REGULAR BOARD MEETING MINUTES
March 28, 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: Tammy Gentzel
STAFF PRESENT: Louwana Oliva, General Manager
Eric Bernier, Director of Information Services
Ryan Harshbarger, Director of Operations
Kimberly Fragola, Director of Finance
Jamie Miller, Procurement Specialist
Cindy Zerbe, ADA/Paratransit Manager
Marsha Kyper, Executive Assistant/Board Liaison
OTHERS PRESENT: Greg Kausch, CCRPA Senior Transportation Planner;
Siyu Ye, PSU student
I. CALL TO ORDER
Chairman Spychalski called the meeting to order at 4:02 p.m.
II. PUBLIC COMMENT
There was no public comment.
III. OLD BUSINESS
A. Approval of Minutes of February 22, 2016 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the February 22, 2016 regular board meeting minutes. Wendy Pardee moved and Joe Davidson seconded. The motion carried unanimously.
B. Approval of Minutes of February 22, 2016 Public Hearing
Chairman Spychalski entertained a motion to approve the February 22, 2016 public hearing minutes. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
C. Approval of Minutes of March 16, 2016 Board Work Session
Chairman Spychalski entertained a motion to approve the March 16, 2016 board work session minutes. Richard Kipp moved and Joe Davidson seconded. The motion carried unanimously.
D. Receipt of February 2016 Finance Reports
Kimberly Fragola referenced the finance reports. Chairman Spychalski entertained a motion to receive the February 2016 finance reports. Wendy Pardee moved and Joe Davidson seconded. The motion carried unanimously.
E. Receipt of February 2016 Performance Reports
Ryan Harshbarger referenced his cover memo; the decline in campus service ridership and increase in community service ridership; and the start-up of the first ever CATACOMMUTE vanpool from Huntingdon County. Chairman Spychalski entertained a motion to receive the February 2016 performance reports. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
F. FY 2016/17 Draft Budget
Kimberly Fragola referenced the draft budget document as containing the same figures which had been presented during the March 16, 2016 board work session. Chairman Spychalski entertained a motion to approve the FY 2016/17 draft budget, and authorize its distribution by staff. Richard Kipp moved and Joe Davidson seconded. The motion carried unanimously.
G. Facility Expansion Update
Louwana Oliva reported that:
· A coiling/roll-down style gate has been added to the parking facility to secure it when CATA is completely closed; the cost will be approximately $5,000.
· The exterior coating is being sprayed on and architectural detail added this week.
· Spraying of the fire retardant and painting of the offices have been completed.
· Occupancy by the end of May is possible.
· Building II test core samples and caissons have been completed
· Due to delays, a contract amendment to extend the Hillis-Carnes contract beyond September, for special inspection services required by PennDOT, will be presented to the board at a future meeting
· Invoking of the Penn Terra office space lease extension will be necessary; the cost will go from $18/square foot to $18.36/ square foot; and from $3,495 per month to $3,564.90 per month.
This item was for information and discussion only; no formal action was requested at this time.
H. Additional Service Vehicle Purchases
Kimberly Fragola reported that at the January 25, 2016 regular board meeting, the purchase of ten service vehicles at a total cost not to exceed the $300,000 state capital grant award amount had been approved; the vehicles were purchased at a total cost of $173,773.60 through the state Co-stars purchasing program. The staff has proposed to PennDOT that the remaining funds ($126,226.40) be used for the additional purchases of one replacement shop truck (estimated $32,577), one expansion shop truck (estimated $32,577), and a replacement stake body truck bed (estimated $5,881).
Chairman Spychalski entertained a motion to approve the purchase of two shop trucks and a replacement stake body truck bed at a combined cost not to exceed $126,226.40, pending PennDOT approval. Wendy Pardee moved and Joe Davidson seconded. The motion carried unanimously.
VI. NEW BUSINESS
A. Resolution to File PennDOT Consolidated Capital Application (CCA) and Certify Local Match
Kimberly Fragola referenced the PennDOT resolution to be submitted as part of the grant application for FY 2016/17 state capital funds and provided the following list of projects identified for this year’s application:
Chairman Spychalski entertained a motion to adopt the Resolution to File the PennDOT Consolidated Capital Application and Certify Local Match, and authorize its submission to PennDOT to complete the application for state capital funding. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
B. CATARIDE paratransit Service Contract
Cindy Zerbe reported that a Request for Proposals (RFP) had been issued on February 8, 2016, for contracted paratransit service and that Handy Delivery, State College, PA; MV Transportation, Inc., Vacaville, CA; and RideRight, LLC; Lake St. Louis, MO had submitted proposals. Each proposal had been reviewed based on criteria defined in the RFP; based on the scoring, MV Transportation, Inc. and Ride Right, LLC were in the competitive range and asked for “best and final offers” which were provided as follows:
Single Passenger Rate Group Rate (to same destination)
MV Transportation, Inc. $28.53 $22.37
Ride Right, LLC $25.51 $20.41
Handy Delivery’s proposal was not ranked in the competitive range and therefore, per FTA procurement regulations, their rate submission could not be opened.
Chairman Spychalski entertained a motion to authorize the general manager to enter into a contract with Ride Right, LLC, for paratransit services for fiscal years 2016/17 and 2017/18, with the ability to extend the contract for three additional option years at a cost of $26.27/$21.02 for FY 2018/19; $26.69/$21.35 for FY 2019/20; and $27.14/21.71 for FY 2020/21. Joe Davidson moved and Wendy Pardee seconded. The motion carried unanimously.
C. Purchasing Procedures Policy Revision
Kimberly Fragola reported that the FTA had raised the threshold for when small purchases require a formal solicitation as either an Invitation for Bids or a Request for Proposals, from $100,000 to $150,000, and in order to begin using the new threshold CATA’s purchasing procedures would need to be revised to reflect the new amount.
Following discussion, Chairman Spychalski entertained a motion to revise CATA’s purchasing procedures to increase the small purchases threshold from $100,000 to $150,000. Richard Kipp moved and Joe Davidson seconded. The motion carried unanimously.
VII. OTHER BUSINESS
A. General Manager’s Report
Louwana Oliva reported that:
o She will be attending an FTA peer exchange in Baltimore regarding transportation as it relates to access to health care.
o The FTA has established a comment period on its EEO, Awards (Grants) Management and Spare Ratio rules.
o PennDOT has publically announced that CATA is one of the first three properties in the state that has been selected to receive a CNG fueling station as part of the public-private CNG partnership project; a copy of the press release was provided.
o Board members should let her know if they would like to receive talking points to share at a meeting of the council or board of supervisors of their municipality and to have staff accompany them to a meeting.
B. Information Services Report
Eric Bernier referenced his written report which had been provided.
C. Chairman’s Report
Chairman Spychalski commended board member Kipp for his outreach to Harris Township elected officials regarding CATA’s B Route.
Chairman Spychalski adjourned the meeting at 5:15 p.m.
Louwana S. Oliva, Secretary Date