S.A.F.E.R. Board of Directors

OFFICIAL NOTICE & MEETING AGENDA of a Board, Commission, Committee, Agency, Corporation, Quasi-Municipal Corporation, or Sub-unit thereof Meeting: S.A.F.E.R. BOARD OF DIRECTORS Members: L White {c}; A Opall; B Ermeling; P Kachel; K Langenhahn Location: Rib Mountain Town Hall; 3700 North Mountain Rd, Wausau Date/Time: Thursday, December 11, 2014 @ 6:00 P.M. AGENDA ITEMS FOR CONSIDERATION (All items listed may be action upon) Notice is hereby given that a majority of the S.A.F.E.R. Fire Commission may be present at the above noticed meeting due to the proximity of meeting time/location. This constitutes a meeting of the S.A.F.E.R. Fire Commission pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993), and must be noticed as such, although the S.A.F.E.R. Fire Commission will not take any action at this meeting. 1. Call to Order. 2. Comments from the public on issues related to the SAFER district – This period is an opportunity for members of the community to come before the Directors and present to them their comments related to the financial and administrative management of the SAFER district. No action will be taken on comments received at this meeting. 3. Consent Items. a) Approval of prior meeting minutes from Tuesday 11/25/2014. 4. Business Items. a) Discussion and Action on EMS Contract renewal with the Towns of Easton, Guenther, and Ringle b) Discussion and Action on Vehicle Insurance, Public Liability Insurance, and Worker’s Comp. Insurance c) Discussion and Action on Strategic Planning and Goal Setting d) Discussion and Action on bi-weekly paychecks for POC staff e) Discussion and Action on SAFER and MABAS 5. Staff Reports. a) Reports from Fire Chiefs. b) Reports from Administrators. 6. Set next meeting date and discuss items for next committee agenda. 7. Adjourn. This notice was posted at the Municipal Centers and sent to the Wausau Daily Herald newsroom on 12/10/14 @ 3:00 p.m. Please note that, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact the Rib Mountain Town Municipal Center at (715) 842-0983.  OFFICIAL MEETING MINUTES SOUTH AREA FIRE & EMERGENCY RESPONSE DISTRICT Board of Directors Regular Meeting Tuesday, November 25, 2014 @ 6:00 P.M. 1. Call to Order The regular meeting of the South Area Fire and Emergency Response District Board of Directors was called to order at 6:02 PM by SAFER Board Chairman Loren White. MEMBERS PRESENT – Loren White, Keith Langenhahn, Allen Opall, Peter Kachel. Barb Ermeling was absent and excused. Village of Weston Administrator Daniel Guild, Town of Rib Mountain Administrator Gaylene Rhoden, Chief Meilahn, Deputy Chief Savage, Attorney Peter Conrad and Finance Director John Jacobs were also present. Three audience members were present. 2. Comments from the public on issues related to the SAFER District There was no public comment or correspondence. 3. Consent Items a) Approval of prior meeting minutes from Tuesday 11/11/2014. Motion by Langenhahn/Opall to approve meeting minutes from 11/11/14. Motion carried unanimously. 4. Business Items a) Convene into closed session under Wisconsin State Statutes § 19.85(1)e for the purpose of deliberating or negotiating the purchasing of public properties, the investing of public funds or conducting other specified public business whenever competitive or bargaining reasons require a closed session for the purpose of considering the Town of Stettin Request for Proposal for fire protection services. Motion by Opall/Langenhahn to convene into closed session at 6:05 p.m. Roll call vote: All were in favor. (Attorney Peter Conrad did not sit in on the closed session). Reconvene into open session. Discuss and take action on previous closed session items. Motion by Kachel/Langenhahn to reconvene into open session. Roll call vote: All were in favor. Motion by Opall/Langenhahn to take no action on items discussed in closed session. Motion carried unanimously. b) Discussion and action on remaining FTE vacation time adjustment from 2014 in order to transition to PTO for 2015. This item was discussed only as a reminder of the action taken by the SAFER Board at their June 10, 2014 meeting. c) Discussion and action on Mutual Aid Agreement with Village of Marathon. Chief Meilahn presented a draft agreement which is essentially what Rib Mountain has had for years. It covers the corporate boundaries of Rib Mountain and Village of Marathon. It does not cover anywhere beyond those areas including the Village of Weston.  