Date/Time Posted: 2.7.2018 @ 12 noon

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 February 8th, 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 CALL TO ORDER

II PLEDGE OF ALLEGIANCE

III AGENDA APPROVAL

IV APPROVAL OF MINUTES – January 25th, 2018

V PUBLIC COMMENTS

VI WORK SESSION

VII AWARDS & ANNOUNCEMENTS

VIII STAFF REPORTS A. Billing Report

1. Week Ending 1.27.2018

IX OLD BUSINESS A. Update on Base 5 and 18 ConstructionB. Archimages Fees (brief recess for a closed meeting on the subject)

X NEW BUSINESS A. Uniform OrderingB. Ballistic Personal Protective Equipment Policy #107-5C. SonicWall Renewal 2018

XI ADJOURNMENT

Raymond Bauer Secretary of the Board of Directors

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 February 8th, 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 CALL TO ORDER – PUBLIC PORTION

II MOTION TO CLOSE MEETING – PUBLIC PORTION Pursuant to: A. Attorney Client Sec.610.021 (1)RSMo (1986), and Personnel Section 610.021(3)(13)RSMo(1986).

III ADJOURNMENT - PUBLIC PORTION

Raymond Bauer Secretary of the Board of Directors

Date/Time Posted: 2.07.2018 @ 12 noon

By:

ITEM A

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ITEM B ST. CHARLES COUNTY AMBULANCE DISTRICT

BOARD MEETING THURSDAY JANUARY 25th, 2018

I. CALL TO ORDERJames Ottomeyer called the meeting to order at headquarters at 7:00 p.m. In attendance wereMark Fenton, Raymond Bauer (remotely), James Cooke, Teresa Reynolds, James Ottomeyer andRonald Reguly.

II. PLEDGE OF ALLEGIANCE

III. AGENDA APPROVALMark Fenton moved to approve the agenda. Ronald Reguly seconded, the motion carried 6 to 0.

IV. APPROVAL OF MINUTESTeresa Reynolds moved to approve the Board minutes from January 18th, 2018. James Cookeseconded, the motion carried 6 to 0.

V. PUBLIC COMMENTS

VI. AWARDS & ANNOUNCEMENTS

VII. STAFF REPORTSA. December 2017 Cash Disbursement Report

Tod Lindbeck present the December 2017 Cash Disbursement Report in the amount of $2,138,521.28 from General Checking. James Ottomeyer moved to approve Cash Disbursements for December 2017 in the amount of $2,138,521.28 from General Checking, Ronald Reguly seconded, the motion carried 6 to 0.

B. December Revenue and Expense ReportTod Lindbeck also presented the Board with the December Revenue and Expense Report for review.

C. US Bank Series 2013 General Obligation Bond invoiceTod Lindbeck reviewed the General Obligation for $31,118.76 in interest and $405,000 in principal for the total amount of $436,118.76. James Ottomeyer moved to approve the payment of US Bank Series 2013 Debt Service Bond in the amount of $436,118.76, Teresa Reynolds seconded, the motion carried 6 to 0.

D. Billing ReportChief Taz Meyer reviewed the Billing Report for the week ending January 13, 2018.

VIII. OLD BUSINESSA. 2018 Billing Rates

As requested at the Board Meeting/Work Session on January 18, 2018, Dave Lewis provided the Board additional information regarding the 2018 Ambulance Rates. The Board recommended that we amend the policy and add past District Board Members who serve at least one full term and/or dependents. James Ottomeyer moved to approve the adoption of Resolution #18-01 Setting of Ambulance Rates in accordance with Missouri Revised Statute 190.060.1(4) and

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Policy 804-1 Waived Charges and Allowable Write-Offs to include amended change as stated above, Teresa Reynolds seconded, the motion carried 6 to 0.

B. Lead Instructor Job DescriptionA draft was previously distributed and discussed at the Board Meeting Work Session on January 18, 2018 regarding the Part Time Lead Instructor Job Description. Management is requesting the Board approve the Job Description of Part Time Lead Instructor as written. Teresa Reynolds moved to approve Policy 102-47 for Part Time Paramedic Lead Instructor, Ronald Reguly seconded, the motion carried 6 to 0.

C. 4141-4151 Mexico Road UpdateCraig MeckFessel presented the Board an update/timeline regarding the Mexico Road property. Building will be occupied by tenants until March 31st.

VIII. NEW BUSINESSA. Base 3 & Training Center Project Timeline

Craig Schluter and Collette Koscielski from Navigate Building Solutions made presented the project milestones and anticipated schedule.

