CITY OF ELGIN, OREGON RESOLUTION 27 (2025)

A RESOLUTION ADOPTING ELGIN AMBULANCE BY-LAWS

ARTICLE I – WORKGROUP

Section 1.  

The workgroup shall consist of the elected officers of the organization: President/Co-President, Vice President, and Training Officer. 

Section 2.  

The duties of the workgroup shall be to transact necessary business in the intervals between regular organization meetings and other business as may be referred to regular or special meetings.

Section 3.  

Special meetings of the workgroup may be called by the President/Co-President.  A majority of the workgroup constitutes a quorum for its meetings.

ARTICLE II – NAME

The name of this organization is the Elgin Volunteer Ambulance Service.

ARTICLE III – PURPOSE

The purpose of the organization is the protection of life within our coverage area through prevention, public education, and emergency medicine.

ARTICLE IV – ARTICLES OF ORGANIZATION

The Elgin Volunteer Ambulance Service is an agency of the City of Elgin operating under the laws of Oregon and Ordinances of the City of Elgin.  Its “Articles of Organization” are comprised of these by-laws, which are from time to time amended.  The Elgin Volunteer Ambulance Service is under jurisdiction of the City Administrator.

ARTICLE V – MEMBERSHIP

All applicants will be chosen at the discretion of the active members.

Active members of this organization shall be those members who are either a qualified driver per ORS 333-250-0270(6) (see Appendix A attached) or hold a current National or Oregon Health Authority License at least EMT Level.

To become a member an individual must receive at least two-thirds (2/3) favorable vote.  Membership will be regulated by the service.  Two-thirds of the members attending must be present at the vote.  The reverse shall hold true to remove a member, i.e. two-thirds unfavorable vote.

Section 1. Application for membership

The applicant must agree to abide by the Elgin Ambulance by-laws, policies, regulations, and standard operating procedures along with City Policies.

The applicant must be eighteen (18) years of age or older.

The applicant shall submit his/her application along with a copy of any certifications (if any are held) to the service. 

The workgroup will present an applicant to all membership for approval or rejection during the regular business meeting.  If approved by majority vote, the applicant becomes an active member of the Elgin Volunteer Ambulance Service and agrees to enter a six (6) month probationary period, pending completion of all training and certification.

Drivers – all driver trainees must ride along with a senior driver for a minimum of 20 runs, those runs shall include:  5 runs as co-pilot, 5 runs in the back observing, 10 runs driving with a senior driver. At the end of the 10 supervised runs, the candidate will be evaluated, and it will be determined if additional supervised runs are needed. If extended probation is deemed necessary additional runs will be assigned, with reevaluation. 

All newly licensed EMTs (within one year of licensing) must complete a minimum of 20 rides as lead EMT to be evaluated by senior EMTs during their probationary period; must also complete Union County EMS Skills Onboarding Checklist.

By Definition: Lead EMT- directs patient care, participates as an effective member of the team on the call, gives handoff report to ALS if applicable, gives handoff report to GRH enroute, and completes reporting requirements.

By Definition: Senior EMT, someone who has at least two years of active EMS service experience as an EMT-B or EMT-I will be the evaluator.

Applicants that are already established:

Have EMS experience as an EMR with minimum of 2 years.

Licensed as an EMT with, at least one year call experience (define type of experience for 1 year follow up with Merle and Dr. Reynolds. Include verifiable experience), 

Must complete the Union County EMS Skills Onboarding Checklist, 

Minimum driver requirements, 

Complete 10 additional EMT runs as a lead EMT to be evaluated by a senior EMT.

At the conclusion of the probationary period, the membership will review the candidate’s performance. If performance is deemed adequate, the membership will hold a vote and a 2/3 majority vote is required. If 2/3 majority votes yay, the candidate shall continue as an active member of the Elgin Volunteer Ambulance Service.  If performance is deemed inadequate, membership will recommend either extending the probationary period (for 30 days) separation of the candidate.  If approved, the candidate will enter their probationary period or no less than 20 runs.