Motion by Langenhahn/Opall to postpone the Mutual Aid Agreement with Village of Marathon until after the strategic planning and goal setting session. Tie vote, motion fails. Motion by Kachel/White to approve the mutual aid agreement with the amendment to the agreement to include the territorial limits of the Village of Weston. Tie vote, motion fails. d) Discussion and action on Strategic Planning and Goal Setting. Motion by Langenhahn/Kachel to hold a strategic planning and goal setting meeting on January 9, 2015 at 9 a.m. at Rib Mountain Town Hall. Motion carried unanimously. e) Discussion and action on mutual aid EMS response as it pertains to revenue recovery. White stated Trustee Ermeling has a concern with revenue recovery when for example, we respond for a call Edgar has not gone on, we only get what the insurance or Medicare pays. Meilahn stated unless there is a mutual aid agreement in place, we can’t double bill by Federal standards. No action taken. f) Discussion and action on Public Liability and Vehicle insurance. Meilahn stated SAFER is shopping for insurance. Nathan Pezewski from the Horton Group was present to discuss this item. Motion by Langenhahn/Opall to allow Safer to obtain quotes and bring back to the SAFER Board of Directors. Motion carried unanimously. g) Discussion and action on EMS agreements and fire mutual aid agreements either up for renewal or in need of updating. Meilahn stated there are several contracts needing to be updated. There are three contracts expiring at the end of 2014. The goal is to have all contracts say the same thing and come due at the same time. 5. Staff Reports a) Reports from Fire Chiefs None b) Reports from Administrators Administrator Rhoden reported the Rib Mountain Town Board approved the SAFER budget. Administrator Guild reported the Village of Weston Board of Trustees also approved the SAFER budget and the transfer of the 2003 Chevy Blazer to SAFER. 6. Set next meeting date and discuss items for next committee agenda. Next meeting date set for Tuesday, December 9, 2014 at 6 p.m. Guild, Opall and Langenhahn will not be available for this meeting. 8. Adjourn Motion by Opall/Langenhahn to adjourn at 8:05 p.m. Motion carried unanimously. Prepared by Rhonda Christiansen on December 3, 2014. Presented for consideration to the Board of Directors on December 9, 2014.  AMBULANCE SERVICE AGREEMENT This Ambulance Service Agreement (hereinafter “Agreement”) made on the date set forth below between the South Area Fire & Emergency Response District (hereinafter “SAFER”) and the Town/Village of ____________________, Marathon County, Wisconsin (hereinafter the “Customer”), both Municipal Corporations located in Marathon County, Wisconsin. WHEREAS, SAFER owns ambulance equipment and employs trained emergency medical technicians; and WHEREAS, the Customer desires to contract for ambulance service for calls originating or terminating within the municipal boundaries of the Customer; NOW, THEREFORE, pursuant to Wis. Stat. § 66.0301, it is agreed as follows: 1. Service Area. The service area for ambulance services pursuant to the Agreement includes all unincorporated areas within the municipal boundaries of the Customer (the “Service Area”). 2. Services Provided. SAFER shall provide emergency ambulance service within the Service Area (the “Ambulance Service”). SAFER is hereby authorized to respond to calls for Ambulance Service with such equipment and employees, including mutual aid, as may be necessary in the discretion of the SAFER District Fire Chief or his assistant in command. 3. Term. The initial term of this Agreement shall be one (1) year commencing on January 1, 2015 at 12:00 a.m. and will expire on December 31, 2015 at 11:59 p.m. (the “Initial Term”), unless renewed pursuant to Paragraph 4 of this Agreement. 4. Automatic Renewal. This agreement shall automatically renew for successive one (1) year terms commencing on each January 1 after the Initial Term, unless written notice of non-renewal is served by either party upon the other party at least ninety (90) days before expiration of the then current term. 5. Termination. Either party may terminate this Agreement if the other party materially breaches this Agreement. The party claiming the right to terminate shall serve written notice of the material breach to the other party. Termination shall not become effective if the breaching party remedies or cures the breach within thirty (30) days from receipt of such notice. 6. Payment. The Customer shall pay SAFER for providing Ambulance Service as follows: a. $525.00 per patient ambulance transport; b. $125.00 per patient contact where no patient transport occurs. 