CENTRE AREA TRANSPORTATION AUTHORITY
REGULAR BOARD MEETING
June 23, 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: Hugh Mose, General Manager
Louwana Oliva, Assistant General Manager
Kimberly Fragola, Director of Administration
Ryan Harshbarger, Director of Transportation
Eric Bernier, Service Development Manager
Sylvia Rosa-Ortiz, Human Resources Manager
Joe Soloski, Financial Analyst
Marsha Kyper, Assistant to the General Manager
I. CALL TO ORDER
Chairman Spychalski called the meeting to order at 4:01 p.m.
II. PUBLIC COMMENT
There was no public comment.
III. OLD BUSINESS
A. Approval of Minutes of June 2, 2014 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the minutes of the June 2, 2014 regular board meeting with the addition of Kimberly Fragola’s name to the list of CATA staff in attendance. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
B. Approval of Minutes of June 18, 2014 Board Work Session
Chairman Spychalski entertained a motion to approve the minutes of the June 18, 2014 board work session. Tammy Gentzel moved and Tom Kurtz seconded. The motion carried unanimously.
C. Receipt of May 2014 Finance Report
Kimberly Fragola referenced the finance report for May and noted that although CATARIDE and CATACOMMUTE appear to be far from the amount budgeted, that amount was a projected estimate made in January. Kimberly also stated that the line of credit should be paid off well in advance of the delivery of the ten new Xcelsior buses expected in December.
Chairman Spychalski entertained a motion to receive the May 2014 finance report. Tammy Gentzel moved and Tom Kurtz seconded. The motion carried unanimously.
D. Receipt of May 2014 Performance Reports
Ryan Harshbarger noted that the 7.2 million annual ridership record mark had already been surpassed, construction detours have had a negative impact on reduced service ridership, and the word “cumulative” will be removed from the annual ridership header at the bottom of the Five Year Ridership Trend report. Ryan will check with Terri as to whether the net fuel price on the CATACOMMUTE report was for fuel purchased in May or earlier.
Chairman Spychalski entertained a motion to receive the May 2014 performance reports. Richard Kipp moved and Tammy Gentzel seconded. The motion carried unanimously.
D. Facility Expansion Update
Louwana Oliva reported that on Monday, June 16, CATA received the 90% building design plan submission, as did the construction management consultant, Gannett Fleming. The $32.5 million price range is holding. A meeting was held on June 16, with Gennett Fleming staff, to develop a plan for document submittals and overall project management.
Louwana Oliva went on to report that one additional bid alternate, for the use of precast concrete in the construction of the parking structure, is being planned as a response to the value engineering report conducted through PennDOT, bringing the total bid alternates to six. Louwana also stated that the lease for the temporary office space was close to being finalized.
This item was for information and discussion only; no action was requested at this time.
E. CCMPO Technical Committee Alternate
Hugh Mose reported that at the January 27, regular board meeting, Louwana Oliva had been designated as CATA’s representative and he as the alternate to the CCMPO Technical Committee and that with his retirement, a new alternate must be designated.
Chairman Spychalski entertained a motion to approve the designation of Ryan Harshbarger as CATA’s alternate to the CCMPO Technical Committee. Joe Davidson moved and Tammy Gentzel seconded. The motion carried unanimously.
F. Board Member Manual Documents – Code of Conduct and Ethics Policy, Job Description and Effective Board Membership
Chairman Spychalski referenced the draft Code of Conduct and Ethics Policy which had been provided to solicitor John Baker and the board for their consideration and had been discussed during the June 18 strategic plan work session at which time several copy edits were offered. Final copies of all three documents were presented at this meeting.
Chairman Spychalski entertained a motion to approve the board Code of Conduct and Ethics Policy (CCEP), Job Description and Effective Board Membership documents as presented, and authorized the staff to include each document in CATA board member manuals. Tammy Gentzel moved and Tom Kurtz seconded. The motion carried unanimously.
Marsha Kyper collected the CCEP signature receipt page from each board member. Chairman Spychalski and Tom Kurtz commented that the board should revisit the CCEP on a periodic basis.
