The meeting was called to order by President Bullock at 1910 hours.

A motion was made and seconded to approve the minutes from the August 8, 2003 meeting as submitted and the motion passed unanimously. 

Report was tabled until Stakeholders item on agenda.  

• Current account balances are: checking - $4,006.57; savings - $2,029.17.
• Current membership directory was distributed.
• Membership roster was circulated for review and corrections.

• The recent OEMS notice of new address and phone numbers that was mailed out had incorrect information – the phone number was wrong.  A revised mailing will be sent.
• Any provider due to expire in November or December 2003 will automatically have their certification date extended to January 2004.  This is due to the Office being closed and the expected time to get the information system back up and running.  If a provider wants to keep their original expiration date, they can request it be adjusted.
• Please bear with staff during the move and expect outages to their network.
• Discussed changes to the State’s information technology resources – IT positions within OEMS will now be reporting to OIM.  The State is consolidating these resources but OEMS is hopeful that the change will not cause a loss of focus and service level. 
• Web page will be changing and will now contain the Health Department logo and the layout will change.

 Old Business: 

Stakeholders Meeting Update – Bill Bullock

• Recent meetings were recapped that were held on 7/9/03 (Yorktown) and 10/14/03 (Hanover).

           July 03 Meeting

·         25 – 30 members including representatives from public safety, DFP, OEM, OEMS, as well as other major organizations. 

·         Meetings have focused on issues that impact the involved agencies, especially the State budget.  The group is focusing on the FY ’05 budget in an attempt to prevent additional cuts.  Six organizations have been working with David Bailey to develop a lobbying strategy. 

·         Discussion on David Bailey’s fees and what may happen if there are differing views among the stakeholder member groups.   

October 03 Meeting

·         Committee on Commerce and Labor attended meeting and were seeking input on statewide impact of Hurricane Isabel from those agencies that were affected.

·         Discussed fundamental changes, i.e. guidelines re: when to cease emergency responses when the conditions prohibit safe operations.  There were 99 jurisdictions deemed eligible for federal aid. 

• Committee reviewed financial records and reported that all are in order.  The last three years were reviewed and there were no discrepancies contained within the records.

• Discussion on VAGEMSA’s representative to the Symposium Committee – Bob Ryalls was appointed to serve on the 2004 Symposium Development Committee.

• Chief Mary Beth Michos who is currently the chair of the EMS sub-committee of State Chiefs requested a meeting with VAGEMSA to review past efforts of forming an association between the two groups.  Bill Bullock, Don Barklage and Jennie Collins met with her and discussed the past efforts.  Chief Michos will report back to the Executive Board of State Chiefs and determine if there is interest to re-open discussions.

 Meeting adjourned at 2020 hours.

 The next meeting will be held on February 13, 2004, 1000 hours, at the Place at Innsbrook.

The meeting was called to order by President Bullock at 1100 hours. 

A motion was made and seconded to approve the minutes from the May 9, 2003 meeting as submitted.  Hearing only one correction (P. 3 should be Mike Berg not Mike Johnson), the motion was passed. 

President’s Report: 

• Recap reason for time change for our meeting today.  Kudos to Dave Hoback and Randy Abernathy for covering meeting responsibilities during April and May while Bill Bullock was tied up.

• Stakeholders Meeting update – Six primary member groups (State Chiefs, Fire Service Council, VA Professional Fire Fighters, State Fire Marshals, VAGEMSA, VA Association of Fire Fighters) have formed an alliance and are working on hiring a lobbyist to work on legislative initiatives.  Group is concerned to keep public safety funding on the forefront of legislatures’ agenda.  Discussed recent survey conducted by Dave Bailey & Associates to all incumbent legislatures asking if they would support an increase in insurance rates to improve the funding for fire service.  Attempting to meet with insurance carriers to discuss the needs of the local government fire services and need for increased funding to meet service demands and demands of standards in an effort to decrease the insurance industry’s resistance to the effort.  Group continues to negotiate costs associated with lobbying fees and we are concerned with the amount expected since VAGEMSA does not have a great deal of financial resources.
• We have not been contacted reference next year’s Symposium Development Committee.  Bob Ryalls is interested in participating next year unless someone else is interested.  VAGEMSA is sponsoring a pre-conference seminar this year.
• Billing Seminar has stirred a lot of interest – may look at doing something else in the future. 

