REGULAR BOARD MEETING MINUTES
June 6, 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
EXCUSED ABSENCE: Wendy Pardee
STAFF PRESENT: Louwana Oliva, General Manager
Eric Bernier, Director of Information Services
Ryan Harshbarger, Director of Operations
Liz Pierce, Director of Human Resources & Compliance
Jaime Miller, Procurement Specialist
Ken Morder, Safety and Training Manager
Shelby Serafin, Accounting Specialist
Marsha Kyper, Executive Assistant/Board Liaison
OTHERS PRESENT: Greg Kausch, CCRPA Senior Transportation Planner
I. CALL TO ORDER
Chairman Spychalski called the meeting to order at 4:04 p.m.
II. PUBLIC COMMENT
There was no public comment.
III. OLD BUSINESS
A. Approval of Minutes of April 25, 2016 Regular Board Meeting and CATARIDE Public Outreach Meeting
Chairman Spychalski entertained a motion to approve the April 25, 2016 regular board meeting minutes. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
Chairman Spychalski then entertained a motion to approve the April 25, 2016 CATARIDE public outreach meeting minutes. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
B. Receipt of April 2016 Finance Report
Following discussion, Chairman Spychalski entertained a motion to receive the April 2016 finance report. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
C. Receipt of April 2016 Performance Reports
Ryan Harshbarger referenced his cover memo which provided information on data corrections regarding CATARIDE trip denials, revenue hours and miles, and campus LOOP ridership counts; and reported that a new vanpool group from Altoona had been formed. Chairman Spychalski entertained a motion to receive the April 2016 performance reports. Richard Kipp moved and Tammy Gentzel seconded. The motion carried unanimously.
D. FY 2016/17 Budget
The board was provided with a copy of a memo from Kimberly Fragola which had previously been distributed at the March 16, 2016 budget work session; a second memo from Kimberly noting the changes from the draft budget to the final budget; and a copy of the FY 2016/17 budget.
Chairman Spychalski entertained a motion to adopt the CATA FY 2016/17 budget. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
E. Facility Expansion Update
Louwana Oliva referenced her memo which provided an update on the facility expansion project and further reported that:
· Permanent power to building A had been completed
· The entrance ramp to the parking deck is being poured
· Fiber-optic cable is being pulled
· Steel for building B is going up
This item was for information and discussion only; no formal action was requested at this time.
F. Contract Amendment – Hillis Carnes
Louwana Oliva reported that the amount of $99,999 which the board had approved on November 23, 2015, for a contract with Hillis Carnes to provide special inspection services as required by the Centre County office of codes would be exhausted by the end of June, due to large project delays and soil issues with the construction project.
Construction manager, Gannet Fleming, reviewed a proposal and justification for an amendment to the original contract and conducted an independent cost estimate based on current norms for the work being proposed. The staff recommended that the board authorize an amendment to the contract not to exceed $40,000.
Following discussion, Chairman Spychalski entertained a motion to approve the amendment to the contract with Hillis Carnes in an amount not to exceed $40,000. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
VI. NEW BUSINESS
A. Title VI Program Update – Required Corrective Actions
Greg Kausch reported on corrective actions which have been made to the Title VI program document previously approved by the board in July 2015, the most significant being to the Limited English Proficiency (LEP) category. Greg asked that the board provide feedback
on the revised program document to the board liaison by Friday, June 10.
This item was for information and discussion only; no formal board action was requested at this time. The board will be asked to approve the Title VI program revisions at their next regular board meeting.
B. Travel Training Program Update
Greg Kausch provided a progress report on the use of supplemental federal transit planning funds to develop a travel training program for older adults and persons with disabilities and stated that a pilot training program with 3-5 clients from both Skills of Central Pennsylvania and the Centre Region Senior Center is scheduled to begin in mid-June. Greg further reported that based on the results of the pilot program, a refined travel training program, which will be maintained by CATA staff in the future, will be made available to other appropriate agencies in summer 2016.
This item was for information and discussion only; not formal board action was requested.