7. Patient Charges. SAFER, or its agent, shall directly bill patients (or the appropriate person or payer that is responsible for payment) for the provision of Ambulance Service according to the fee schedule attached hereto and incorporated herein as Exhibit A (the “Patient Charges”). SAFER may change the fee schedule for each term of the Agreement after the Initial Term by providing written notice to the Customer on or before September 1. SAFER may arrange for, at its own expense, all patient billing and collections for providing Ambulance Service. SAFER shall retain one hundred percent (100%) of the proceeds received from Patient Charges, and shall not be required to reimburse the Customer for any amounts collected pursuant thereto. 8. Customer Billing. a. By April ___ of each year, the Customer shall pay to SAFER the sum of $__________ (the “Annual Fee”). SAFER may increase the Annual Fee annually based  on projected run volumes by providing written notice to the Customer on or before September 1. b. By ____________________ of the year immediately following the year in which Ambulance Service was provided, SAFER shall provide the Customer with: a) an accounting of all Ambulance Service provided; b) the amounts actually collected by SAFER as Patient Charges; and c) an accounting of the total amounts due pursuant to Paragraph 6 of this Agreement. By ____________________, the Customer shall pay to SAFER the difference between: a) the amounts SAFER collected from the Annual Fee and the Patient Charges, and b) the actual amounts due pursuant to Paragraph 6 of this Agreement. c. If the revenues SAFER collected from the Annual Fee and the Patient Charges exceed the actual amount due pursuant to Paragraph 6 of this Agreement, SAFER shall reimburse the Customer the excess amount. 7. Liability Insurance. In addition to worker’s compensation insurance, SAFER shall carry general public liability insurance with limits of not less than one million dollars ($1,000,000.00) for bodily injury, including accidental death, to any one person and not less than one million dollars ($1,000,000.00) for each accident with a total aggregate of two million dollars (2,000,000.00). SAFER shall also provide property damage insurance with limits of not less than one million dollars ($1,000,000.00) for each accident with a total aggregate of two million dollars ($2,000,000.00). 8. Indemnity. SAFER and the Customer shall each hold the other harmless and indemnify the other and their agents from and against any and all claims and demands, including all claims of negligence, damages, losses, costs, charges and expenses, including attorney fees arising out of the defense of said claims related to Ambulance Service provided herein and for any loss occasioned by the acts or omissions of the other party, their employees or agents, subject to subject to retaining all liability exemptions and limitations available under Wis. Stat. § 893.80. Both parties are governmental entities entitled to governmental immunity under law, including Wis. Stats. § 893.80. Nothing contained herein shall waive the rights and defenses to which each party may be entitled under law, including all of the immunities, limitations, and defenses under Wis. Stats. § 893.80 or any subsequent amendments thereof. 9. Execution. This Agreement shall become effective only upon the approval and execution of the SAFER Board of Directors and the Customer. 10. Governing Law. The laws of the State of Wisconsin shall govern this Agreement. 11. Severability. If any part, term or provision of this Agreement is held by a court of competent jurisdiction to be illegal or otherwise unenforceable, such illegality or unenforceability shall not affect the validity of any other party, term or provision and the rights of the parties shall be construed as if the part, term or provision was never part of this Agreement. 12. Waiver. No waiver by either party of any breach of any provision of this Agreement is a waiver of any breach of any other provision of this Agreement. Any continuing or subsequent acceptance of payment under this Agreement by SAFER is not to be deemed as a waiver of any preceding breach by the Customer of any terms, covenants or conditions of this Agreement. 13. Binding Effect. This Agreement shall be binding on each party and its successors and assigns, whether by consolidation, merger, or otherwise.  14. Assignment of Rights. No party to this Agreement may assign its rights or responsibility hereunder without the prior written consent of the other party. 15. Counterparts. This Agreement may be signed in several counterparts, each of which shall be an original, but all of which together shall constitute the same instrument. Delivery of a signed counterpart by facsimile or email transmission shall be effective as delivery of a manually signed counterpart of this Agreement. 16. Captions. The captions of the paragraphs in this Agreement are only for convenience or reference and do not define, limit, or extend or describe the scope or intent of this Agreement. 