All candidate’s evaluation will be discussed and approved by medical direction prior to release.  Potential ride along with City of LG may be recommended. 

All EMT applicants must have 6 months Post release experience before Elgin Volunteer Ambulance Service will provide a scholarship for member to attend EMT schooling.  All EMTs must pass either state or national licensing exam before moving onto the EMT probationary period.

If the applicant is approved for a EMT scholarship, they must pass the course and licensing followed by a 2-year contract with the service. Failure to complete the above will result in repayment of the course.

Section 2.  Responsibilities during the probationary period

During the probationary period the member will:

• Abide by all procedures, rules, and requirements governing members of the Elgin Volunteer Ambulance Service including all City of Elgin personnel policies. 

Section 3.  Qualifications and Designations

There are two (2) classes of membership in the Elgin Volunteer Ambulance Service.

1. Active

2. Leave (personal, medical)

Active: 

An active member is at least eighteen (18) years of age and meets the requirements/responsibilities of the division(s) in which they are enrolled.

Responsibilities:

Obey the By-Laws and Standard Operating Procedures of the Elgin Volunteer Ambulance Service.

Conduct themselves in a professional manner while representing the Elgin Volunteer Ambulance Service.

Must attend all business meetings unless previous arrangements are made with the President/Co-President prior to the meeting.  Communication accepted will be:  verbal, text, email, or writing.

Must attend all trainings unless previous arrangements are made with the Training Officer or President/Co-President prior to the meeting.  Communication accepted will be:  verbal, text, email, or writing.

All active members will hold at minimum current Cardiopulmonary Resuscitation (CPR) certification, HAZMAT Awareness, and Blood Borne Pathogens (consideration will be given to those awaiting classes), HIPPA and driver certification.

All active members must be immunized with Hepatitis and TB test or have a signed waiver on file, waiving any consequences against the City of Elgin. 

If a member is found to not meet the above criteria, they will receive a 30-day written notice that they need to complete (annual certifications, immunizations, certification renewals) or they will be placed in inactive status until completed.

Leave:

Elgin Ambulance Service has established a policy for volunteers to inform the business office if they are unable to continue to work on the ambulance because of an illness or injury that would jeopardize patient care.  The following steps must be taken to be granted a leave of absence.

Notify the President/Co-President of the Elgin Ambulance Service, in either writing or text who will then approve the absence, adjust scheduling appropriately and determine duration of leave. 

Section 4.  Resignations

Any member may resign from the Elgin Volunteer Ambulance Service by giving written notice of such intent to the President/Co-President and returning all property belonging to the service.

Section 5.  Discipline

Adapted From the City of Elgin Employee Handbook, page 46, as amended for the Elgin Ambulance Service

Corrective Action/Discipline Policy 

Volunteers are expected to perform to the best of their abilities at all times. There will be occasions, however, where volunteers inconsistent with city policy or in violation of governing regulations or statutes. When performance or conduct does not meet City of Elgin standards, City of Elgin will determine whether it will terminate the volunteer’s affiliation or provide the volunteer a reasonable opportunity to correct the deficiency through progressive discipline (such as, in no particular order, verbal warnings, written warnings, suspensions without pay, and demotions). The corrective action process will not always commence with a verbal counseling or include a sequence or steps. Some acts, particularly those that are intentional or serious, warrant more severe action (including separation) on the first or subsequent offense. 

In lieu of separating the affiliation of a volunteer for serious violations of City of Elgin policies, procedures and rules and for other inappropriate behavior or conduct, City of Elgin may choose to provide the employee a final opportunity to continue affiliation in the form of a last chance agreement. City of Elgin may also choose to send the volunteer to a training or an education opportunity. 

In all cases, City of Elgin will determine the nature and extent of any discipline based upon the circumstances of each individual case and, where applicable, collective bargaining agreement provisions. City of Elgin may proceed directly to a written warning, demotion, last chance agreement, or separation for misconduct or performance deficiency, without any prior disciplinary steps, when City of Elgin deems such action appropriate. City of Elgin retains the right to terminate any volunteer’s affiliation at any time and for any reason, with or without advance notice or other prior disciplinary action (other than those employees who are subject to a collective bargaining agreement or contract of employment). 

