, James Cooke, Teresa Reynolds, James Ottomeyer and Ronald Reguly. II. MOTION TO CLOSE MEETING – PUBLIC PORTION James Cooke moved to go into Closed Meeting-Public Portion pursuant to Attorney Client Sec.610.021 (1) RSMo (1986). Ottomeyer seconded; roll call vote was taken. Mark Fenton-yea, Raymond Bauer-yea, James Cooke-yea, Teresa Reynolds-yea, James Ottomeyer-yea and Ronald Reguly-yea, the motion carried 6 to 0. III. ADJOURNMENT – PUBLIC PORTION

3

James Cooke moved to adjourn public portion. Teresa Reynolds seconded, the motion carried 6 to 0. *Rick Smotherman made comments: thanking board and district for assistance.

Next Regular Board Meeting August 25, 2016

__________________________________ R. James Ottomeyer, Chair

Submitted by Kimberly Smith

__________________________________ Raymond Bauer, Secretary/Treasurer

ITEM B ST. CHARLES COUNTY AMBULANCE DISTRICT

BOARD MEETING/WORK SESSION THURSDAY AUGUST 11, 2016

I. CALL TO ORDER Mark Fenton called the meeting to order at headquarters at 7:00 p.m. In attendance were Mark Fenton, Jim Ottomeyer, Raymond Bauer, James Cooke, Teresa Reynolds and Ronald Reguly. II. PLEDGE OF ALLEGIANCE III. AGENDA APPROVAL

Motion made by Jim Ottomeyer to approve the agenda as amended. Under Old Business add Policy #108-11 Smoking Tobacco Nicotine Use and under New Business, add Dental Insurance Renewal. Teresa Reynolds seconded, the motion carries 6 to 0.

IV. PUBLIC COMMENTS V. AWARDS & ANNOUNCEMENTS Taz Meyer introduced Kelly Maul to the Board for receiving the “Paramedic of The Year” award presented by MEMSA. VI. WORK SESSION VII. STAFF REPORTS VIII. OLD BUSINESS A. Paric Construction Update Information was presented by Collette Koscielski, Construction Manager. Base 13’s roofing has been completed, the windows have been put in and the walls are up. Electrical work is being finished as well. Drywall was delivered today, the septic system has been installed and masonry was started this week as well. The next phase will be grading for the entrance on Hwy N. Base 2’s foundation is in; slab has been poured for the living quarters and garage. The exterior walls have been put up for the living quarters and interior walls up for bedrooms and bathrooms. Trusses are on site for roof. B. Policy #108-11 Smoking Tobacco Nicotine Use Vote to take place in 2 weeks at the regular Board Meeting.

IX. NEW BUSINESS A. Approval of US Bank, UMB Bank & Commerce Trust Co. Go Bond Principal & Interest Payments Jim Ottomeyer moved to approve the Commerce Trust Company GO RFDG BDS SRS 2015 invoice for $21,111.11 in interest and $750,000.00 in principal for the total amount of $771,111.11, approve the US Bank Debt Service Payment Invoice for interest in the amount of $37,043.76 and the UMB Bank GO RFDG BDS SRS 2012 invoice for $5,130.00 in interest and $125,000.00 in principal. Raymond Bauer seconded, the motion carried 6 to 0. B. Contract Extension for Remounts Taz Meyer gave a brief update and bids are to be sent out on the Remounts. Osage has submitted their bid.

C. Clarification of Vendor Solicitation Taz Meyer discussed information given in the last Board Work Session about soliciting vendors for vehicles. Jim Fingerhut requests that we direct solicit vendors in St. Charles County, St. Louis County and St. Louis City. Motion made to direct solicit vendors in St. Charles County, St. Louis County and St. Louis City and all contiguous counties; this would be the general rule subject to variation and appropriate circumstance, by Teresa Reynolds. James Cooke seconded, the motion carried 5 to 0. James Ottomeyer opposes. D. Approval to Purchase 3 SUV for BC’s Jim Fingerhut will be presenting information and asking for approval at the August 25th, 2016 Board Meeting. E. Progress of Rebranding Project Taz Meyer updated the Board on the progress of the MVV/Rebranding project and presented potential new logos for different service lines. More information will be provided. F. Dental Renewal Discussion The District’s 2 year contract for dental insurance with Delta Dental expires October 1st, 2016. Should the District choose to renew the contract with Delta Dental and not go out for bid with other insurance agencies, Delta Dental will guarantee a rate of 15% increase for 2017, with the contract then expiring December 31st, 2016. By acclamation, the Board decided that the District will solicit and accept bids for dental insurance in the exercise of due diligence, regardless of the risk of a premium increase above 15%, which is the worst case scenario (the best case scenario being an increase of less that 15%). X. OPEN MEETING

XI. ADJOURNMENT Mark Fenton moved to adjourn the Board Meeting/Work Session. James Cooke seconded, the motion carried 6 to 0.

