CENTRE AREA TRANSPORTATION AUTHORITY
REGULAR BOARD MEETING
September 27, 2012
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
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
Sylvia Rosa-Ortiz, Human Resources Manager
Greg Kausch, Transportation Planner
Marsha Kyper, Assistant to the General Manager
OTHERS PRESENT: Rick McClellan, Maintenance Supervisor
I. CALL TO ORDER
Chairman Spychalski called the meeting to order at 4:04 p.m.
II. ANNOUNCEMENT OF EXECUTIVE SESSION
Chairman Spychalski announced that an Executive Session had been held on August 22, 2012 to discuss personnel matters.
III. PUBLIC COMMENT
There was no public comment.
Sylvia Rosa-Ortiz, CATA’s new Human Resources Manager and Rick McClellan, who was promoted to fill the newly created Maintenance Supervisor position, were introduced to the Board.
V. OLD BUSINESS
A. Approval of Minutes of July 23, 2012 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the July 23, 2012 Regular Board Meeting minutes as presented. Richard Kipp moved and Tom Kurtz seconded. The motion carried unanimously.
B. Approval of Minutes of August 30, 2012 Special Board Meeting
Chairman Spychalski entertained a motion to approve the August 30, 2012 Special Board Meeting minutes as presented. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
C. Approval of Minutes of September 6, 2012 Board Work Session
Chairman Spychalski entertained a motion to approve the September 6, 2012 Board Work Session minutes as presented. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
D. June, July and August 2012 Finance Reports
Judi Minor reported that although the FY 2011/2012 audit reports have not yet been finalized, the staff has reviewed and approved the draft audit reports and prepared the Finance Reports and year-end internal accounts for June using the auditors’ worksheets, rather than delay the Board’s receipt of these reports; in the unlikely event that any data is changed in the final audit, the staff will provide re-stated reports.
Judi Minor stated that for FY 2011/12, Total Revenue exceeded Total Expenses and that in order to avoid over-drawing CATA’s federal funding, $59,852 from the state grant has been carried over to FY 2012/13. Hugh Mose reported that in June there was a drop in ridership on the Community Routes and an increase in Campus ridership, which is opposite of the past trends; paratransit ridership mirrored that of June 2011; Ride-for-Five participation was at an all time high and exterior ads promoting that program currently appear on several CATA buses.
Chairman Spychalski entertained a motion to receive the June Finance Report. Tom Kurtz moved and Joe Davidson seconded. The motion carried unanimously.
In regard to the July and August Finance Reports, Judi Minor stated that in the August Finance Report, the Miscellaneous Non –Transportation Revenue represents the sale of buses and the Paratransit Maintenance expense was for work on new vans. Hugh Mose stated that he believed the decline in August ridership was a result of there being only five Full Service weekdays in 2012 versus eight in August of 2011. Hugh went on to report that $7,925 was spent to prepare new and reassigned CATACOMMUTE vans to be road ready, and the dip in Ride-for-Five is reflective of the slowness of participants to renew their passes, which is required every other year.
Chairman Spychalski entertained a motion to receive the July and August Finance Reports. Richard Kipp moved and Tom Kurtz seconded. The motion carried unanimously.
E. Natural Gas Marketer Contract Award
Judi Minor reported that at the July 23rd Board meeting, the Board had authorized the General Manager to award a contract for natural gas supply services once the staff had reviewed and rated proposals received in response to the Request for Proposals which had been issued in June. Judi further reported that proposals were received from three vendors: Delta Energy, PPL Energy Plus and UGI Energy Services, the current vendor. Of the three, UGI was fully responsive to all proposal requirements and offered the lowest “basis” pricing for natural gas, and therefore their submission received the highest rating by the evaluation committee. Judi Minor stated that a contract was subsequently signed with UGI Energy Services and the staff has begun purchasing gas into 2013.
Chairman Spychalski entertained a motion to ratify a contract for natural gas supply services for calendar year 2013 to UGI Energy Services, with the option to renew on an annual basis for up to four additional years. Tammy Gentzel moved and Tom Kurtz seconded. The motion carried unanimously.
F. Facility Expansion Update
Mark Kutzer reported that work on the Auxiliary Parking Lot is on schedule for completion by the first week of October. Hugh Mose reported that the Gas Sensor project will begin just as soon as a contract with B and B Designed Systems is finalized.
Louwana Oliva reported that options are being explored for the provision of temporary employee parking during construction. Louwana provided a memo and chart prepared by CDM outlining the requirements and costs involved in achieving various levels of LEED certification in the new facility.
Tom Kurtz made a motion to not pursue LEED Certification and Joe Davidson seconded. After further discussion, it was determined that the Board would like details on the $600,000 in construction costs presented in Table 3 of the memo before making a final decision. Tom moved to table his motion and Joe Davidson seconded. Chairman Spychalski called for a vote on the motion to table, and it was passed unanimously.