Section 6.  Separation of membership

Any member who does not seek or receive a leave of absence as defined above and ceases to be active for a period of three (3) months may be dropped from membership. If members have 3 unexcused absences from consecutive business meetings and/or trainings, the member may be dropped from the membership role and/or be terminated. The President/Co-President shall bring the member’s name and status before the membership at a general membership meeting.  The individual’s membership may be terminated by a majority vote of the members present and voting.

ARTICLE VI – OFFICERS, THEIR ELECTION, AND TERMS OF OFFICE

Section 1. Officers

The officers of this organization shall consist of a President/Co-President, Vice-President, Secretary, and Training Officer. 

Section 2.  Their Election

The President/Co-President, Vice-President, and Secretary shall be elected annually. The Grievance Committee shall be appointed and serve a term of (1) year.

Section 3.  Terms of Office

These elective officers shall be nominated and elected in January and installed in January.

Section 4.  Vacancies

A person selected and appointed by the President/Co-President shall fill a vacancy occurring in any office for the unexpired term.  Such appointee shall serve the remainder of the term of the officer they replace.

ARTICLE VII – DUTIES

Section 1.  President/Co-President

The President/Co-President shall preside at meetings, if unable to be in attendance the next officer in line and shall perform all the duties incident to this office.  The President/Co-President shall have the power to appoint members of standing and special committees as she/he deems necessary. 

Section 2.  Vice-President

The Vice-President shall perform the duties of the President/Co-President in the absence or inability of that officer to serve and shall assist the President/Co-President when called upon.  In case of vacancy in the office of President/Co-President she/he shall assume the duties of President/Co-President.

Section 3.  Secretary

The Secretary shall record the minutes of all meetings of the organization. Shall keep a complete roster of members and the membership standing and special committees. 

• Shall take attendance immediately after meetings are called to order.

• Shall remind the membership within four (4) days of special meetings. 

Section 4.  Maintenance Officer

The President/Co-President shall appoint the Ambulance Maintenance Officer.  His/ her duties shall include checking the ambulance at service intervals and, if service is needed to make the proper arrangements, to see that any defect reported by drivers is immediately remedied. 

Section 5.  Supply Officer

The President/Co-President shall appoint the Supply Officer.  His/her duties shall always include maintaining medical equipment and supplies in order to meet state regulations and to have on hand the mandatory supplies needed for everyday use.   The Supply Officer is responsible to maintain the proper inventory, however it is the responsibility of the crew to restock the ambulance from the inventory after each run. Crew is responsible for reporting any inventory that is low in stock.

Section 6.  Training Officer

The President/Co-President shall appoint the training officer.  The training officer’s duties shall assure that all members can receive the hours of training needed for continuing education and re-certification.  All training must be coordinated through the training officer, whose duties include:

• To schedule recurrent monthly training.

• Assigns continuing education through appropriate channels.

• Training on location of equipment and supplies.

• Training on new equipment/procedures.

Section 7.  Drivers

It shall be the duty of each driver to ensure that the ambulance is always operated in a safe manner and in accordance with state laws.  Re-fueling will be done at or below 3/4 of tank and any maintenance issues are reported in writing to the Maintenance Officer. Drivers will be responsible for cleaning ambulance, gurney, and equipment after each run and assist with restocking supplies. Drivers are responsible to know when they are on schedule and notify the President/Co-President of any absence or unavailability so that shifts can be covered.

Section 8.  EMTs

The organization will not be presumptuous and attempt to tell you your duties toward your patient but only your duties toward the ambulance. Pre-Hospital Patient Care Reports are to be completed within 24 hours as per OAR 333-250-0310 (see Appendix B).  EMTs are responsible to know when they are on schedule and notify the President/Co-President of any absence or unavailability so that shifts can be covered. 

ARTICLE VIII – MEETINGS

Section 1.  

