DRAFT

CENTRE AREA TRANSPORTATION AUTHORITY

REGULAR BOARD MEETING

MINUTES

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MARCH 28, 2011

4:00 p.m.

STATE COLLEGE BOROUGH BUILDING

Conference Room 241, 243 S. Allen Street

State College, PA  16801

 

 

BOARD MEMBERS PRESENT:                      John Spychalski, Chairman

                                                                        Joe Davidson, Vice-Chairman

                                                                        Richard Kipp, Treasurer

                                                                        Kathryn Bittner

                                                                        Tom Kurtz

 

STAFF PRESENT:                                           Hugh Mose, General Manager

                                                                        Louwana Oliva, Assistant General Manager

                                                                        Judith Minor, Director of Administration

                                                                        Mark Kutzer, Director of Maintenance

                                                                        Eric Bernier, Service Development Manager

                                                                        Jackie Sheader, Marketing Manager

                                                                        Julie Hartley, Human Resources Manager

                                                                        Marsha Kyper, Assistant to the General Manager

 

 

I.          CALL TO ORDER

            Chairman Spychalski called the meeting to order at 4:02 p.m.

 

II.        EXECUTIVE SESSION

Chairman Spychalski announced that the Board of Directors had held an Executive Session on Thursday, March 3, 2011 to discuss personnel matters.

III.       PUBLIC COMMENT
There was no public comment.

IV.       OLD BUSINESS

A.         Approval of Minutes of February 28, 2011 Public Hearing and Board Meeting

      Chairman Spychalski entertained a motion to approve the February 23, 2011 Public Hearing and Board Meeting Minutes with the following revisions:  Old Business, Section B, addition of the motion, action and vote;  New Business, change Roman Numeral V to VI; Section B, add the vote; Section C,  make the word organization plural.  Richard Kipp moved and Joe Davidson seconded.  The motion carried unanimously.

 

B.         Receipt of February 2011 Finance Report
Judi Minor presented the February 2011 Finance Report and stated that the Revenue Vehicle Fuel line item reflects the CNG Fuel Tax Credit.  Tom Kurtz requested that a column be added to the Check History Report for the purpose of providing a description of the check when it is not obvious.  Judi responded that if it could be done, a column would be added.

 

Hugh Mose reported that the trend continues for Campus ridership to be down and Community ridership to be up, for a net decline of 3.8%; paratransit ridership was up for the first time in a while by a small amount; CATACOMMUTE revenues exceeded direct expenses, which is offset by the expense of insuring unused vans; OnePass and token sales were well ahead of last year due to the deeper discount that became available with the base fare increase in August.

           

Richard Kipp inquired about the 20% decline in ridership on the B (Boalsburg) Route.

            Eric Bernier responded that Tussey Ridership was likely a factor but that he would check the data and get back to the Board with his findings.

 

            Chairman Spychalski entertained a motion to receive the February 2011 Finance Report as presented.  Richard Kipp moved and Tom Kurtz seconded.  The motion carried unanimously.

 

C.         Policy Adoption and Review

Julie Hartley presented for adoption, the following sections of the Policy Manual, which were reviewed at the February 28 meeting: Scope of Coverage, ADA Reasonable Accommodation Policy, Bulletin Board Posting Policy, Cell Phone Policy, Code of Conduct Regarding Fraud and Ethical Conduct, Criminal History Records Investigations Policy, Driver’s License Policy, Drug-Free Workplace Policy, Employee Assistance Program, Equal Employment Practices Policy, Equal Employment and Title VI Non-Discrimination Complaint Process, Fair Labor Standards Act, Family and Medical Leave Act, Military Leave Policy, and Military Reserves or National Guard Leave Policy. 

 

Chairman Spychalski entertained a motion to adopt the policies which were reviewed at the February 28 meeting, as revised to include comments from Tom Kurtz and other Board members.  Tom Kurtz moved and Richard Kipp seconded.  The motion carried unanimously.

 

Julie Hartley presented the following policies for review and comment: Modified/Alternative Duty/Return to Work Policy, Personnel Files, Political Activity Policy, Procurement Procedures, Sexual Abuse Prevention Policy, Sexual Harassment Policy, Smoke-Free Workplace Policy, Social Media Policy, Transit Pass Program, Travel Policies, Tuition Assistance Policy, Unlawful Harassment Policy, Weapons Policy and Workers’ Compensation Policy. 

 

Tom Kurtz had, prior to the meeting, requested confirmation that the portion of the Unlawful Harassment Policy which states “Attorneys shall not be permitted to attend any interviews in the investigation process” was an acceptable procedure.  Julie Hartley responded that CATA’s solicitor had confirmed that this procedure is acceptable because such a fact finding meeting was part of a civil and not criminal law process. 