 Secretary/Treasurer Report: 

• Current account balances are: checking - $3,706.57; savings - $2,028.16.
• First Union Bank has merged with Wachovia and utilizing Wachovia’s name – this is who our accounts are with.
• FY ’04 invoices will be mailed soon.
• Membership roster was circulated for review and corrections.

• Mike Player discussed his suggestion made at last meeting regarding expanding VAGEMSA committee structure to identify sections for other EMS specialty areas (i.e. infection control, billing, etc.).  There was a discussion on options to forming sections with the goal of furthering professional development and networking of our members.  Also discussed was the expected revision to the Advisory Board and how it may be prudent to wait until those new by-laws are adopted so that any structural changes are understood.  Motion from Randy Abernathy was made to have the Executive Committee review the upcoming Advisory Board by-law changes and bring forth a proposal at our November meeting re: establishment professional development committee with working sub groups.  Motion seconded by Mike Player and passed unanimously.

• Randy Abernathy reported that he had recently attended a Homeland Security Conference in Arlington County.  He felt the conference was very informative and brought to light the threats that still exist to the Commonwealth, as well as to the nation.  He discusses the thought that VAGEMSA should consider pursuing taking a stance on having the Commonwealth take a hard look at the EMS system and where improvements are needed.  There was a general discussion about some of the issues facing EMS systems (i.e. closing of trauma centers, hospital capabilities and diversions, EMS transport considerations, funding, etc.).
• Mike Player reported he was asked to chair an ad-hoc committee to work on developing a Virginia Emergency Medical Services Plan.  He stated that Rob Logan, Kent Weber and Dr. Gilbert are the other committee members.  The committee has developed a package to solicit input for both short term (3 year) and long term (5 year) goals.  The committee is in the process of distributing the input package to the EMS system constituents.  The committee has developed a timeline for the process:

July ‘03 –        Presented scope of work to OEMS

August ’03 – Presented information package to the regional directors, Advisory Board as well as other system constituents.   

September ’03 – Input received from system constituents.

April ’04 -       Public comment meetings held throughout the State. 

June ’04 -       Condense all information received and present preliminary report to the Advisory Board. 

August ’04 -   Final presentation to the Advisory Board.

 Committee Reports:  Committee reports were dispensed with due to condensed business meeting.  Only report was from Symposium Committee – Bob Ryalls reported that on-line registration available and booklet is on the web now.  The paper version will be coming out soon.

Dave Palmer had an emergency surgery on an uncontrolled nose bleed.  He is in the hospital now but is resting and recovering well.  We wish Dave a speedy recovery. 

Meeting adjourned at 1155.

 The next meeting will be held on November 5, 2003, 1000 hours, at the Symposium hotel.

The Place at Innsbrook 

The meeting was called to order by 1^st Vice President Hoback at 1004 hours.  A motion was made and seconded to approve the minutes from the February 7, 2003 meeting as submitted.  Hearing no discussion, the motion was passed.

• FYI - President Bullock is at the National Fire Academy working on grant reviews.

• Current account balances are: checking - $4,760.99; savings - $2,025.68.
• We have received a memo from Governor’s office acknowledging our Advisory Board nominations (Dave Palmer, Fred Crosby & Craig Bryant).
• Membership roster was circulated for review and corrections.
• Bedford County membership was endorsed.

·        Recapped history of last Advisory Board actions.  Reg & Policy Committee working on replacement language for those affected sections.  A NOIRA has been submitted and they expect a timetable of 12 – 18 months.

·        Compliance Manual has been posted on web – remember this is a work in progress.  The “reserve” vehicle permit is currently being working on.

·        Code of Ethics document being submitted to Advisory Board today.

• Approximately 90 attendees and lots of positive feedback.
• There was one vendor disappointed that he did not receive an invitation.  Discussion on how the situation was handled.
• General discussion regarding future plans.