Regular meetings shall be held on the third Sunday of each month and will consist of business.  In the event of extraordinary circumstances (i.e. weather, floods, natural disasters, etc.) or if a quorum is not met these meetings may be cancelled and/or rescheduled.  In the President’s/Co-President’s absence the next officer in line shall Chair any meetings.

The purpose of the regular meetings shall be to inform members of the of: 

• Current events concerning the Elgin Volunteer Ambulance Service 

• To take appropriate action requiring a vote from the general membership, 

• To hear standing committee reports

• Any information pertaining to the well-being of the Elgin Volunteer Ambulance Service.

Section 2.  

The President/Co-President may call a special meeting of the organization when so requested.  Special meetings may be called by the President/Co-President or a majority of the members of the workgroup or grievance committee providing due notice has been given to all available members.  At all such special meetings there shall be considered only the special business for which the meeting was called and for which notice was included in the call to the members.

Section 3.  

Order of business for regular meetings of this organization shall be as follows:

1. Call to order by President/Co-President, Roll Call

2. Reading and acceptance of minutes of last meeting

3. Membership

4. Old Business

5. New Business

6. Safety/Maintenance

7. Training

8. Council members/Advisory Board

9. Case Reviews

10. For the Good of the Service

11. Adjourn

Section 4.  Quorum

A quorum shall consist of a minimum of 2/3 active members with voting rights.

ARTICLE IX – GRIEVANCE COMMITTEE

The President/Co-Presidenet shall appoint the Grievance Committee.  The duties of the Grievance Committee will be to prevent strife (Internal and External), to act as arbitrators for the organization, to receive all complaints presented to them. To hear all sides and to seek out any necessary information.  They will report as necessary at meetings via a spokesperson chosen from among them.  If necessary, decisions will be presented for a majority vote.  It will be within the powers of the grievance committee to censure, request the recall of credentials, and to call emergency meetings.

The Grievance Committee shall consist of three members as follows:

• 2 EMTs – if possible 1 EMT-I and 1 EMT

• 1 EMR

In the event that the organization includes members with qualifications above the EMT-I level, there shall also be a fourth member with such status.

ARTICLE X – RULES OF ORDER

The proceedings of the organization shall be governed by and conducted according to Robert’s Rules of Order, newly revised.  Its rules govern the organization in all cases in which they are applicable and in which they are not in conflict with these By-laws.

ARTICLE XI – AMENDMENTS

These by-laws may be amended at any regular or special meeting of the organization by a majority vote provided that a copy of such amendments shall have been previously filed with the secretary and read at two (2) previous monthly meetings of the organization.  Amendments must be approved by the City Council.

APPENDIX A

ORS 333-250-0270(6)

(6) In order to operate a ground ambulance, the licensed ambulance service must:

(a) Ensure the licensed ambulance service and its employees, volunteers or ambulance-based clinicians:

(A) Comply with all applicable Oregon Motor Vehicle Code statutes relating to motor vehicle and emergency vehicle operations, ORS 820.300 (Exemptions from traffic laws) through 820.380 (Illegal ambulance or emergency vehicle sirens) and ORS chapter 445;

(B) Complete an emergency ground ambulance operator’s training in accordance with subsection (2)(b) of this rule; and

(C) Comply with all applicable policies and procedures.

(b)Ensure the driver of a ground ambulance is a licensed EMS provider in accordance with OAR chapter 333, division 265 and has a valid driver’s license or if the driver is not a licensed EMS provider, ensure that the driver:

(A)Has a valid driver’s license.

(B)Has a current Basic Life Support (BLS) Provider card or proof of course completion that meets or exceeds the 2015 American Heart Association (AHA) Cardiopulmonary Resuscitation (CPR) and Emergency Cardiovascular Care (ECC) guidelines.