C. Contracts – Bus and Small Vehicle Parts
Jaime Miller reported on the results of an Invitation for Bid (IFB) for the purchase of bus and small vehicle parts, which had resulted in bid submissions on nine of 18 part groups, the remainder of which will be rebid as individual parts.
Following discussion, Chairman Spychalski entertained a motion to authorize the general manager to enter into contracts for the purchase of bus and small vehicle parts for the period of July 1, 2016 through June 30, 2017 as follows:
Parts Group Vendor Estimated Yearly Cost
(Based on bid price and approx. purchases)
Body, Wipers, Cab, & Sheet Metal New Flyer Parts $8,314.70
Brakes New Flyer Parts $95,995.61
Axles, Wheels, Steering, & Suspension New Flyer Parts $67,097.29
Electrical New Flyer Parts $6,988.65
Air System New Flyer Parts $5,733.47
Cooling System New Flyer Parts $5,362.56
Small Vehicle Parts NAPA $8,434.68
Belts & Tensioners NAPA $8,696.35
Starting & Charging Elreg Distributors $6,631.80
Joe Davidson moved and Tammy Gentzel seconded. The motion carried unanimously.
D. Policy – Drug and Alcohol – Zero Tolerance
Ken Morder reported that following a drug and alcohol compliance audit in October, 2015, the FTA has approved a revised policy submitted by the staff, which had then been expanded to include zero tolerance. Following discussion the board consensus was that staff should add language that more specifically addresses prescription drug use and include the policy on the June 27 meeting agenda for board consideration.
E. Policy – Light Duty
Liz Pierce reported that staff had developed a Light Duty Policy to address an employee’s return to work following an on-the-job injury prior to receiving a full medical release. Following discussion, Chairman Spychalski entertained a motion to adopt the Light Duty Policy. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
F. Policy and Resolution – Records Management
Marsha Kyper reported that during the course of updating CATA’s existing records retention schedule, the staff had become aware of the Municipal Records Manual (MRM), which contained a resolution for adoption by a municipal authority to follow the manual and subsequent resolutions approving the destruction of records by CATA’s board of directors. Marsha further reported that solicitor Baker had advised that, while not mandatory, the rules in the MRM are applicable to municipal authorities such as CATA, and that it made sense for the board to adhere to the standards as presented in the manual.
Marsha Kyper referenced the information provided to the board which included an electronic copy of the MRM, a CATA Record Retention Policy, a resolution declaring the board’s intent to follow the schedules and procedures for disposition of records as set forth in the MRM; a revised Record Retention Schedule; a sample resolution for the board to use in authorizing record destruction; a sample municipal records disposal certification request (for the Pennsylvania Historical and Museum Commission) and a sample certificate of records destruction to both initiate and serve as a record of the disposition process.
Chairman Spychalski entertained a motion to adopt the CATA Record Retention Policy. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously. Chairman Spychalski then entertained a motion to adopt the resolution declaring the board’s intent to follow the schedules and procedures for disposition of records as set forth in the Municipal Records Manual. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
G. Resolutions – PennDOT- Combo and Authorized Officials
Chairman Spychalski entertained a motion to approve updates to both the PennDOT Combo Resolution and Authorized Officials Resolution which became necessary as a result of changes in personnel and titles. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
V. OTHER BUSINESS
A. General Manager’s Report
Louwana Oliva reported that a contract for furniture for the new garage facility would be brought before the board either at a special meeting or the June 27 meeting; the COG is conducting a study of Internet providers; the cost to CATA will be $1,667.
B. Information Services Report
Chairman Spychalski referenced the written report which had been provided.
C. Chairman’s Report
Chairman Spychalski entertained a motion to approve the adjustment in compensation for the general manager for FY 2016/17 as specified in a letter to the general manager dated April 26, 2016. Richard Kipp moved and Tammy Gentzel seconded. The motion carried unanimously.
Chairman Spychalski reported that his attendance at the APTA Board Member Seminar had been beneficial for CATA in terms of the information gathered and interactions with peers.
VI. EXECUTIVE SESSION
The board held an executive session to discuss contractual matters.
Chairman Spychalski adjourned the meeting at 6:46 p.m.
Louwana S. Oliva, Secretary Date