Advisory Board Update (Dave Palmer)

• Recap of retreat held on 4/22/03.  Major items discussed were:
  1. Four-for-Life distribution formula.  Advisory Board will send recommendation to Governor for consideration into Budget Bill.  They also plan to send via the legislation route.
  2. Reorganization of Board (re: number of seats, etc.)  Recommendation was to replace the seats of (1) VA Association of Counties, (2) VA Municipal League & (3) one of the VAVRS’ seats with members from 3 regional councils who are currently not represented on the Board.  Further recommendations were to add 2 seats – one for VA Association of Counties and one for VA Municipal League.  Total number of seats recommended is 27.
  3. Revision of Advisory Board by-laws.
• Recap of recent meeting with Dr. Powell (Health Commissioner).

 Web Page – Dave Palmer requested a new or co-webmaster for our web page.  Please contact him if interested. 

OEMS Staff Question – Craig Braynt asked Dave Cullen about status of Communications requirement in Rules & Regs about “fixed” vs. “portable” radios.  Dave Cullen referred Craig to Scott Chandler (Communications Committee) for information.

1.      Communications – Meeting at the same time VAGEMSA is today. 

2.      CISM – We need a representative for the committee. 

3.      Emergency Management – Mike Player reported the committee meets next Wednesday at 1000 hours, at OEMS.  Work continues to support current programs. 

4.      Evaluation – Kent Weber reported there is no committee formed right now.

 5.      Financial Assistance Review Committee – No report.

 6.      Human Resources and Training – Dave Palmer reported the committee has been meeting regularly and is currently working on CE options.

 7.      Medevac – No report.

 8.      Medical Direction – Dave Palmer reported the committee continues to have strong stance on Medication and Procedures schedule.  He also recommended that VAGMESA needs to identify someone to attend meeting regularly.

 9.      Public Information & Education – No report.

 10.  Regulation & Policy – Don Barklage covered most items earlier.  The committee continues to look for additional members – especially in the southwest region.  Dave Hoback offered to assist.

 11.  Transportation – Mike Harmon reported he will send Jennie Collins the minutes for distribution.  General discussion regarding State Ambulance contract.

 12.  Trauma Systems Oversight & Mgmt. – No report.

 13.  Legislative (Fire Programs) – Randy Abernathy reported he attended the Stakeholders meeting.  Discussions on Small Pox presentation by Deputy Commissioner of Health, statewide terrorism exercise in October, Homeland Security, OEMS & DFP regulatory oversight.

 14.  Symposium – Pete Brown reported for Bob Ryalls that the planning activities are complete.  Bill Meadows is setting the schedule and notifying instructors of time slots.  Internet registration with credit card will be available this year.

 15.  EMSC Supplement – Dave Palmer reported for Laura Walker that there are lots of free resources – especially in injury prevention.  Mike Johnson has requested an electronic grid for grant availability.  The Committee is also working on developing new 5 year plans.

 Other Comments 

Mike Berg reported that an Advanced DO course will be held on May 31, 0800 - 1700.  Cost is $50.  For more information, go to tjems.org.

 Mike Player discussed how EMS Management team has grown through the years.  He suggested VAGEMSA contemplate identifying sections to handle specialties in EMS Administration and capitalize on their member’s expertise.  He suggested sections such as; Designated Officers, QA Officers, Privacy Officers, Reimbursement Officers, EMS supervisors and EMS Training Officers.  Members are asked to contemplate suggestion and forward any comments to Bill Bullock.  The Executive Committee will review the comments and discuss at August’s meeting.

 Mike Player made a motion for VAGEMSA to prepare a memo for OEMS and commissioner to support the three recommendations resulting from the Advisory Board retreat.  The motion was seconded and unanimously approved. 

Dave Hoback asked Rob Logan to update the group on the Hospital Diversion software – Rob reported that the software is being implemented in 5 council areas – expected “go live” date is June 1.  It is recommended for PSAP and Hospitals to view and utilize the systems.  It is optional for EMS systems to view the information and he cautioned to not change transport plans without current information (system dependent on hospitals keeping data current).  The system does have the ability to send text pages.  There is also work being done for a NHTSA grant application for funding for next year. 

