CENTRE AREA TRANSPORTATION AUTHORITY
REGULAR BOARD MEETING
November 24, 2014
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: Louwana Oliva, General Manager
Eric Bernier, Director of Information Services
Ryan Harshbarger, Director of Operations
Kimberly Fragola, Director of Finance
Joe Soloski, Financial Analyst
Greg Kausch, Senior Transportation Planner
Marsha Kyper, Assistant to the General Manager
OTHERS PRESENT: Tim Kraft and Larry Schaub, representatives from auditor Reinsel Kuntz Lesher
I. CALL TO ORDER
Chairman Spychalski called the meeting to order at 4:00 p.m.
II. PUBLIC COMMENT
There was no public comment.
III. OLD BUSINESS
A. Approval of Minutes of October 27, 2014 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the minutes of the October 27, 2014 regular board meeting. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
Tammy Gentzel arrived at 4:10 p.m.
B. Receipt of October 2014 Finance Report
Kimberly Fragola reported that the bus loan has been paid back, but will not show until the November finance report. Chairman Spychalski entertained a motion to approve the October 2014 Finance Report. Joe Davidson moved and Tammy Gentzel seconded. The motion carried unanimously.
C. Receipt of October Performance Reports
Ryan Harshbarger reported that CATABUS ridership for the month of October was down 7% compared to 2013; Ride for Five continues to experience a major increase in use due to the addition of graduate students to the program; CATARIDE ridership is down 4%; software for the CATARIDE program will be transitioned to Ecolane; and noted the addition of statistics to the CATACOMMUTE report.
Chairman Spychalski entertained a motion to receive the October Performance Reports. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
D. Facility Expansion
Louwana Oliva referenced her memo regarding the PennDOT Public Private Partnership (P3) CNG Project, which will include CATA, and calls to municipal entities currently fueling CNG vehicles at CATA to alert them to the upcoming changes in fueling arrangements and costs as a result of both the facility expansion and P3 projects.
Louwana Oliva reported that CATA’s construction managers and contractors are currently pursuing all the needed permits for construction to begin; the first step is to get the remaining staff in the administration building into trailers; demolition of the administration building is expected to begin in mid-December, and preparation for the building pad and subgrade drilling for caissons and foundations will then begin around the first of the year.
This item is information and discussion only; no formal action was requested at this time.
E. Reauthorization of Contract for Special Inspection Services
Louwana Oliva reported that at last month’s meeting, the board authorized the execution of a contract for special inspection services not to exceed $100,000 over the life of the project; as is required under federal procurement regulations, our construction managers developed an independent cost estimate (ICE) for the project which was $95,980 based on a national database of costs for the services; however, their recent experience has been closer to $60,000 for similar projects.
Louwana Oliva went on to report that the original motion had been worded as: “Based on the attached review by Gannet Fleming, staff recommends that the board accept the bid submitted by Hillis Carnes and authorize the general manager to execute a contract for the execution of special inspection services for the facility expansion project”. Louwana explained that confusion arose over the discussion of FTA procurement that would have needed to go into effect had the independent cost estimate reached $100,000 or above, and that CATA cannot approve a contract that meets or exceeds $100,000 without using all of the federally-mandated procurement forms and practices, which are not needed and were not used in the bidding process for the proposals on the inspection services.
Louwana Oliva stated that in order to have the most accurate approval in the project procurement files, it is necessary that the board record a new authorization to approve the contract with the corrected not to exceed amount of $96,000.
Chairman Spychalski entertained a motion that the board rescind the contract approval made at the October 27, 2014 board meeting, and approve a new authorization for the general manager to execute a contract with Hillis Carnes Engineering Associates for special inspection services for the facility expansion project. Should the project exceed $96,000 over the life of the project, additional board approval would be required. Tom Kurtz moved and Tammy Gentzel seconded. The motion carried unanimously.
F. Reauthorization - CNG Sedan Purchase - Service Vehicles
Louwana Oliva reported that during last month’s meeting, the board approved the purchase of four (4) CNG sedans at a total cost not to exceed $101,004 from Dean Honda of Pittsburgh, PA. However, the bid package had erroneously included a form related to building construction, which Dean Honda was unable to provide. After consultation with the FTA, it was determined that we will need to rerelease the procurement without the form as there is a possibility that a vendor could have not bid, because they knew that they could not meet the terms regarding that form.
Louwana Oliva reported that with the PennDOT grant funding in the amount of $118,710 (100% state funding; no federal or local shares) and a separate grant from the DEP to CATA (in conjunction with other local organizations) in the amount of $12,560 for half of the incremental cost of the CNG fueling system for four sedans; total possible funding for the purchase of CNG Sedans is $131,270.
Chairman Spychalski entertained a motion to rescind the contract authorization made at the October 27, 2014 board meeting, and authorize the general manager to execute a contract for the purchase of four CNG sedans not exceed a cost of $131,270. Tom Kurtz moved and Richard Kipp seconded. The motion carried unanimously.
Staff will report on the total cost and winning bidder at the next meeting of the board, which is expected to take place in January.
G. Strategic Plan Update – Chapter 3 – Local Inventory of Transportation Services
Greg Kausch reported that based upon input from the CATA staff and the project management team (PMT), Chapter 3 (Local Inventory of Transportation Services) of the strategic plan update is nearing completion. It was agreed that the pedi-cab, veteran’s transportation, and the experimental Uber program should be added to the chapter and that the title should include the word “Surface.”
The Board was asked to provide additional Chapter 3 review comments and questions to Marsha by Monday, December 8 so that these comments may be reflected in the final document.
This item was for information and discussion only; no formal board action is required at this time.
IV. NEW BUSINESS
A. Receipt of the FY 2013/14 Audited Financial Statements
Tim Kraft and Larry Shaub from Reinsel Kuntz Lesher (RKL), the authority’s auditing firm, referenced the various audit reports and their content. They noted that the documents reflect an adjustment to a change in responsibility for asset records from the auditor firm to CATA. Mr. Kraft and Shaub reported one single audit finding, of a late federal report filing that was subsequently filed on time the next three quarters.
Chairman Spychalski entertained a motion to receive the FY 2013/14 Financial Statements, Report to the Board, and Single Audit Report. Tom Kurtz moved and Richard Kipp seconded. The motion carried unanimously.
B. December Board Meeting and Planning Work Session
Louwana Oliva reported that it has been a common practice for us to cancel the December meeting, which due to the Christmas holiday, was this year advertised for December 15. Due to the lack of pressing agenda items, the staff is asking the chairman to consider cancellation of the December meeting.
Chairman Spychalski entertained a motion to cancel the December 15, 2014 board meeting. Tammy Gentzel moved and Tom Kurtz seconded. The motion carried unanimously.
Louwana Oliva further reported that each year, either in December or January, the board holds a planning work session, and suggested that a date be set for the week of January 12, 2015. Consensus was to schedule a board work session for 4 p.m. on Thursday, January 15, 2015, with the location to be determined.
V. OTHER BUSINESS
A. General Manager’s Report
Louwana Oliva reported on the North Central Regionalization Study meeting which she had attended.
B. Information Services Report
Eric Bernier referenced his written report, and commented on initial observations regarding the extended customer service center hours.
Chairman Spychalski declared the meeting adjourned at 6:50 p.m.
Louwana S. Oliva, Secretary