ST. CHARLES COUNTY AMBULANCE DISTRICT SECOND BOARD MEETING/CLOSED MEETING

THURSDAY AUGUST 11, 2016

I. CALL TO ORDER – PUBLIC PORTION Mark Fenton called to order the Public Portion. In attendance were Mark Fenton, Raymond Bauer, James Cooke, Teresa Reynolds, James Ottomeyer and Ronald Reguly. II. MOTION TO CLOSE MEETING – PUBLIC PORTION Mark Fenton moved to go into Closed Meeting-Public Portion pursuant to Real Estate Sec.610.021 (2) RSMo (1986). James Cooke seconded; roll call vote was taken. Mark Fenton-yea, Raymond Bauer-yea, James Cooke-yea, Teresa Reynolds-yea and Ronald Reguly-yea. The motion carried 6 to 0. III. ADJOURNMENT – PUBLIC PORTION Mark Fenton moved to adjourn public portion. James Cooke seconded. The motion carried 5 to 0. IIII. MOTION TO OPEN MEETING – PUBLIC PORTION

BOARD MEETING MINUTES AUGUST 11, 2016

Teresa Reynolds moved to adjourn public portion. Raymond Bauer seconded, the motion carried 6 to 0.

Next Regular Board Meeting Thursday, August 25, 2016

__________________________________ Mark Fenton, Chair

Submitted by Kimberly Smith __________________________________ Raymond Bauer, Secretary/Treasurer

ITEM B ST. CHARLES COUNTY AMBULANCE DISTRICT

BOARD MEETING THURSDAY AUGUST 25, 2016

I. CALL TO ORDER Mark Fenton called the meeting to order at headquarters at 7:00 p.m. In attendance were Mark Fenton, Jim Ottomeyer, Raymond Bauer, James Cooke, Teresa Reynolds and Ronald Reguly. II. PLEDGE OF ALLEGIANCE III. AGENDA APPROVAL

Motion made by Ronald Reguly to approve the agenda. Raymond Bauer seconded, the motion carries 6 to 0.

IV. APPROVAL OF MINUTES

No Action

IV. PUBLIC COMMENTS V. AWARDS & ANNOUNCEMENTS Steve Ruff from Crane Agency introduced Mike Schneblin, the Representative for the state of Missouri, Sheila and Steve from loss control at MEM .The MEM staff presented an award to The District from MEM for being 1 of 18 honorees (of 15,000 policy holders) for the MO Employers Safety Award based on continued effort from employees and management on maintaining and improving the employee safety for The District.. Mark Fenton informed the Board Members about the Retiree Health Plan meeting on August 22, 2016. Reports will be done every 6 months on performance. VI. WORK SESSION VII. STAFF REPORTS A. Finance

a. Cash Disbursements – Tod Lindbeck reviewed Cash Disbursements for a period ending July 31, 2016. Jim Ottomeyer moved to approve Cash Disbursements for July 2016 comprised of $2,044,842.91. Ronald Reguly seconded, motion carries 6 to 0.

b. Cash Basis and Revenue – Tod Lindbeck reviewed Cash Basis Revenue and

Expense Report for period ending July 31, 2016 as distributed in the Board packet.

c. 5 Year Forecast – ITEM C Additional will be added to the Resolution signed

last meeting. Attached in packet.

B. Billing Report- Taz Meyer reviewed the Billing Report for week ending August 13, 2016 as distributed in the Board packet. The numbers remain stable. A Full time person has not hired as of yet for the opening in the Billing Department. C. EMS Activity Report -During the month of July, the District ran 1,609 emergency calls, 617 non-emergencies and 407 non-transports. Total calls for July 2016 is 3,150. This is a 5.14% increase from July 2015 and year-to-date a 4.3% increase.

VIII. OLD BUSINESS A. Approval to Close Escrow on Mexico Rd. Property Motion made by Ronald Reguly to approve Resolution #16-05. James Ottomeyer seconds, the motion carries 6 to 0. B. Approval to Purchase 2017 BC SUVS Information was presented at the Work Session on the three base vehicles. Petitioned local vendors and received 3 bids from McMahon, Marshall and Pudmann Ford. McMahon bid the lowest. Motion made by James Ottomeyer to accept Marshall Ford’s bid of $105,408 due to the minuscule bid difference compared to McMahon Ford and locality thereby providing better accessibility to the dealer for any issues that could arise. Ronald Reguly seconded, motion carries 6 to 0. IX. NEW BUSINESS X. OPEN MEETING

XI. ADJOURNMENT Raymond Bauer moved to adjourn the Board Meeting/Work Session. Teresa Reynolds seconded, the motion carried 6 to 0.