Dave Palmer indicated that Norfolk has requested OEMS to seek AIG opinion on HIPPA.  They are waiting for a response.  

The meeting was called to order by President Bullock at 1005 hours. A motion was made and seconded to approve the minutes from the November 6, 2002 meeting as submitted.  Hearing no discussion, the motion was passed.

 President’s Report:

• President’s report was dispensed with as all issues would be covered under the agenda items.

 Secretary/Treasurer Report:

 Current account balances are: checking - $3,420.99; savings - $2,025.68.

 A new agency has applied for membership – Bedford County.  The applicant will be contacted to assure agency meets bylaw requirements for membership.

 Meeting dates for the remainder of the year are as follows:

            May 9^th, 1000 hours – The Place at Innsbrook

            August 8, 1000 hours – The Place at Innsbrook

            November 5, 1900 hours – The Waterside Marriott - Symposium

                        (Advisory Board meets November 14)

 OEMS Report:

 Gary Brown

·        All encouraged to review the quarterly report (emailed to membership earlier by J. Collins).

·        Recapped budget activities.  There have been legislative amendments introduced regarding Four for Life.  House has approved two amendments re: RSAF and the Senate has approved companion language.  All agencies are strongly encouraged to monitor this legislative activity.  There was a discussion regarding recent activities regarding legislative items.

·        Rules & Regs (Don Barklage & Gary Brown) – Recapped recent events regarding the delay of implementation and meetings.  There was a decision to have another public comment period.  January 15 was the implementation date for all the Rules & Regs except for the following sections:

Totally Withdrawn from the Regulations:

Section 1050 – Medication & Procedure Schedules

Section 970 – Firearms 

Implementation delayed until March 1, 2003:

Section 610 – DERA response standards

Section 620 – DERA staffing levels

Section 730 – Vehicles

Section 940 –

Section 1030 –

Section 1140 –  

Regulation & Policy Committee has submitted six action items for today’s Advisory Board meeting.  All sections, with the exception of section 620, are being recommended to stay in the regulations.  The Committee will recommend section 620 to be withdrawn from the Regulations. 

Regulation & Policy Committee also working on RSAF guidelines and vehicle permitting regarding supplemental care transports involving those agencies who bill for services.  Committee will be working on clarification of this section.  The Compliance Manual is on hold until the Rules & Regulation issues are resolved.  The Manual should be available after the March 1 implementation items are resolved.

1.      VAGEMSA by-laws (B. Bullock) – J. Collins has copies of bylaws reflecting changes adopted at our last meeting.  Executive Committee is reviewing for any typos, etc. and a final version will be emailed to everyone soon.

2.      Advisory Board Ad Hoc Committee (B. Bullock) – A proposal has been developed regarding the Advisory Board membership.  This will be presented to the Advisory Board today, but it is expected that a retreat will be scheduled to discuss this and other items.

3.      Electronic Signatures (B. Bullock) – Attorney General’s Office has established an internal working group for this issue.  They are just getting started and we will continue to monitor the issue.

4.      Fire Service Council Stakeholders Group (Bill Bullock) – Bill recapped the history of this group.  They have met three times and there are approximately sixteen associations plus several State agencies that are participating.  Bill discussed the legislative issues and identified the patrons that were sponsoring the bills.  The group will be meeting again around the end of February or early March.

5.      Wintergreen’s Property Owners Application (J. Collins) – the history of Wintergreen’s application was reviewed (from November’s meeting).  Wintergreen has been offered an Associate membership and the motion was announced at the November meeting.  In accordance with bylaws, Dave Palmer introduced a motion to accept Wintergreen as an Associate Member of VAGEMSA.  The motion was seconded by Don Barklage and the vote was unanimous in support. 

1.      Survey – Dave Palmer handed out a survey that he developed for a paper he is working on regarding EMD and caller referral systems.  He requested members to answer the survey and return it to him.  He will email Jennie Collins a copy of it, so that it may be sent to all other members.  He needs to have the information returned by March 1.  Bill Bullock commented on the recent email requests for information regarding transport issues that have been circulating among VAGEMSA members.  Hopefully this type of information exchange is helpful to those agencies who are wrestling with the issues. 