IV. NEW BUSINESS
A. Ratification of Resolution of Appreciation
Chairman Spychalski entertained a motion to ratify the Resolution of Appreciation for Hugh Mose, which had been presented at his retirement reception on June 20, 2014. Tom Kurtz moved and Joe Davidson seconded. The motion carried unanimously.
B. Transition Documents
Kimberly Fragola referenced the following three documents which needed to be completed for both PennDOT and the FTA for the transition of the general manager position and noted that in response to another FTA requirement, an opinion of counsel letter would be provided by solicitor John Baker:
· PennDOT Resolution Authorizing the Authorized Official to Assign Roles Within DotGrants
· FTA Designation of Signature Authority
· FTA Authorizing Resolution
Chairman Spychalski entertained a motion to approve the three documents. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
C. Transition Appointment
Hugh Mose reported that upon his retirement, the staff recommendation was to appoint Louwana Oliva as Secretary of the authority. Chairman Spychalski entertained a motion to approve the appointment of Louwana Oliva as Secretary of the authority. Richard Kipp moved and Tammy Gentzel seconded. The motion carried unanimously.
D. Adoption of FY 2014-15 Service Plan
Eric Bernier provided a summary of the final service changes for fall 2014, explaining that any differences from what was presented in the FY 2014/15 budget document were noted. Eric reported that he will check with Accu-Weather and the Blue Course Medical Center to develop times for the Saturday K route.
Chairman Spychalski entertained a motion to adopt the planned service changes and direct the staff to finalize the details necessary to implement them effective with the start of the fall semester 2014 on Saturday, August 24. Tammy Gentzel moved and Tom Kurtz seconded. The motion carried unanimously.
E. Vanpool Vans
Kimberly Fragola explained that funding (80% Federal, 20% state match, with no local match required) had been approved through a grant in the amount of $224,000 for the purchase of up to seven vanpool vans (five replacements and two expansions). Kimberly further stated that funding is being administered by PennDOT, but the procurement process must also meet federal regulations; an IFB had been issued for the purchase of these vans, with a submission deadline of Wednesday, June 25, 2014.
Kimberly Fragola went on to report that ordinarily, we would defer taking action to award a contract until board approval was received. However, in this case, the board would not meet for over a month, which would delay the procurement by that amount of time. To move the process forward without undue delay, the Board was requested to authorize the General Manager to execute a contract with the successful bidder, at a contract price not to exceed $224,000. The Board will be updated on the final price and details of the contract at the next board meeting.
Chairman Spychalski entertained a motion to authorize the General Manager to execute a contract for the purchase of up to seven vanpool vans through the IFB procurement procedure, at a price not to exceed $224,000, with the General Manager to report the outcome of this process at the next regular meeting. Tom Kurtz moved and Joe Davidson seconded. The motion carried unanimously.
F. Bus Tire Lease
Kimberly Fragola reported that in response to an IFB for the lease of tires, bids were received from Bridgestone and Goodyear (our current provider). The bid from Bridgestone represented a savings of roughly $15,000 over the initial three-year contract, and a savings of approximately $20,000 over the entire five years, as compared to the bid from Goodyear.
Chairman Spychalski entertained a motion to authorize the General Manager to execute a contract with the Bridgestone America Tire Corporation, LCC for the lease of bus tires for the three-year period beginning July 1, 2014, with the option of two, one-year lease extensions. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
V. OTHER BUSINESS
A. General Manager’s Report
Hugh referenced his bi-weekly memo and commented that two driver trainees would be starting the following Monday; expressed appreciation for the retirement reception that the board sponsored, and acknowledged this as his final board meeting, commending the board for the way it conducts business.
B. Service Development Report
Chairman Spychalski referenced a written report from Eric Bernier. Eric Bernier reported that Customer Service Representative, Emily Garner, has accepted a promotion to the position of Customer Service Supervisor, and the downtown office had been renamed the Customer Service Center.
Chairman Spychalski adjourned the meeting at 5:06 p.m.
VII. EXECUTIVE SESSION
The board reconvened in executive session to discuss personnel matters.
Louwana S. Oliva, Secretary