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2021-09-09 Minutes

Board of Trustees                                September 9, 2021
West Blount Fire & EMS District
 
The Board of Trustees for West Blount Fire and Emergency Medical Services District met at Fire Station No. 1 on September 9, 2021, the meeting began at 7:10 PM led by Greg Reid, Chair.  Three trustees were present plus Zac Williams representing JJ Ivey, Melissa Thomas, Treasurer, and Diane Cox and Lisa Morgan, Billing Managers.        

The minutes  of the August 12, 2021, meeting were accepted on motion by Greg Reid, seconded by Annette Cox.

Financial report – The operating balance for August was $412,451.23.  Total receipts were $23,728.58, including dues of $18,293.75.  Total expenses were $38,879.12, including payroll of $24,590.68 and repair and maintenance of $6,308.85.  

The financial report was accepted on motion by Annette Cox, seconded by Greg Reid.  

Chief’s Report

Total calls for July were 131, including 16 out-of-area (3 – Mt. High / Ricetown; 2 –  Locust Fork / Dallas/Selfville; 10 – Nectar/Cleveland; 1 Warrior): 90 medical, 2 structure fire, 7 auto accident, 3 fire alarm, 2 vehicle fire, 20 public service, 0 wild fire, 3 fire other, 4 tree down.  Breakdown by station = Sta. 1 Hayden, 70; Sta. 2 Smoke Rise, 51; Sta. 3 Sugar Creek, 8; Sta. 4 Nyota, 2.  

Also reported:  
    A letter is being sent to Nectar Fire Department listing what kind of calls we will cover with mutual aid for that department, a copy will be sent to 911
    We have been approved for a $300,000 grant for a new truck.  The grant writer receives from us $14,285.71 (due now), our 5% match of $15,000 is due when the truck is completed next year.
    Two volunteers are starting Firefighter school next week
    Cameras have been installed at Stations 3 and 4

The chief’s report was accepted on motion by Dolores Fort, seconded by Annette Cox.  
 
Old Business

Billing Update – At the end of August there were three total CLA’s (conditional lien agreements) are on file.  The attorneys have a total of 220 accounts, 8 paid in full and 5 new accounts sent.  A check was received for $2,541.76 from MSN (Massey, Stotser, & Nicholas) for August  collections, making a total of $21,805.91 for 2021, and total collections of $97,421.48 since first account was turned over to them.   Four new accounts were added in August.  Three new exemptions were approved in August, making a total of 117.  Payment plans have been set up for 84, and 184 accounts have liens through MSM.  Fire dues received in August was $17,873., plus $420 assessment fees, $3,000 Gardner grant, and $2,380.72 landfill & forestry, totaling $23,674.47 [income from August 2020 was $23,522.07].  Total collected for 2021 is $496,341.12.  There are 804 accounts in the system with a balance totaling $302,881.64 at the end of August, which includes all outstanding dues from the beginning. There are 3,750 total accounts in the system.  So far this year there has been 79% participation for payment of fire dues.

Certified letters were sent August 13th to 97 accounts in arrears.
 West Blount Fire Board of Trustees – August 12,2021                    page 2

Chris Edwards with the insurance company will update the notary license for another four years on September 2nd   

Alternate Fire Dues Payment Method – Cory Quarter and Traditions Bank have a payment system that is used by the Town of Hayden Water Department, which they are very pleased with, especially since Mr. Quarter, who lives in Decatur will come to the office to fix any problem that may arise.  Installation and training will be provided.  Both Debit and Credit cards can be accepted.

Payments can be made either over the phone or in person.  There is a $10 monthly fee for businesses that do less than $2000 to $3000 a month.  For payments over the phone there is a 3.5% fee, and 2.75% if paid in person.  These fees would be added to the account of the individual using the service.  The money goes straight to our bank account in two days after the transaction.

Example of payment using both in-person payment and over the phone payment:

                In-person @ 2.75%            Over phone @ 3.5%
1 year                $150 + $4.13 = $154.13        $150 + $5.25 = $155.25
1 year + late fee         $165 + $4.54 = $169.54        $165 + $5.78    = $170.78
2 years + late fee        $330 + $9.08 = $339.08        $330 + $11.55 = $341.55

A motion was made by Greg Reid, seconded by Dolores Fort, to accept this plan on a trial basis, working through the end of this year with the understanding that we will cancel if it does not work out.  Motion passed.

New Business

At the County Commission meeting this morning, Neil Brooks, 911 chair, spoke about the new 911 radio system and presented information concerning their request for $1,500,000 from the American Rescue Plan Act (set up as a result of COVID).They have purchased 362 units at $900 a unit, which is a discount. They will be distributing the radios to various entities through the county, with each fire department getting 12 units, if any department wants additional units, they will have to go through a regular vendor to purchase additional units which will be at a higher price.  For each unit there will be a user fee of $20 per month for 5 years, beyond 5 years it will be $4 a month.  

The meeting was adjourned at 7:55 PM on motion by Annette Cox.

Present                Not Present                    
Annette Cox                Billy Giddy
Dolores Fort                Marty Stover
Greg Reid                JJ Ivey
Zax Williams                    
Melissa Thomas            
Diane Cox
Lisa Morgan    
                                Dolores Fort
2 firefighter were present                     Secretary
There were no guests