 2.      HIPPA – Bill Bullock recapped VAGEMSA’s efforts to offer a 1 – 2 day seminar on HIPPA regulations.  Cost of holding this event became prohibitive .  However Lorman Educations Services are holding two meetings: February 19 in Roanoke and February 26 in Richmond.  Cost is $249 per person and you can go to lorman.com for all the information.  There was a discussion of what other agencies are doing.  Paige, Wolfberg and    have an Ambulance Service Guide to HIPPA Compliance program on CD-ROM.

 3.      Press Conference – Bill Bullock reported that on December 9^th, VAGEMSA was invited to attend a Governor’s press conference regarding homeland security.  At the conference there was a discussion of a partnership with the State and George Mason University – Law School to develop information for public safety agencies.  It was nice to have VAGEMSA recognized and invited to attend this event.

 4.      VA General Assembly Web Page – Bill Bullock reminded everyone that this is a good resource.  You can type in a bill number and see the latest updated information.  The information is typically updated every day.  Discussion regarding several bills that VAGEMSA is supporting (i.e. removal of licensing for AEDs, green command lights, etc.).

 5.      Administrative Review Committee – Bill Bullock discussed how the revised bylaws identified an Administrative Review Committee.  Randy Abernathy will chair the committee.  Any members interested in serving on this committee should contact Bill and he will make the selections.

 Committee Reports:  

 1.      Communications – no report

 2.      CISM – no report

 3.      Emergency Management – Mike Player reported that MCI modules II, III and V were offered at the last symposium.  The web page has several other offerings listed.  Module IV has been given in Tidewater and Peninsula areas.  The committee is tweaking Module V and that course will be offered.  The group is also working on the small pox issues. 

 4.      Evaluation – no report

 5.      Financial Assistance Review Committee – Chris Slemp reported that the committee was looking at ways to draw down RSAF grant awards and have the regional councils hold the money until the grant has been completed.  This will help to reduce the cash balances in OEMS budget, which continues to catch the eye of the Governor’s office.  Details are being worked out currently.  The recommendation will be going to the Advisory Board today.

 6.      Human Resources and Training – Dave Palmer reported that the committee was reorganized about 6-9 months ago.  The group is working on new technology ideas to offering continued education credits, alternative means for training and practical testing, and distance learning.

 7.      Medevac – no report

 8.      Medical Direction – Dave Palmer reported that the last meeting was well attended due to discussions with the Medication and Procedure Schedules.  The group will continue to work on the schedules.

 9.      Public Information & Education – Bob Ryalls reported the last meeting was postponed to February 28.  Group continues to work on success stories videos. 

 10. Regulation & Policy – Don Barklage covered activities earlier in agenda. 

 11. Transportation – Mike Harmon reported that the last meeting was cancelled and has not been rescheduled yet.

 12. Trauma Systems Oversight & Mgmt. – no report

 13. Legislative (Fire Programs) – no report

 14. Symposium – Bob Ryalls reported that the deadline for committee members is February 15.  VAGEMSA has committed to deliver another pre-conference session.  Bill Bullock and Jennie Collins will continue the program from the last two years with a little different format.  They will be including an open forum discussion and may be asking other VAGEMSA members to sit on a panel.  Bob Ryalls is also doing an assessment center class and may be asking for some information from VAGEMSA members.

 15. EMSC Supplement – no report

 Bill Bullock commented on how many conversations he had with his past employer and associated agencies when he was preparing to retire.  He suggested that VAGMESA offer a “Getting Ready to Retire” program for it’s members.  He suggested holding this at our August meeting or possibly on a Saturday following the Advisory Board meeting.  He requested members think about this and we will discuss the idea again at our May meeting. 

 Randy Abernathy discussed how OEMS staff, especially Dave Cullen, should be commended for the efforts with the Rules and Regs. 

 There being no further business, the meeting adjourned at 1143 hours.

 The next meeting will be held on May 9, 2003, 1000 hours, at The Place at Innsbrook.