B. Base 3/Training Center Architectural Team Selection A Request for Qualifications was advertised December 27, 2017 through January 16, 2018 at 12:00 noon. Responses were received from Archimages, Baalman Architects, Hurford Architects, jEMA, KRJ Architects, LePique & Orne Arhitects and M+H Architects. All responses have been evaluated by Management (along with Navigate and their consultant role) and as a result the top three firms were interviewed. From there, Management presented a recommendation to the Board to move forward with negotiating a contract and fees with Archimages, Inc., the resulting first choice. Teresa Reynolds moved to authorize the Chief in consultation with Navigate and District Counsel to enter into negotiation of a contract and fees with Archimages, Inc., subject for final approval by the Board, James Cooke seconded, motion carried 6 to 0.

C. Approval for Remodel of Safety Model AmbulanceManagement is requesting approval to move forward with the interior re-model and upgrade of one safety ambulance using Emergency Services Sales (Osage) in the amount of $13,420. Teresa Reynolds moved to approve the invoice for $13,420 for Emergency Services Sales (Osage), Ronald Reguly seconded, the motion carried 6 to 0.

XI. ADJOURNMENTRonald Reguly moved to adjourn the Board Meeting. James Cooke seconded, the motion carried6 to 0.

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

THURSDAY January 25, 2018

I. CALL TO ORDER – PUBLIC PORTIONJames Ottomeyer called to order the Public Portion. In attendance were Mark Fenton, RaymondBauer (remotely), James Cooke, Teresa Reynolds, James Ottomeyer and Ronald Reguly.

II. MOTION TO CLOSE MEETING – PUBLIC PORTION

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Mark Fenton moved to go into Closed Meeting-Public Portion pursuant to Attorney Client Sec.610.021(1) RSMo(1986), and Personnel Sec.610.021(3)RSMo(1986). Teresa Reynolds seconded; roll call vote was taken. Mark Fenton-yea, Raymond Bauer-yea (remotely), James Cooke-yea, Teresa Reynolds-yea, James Ottomeyer-yea and Ronald Reguly-yea, the motion carried 6 to 0.

III. ADJOURNMENT – PUBLIC PORTIONRaymond Bauer moved to adjourn public portion. James Cooke seconded, the motion carried 6to 0.

Next Regular Board Meeting February 8, 2018

__________________________________ Mark Fenton, Chair

Submitted by Tammy Dixon

__________________________________ Raymond Bauer, Secretary/Treasurer

Week ending 1/6/2018 1/13/2018 1/20/2018 1/27/2018

# trips for week/dispatch call total 821 857 844 843

# Routine-transported trips for week 157 190 168 194

# Emergency trips for week - New 01/2017 450 455 455 441

# Estimated billable trips for week - New 01/2017 607 645 623 635

SCCAD Billing Dept Productivity:

# trips pre-billed during week;excl non-billable 421 558 422 617

# trips/tspts coded during week 623 539 106 626

# trips tx and release = billable 6 5 7 7

# trips non-billable closed by coding during week 191 191 270 464

# of trips with charge/credit activity 2039 1487 1886 1607

Gross Charges posted during week 605,690 503,762 93,971 604,901

Contractual Allowances posted during week ($208,923) ($191,342) ($42,332) ($232,401)

Mdcd Enhanced Fees posted during week 0 0 19,348 0

Payments posted during week ($506,484) ($196,125) ($513,493) ($254,989)

Refunds posted during week $10,872 ($21) $6,810 $5,330

WriteOffs posted during week ($5,403) ($30,371) ($2,657) ($17,406)

Sent to Collection posted during week ($48,183) ($30,547) ($76,122) ($55,146)

Recovery of Bad Debt posted during week $17,611 $2,038 $8,424 $30,690

Call Intake:

# of Routine-Transported (Outcome) 157 190 168 194

# of Call Intake calls handled (initial inbound) 37 46 59 75

# trips req. follow-up (after hrs - no info recd) 9 0 1 12

# of trips information faxed after hours (est.) 111 144 108 107

Report Date (as of date) 1/7/2018 1/14/2018 1/21/2018 1/28/2018

Trip Date last pre-billed (per Marfcount) 12/25/2017 12/31/2017 1/7/2018 1/14/2018

