REGULAR BOARD MEETING MINUTES
June 27, 2016
STATE COLLEGE BOROUGH BUILDING
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
Liz Pierce, Director of Human Resources & Compliance
Jaime Miller, Procurement Specialist
Jim Ewing, Operations Supervisor
Cindy Zerbe, ADA / Paratransit Manager
Marsha Kyper, Executive Assistant/Board Liaison
OTHERS PRESENT: Greg Kausch, CCRPA Senior Transportation Planner;
James Graef, CATA Summer Intern
I. CALL TO ORDER
Chairman Spychalski called the meeting to order at 4:01 p.m.
II. PUBLIC COMMENT
There was no public comment.
CATA summer intern, James Graef, was introduced to the board.
IV. OLD BUSINESS
A. Approval of Minutes of June 6, 2016 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the June 6, 2016 regular board meeting minutes. Richard Kipp moved and Joe Davidson seconded. The motion carried unanimously.
Tammy Gentzel arrived at 4:08 p.m.
B. Receipt of May 2016 Finance Report
Kimberly Fragola reported that CATA will end up under budget for FY 2015/16. Following discussion, Chairman Spychalski entertained a motion to receive the May 2016 finance report. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
C. Receipt of May 2016 Performance Reports
Ryan Harshbarger referenced his cover memo and reported that CATABUS ridership was down 11% over May 2015, with one less full service weekday and the majority of the decrease on campus service; on-time performance was at 87.3%, the highest to date; there were 5% fewer CATARIDE trips this May compared to 2015, with an overall decrease of 11.4% for the fiscal year-to-date; CATACOMMUTE vanpool groups dropped from 41 to 40, following the discontinuation of a group from Altoona.
Chairman Spychalski entertained a motion to receive the May 2016 performance reports. Wendy Pardee moved and Joe Davidson seconded. The motion carried unanimously.
D. Facility Expansion Update
Louwana Oliva provided the following information in addition to what had been shared earlier in the week through an email update:
· Percent paid/complete on each of the structures
· The occupancy date for the garage continues to be moved back; the concrete has to cure before flooring can be installed
This item was for information and discussion only; no formal action was requested at this time.
E. Policy – Drug and Alcohol – Zero Tolerance
The board acknowledged that the changes it had requested at the June 6, 2016 regular meeting had been made to the policy document. Chairman Spychalski entertained a motion to adopt the revised Drug and Alcohol – Zero Tolerance Policy for Safety Sensitive Employees with one agreed to editorial change. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
F. Title VI Program Update – Required Corrective Actions
Greg Kausch presented the newly revised Title VI Program Update, which had been presented to the board at the June 6 regular board meeting for initial review and comment. Chairman Spychalski entertained a motion to adopt the revised Title VI program as presented. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
G. Contracts – Bus Parts
Jaime Miller reported that all of the parts groups that had not received bids in response to the Invitation for Bid for groups of Bus & Small Vehicle Parts had been re-advertised for individual bids.
Chairman Spychalski entertained a motion to authorize the general manager to enter into contracts for the purchase of bus parts for the period of July 1, 2016 through June 30, 2017 as listed in the attachment. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
V. NEW BUSINESS
A. Resolution of Appreciation – Jim Ewing
Chairman Spychalski entertained a motion to adopt the resolution of appreciation for operations supervisor, Jim Ewing, whose retirement will be effective June 30, 2016. Wendy Pardee moved and Joe Davidson seconded. The motion carried unanimously. Jim Ewing was in attendance to receive the resolution.
B. Contract – New Facility Furniture
Louwana Oliva reported that Nittany Office Equipment, Supply Source and McCartney’s had submitted proposals in response to a Request for Proposals (RFP) for furniture for the new facility, with one of those proposals being non-responsive. A committee comprised of staff had rated the remaining two proposals and selected Nittany Office Equipment.
Following discussion, Chairman Spychalski entertained a motion to authorize the general manager to enter into a contract with Nittany Office Equipment for the purchase of furniture for the new facilities, at a cost not to exceed $212,171. Joe Davidson moved and Wendy Pardee seconded. The motion carried unanimously.
C. Contract – Avail Technologies
Louwana Oliva reported that she had provided the board with detailed information by email the week prior to the board meeting, and then provided a synopsis of that information via a Power Point presentation, regarding the need for and benefits of an Enterprise Resource Planning (ERP) system. Louwana also commented that such a system would be in keeping with the implementation of the recently adopted Strategic Plan and provided information on funding for the project.
Directors Ryan Harshbarger, Kimberly Fragola, Liz Pierce and Eric Bernier each spoke about the positive impact of an ERP system on stream lining and increased efficiency of the functions of their respective departments. Following a period of questions from the board and discussion,
Chairman Spychalski entertained a motion to authorize the general manager to enter into a contract with Avail Technologies to manage the installation, implementation, and maintenance of the Fleet-net Enterprise Resource Planning (ERP) software system at a cost not to exceed $725,000. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
D. CATARIDE – Public Outreach Meeting Follow-up
Cindy Zerbe referenced her memo which provided a summary of the public comment received at the April 25, 2016 CATARIDE Public Outreach meeting and related staff follow-up.
This item was for information and discussion only; no board action had been requested.
VI. OTHER BUSINESS
A. General Manager’s Report
Louwana Oliva reported that:
The State College director of libraries had discovered that CATA has never been billed for its portion of the electricity for the downtown Customer Service Center; billing for electricity will not be retroactive and going forward is estimated at approximately $350 per year.
New service vehicles will be arriving; Penn State has agreed to provide storage space until occupancy to the new garage is granted.
A special meeting may be needed to approve the transfer of used vanpool vans to USTA.
A public hearing may be required to address service cuts on the VN Route.
B. Information Services Report
Chairman Spychalski referenced the written report which had been provided. Eric Bernier
commented that due to the efforts of intern James Graef, tokens are now sold at the State College
High School Roar Store and real-time bus information will be displayed in the building.
C. Chairman’s Report
Chairman Spychalski reported that the Transportation Improvement Program (TIP) is on the agenda for the upcoming CCMPO Coordinating Committee meeting.
Chairman Spychalski adjourned the meeting at 5:45 p.m.
IX. EXECUTIVE SESSION
The board reconvened in executive session to discuss contractual matters.
Louwana S. Oliva, Secretary Date