EMR Committee Meeting — Minutes

Sevastopol EMR Committee Meeting Minutes Date: June 2, 2026 Time: 7:00 PM Location: Sevastopol Town Hall – Small Conference Room 1. Call to Order The meeting was called to order at 6:58 PM by Town Supervisor Stacie Denil. Attendance Stacie Denil, Town Supervisor Ashley Staats, Crew Chief Grant Estes, Assistant Crew Chief Absent Whitney Bittorf, Secretary 2. Open Discussion Open discussion was welcomed for topics not listed on the agenda. Ashley Staats reported that two individuals have expressed interest in joining the Sevastopol EMR. One individual has not yet responded to follow-up communication. The second individual is currently employed with Door County EMS and is in the process of relocating to Door County. Stacie Denil inquired about the status of the EMR article for the Town of Sevastopol Newsletter, which had been discussed following the May Town Board meeting. Ashley indicated she had been experiencing email issues that caused messages to be grouped together and was unaware of the request. Stacie assisted with troubleshooting the issue during the meeting. Ashley and Grant will work on developing an article highlighting the Sevastopol EMR program. The article is due to Linda Wait no later than June 30, 2026. Stacie will follow up regarding progress within the next coming weeks. 3. Committee and Agency Meeting Structure The committee discussed the purpose and expectations of the newly established EMR Committee. Ashley explained that in the past she and former Town Supervisor Trent would meet right after following Agency meetings to discuss items requiring Town Board attention. Stacie expressed the desire to move toward a more collaborative team-based approach that allows issues to be addressed proactively. Stacie recommended that Committee meetings be scheduled one to two weeks prior to Agency meetings. This would provide time to: Develop meeting agendas collaboratively; Research and address issues before Agency meetings; Assign tasks and responsibilities in advance; and Improve communication among leadership. The committee discussed scheduling meetings for the remainder of 2026. While Ashley has her regular work schedule available, she noted uncertainty regarding future overtime commitments. Stacie emphasized the importance of establishing meeting dates in advance, so expectations are clear for all participants. No future Committee meeting date was established pending discussion at the upcoming Agency meeting regarding whether a July Agency meeting will occur. The committee also discussed the future direction of the Sevastopol EMR program. Stacie stated that significant work will be required to strengthen and modernize the organization, including increasing public awareness of the EMR service, improving member engagement, and recruiting additional volunteers. Ashley shared concerns regarding balancing EMR responsibilities with work, schooling, family commitments, and other emergency service obligations. Stacie acknowledged these challenges while emphasizing the importance of leadership accountability and shared responsibility in achieving organizational goals. 4. Patient Safety and Equipment Readiness The committee discussed patient safety initiatives and equipment readiness, with significant focus placed on AED inspections and maintenance. AED Monthly Inspections The committee reviewed the need for documented monthly AED inspections. Concerns were raised that some members respond to relatively few calls annually and may have limited interaction with AED equipment. Monthly inspections were identified as an important patient safety measure to ensure readiness and familiarity with equipment. Stacie provided Ashley and Grant with a draft AED monthly inspection form. Ashley located the original Lifepak 1000 inspection form used by the manufacturer, and the committee agreed to order and utilize those forms moving forward. Inspection records will be maintained and tracked by the Secretary. Town Facility AED Inspections The committee discussed implementing similar monthly inspections for AEDs located at: Sevastopol Town Hall Sevastopol Town Park Grant expressed concern regarding liability if he were the last individual to inspect an AED before a malfunction occurred. Stacie explained that documented inspections generally demonstrate due diligence and help reduce liability concerns. Ashley and Grant felt that any responsible adult over the age of 18 could perform the monthly inspections. Stacie expressed concern that AED inspections should ideally be conducted by individuals familiar with the equipment and emergency medical operations. Stacie will consult with Town Clerk Amy and Parks Committee representative Mark regarding acceptable procedures for monthly inspections of public-access AEDs. AED Service and Preventative Maintenance The committee discussed the need for periodic professional servicing and performance verification of AEDs. It was noted that these inspections have not occurred for several years. Ashley stated that Door County previously assisted with AED servicing prior to the COVID-19 pandemic. The committee agreed that information should be obtained regarding current service providers and associated costs. Obsolete AED Equipment The committee reviewed outdated AED units stored in the back storage room. After discussion, it was determined the units no longer served an operational purpose and would be recycled. Inventory and Supply Management Unused response bags and storage supplies were reviewed for expired items. Expired supplies and obsolete equipment were removed and discarded. The committee briefly discussed: Organizing the storage room; Developing an inventory list; Establishing supply par levels; Implementing labeling systems; and Reducing future supply expiration issues. Stacie will begin developing an inventory tracking system and storage organization plan. Ashley indicated that no additional AED purchases are needed at this time. Topics Not Discussed The following topics were not discussed and will be considered for future meetings: Oxygen equipment management; Equipment testing protocols; EMR response bags; PPE and infection control supplies; Future AED replacement planning; Assignment of inspection responsibilities; Equipment review timelines and corrective action procedures. 5. Roles, Responsibilities, and Organizational Structure This agenda item was not discussed and will be carried forward to a future meeting. 6. Records Management, Communication, and Member Tracking The committee discussed the potential implementation of a SharePoint-based records management system. Stacie explained the need for a centralized platform to store: Policies and procedures; Meeting minutes; Training records; Member files; Operational documents; and Communication records. Ashley noted that the agency currently utilizes Active911 and will transition to Chief360 after the first of the year. Stacie acknowledged the usefulness of those systems but noted that Town staff currently do not have access to them. A centralized platform accessible to authorized Town personnel would improve transparency, documentation, and record retention. Ashley expressed concern that not all members use Microsoft products. Stacie indicated that SharePoint access should function through users' email accounts regardless of operating system and agreed to verify compatibility. Stacie will continue evaluating and developing a SharePoint platform for future implementation. 7. Meeting Structure and Accountability This agenda item was not discussed and will be carried forward to a future meeting. 8. Review of Assigned Tasks Ashley Staats and Grant Estes Draft and submit a newsletter article by June 30, 2026. Develop a comprehensive supply inventory list for the storage room. Research Door County's AED servicing provider, costs, and service process. Distribute AED inspection forms to EMR members once received and provide instructions regarding inspection procedures. Stacie Denil Research fire extinguisher requirements and options. Continue development of the SharePoint platform. Consult with Amy and Mark regarding monthly AED inspections at Town Hall and Town Park. Develop supply labeling and inventory organization processes. Determine scheduling options for a July Committee meeting pending Agency meeting decisions. Additional Actions Review inventory needs after supply list completion and identify any necessary purchases. Establish a tracking process for monthly AED inspections, including documentation responsibilities for the Secretary. 9. Adjournment There being no further business, the meeting was adjourned at 8:59 PM. Respectfully Submitted, Supervisor Stacie Denil 6/8/2026 - draft