ST. CHARLES COUNTY AMBULANCE DISTRICT SECOND BOARD MEETING/CLOSED MEETING

THURSDAY AUGUST 25, 2016

I. CALL TO ORDER – PUBLIC PORTION Mark Fenton called to order the Public Portion. In attendance were Mark Fenton, Raymond Bauer, James Cooke, Teresa Reynolds, James Ottomeyer and Ronald Reguly. II. MOTION TO CLOSE MEETING – PUBLIC PORTION Teresa Reynolds moved to go into Closed Meeting-Public Portion pursuant to Real Estate Sec.610.021 (1) RSMo (1986) and Sec.610.021 (8) RSMo (1986). James Ottomeyer seconded; roll call vote was taken. Mark Fenton-yea, Raymond Bauer-yea, James Cooke-yea, Teresa Reynolds-yea and Ronald Reguly-yea. The motion carried 6 to 0. III. ADJOURNMENT – PUBLIC PORTION Mark Fenton moved to adjourn public portion. James Cooke seconded, the motion carried 6 to 0. IIII. MOTION TO OPEN MEETING – PUBLIC PORTION Mark Fenton moved to adjourn public portion. Raymond Bauer seconded, the motion carried 6 to 0.

Next Regular Board Meeting Thursday, September 8, 2016

__________________________________ Mark Fenton, Chair

Submitted by Kimberly Smith __________________________________ Raymond Bauer, Secretary/Treasurer

BOARD MEETING MINUTES AUGUST 25, 2016

Week ending# trips for week

# Routine-transported trips for week

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)

8/13/2016 8/20/2016 8/27/2016 9/3/2016773 697 726 673

156 152 145 148

509 1045 553 556

631 952 537 558

1898 2030 1588 1293

540,452 489,899 527,024 475,172

($196,010) ($171,930) ($191,792) ($176,791)

8,248 1,582 0 0

($371,686) ($310,397) ($298,381) ($261,013)

$2,319 $3,605 $2,359 $5,059

($11,845) ($4,744) ($7,000) ($3,955)

($14,097) ($161,774) ($88,921) ($35,659)

$3,117 $12,116 $2,832 $1,424

156 152 145 148

65 65 44 71

19 19 17 16

72 68 84 61

8/14/2016 8/21/2016 8/28/2016 9/4/20167/30/2016 8/7/2016 8/14/2016 8/20/2016Trip 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

Aging by Schedule/Event (Aging Date)

Current

31-60

61-90

91-120

121-150

151-180

180+Balance

7/30/2016 8/7/2016 8/14/2016 8/20/2016

15 14 14 15

7/29/2016 8/5/2016 8/12/2016 8/18/2016

16 16 16 17

2 1 1 2

$2,600,455 $2,720,312 $2,595,853 $2,593,317

333,884 265,562 306,237 271,042

109,896 50,442 59,620 92,725

65,620 38,322 46,872 45,776

94,546 137,047 133,037 75,041

9,153 8,657 13,554 73,151

34,175 34,320 37,359 35,5343,247,729 3,254,662 3,192,531 3,186,585

C:\Users\dneville\Desktop\Weekly Billing Scorecard 2013 (2).xls

ST. CHARLES COUNTY AMBULANCE DISTRICT POLICY AND PROCEDURE MANUAL

Page 1 of 2

CHAPTER 100 Personnel Policies & Procedures SECTION 08 Conduct & Discipline TITLE SMOKING/TOBACCO/NICOTINE USE NUMBER 108-11 DISTRIBUTION All Personnel PURPOSE This policy has been established in order to provide a safe, tobacco-free environment for all students, employees, members and visitors of the St. Charles County Ambulance District. The District believes that creating a smoke/tobacco-free environment is an essential element to creating and maintaining a culture of health and safety throughout our organization and community. As a healthcare organization, the District recognizes its responsibility to exercise leadership in the promotion of a healthy lifestyle. DEFINITIONS

District Controlled Buildings refers to buildings owned or leased by the St. Charles County Ambulance District. Regulated refers to products that have gone through clinical trials and are recognized and approved by the U.S. Food and Drug Administration (FDA) to help individuals who use tobacco quit. Smoking means inhaling, exhaling, burning, or carrying of any lighted or heated tobacco product, as well as smoking substances that are not tobacco, and smoking instruments. Smoke/Tobacco Free means that smoking, the use of smokeless tobacco products, the use of unregulated nicotine products, and the use of e-cigarettes is prohibited in all District owned buildings, vehicles, and incident scenes. Tobacco Products include all forms of tobacco, including but not limited to cigarettes, cigars, pipes, hookahs, electronic cigarettes, all forms of smokeless tobacco, and any similar plant or illegal substance material. Tobacco Use includes inhaling, smoking, chewing, dipping, or any other assimilation of tobacco products.