(C)Has completed the following training:

(i)Emergency ground ambulance operator’s training in accordance with subsection (2)(b) of this rule;

(ii) Bloodborne pathogen and infectious disease training that meets or exceeds standards found in OAR chapter 437, division 2, subdivision Z; and

(iii)Hazardous materials awareness training that meets or exceeds the Oregon Occupational Safety and Health Division standards found in OAR chapter 437, division 2, subdivision H;

(D)Signs a statement that he or she is:

(i)Not addicted to alcohol or controlled substances and is free from any physical or mental condition that might impair his or her ability to operate or staff an ambulance; and

(ii)Physically capable of assisting in the extrication, lifting and moving of a patient at the direction of an EMS provider; and

(E)Had a criminal background check conducted by the licensed ambulance service that determined the driver was suitable to operate a ground ambulance; or

(F)Has been certified by the Department of Public and Safety Standards and Training within the last 365 days.

(c)Have a certified copy of the qualified driver’s driving record completed through the Oregon Department of Motor Vehicles, Automated Reporting System (ARS) Program or equivalent. If the driver has an out-of-state driver’s license, the licensed ambulance service must obtain an equivalent certified copy driving record from that state, if available and if not available, conduct an annual driving record check. The latest copy must be kept in the driver’s personnel file.

Appendix B

OAR 333-250-0310

Patient Care Report

1) A licensed ambulance service must complete an electronic PCR in each instance where patient contact is initiated. The PCR shall include the data elements identified in section (5) of this rule.

a. A complete PCR shall be submitted to:

A. OREMSIS within 24 hours of patient contact; and

B. A hospital or facility receiving the patient within 24 hours of the patient being transported.

b. Only one PCR is required per patient contact. The licensed ambulance service agency or the non-transporting EMS agency providing patient care shall complete the PCR.

2) A non-transporting EMS agency that submits PCR data to OREMSIS must comply with OAR 333-250-0315 (Electronic Transfer and Access of Patient Encounter and Outcome Data) and section (1), subsection (5)(a), sections (7) through (9) and section (11) of this rule.

3) At the time a patient is transferred to a hospital or a receiving facility, the licensed ambulance service shall ensure that personnel relay pertinent patient care information to the hospital or receiving facility staff prior to leaving the hospital or receiving facility. Pertinent patient care information may be shared orally or in paper form. The hospital or receiving facility may request additional information.

4) A licensed ambulance service that has received a waiver from the Authority in accordance with OAR 333-250-0340 (Waiver or Variance from Standards) for electronic PCR reporting shall ensure that a complete, paper PCR is prepared by ambulance personnel and delivered to appropriate hospital staff at the time patient care is transferred. If the ambulance service is unable to complete the paper PCR at the time patient care is transferred, it shall ensure that personnel relay pertinent patient care information in accordance with section (3) of this rule.

5) A licensed ambulance service must ensure that a PCR contains:

a. Data points as defined in the National Highway Transportation Safety Administration NEMSIS data dictionary, using a version determined by the Authority; and

b. For any patient meeting the criteria for trauma patient as defined in OAR 333-200-0010 (Definitions):

A. The trauma band number; and

B. Triage criteria as defined in OAR chapter 333, division 200, Exhibit 2.

6) Notwithstanding the requirements in this rule, a completed PCR is not required when:

a. There is a disaster or a multiple patient incident consisting of more than five patients or the number of patients prescribed in the county’s ASA plan, and which results in a single ambulance transporting two stretcher patients at the same time or when an ambulance is required to make more than one trip to and from the incident site.

b. In the situation described in subsection (6)(a) of this rule, the following information is acceptable patient care documentation as allowed by the triage tag used by the licensed ambulance service:

A. The trauma system identification bracelet number or other identifier if not a trauma;

B. A record of the times and results of vital signs and list of injuries; and

C. A record of the times and types of treatment given.

c. Every reasonable attempt must be made by the ambulance personnel or ambulance based clinicians to complete an approved PCR for each patient at the conclusion of the incident. The following minimum information is required:

A. The time the crew assumed care;

B. The time the patient was dropped off at the hospital; and

C. The triage tag number or other identifier.

7) The licensed ambulance service is responsible for:

a. Storing PCRs in a secure manner, with limited access to the PCRs by office and ambulance personnel;

b. Organizing the PCRs in a manner that will allow an authorized ambulance service representative to locate a PCR within a reasonable amount of time, given a patient’s name and the date and time of the ambulance call;

c. Establishing a procedure for releasing a PCR;

d. Protecting the confidentiality of patient information including during quality improvement sessions by limiting access to the PCR. All persons having access to PCRs must sign a confidentiality statement; and

e. Establishing a procedure for the method and verification of the destruction of a PCR which includes at a minimum:

A. A medical record or report about a patient may not be destroyed for 10 years after the record or report is made, or longer if so required by law or regulation unless the patient is notified; and

B. In the case of a minor patient, a medical record or report may not be destroyed until the patient attains the age of majority plus three years or for 10 years after the record or report is made, whichever is later, unless the parent or guardian of the minor patient is notified.

8) In accordance with paragraph (7)(e)(B), the notification of a minor patient or the parent or guardian of the minor patient of the potential destruction of a prehospital care report must:

a. Be made by first class mail to the last known address of the patient;

b. Include the date on which the record of the patient shall be destroyed; and

c. Include a statement that the record or synopsis of the record, if wanted, must be retrieved at a designated location within 30 days of the proposed date of destruction.

9) A PCR is considered protected health information and may only be used or disclosed in accordance with state and federal privacy regulations.

10) A PCR must be made available for review and duplication when requested by the Authority as authorized by ORS 41.675 (Inadmissibility of certain data provided to peer review body of health care providers and health care groups) and 41.685 (Inadmissibility of certain data relating to emergency medical services system).

11) In accordance with policies adopted by the Authority, PCR data may be made available upon approval by the Authority for the purposes of:

a. Quality assurance;

b. Quality improvement;

c. Public health activities; or

d. Research, if an institutional review board has approved the research in accordance with 45 CFR 46.

12. The Authority will provide information and technical assistance to licensed ambulance service agencies in reporting patient encounter data and interoperability.

13. A licensed ambulance service as of January 1, 2018, shall comply with the electronic patient care reporting requirements prescribed in section (1) of this rule or request a waiver no later than January 1, 2019.

Source: Rule 333-250-0310 — Patient Care Report, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=333-250-0310.

Appendix C - Administrative Matters

1. Elgin Volunteer Ambulance Service volunteers file insurance billing paperwork promptly. Errors or incomplete portions of ImageTrend reports sent to Systems Design must be corrected within one week of notification to the Elgin Ambulance Service from City Hall that paperwork was not appropriately filed. This deadline may be extended with the express permission of the City Administrator. Failure to file timely corrections to reports will negatively impact future budgets due to tracking revenue impediments. Chronic lack of response to report update directives will result in a referral to the Grievance Committee and/or additional disciplinary action as provided for in these By-laws, the employee handbook, and the collective bargaining agreement.

2. All applications and certifications must be submitted to City Hall within a week of receipt by the Elgin Volunteer Ambulance Service. This deadline may be extended with the express permission of the City Administrator. 

3. City Hall must be notified of any new or outgoing volunteers within one week. This deadline may be extended with the express permission of the City Administrator. 

4. All Elgin Volunteer Ambulance Service written correspondence is regulated by Oregon public records law. In order to retain these records in compliance with public records law, the Service leadership will CC the City-provided elginambulance@cityofelginor.org email address on every email sent from a personal email account. The Service leadership will check the City-provided email address once per week. All existing written correspondence regarding Elgin Volunteer Ambulance Service business with the City using personal email addresses will be provided to the City within one year of the adoption of this policy. Personal contact information is not subject to disclosure and will be redacted by the City Administrator upon receipt. Email records provided to the City Administrator will be categorized based on confidentiality to ensure that unauthorized City officials do not view records not subject to disclosure. Failure to comply with Oregon public records law places the City at risk of litigation.

5. All Elgin Volunteer Ambulance Service volunteers receive a discounted rate on monthly Water billing.

6. A list of firefighting personnel who participate in lift assists and LifeFlight operations to the extent that receive a stipend must be provided to City Hall, and all changes must be notified to City Hall within one week. This deadline may be extended with the express permission of the City Administrator. 

PASSED AND ADOPTED this 9th day of September, 2025.