17. Legal Relationship of the Parties. The legal relationship of the parties shall be that of independent contractor. The employees of either party shall not be considered an agent or employee of the other party for any purpose. 18. Entire Agreement. This Agreement constitutes the entire agreement and understanding of the parties and supersedes all offers, negotiations and other agreements of any kind. There are no representations or understandings of any kind other than as set forth herein. Any modification of or amendment to this Agreement must be in writing and executed by both parties. IN WITNESS WHEREOF, the parties have causes this Agreement to be executed by authorized officials by resolutions duly adopted. [Signatures and acknowledgements on following page]  SAFER Adopted by resolution dated: _________________ By:_______________________________________ Loren White, SAFER Chairman ATTEST: ______________________________ SAFER Vice Chairman CUSTOMER Adopted by resolution dated: _________________ By:_______________________________________ ATTEST: , Clerk  EXHIBIT A Ambulance Service shall be paid based on the following schedule. • $625.00/run for basis life support (BLS) ambulance transport IV • $700.00/run for advanced life support (ALS1) ambulance transport IV • $750.00/run for advanced life support (ALS2) ambulance transport IV • $13.00/mile (from pickup location to destination) • $65.00 for oxygen (as needed) • $125.00 per spinal immobilization charge (as needed) • $200.00/run for BLS on scene care (responds to call, provides BLS treatment but patient refuses transport and/or is simply not transported) • $700.00/run for ALS1 on scene care (responds to call, provides ALS1 treatment but patient refuses transport and/or is simply not transported) • Medications and medical supplies • $25.00 processing fee per patient for billing expenses 4. c. Strategic Planning and Goal Setting Meeting The facilitator for our January 9th strategic planning meeting has run into a scheduling conflict and would like us to consider a new date. She is available any other Friday in January. If this is not possible she will attempt to attend. Action: 1. Hold meeting on January 9 as scheduled 2. Pick new date of January 16, 23, or 30 4D Bi-Weekly Payroll for POC Staff We have had a request from our POC staff to be paid on a bi-weekly basis. As you are aware they are currently paid on a quad-weekly basis which for some is a financial hardship while planning a family budget. Under ADP, our payroll platform, we are billed $4,498.00 per year to process the quad-weekly POC payroll. Should we change to a bi-weekly payroll for POC staff ADP will charge us $7,296.00 per year for processing payroll, a difference of $2,798.00 per year. The extra $2,798.00 per year to assist our POC staff is within the parameters of our current budget. We have confirmed this information through discussion with our financial agent. More information will be presented at the Board meeting. Action: 1. Allow bi-weekly payroll for POC staff 2. Deny request 4. e. SAFER and MABAS As you are aware both Weston and Rib Mountain Boards adopted resolutions and signed the MABAS Agreement as separate entities prior to the creation of SAFER. SAFER now needs to adopt a resolution and sign the MABAS Agreement in order for SAFER to participate in MABAS. The resolution and agreement are from MABAS Wisconsin and cannot be altered or changed in any fashion by us. Action: 1. Sign the agreement and resolution for participation in MABAS 2. Deny request and do not participate in MABAS  SAFER Times 11/2014 Count of Run Number Count of Run Number Count of Run Number Count of Run Number Shift Total Call Area Total Destination Total Incident Type Total Station 1 102 Village of Weston 113 ASPIRUS WAUSAU HOSPITAL INC 98 U‐IFT 18 Station 2 129 Rib Mountain 47 ST CLARE HOSP‐WESTON 71 S‐IFT 9 Grand Total 231 Kronenwetter 22 (blank) 41 Medical 153 Wausau 14 Other Unlisted Wisconsin Location 8 Trauma 30 Stettin 7 Home/Residence 4 MVA 13 Town of Weston 6 NORTH CENTRAL HEALTH CARE FACILITY 2 ER Home 1 Ringle 4 HOMME HOME FOR THE AGING 1 Event Stand‐by 3 Marathon 3 not transported 1 Ski Hill 4 Town of Marathon 2 BETHEL CENTER 1 Grand Total 231 Easton 2 ST JOSEPHS HOSP‐MARSHFIELD 1 Guenther 2 AMERY REG. MED. CTR. 1 MARSHFIELD 2 Kennedy Park Rehab, Weston 1 Mosinee 2 NORTH CENTRAL HC FACILITIES 1 Schofield 1 Grand Total 231 TOMAHAWK 1 EAGLE RIVER 1 Hatley 1 MERRILL 1 Grand Total 231 Station II (Weston) Median 911: 01:42 05:00 14:00 AVERAGE 911: 01:49 05:45 14:29 AVERAGE IFT: 32:56 15:46 11:52 Station I (Rib Mountain) Median 911: 02:00 06:12 13:44 AVERAGE 911: 02:10 07:02 15:04 AVERAGE IFT: 31:27 24:09 15:29