Board of Trustees May 9, 2024
The Board of Trustees for West Blount Fire and Emergency Medical Services District met at Fire Station No. 1 on May 9, 2024, the meeting was opened by Marty Stover, Chair, with prayer by Danny Smith. All five trustees were present, plus JJ Ivey, Chief, Melissa Thomas, Treasurer, Christie Moore, Billing Manager, and fire fighters Clay Jones and Zac Williams.
The minutes of the April 11, 2024, meeting were accepted on motion by Jamie Huffstutler, seconded by Danny Smith.
Financial report – The operating balance for April 2024 was $417,244.96. Total income was $71,709.49, with dues of $66,182.04. Total expenses were $46,137.65 with payroll of $31,919.29, repair and maintenance of $9,561.98, workers’ comp of $8,428. Upcoming known large expenses include insurance of $5,686.75 due August 6, and November 6.
It was announced that for next year’s budget there will be a breakdown of supplies to office supplies and station supplies. It is possible that this could happen with other areas of the budget.
The financial report was accepted on motion by Jamie Huffstutler, seconded by Mark Giddy.
Chief’s Report – Total calls for April were 111, including 7 out-of-area (2 – Mt. High/Ricetown; 4 – Bangor; 1 – Nectar/Cleveland): 61 medical, 2 structure fire, 8 auto accident, 4 fire alarm, 1 vehicle fire, 27 public service, 3 wild fire, 1 fire other, 4 tree down. Breakdown by station = Sta. 1 Hayden, 47; Sta. 2 Smoke Rise, 51; Sta. 3 Sugar Creek, 10; Sta. 4, Nyota, 3.
The following was also reported:
Pump test will be May 14
Hose and ladder test was completed at a cost of $5,481.09
Repair work on 1991 is complete and engine back in service
There was a plumbing issue at station 1 which cost $1,650
Workers comp audit is complete, the assessment for firefighters has decreased, now $8,428, for a total of $15,500
Brush Truck project is complete
Purchased fire hose, ten sections of 5 inch hose, from Bangor for $250
1951 purchase of two tires and alignment complete
1992 needed six tires
1953 needs alignment
1952 went to shop for warranty work, now back in service
Volunteer ran over a piece of equipment, cpr pump, was able to fix with donated parts
Have 10 volunteers
The Chief’s report was accepted on motion by Jamie Huffstutler, seconded by Mark Giddy.
Old Business
Billing Update – The attorneys at the end of April had a total of 253 accounts totaling $157,583.42 for collection, with 4 accounts paid in full. There was a check received from MSN
(Massey, Stotser, & Nicholas) in the amount of $2,073 for April collections with totals of $7,379.86 collected in 2024, and $228,222.83, since first turned over to MSN. There was 1
West Blount Fire Board – May 9, 2024 Page 2
new account added. There were 23 applications for exemptions approved by the board at the April meeting, for a total of 88 equaling $13,200 exemption adjustment, plus 1 denied. Fire dues received in April was $50,997.84 in checks or cash, $24,921.66 in Credit/Debit card plus $625 assessment fees, $35.00 donations, $93.32 attorney collection fees. Total collected for April was $76,672.08 [income from April 2023 was $56,370.04]. Total collected for the year was $449,808.54 [income from 2023 was $414,745.72].
There were 3,605 accounts invoiced. There are 2,410 accounts paid in full. At the end of April there are 67% of accounts paid in full, compared to 71% in 2023.
Stacy Quinn is working with MSN to get real time numbers on Collections, Liens, and Attorney Fees. This will hopefully eliminate any confusion in the future about totals and allow for more efficiency in compiling reports. Also testing different methods of posting payments and deposits to be able to provide real time numbers for all reporting across the board.
Third Party Billing – Two checks were received from State Farm in the amounts of $374.40 and $578.33 in April. There was one claim denied by Progressive in the amount of $667, and two claims unbillable, either lack of coverage or no insurance at all. So far this year, the total amount denied is approximately $10,000. There are four claims pending waiting on a decision by the insurance companies.
The resolution to change the billing parameters to the following was presented for approval:
“Pursuant to Resolution No: 2023-0511-01 Section 3, the West Blount Fire and EMS District would like to change the parameters in which Fire Recovery USA bills henceforth.”
“Beginning June 1, 2024, Fire Recovery USA has permission to bill individuals and send accounts to collections on all incident submissions where the involved party has been designated a “non-Resident.”
“It is found and determined that all formal actions of this Board concerning and relating to the amendment of this resolution were adopted in open meetings of this Board, and that all deliberations of this Board and any of its committees that resulted in such formal actions were in accordance with all legal requirements, and the Codified resolutions of the Board.”
The above resolution was unanimously accepted and signed by Marty Stover, Chairman.
Blount Springs – no report
New Business
IT Services – A proposal for IT services on an as-needed basis from Shea Layton was presented to cover all aspects of the department’s technology needs to include:
Remote and on-site technical support for end-users
Assistance with software installations, troubleshooting, and general IT inquiries
Automated and secure backup solutions to ensure data integrity and facilitate quick recovery in case of data loss
Strategic IT consultation to align technology with business objectives
Planning for future IT needs and upgrades to support company growth
$50/hour with one hour minimum per service call paid quarterly
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On motion by Jamie Huffstutler, seconded by Danny Smith, the proposal to hire Shea Layton on an as-needed basis for IT services was approved. He will be notified through the billing office.
New Treasurer – Christie Moore has submitted an application for the Treasurer’s position. The following offer was proposed: Based on 32 hours, she will receive an additional $2.50 an hour for 90 days, after that the amount will increase to $3 an hour. Danny Smith made a motion, seconded by Jamie Huffstutler, to approve this offer. Motion carried. Christie was welcomed as West Blount Fire & EMS District’s new Treasurer.
The next Board meeting will be Thursday, June 13, 2024, 6:00 PM at Fire Station No. 1.
Mark Giddy announced that he will be in Florida in June, therefore missing the meeting.
The meeting was adjourned at 7:13 PM on motion by Mark Giddy.
Present
Dolores Fort
Mark Giddy
Jamie Huffstutler
Danny Smith
Marty Stover
JJ Ivey
Melissa Thomas
Christie Moore
Clay Jones
Zac Williams
Dolores Fort
Secretary