ST. CHARLES COUNTY AMBULANCE DISTRICT POLICY AND PROCEDURE MANUAL

Page 2 of 2

TITLE SMOKING/TOBACCO/NICOTINE USE NUMBER 108-11 POLICY Effective September 1, 2016, the St. Charles County Ambulance District prohibits smoking and the use of tobacco products in all District Controlled Properties. Smoking, the use of smokeless tobacco products, e-cigarettes, and unregulated nicotine products are strictly prohibited. This smoke/tobacco-free policy and associated procedures apply to all District Controlled Properties, regardless of location, including but not limited to all District buildings, as well as all commercial or residential space owned or leased as District Controlled Buildings. This smoke/tobacco-free policy applies to incident scenes where the St. Charles County Ambulance District is summoned to render care or standby. This policy applies to all members of the St. Charles County Ambulance District community including employees, students, volunteers, contractors, patients, visitors, and anyone entering onto District Controlled Properties. It is applicable twenty-four (24) hours a day, seven (7) days a week. The District understands that the success of this policy depends on the thoughtfulness, consideration, and cooperation of smokers and non-smokers, alike. All individuals must leave the District Controlled Building in order to use tobacco products and must use tobacco products only in the designated outdoor areas. In general, all designated areas outside of District Controlled Buildings are away from main entrances and away from public view. ENFORCEMENT Establishing and maintaining smoke/tobacco-free buildings and environment relies on the consideration and cooperation of the entire St. Charles County Ambulance District community. In an ongoing effort to enhance awareness and encourage a culture of compliance, members of the District community are encouraged to respectfully inform others about the policy. It is the responsibility of District Administration, as well as managers and directors to communicate this policy to their employees and volunteers and for event organizers to communicate this it to event attendees. In addition, visitors, guests, volunteers, trainees, vendors, contractors, and supplemental staff employed through contract agencies must be made aware of and are expected to adhere to this smoke/tobacco-free policy. The Chief, Assistant Chief, Deputy Chiefs, Director of Education, Supervisors, Managers, Battalion Chiefs, Lieutenants, and Incident Commanders are responsible for the enforcement of this policy. Policy violations are subject to progressive discipline as outlined in policy 108-4, Disciplinary Policies and Procedures. Adopted by Board of Directors: Effective: This policy/procedure supersedes any previous policy or memorandum on this topic.

St. Charles County Ambulance District Board of Directors

Resolution #16-06 Setting of Annual Tax Rates for the Year 2016

WHEREAS, the District must fix its ad valorem property tax rates no later than October 1 of each calendar year in accordance with State law (RSMo 67.110); and WHEREAS, the District’s budget officer shall present specific information as defined in RSMo 67.110 to the District’s governing body; and WHEREAS, the governing body shall hold at least one public hearing on the proposed tax rates at which citizens shall be heard prior to their approval of the tax rates; and WHEREAS, a notice stating the hour, date and place of the public hearing, along with other specific information as defined in RSMo 67.110, shall be published in a newspaper of general circulation within the political subdivision at least seven days prior to the hearing; and WHEREAS, the tax rates shall be calculated to produce substantially the same revenues as required in the annual budget adopted by the governing body; and WHEREAS, the District’s maximum authorized tax levy for the District’s General Fund is $0.2419 per one hundred dollars of assessed valuation; and WHEREAS, the voters of St. Charles County Ambulance District approved the issuance of $16,880,000 in General Obligation Bonds on August 6, 2002, of which the annual debt service shall be paid with property taxes. NOW, THEREFORE, BE IT RESOLVED: Section 1: That attached hereto is the Notice of Public Hearing which was published in the St. Charles County Business Record on September 13, 2016 and which includes the information required to be presented to the District’s board of directors under RSMo 67.110. Section 2: That the District’s General Fund tax rate is set at $0.2419 per one hundred dollars of assessed valuation shown on the assessment books of the St. Charles County Assessor, as corrected or amended by the Board of Equalization and as certified to by the County Clerk for the taxable year 2016. Section 3: That the District’s Debt Service tax rate is set at $0.0200 per one hundred dollars of assessed valuation shown on the assessment books of the St. Charles County Assessor, as corrected or amended by the Board of Equalization and as certified to by the County Clerk for the taxable year 2016. Adopted this 22rd day of September, 2016. ______________________________ Mark Fenton, Chairman Attest: This Resolution is in full force and effect _____________________________ Raymond Bauer, Secretary