G. CDM Smith Contract Extension
Louwana Oliva referenced her memo which explained the need for a change order to extend CATA’s contract with CDM Smith, so that they can continue the architectural and engineering work on the bus maintenance facility expansion project beyond the $497,000 included in the initial contract. Louwana reported that with this extension, state formula capital funds will be used to continue the design work until the Federal Transit Administration State of Good Repair grant can be accessed.
Chairman Spychalski entertained a motion to authorize the General Manager to execute a change order to extend the contract with CDM Smith through the end of December, in an amount not to exceed $500,000. Joe Davidson moved and Tom Kurtz seconded. The motion carried unanimously.
H. State College Area Universal Transit Access Study – Status Report
Greg Kausch provided a review of the State College Area Universal Transit Access Study and a status report. Greg will provide the Board with a web address through which they may review Technical Memos for the project. This item was for review and discussion only; no Board action was requested at this time.
VI. NEW BUSINESS
A. Contract Award – Gas Detection System
Louwana Oliva provided background on the Invitation for Bid process for the Gas Detection System. Five firms requested bid packages, and two bids were received. The apparent low bidder is B and B Designed Systems, Inc., of Orbisonia, PA, at a price of $318,827. The other bid was from Optimum Controls Corporation at a price of $560,544. The Engineer’s Estimate for the project was $450,000. References have been checked and a “Notice of Intent to Award” has been sent to B and B, to request additional insurance and bonding documentation within the 10 days specified in the bid package. If that information is found to be acceptable, B and B will be notified that they will be awarded the contract and the project can proceed.
Chairman Spychalski entertained a motion to authorize the General Manager to award a contract for the supply and installation of the Gas Detection System to B and B Designed Systems, Inc., at a cost not to exceed $318,827. Tom Kurtz moved and Richard Kipp seconded. The motion carried unanimously.
B. Proposal for Consulting Services - Delta Development Group
Hugh Mose reported that CDM Smith has transmitted to CATA the proposal from Delta Development Group to act as a subcontractor to explore funding opportunities at the state and federal levels, and to develop a financing strategy. Hugh further stated that the staff is in the process of working with both parties to refine the Scope of Work (which does not include the preparation of grant applications or proposals for which the CATA staff would be responsible), Fee Schedule, Project Timeline and other parameters.
Hugh Mose went on to state that Delta Development Group proposes to perform these tasks for a fixed fee of $25,000, plus expenses not to exceed $1,500. The expected timeframe for the work is three months, and if after any proposals are submitted CATA wants Delta to advocate on its behalf in Harrisburg or Washington, as was done with the SGR grant for construction, there will be additional costs.
Chairman Spychalski entertained a motion to authorize the General Manager to negotiate a change order to the arrangements under which CDM Smith, the architect on the Maintenance Facility Expansion project, will retain the services of Delta Development Group to explore additional funding opportunities and develop a financing strategy, and execute a change order to cover the required work. Tammy Gentzel moved and Joe Davidson seconded.
Joe Davidson then moved to amend the motion to include that the change is “not to exceed $26,500.” Tom Kurtz seconded the motion to amend and that motion carried unanimously. Chairman Spychalski then called for a vote on the amended motion, which passed unanimously.
VII. OTHER BUSINESS
A. General Manager’s Report
Hugh Mose referenced his written report and copies of the new CATARIDE newsletter; then shared the following:
· ATA has experienced significant personnel issues and changes which have and will continue to impact their ability to start the Regional Commuter Service from Clearfield into State College. Greg Kausch will find out if funding was ever obligated for this project.
· CATA is sponsoring the CBICC Membership Luncheon on Wednesday, October 17 at which Penn State President, Rodney Erikson, will provide a State of the University speech, and CATA will donate the majority of its time to the United Way. Board members wishing to attend should contact Marsha.
· CATA’s 2012 holiday ornament, celebrating 40 years of LOOP bus service, is being produced in partnership with Easter Seals of Centre County.
B. Service Development Report
Eric Bernier referenced his written report and reported on a meeting at the former
Corning property on East College Ave. in which the County is leasing space for its MH/ID Offices. At that meeting, information was provided to the site manager and Centre County officials as to what changes would need to be made to the parking lot in order for a CATA bus to enter the lot and serve the existing shelter. Hugh Mose added that the County officials were open to considering the additional local share funding that would be necessary to add trips on the XG Route which serves this location.
Chairman Spychalski entertained a motion to adjourn the meeting. Richard Kipp moved and Joe Davidson seconded. The motion carried unanimously. The meeting was adjourned at 6:10 p.m.
Hugh A. Mose, Secretary Date