Board of Trustees September 19, 2024
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 19, 2024, the meeting was opened by Jamie Huffstutler, Vice Chair, with prayer by Danny Smith. There were four trustees present, plus Christie Moore, Treasurer, and Chief JJ Ivey by phone.
Special Guest, Lori Criswell, CPA, with offices in Snead, was introduced. She agreed to talk with our board about auditing, internal auditing and external auditing. Her first point was the cost that would be involved with an external audit, anywhere from $5,000 to $10,000, and even as high as $20,000. She stated that looking over our financial report that we seem to be in compliance and that we really need to think about what we hope to accomplish by having an audit. She also stated that there are no laws requiring us to have an external audit. She was very helpful in answering questions, and provided the Treasurer with a listing of internal control suggestions. She was thanked for her willingness to come the distance to talk with us and share her expertise. She then left.
The minutes of the August 8, 2024, meeting were accepted on motion by Mark Giddy, seconded by Danny Smith.
Financial report – The operating balance for August 2024 was $304,066.63. Total income was $25,334.67. Total expenses were $57,271.20. Upcoming large expenses due in November are for insurance of $5,686.75.
The financial report was accepted on motion by Mark Giddy, seconded by Danny Smith.
Chief’s Report – Total calls for August were 140, including 11 out-of-area (5 – Mt. High/Ricetown; 3 – Bangor; 1 – Locust Fort/Dallas-Selfville; 2 – Nectar/Cleveland): 82 medical, 4 structure fire, 8 auto accident, 4 fire alarm, 4 vehicle fire, 8 public service, 6 wild fire, 0 fire other, 7 tree down. Breakdown by station = Sta. 1 Hayden, 53; Sta. 2 Smoke Rise, 58; Sta. 3 Sugar Creek, 10; Sta. 4, Nyota, 8.
The following was also reported:
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Tools have been damaged and a claim needs to be filed, $250 deductible, no claim filed since 2014. Tools involved: battery powered saw $600, Battery powered tool (Jaws of Life) $7,300. Approval was authorized to file the claim.
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Work evaluation for the Treasurer was submitted: she has done a great job and has gone above what she is actually paid to do. Per agreement made at date of hire, she will receive a $.50/hour increase in pay.
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Budget for the Christmas Parade will be presented next meeting. JJ is on the agenda for the October 8 Town Council meeting. We have received enough sponsorship to not have a cost the department.
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Ladder truck (1971) and Tanker (1964) will be listed for sale at $25,000 each. It is believed we will get top dollar for both.
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Budget items that need adjusting will be discussed at the next meeting.
The Chief’s report was accepted on motion by Mark Giddy, seconded by Danny Smith.
Old Business
West Blount Fire Board – September 19, 2024 Page 2
Billing Update – The attorneys at the end of August had 5 accounts paid in full. There was a check received from MSN (Massey, Stotser, & Nicholas) in the amount of $4,398.34 for August collections, with total received to date of $237.744.95. There were 4 new accounts added. Fire dues received in August was $13,816.09 in checks or cash, $11,523.26 in Credit/Debit card, $40 dues credit settlement in July but posted in August, plus $525 assessment fees, $5 insurance reimbursement, $35.03 donations, and $480.29 other. Total collected for August was $26,384.67 [income from August 2023 was $9,119.85]. Total collected for the year was $548,076.25 [income from 2023 was $501,920.20].
There were 3,612 accounts invoiced. There are 2,783 accounts paid in full. There are 829 accounts with a balance. At the end of August there are 77% of accounts paid in full, compared to 80% in August 2023.
Stacy Quinn is continuing her work with MSN to reconcile all collection accounts to date.
We do not get any compensation on liens, plus we pay $25 to MSN for each lien. It was suggested that we charge a fee to the homeowner for each lien that we have to process to cover the cost that we incur for each lien.
The office is working on approximately 15 new build/new business accounts to have added by the end of September. Work is being done to locate appropriate property owners and correct billing addresses. These properties are from all areas of our district.
Color paper was used for the late payment letters that were sent out. It proved to be very successful with payment of dues. On motion by Dolores Fort, seconded by Mark Giddy, colored paper was approved for sending out those past-due notices.
Third Party Billing – The month of September started a new way of filling out the insurance information sheets as well as changing how we are submitting the information to Fire Recovery USA. Pictures are being included with every submission as well as collecting involved party’s phone numbers to aid with contact information. These suggestions were made by Fire Recovery to increase our success rates. There are currently 8 accident invoices outstanding totaling $7,137.92. There is one approved payment of $3,718.65 due the beginning of October.
Blount Springs – They are on the agenda with the Blount County Water Authority for the October 5th board meeting. Water pressure has increased, there are several leaks, but it is getting better.
The meeting was adjourned at 7:30 PM on motion by Danny Smith.
Present Not Present
Dolores Fort Marty Stover
Mark Giddy Stacy Quinn
Jamie Huffstutler
Danny Smith
Christie Moore
JJ Ivey by phone
Dolores Fort Secretary