 

Kathryn Bittner inquired whether it was necessary for an employee to indicate that any behaviors listed on page 7, number 1 of the Sexual Harassment Policy were unwelcome for those actions to be considered unwelcome.  Julie Hartley responded that she always encourages employees to in some way make the accused aware that the behavior is unwelcome, as it is important in dealing with a harassment complaint.  The Human Resource Manager or a Supervisor could speak on behalf of the complainant, but direct communication from that employee makes it easier to deal with the situation and presents a better case. 

 

Kathryn Bittner’s inquiry led to the determination that the position of Assistant Director of Administration needed to be added to the list of employees within the Procurement Procedures.  Tom Kurtz commented that he thought the last section of the Modified/Alternative Duty Policy which states that “This policy is subject to modification at any time by the General Manager

with the approval of the Board” was redundant; the rest of the Board and staff agreed.  Kathryn noted the need to remove the period after the word community in the Driver’s License Policy on page 11.

 

Chairman Spychalski asked that any further comments be communicated to Julie Hartley with a copy to Hugh Mose. Tom Kurtz requested that electronic copies of all approved updated policies be provided to the Board.

 

This item was for review and comment only; the revised sections of the Policy Manual will be presented for approval at the next regular Board meeting.   

 

            D.        FY 2011/2012 DRAFT Budget

Judi Minor referenced the five-page FY 2011/2012 DRAFT Budget, her cover memo which describes changes made from the Preliminary DRAFT Budget which the Board reviewed at the March 21 Work Session, and an addendum page which lists the changes. 

 

Hugh Mose reported that as a result of information received from PennDOT regarding Act 44 funding, it was decided after the Board Budget Work Session to recommend that one of the part-time Dispatchers positions be filled.

 

Chairman Spychalski entertained a motion to adopt the FY 2011/2012 DRAFT Budget and authorize its completion and distribution by staff.  Joe Davidson moved and Kathryn Bittner seconded.  The motion carried unanimously.

 

Tom Kurtz requested that staff provide him with a Budget Process Timetable.

 

V.        NEW BUSINESS

         A.       Resolution Certifying Local Match

Judi Minor referenced the resolution to certify the local match for CATA’s FY 2011/12 Act 44 State Operating Assistance Grant which is required as part of CATA’s grant application.  Judi further stated that as instructed by PennDOT, the amount shown is the minimum required to match CATA’s State Grant, not the total shown in the budget.

 

Chairman Spychalski entertained a motion to adopt the resolution which certifies the local match for FY 2011/12 State Operating Assistance Grant.  Kathryn Bittner moved and Joe Davidson seconded.  The motion carried unanimously.

 

Joe Davidson requested that staff develop a numbering system to identify CATA resolutions.

 

B.         CNG Tank Replacement

 

Mark Kutzer reported that one of the first steps identified in the bus fleet replacement plan is to purchase new CNG tanks for CATA’s 2001 New Flyer buses, so that the tanks on those buses, which are good for five more years, can be installed on the 1997 New Flyers, thereby extending the useful life of these buses until FY 2015/16.

 

Mark Kutzer went on to state that CATA had advertized an Invitation for Bid (IFB) for 62 CNG tanks and related parts needed for installation, but that the work itself will be done in house this summer by CATA’s Maintenance staff.  Two responses were received:  New Flyer Industries’ bid of $283,855.22 and Bus and Truck of Chicago’s bid of $369,000.44. The staff has reviewed the submittal of New Flyer Industries and has confirmed that theirs is a responsive and responsible bid.

 

Joe Davidson had, prior to the meeting, inquired about the possibility of the tanks being sold for scrap.  Mark Kutzer reported that the tanks are a composite fiberglass and carbon fiber and have no reclamation value.

 

Chairman Spychalski entertained a motion to authorize the General Manager to award a contract to New Flyer Industries for the purchase of 62 CNG tanks and related parts at a price not to exceed $283,855.22.  Kathryn Bittner moved and Tom Kurtz seconded.  The motion carried unanimously.

 

C.         Bus Wash Water Treatment System

Mark Kutzer reported that CATA had advertized a Request for Proposals (RFP) to supply and install a spot free rinse system on CATA’s existing bus wash.  It has become necessary to add such a system to combat serious window spotting issues caused by the quality of the local water supply. The water droplets that dry on the windows of the buses leave a hard mineral deposit that in the sunlight impairs the driver’s vision. Additionally, the mineral deposits are difficult and labor intensive to remove. 

 

The two proposals received were from Ross & White Company from Cary, IL for $44,082.00 and from Hydro-Spray Wash System Inc. of Clearfield, PA for $29,993.54.  Mark Kutzer reported that based on scoring conducted by Nick Soccio and himself, staff is recommending that a contract be awarded to Hydro-Spray.

 

Chairman Spychalski entertained a motion to authorize the General Manager to award a contract to Hydro-Spray Wash System Inc. for the purchase and installation of a spot free rinse system to the existing bus wash at a price not to exceed $29,993.54.  Joe Davidson moved and Tom Kurtz seconded.  The motion carried unanimously.     