Days Lag in Pre-billing 13 14 14 14

Trip Date last coded (per Marfcount) 12/24/2017 12/30/2017 12/31/2017 1/8/2018

Days Lag in Coding 14 15 21 20

Days Lag in Payment Posting 5 3 3 7

Aging by Schedule/Event (Aging Date)

Current $2,915,959 $2,885,029 $2,705,308 $2,545,924

31-60 424,310 497,315 409,577 449,380

61-90 198,487 181,890 188,385 187,321

91-120 39,773 39,087 39,955 47,098

121-150 25,598 32,322 26,029 21,129

151-180 10,187 10,636 16,208 18,213

180+ 333,628 310,095 308,852 311,721

Balance 3,947,942 3,956,374 3,694,314 3,580,785

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

ITEM C

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TO: ST. CHARLES COUNTY AMBULANCE DISTRICT BOARDFROM: COLLETTE KOSCIELSKI, PROJECT MANAGERSUBJECT: ARCHITECTURAL FIRM FOR BASE 3 AND NEW TRAINING FACILITYDATE: FEBRUARY 5, 2018CC: CHIEF TAZ MEYER, ST. CHARLES COUNTY AMBULANCE DISTRICT

CRAIG MECKFESSEL, ST. CHARLES COUNTY AMBULANCE DISTRICTTODD SWEENEY, NAVIGATE BUILDING SOLUTIONSCRAIG SCHLUTER, NAVIGATE BUILDING SOLUTIONS

At the January 25, 2018 Board Meeting, the Board accepted Navigate’s recommendation toproceed with fee negotiations with Archimages, Inc. for architectural design services of the newSCCAD Training Facility and Base 3.

Following the Board’s approval, the District requested a fee proposal from Archimages, Inc.,which was submitted on Tuesday January 30th. The proposal totaled $374,200 and included alldesign fees, design consultants and reimbursables. This would be 8.3% of the anticipatedconstruction cost. The scope of services includes the following:

• Planning and evaluating space needs;• Architectural, structural, civil, mechanical, electrical and plumbing design;• Low voltage design;• Furniture, fixtures, equipment and signage design;• Landscape coordination;• Planning and Zoning and Permitting approval process;• Construction administration;• Lot Consolidation Plat.

Typical design fees for similar projects and scope range from 8% up to 9% of constructioncosts.

Navigate reviewed the proposal with Craig Meckfessel and Chief Taz Meyer. After review, itwas agreed to further negotiate with Archimages for a lower total fee.

After extensive negotiations Archimages submitted a revised fee proposal to the District onThursday February 1st for $332,100 – a reduction of over $40,000. This revised proposal wouldbe 7.4% of the anticipated construction cost.

After further review we believe the new proposal is fair for the scope of services beingrequested. As such, we recommend that the District enter into a contract agreement withArchimages for design services, in the amount of $332,100. A contract will be finalized underthe counsel of the District’s attorney.

Memo To: Taz Meyer, Chief

From: Dave Lewis, Assistant Chief

Date: 2/5/2018

Re: Approval to Order Standard Uniforms

Management is requesting approval to purchase standard uniforms from St. Louis

Embroidery for our full-time uniformed personnel in an amount not to exceed $12,000.

ST. CHARLES COUNTY AMBULANCE DISTRICT POLICY AND PROCEDURE MANUAL

Page 1 of 1

CHAPTER 100 Personnel Policies & Procedures SECTION 07 Uniform Dress Code & Appearance TITLE Ballistic Personal Protective Equipment NUMBER 107-5

DISTRIBUTION All Uniform Operations personnel.

PURPOSE To establish District policy and procedures for the deployment, use, cleaning, and storage of ballistic personal protective equipment.

POLICY 1. The intention of the provision of ballistic personal protective equipment (PPE) is to

provide a level of protection for personnel responding to potentially dangerous, unstable,or hostile calls for service. District personnel should stage and allow law enforcement tosecure scenes and render safe to the greatest extent possible prior to District personnelarrival or entry. However, there may be situations that develop within or around thesescenes, i.e. civil disturbance, or that require department personnel to enter potentiallyunknown hostile environments. Situational awareness and caution must be exercised toreduce or mitigate the threat while improving safety for all responding District personnel.

2. The District will provide (1) one ballistic vest to all fulltime paramedics with immediateemergency response assignments. District issued ballistic vests shall be of the soft armortype with a level IIIA protection level or higher.

3. When on duty, ballistic PPE shall be carried on the assigned unit along with all otherassigned PPE. When off duty, ballistic PPE should be kept with the paramedic’s assignedgear and equipment.

