CENTRE AREA TRANSPORTATION AUTHORITY
REGULAR BOARD MEETING MINUTES
August 25, 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
Kimberly Fragola, Director of Administration
Ryan Harshbarger, Director of Transportation
Eric Bernier, Director of Information Services
Sylvia Rosa-Ortiz, Director of Human Resources
Marsha Kyper, Executive Assistant/Board Liaison
OTHERS PRESENT: Jolley Harris, Bellefonte, PA
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 July 28, 2014 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the minutes of the July 28, 2014 regular board meeting with the inclusion of substitute language Kimberly Fragola provided regarding the finance report. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
Kimberly Fragola noted that:
· Within the cash position and solvency analysis report the building line of credit shows an increase as a result of the bus line of credit having been rolled into it.
· Prepaid expenses and deferred liabilities are being implemented to even things out over the year.
· An adjusted budget column has been added in response to Tom Kurtz’s request to account for departures from what was originally planned in the adopted budget.
· CATABUS non-transportation revenue reflects a workers compensation refund of $231,214.
· The CATARIDE and CATACOMMUTE reports now include local subsidy.
· The CATACOMMUTE budget accounts for the new fare structure which has yet to be implemented.
The Board agreed that any decisions resulting in a formal change to the budget would be reflected in the adopted budget column, concurred with Tom Kurtz’s suggestion to add a solvency ratio tracking mechanism to the report and Kimberly Fragola’s request to include the football shuttle with other routes.
C. Receipt of July 2014 Performance Reports
Ryan Harshbarger reported that:
· CATABUS ridership was down 11% when compared to the same time last year, which can be attributed to the detours on and around campus.
· Targets will be set and added to the riders per revenue hour report and a total column will be added to reports to show total ridership change.
· There are 45 active vanpool groups.
· CATARIDE ridership is down compared to last year at this time due to a number of regular riders having passed away, and a decrease in group rides for Hearthside residents.
Louwana Oliva commented that the fare media report will begin to show refunds for those graduate students who now qualify for the Penn State Ride for Five pass.
Chairman Spychalski entertained a motion to receive the July Performance Reports. Tom Kurtz moved and Tammy Gentzel seconded. The motion carried unanimously.
D. Facility Expansion
Louwana Oliva reported that bids for the facility expansion project are due on Tuesday, September 16 and will be opened at 2 p.m.
This item was for information and discussion only: no action was requested at this time.
IV. NEW BUSINESS
A. Additional Staff Position
Louwana Oliva referenced her memo regarding staffing shortfalls and a proposal for
three additional positions, with estimated salaries totaling $83,750 excluding benefits, and the timing for the start of each position. Louwana reported that we are currently $84,672 below budget for salaried positions and that going forward costs would be covered by the savings generated through each position.
Chairman Spychalski entertained a motion to authorize the immediate hiring of an ADA/Paratransit Coordinator; hiring of an InventoryControl Manager and deferring the hiring of the Safety and Training Manager to January 2015, hiring of a third shift maintenance supervisor would be planned for the FY 2015-16 Budget. Tom Kurtz moved and Tammy Gentzel seconded. The motion carried unanimously.
In response to a suggestion from Joe Davidson, it was agreed that the staff would come to the September meeting prepared to discuss the value of accelerating the hiring of the third shift maintenance supervisor. Tom Kurtz stated that any requested changes in the plan that would deviate from the approved budget be communicated to the board and shown as such in the adjusted budget if approved by the board.
B. Avail – Hosting Solution
Donny Lynch reported that Avail Technologies had submitted a proposal for use of their hosting services for the moving of our data to their local servers during the temporary staff relocation for the facility expansion project at a total cost of $93,097 with an annual hosting fee of $14,391 for FY 2015-16 and $15,135 for FY 2016-17. Kimberly Fragola reported that funding would come from the Workers Compensation refund.
Chairman Spychalski entertained a motion to authorize the general manager to execute a contract with Avail Technologies for hosting services during CATA’s temporary staff relocation for the facility expansion project at a cost not to exceed $93,097 and an annual fee for FY 2015-16 of $14,391 and $15,135 for FY 2016-17. Richard Kipp moved and Joe Davidson seconded. The motion carried unanimously.
C. Used Van Purchase
Ryan Harshbarger reported that in an effort to supplement the CATACOMMUTE vanpool fleet and achieve a higher spare ratio, which would help to address the deficiency reported during the Triennial Review regarding on-time vehicle preventive maintenance, the staff recommendation is to issue an IFB for five used 15-passenger vans with mileage not to exceed 100,000, at a total cost not to exceed $80,000; the purchase would be funded from the vanpool capital reserve.
Chairman Spychalski entertained a motion to approve the solicitation for five used 15-passenger vans with mileage not to exceed 100,000, and to authorize the general manager to execute a contract for the van purchase at a total cost not to exceed $80,000.
Tom Kurtz moved and Richard Kipp seconded. The motion carried unanimously.
V. OTHER BUSINESS
A. General Manager’s Report
Louwana Oliva referenced her written report which was included in the agenda packet and stated that because the meeting room must be cleared before 6 p.m., she would provide additional information in an email the following day.
B. Service Development Report
Chairman Spychalski referenced a written service development report provided at the meeting.
Chairman Spychalski declared the meeting adjourned at 6:50 p.m.
Louwana S. Oliva, Secretary