 

            D.        Bus Procurement

Hugh Mose reported that after having worked on a bus replacement project for the past several years, the staff is finally at the point where it can make a recommendation to the Board on the award of a contract for the purchase of new buses, CATA’s first in seven years. 

 

Mark Kutzer stated that when it became clear that moving this project ahead would require outside assistance, in late 2009 CATA retained the services of a consultant to help with the development of the specifications and procurement documents.  Last December a Request for Proposals for up to ten (10) 40 foot Compressed Natural Gas (CNG) transit buses, with an option for two of those buses to be powered by CNG-hybrid propulsion systems, was issued.  The procurement also included an additional option for up to thirty (30) more CNG transit buses to be exercised at CATA’s discretion over the next five years.  Proposals were due March 4th.

 

Mark Kutzer further reported that CATA received three proposals:  from the Gillig Corporation, located in Hayward, CA at a unit price of $438,726; from Daimler Buses of North America (Orion), located in Mississauga, Canada, at a unit price of $461,248; and from New Flyer of America, located in Winnipeg, Canada at a unit price of $447,210.  The three proposals were scored in seven categories (price, design, past performance, delivery schedule, configuration, corrosion resistance, and vehicle weight) by a committee from Operations and Maintenance that included both Drivers and Mechanics, as well as CATA’s bus specification consultant. 

 

Mark Kutzer stated that New Flyer of America had the highest combined score in the seven categories.  Particular strengths of the New Flyer submittal included delivery schedule, design and past performance.  Mark Kutzer reported that as part of the RFP process, a “best and final” offer from New Flyer had been requested, to which their response was a $1,220 per unit price reduction.  New Flyer is a responsible proposer, and the proposal is fully responsive to the requirements of the solicitation.

 

Mark Kutzer further commented that CATA did not receive any proposals for CNG-hybrid powered buses.  Staff believes that none were forthcoming because no propulsion system manufacturer has yet invested the resources to develop such a product and bring it to market.

 

In response to questions from Board members Joe Davidson and Kathryn Bittner respectively, Mark Kutzer stated that the buses would be wired for but would not include on-board video surveillance cameras and that the existing CATA logo application would work on the new bus design.

 

Hugh Mose reported that using the available balance in a grant dating back over a decade, additional funding which has been added with subsequent earmarks, federal “flex” dollars, and a portion of CATA’s annual state formula capital allocation, there is currently a total of $4,263,417 available for bus acquisitions.  That will be sufficient to purchase ten buses. 

 

Louwana Oliva stated that in addition, in FY2011/12 CATA will begin setting aside for bus replacement $675,000 of its annual state formula capital allocation, as was discussed with the Board at the Budget Work Session.  Since delivery of these buses is not expected until well into the coming fiscal year, a portion of these funds could be used to purchase an eleventh bus at this time.  Given that the purchase of ten buses will address only a portion of CATA’s fleet replacement needs, the staff recommends taking this approach.

 

Mark Kutzer reported that the Board was being asked to approve an additional $300,000 for in-plant inspection, contingencies and spare components.  Hugh Mose reported that the cost of spare parts will be covered by a separate grant.  In response to a question by Joe Davidson, Judi Minor explained the five year purchase option.

 

Chairman Spychalski entertained a motion to authorize the General Manager to award a contract to New Flyer of America for the purchase of eleven (11) 40-foot CNG-powered transit buses, at a total cost not to exceed $4,919,310, plus an additional amount not to exceed $300,000 for in-plant inspection, contingencies and spare components, with the cost of spare parts to be covered by a separate grant.   Kathryn Bittner moved and Joe Davidson seconded.  The motion carried unanimously.

 

VI.       OTHER BUSINESS

A.       General Manager’s Report

Hugh Mose, on behalf of the Board, expressed gratitude to staff for their work on the Bus Procurement.

 

Hugh further reported that:

·         Google Transit has accepted CATA’s data, which opens the door for CATA to become involved in Google’s Trip Planner program.

·         PennDOT is testing the Transit Signal Priority (TSP) equipment at each intersection along North Atherton Street and has expressed interest in considering the implementation of TSP on other corridors in downtown State College.

·         Two vanpools (one from Millheim and one from Centre Hall) have been started and another from Lock Haven to Rockview State Prison could materialize; there are currently 1400 individuals in the rideshare data base.  

 

B.       Service Development Report
Eric Bernier referenced his written report provided for the Board’s review.  Tom Kurtz inquired about the feedback from apartment complexes regarding the move to pay-per-ride contracts.  Eric responded that no apartment complex managers had indicated they would not be continuing to contract with CATA for bus service as a result of the change.

 

VII      ADJOURNMENT

            Chairman Spychalski entertained a motion to adjourn the meeting.  Tom Kurtz moved and Joe

            Davidson seconded.  The motion carried unanimously.  The meeting was adjourned at 5:37p.m.

 

VIII.    EXECUTIVE SESSION
           
The Board reconvened in Executive Session to discuss personnel matters.