4. It shall be the responsibility of assigned personnel to inspect their personal body armorprior to the beginning of the work shift. The purpose of this inspection will be to identifysigns of excessive wear and tear, as well as any serious deficiencies such as separations institching or the seals on armor panels/protective panels. At no time should “raw” ballisticfiber materials be visible.

5. Any one participating in the ride along program, i.e. third rider observer, paramedic orEMT students, etc., will not be issued ballistic PPE and shall remain inside the responseunit any time that ballistic PPE is being utilized until advised otherwise by the incidentcommander.

PROCEDURE

1. Ballistic PPE shall be worn in the following situations (Mandatory):

a. Forced entry of any structure.

b. Potential riot/hostile crowd.

c. Any incident involving staging due to safety concerns or flagged addresses.

d. Incidents involving domestic or physical abuse.

e. Anytime instructed as part of an Incident Action Plan (IAP).

f. Anytime instructed by a District Officer or Incident Command.

ST. CHARLES COUNTY AMBULANCE DISTRICT POLICY AND PROCEDURE MANUAL

Page 2 of 1

CHAPTER 100 Personnel Policies & Procedures SECTION 07 Uniform Dress Code & Appearance TITLE Ballistic Personal Protective Equipment NUMBER 107-5PROCEDURE (CONTINUED)

2. Ballistic PPE are recommended in the following situations:

a. Incidents and special events with a potential of violence.

b. Substance abuse or overdose responses.

c. Incidents with unknown situations.

d. Incidents within establishments serving alcohol (i.e. bars, casinos)

e. Psychiatric incidents with suicidal or homicidal subjects.

3. When ballistic PPE is to be worn on an incident, personnel should don the PPE prior toarriving on scene whenever possible. Once donned, ballistic PPE shall be worn until:

a. The scene is determined to be safe and all threats have been mitigated.

b. The Incident Commander states it is safe to remove.

c. The patient has been turned over to either law enforcement or hospital personnel.

d. District personnel have cleared the scene and are in service.

4. Ballistic PPE shall be sized and worn by District personnel according to the manufacturer’swritten instructions.

5. Ballistic PPE shall be cared for, cleaned, and stored according to the manufacturer’sinstructions. Ballistic PPE shall be removed from service and evaluated according to themanufacturer’s instructors when whenever the following conditions occur:

a. Excessive wear, stitching separation, or visible ballistic fibers.

b. Penetrating or blunt force trauma to the vest.

c. Upon reaching the recommended service life (expiration date).

6. Employees shall be responsible for following care instructions that are sewn onto thecarrier.

a. Remove ballistic panels from front and back of outer shell (carrier).

b. Use mild soap or spray cleaner and scrub with a soft brush as needed.

c. Rinse with cold water and air dry.

d. DO NOT use bleach

e. DO NOT machine wash or dry.

f. DO NOT wash with hot water.

g. DO NOT use harsh detergents or expose to extreme heat.

7. To wash ballistic panels, wipe down with warm mild soapy water and wipe dry. NEVERmachine wash or dry ballistic panels, trauma plates/packs or carrier straps.

8. When not in use, store ballistic PPE flat and in a cool, dry place.

ST. CHARLES COUNTY AMBULANCE DISTRICT POLICY AND PROCEDURE MANUAL

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CHAPTER 100 Personnel Policies & Procedures SECTION 07 Uniform Dress Code & Appearance TITLE Ballistic Personal Protective Equipment NUMBER 107-5 PROCEDURE (CONTINUED)

Adopted by Board of Directors: Effective Date: Revised:

This policy/procedure supersedes any previous policy or memorandum on this topic.

Inter-Office Memorandum

To: Dave Lewis

From: Sharon Holtgraewe

Date: 2/5/2018

Re: SonicWall software suite renewal

On 1/26/18 an Invitation for Bid was posted on our website and vendors were direct solicited to provide 3-year pricing of SonicWall Comprehensive Gateway Security Suite. This suite provides software/firmware updates and upgrades, 24x7 support and advance hardware exchange in the event of failure for the routers at the bases, Service Center and HQ. Bid 1077 was opened today with SHI providing the lowest bid of $13,095. The 2018 budget included $18,500 for this expense. It is my recommendation that SHI be awarded this bid.

Attachments

2.8.18 Board Agenda1.25.18 Board Minutes1.27.18 Billing ReportArchimages FeesStandard Uniform PurchasePolicy 107-5 Ballistic Vest DRAFTSonicWall Software Renewal