CENTRAL REGION EMS AND TRAUMA COUNCIL
Board of Directors Minutes February 4, 2014
Barb Jensen
Bill Gates
Celeste Etherington
Others Present: Merrili Owens
X
X
X
Directors Present
Chris Martin
Karen Kettner
Mark Taylor
X
Matt Gau
X
X
Call to Order: 1:42pm
Review of Minutes
Financial Reviews and Approvals
Monthly Bank Account/Expense Review
 Bank Statement
 Reconciliation Detail
 Invoices
 Front & back of cancelled checks
Financial Report
FY13
FY14
P&l
$30,099
$-24,482.48
Bal Sheet
$219,588
$205,000
Est Rec
$74,892
Est Pay
$70,644
Est end of year bal
$209,248
Monthly check approvals for expenses
Leave Balance and Leave Approval
Leave Balance : 5055.61
Discussion
Motion 1-2-4-14: Taylor/Jensen to approve minutes as written.
Motion Carried Unopposed
Discussion
Motion 2-2-4-14: Jensen/Etherington to approve financial report as
presented. Motion carried unopposed.
Action Item
Discussion
Motion 3-2-4-14: Gates/Taylor to approve monthly checks as
presnted. Motion carried unopposed.
Action Item
Action: Merrili will verify that the 1-31-14 leave balance is correct
and provide an explanation regarding why the leave balance of
Leave Request none
Policies and Procedures Review
 Expenditure Policy and Bid Requirements
FY 2015 DOH Contract-How the Region can bill for Programs
Regional Plan Update
Sucession Planning
$5634 as of December 31,2013 is more than the leave balance of
5055.61 as of January 31, 2014 (Explanation: 32 hours of leave
taken in December was not recorded in the General Journal until
January 2013.)
Discussion: The region’s current expenditure policy requires that
the Executive Director seek 3 bids on all discretionary expenses in
excess of $5000. On January 8, 2014 the Regional Council
approved $18,900+tax in funding for EMS week promotion on King
5’s New Day Northwest. Colleen Sweeney requested RFPs from
King and KOMO, but heard back from King 5 only. The process of
identifying a TV network that had an insterest in promoting EMS
week began in November which was prior to the approval of the
current expenditure policy. The MRSC “Purchasing and Bidding
Chart for Local Agencies” document does not list requirements for
quasi-municipal non profit corporations, however it is a best
business practice to set bidding requirements that mimic other
government agencies.
Action Item: Merrili will check with Lynda Karseboom on the
wisdom of setting a bid limit for purchases >=25,000.
Discussion: Goals 1 & 2 will be billable as
“administrative/operational. The RAC discussed how to bill for
programs (goals 3+). DOH has proposed that each region
determine how much the each program goal is worth (NTE $72,000
total for FY 15) and bill DOH accordingly. The RAC will discuss the
issue during a Go To Meeting, date TBD.
Action Item: Merrili will update the Board on the results of the
meeting.
See above discussion
Discussion Beginning FY 15, Northwes Region and North Region are
considering sharing an Executive Director. North Central and East Region
currently share an Executive Directo as does South Central and
Southwest Region. The State has set the amount payble for
administrative/organizational at $79,000 and programs at $72,000 based
on a contract amount of $151,000. Central Region received 149,784. The
amount that the State will allow for administrative/organizational costs in
FY 16 will be 50% of the overall contract amount.
The Board set an amount of $65,000 for salary and payroll taxes for FY 15.
No benefits will be offered. The Board’s current employment contract
will expire on June 30, 2013 and will not be renewed. The following
employment dandidate characteristics and employment policy was
agreed upon:
3 weeks PTO-use or lose it.
Beginning salary and payroll taxes set at $65,000
Position hourly work week set at NTE 32 hours
3 month probationary agreement
Position is grant based and subject to annual renewal of grant
Staff work at home
Flexible hours
Equipment provided by employer:
Computer
Monitor
software
internet and telephone
credenza
file cabinet
Employer will reimburse staff for mileage
Desired Candidate Characteristics & Experience
Healthcare or EMS background preferred
Small business management experience
Familiar with Windows and MS Office software
Familiar with Quickbooks
Experience in meeting planning and scheduling
Ability to work closely with Board of Directors
Ability to work without supervision
Local travel required
Familiarity with state funded programs a plus
Experience with web design tools a plus
The current job description will remain unchanged.
The Board set March 1, 2014 as the date to post the position. Possible
posting sites include:
LinkedIn
Washington State Fire Chiefs
Craigslist
NWHRN
DOH
Local schools of Nursing
Good of the Order
Action Item:
Merrili will find out the amount of Central Region’s contract with DOH for
FY 15.
Merrili will make list of meetings and rough schedule to the next Board
meeting.
Mark will bring copy of a grant funded employment contract
Merrili will write up the preferred skills and send out
Barb will contact her son who is a recruiter for more job posting
resources.
The State has completed their Accountability Audit of Central Region.
Bill and Merrili attended the Audit Exit Conference. There were no issues
idenfied by the Auditor and she was complementary toward the effort
that the Board has made to develop policies and procedures to protect
the use of public funds.
Adjourn: The meeting was adjourned at 3:40pm.
_______________________________________________________ __________________________
Chris Martin, Chair
Date