CENTRE AREA TRANSPORTATION AUTHORITY
REGULAR BOARD MEETING
June 2, 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
EXCUSED ABSENCE: Tom Kurtz
STAFF PRESENT: Hugh Mose, General Manager
Louwana Oliva, Assistant General Manager
Kimberly Fragola, Director of Administration
Ryan Harshbarger, Director of Transportation
Mark Kutzer, Maintenance Manager
Sylvia Rosa-Ortiz, Human Resources Manager
Jackie Sheader, Marketing Manager
Greg Kausch, Senior Transportation Planner
Joe Soloski, Financial Analyst
Marsha Kyper, Assistant to the General Manager
OTHERS PRESENT: Ed Roethlein and Lynn Fulton, CDM Smith
I. CALL TO ORDER
Chairman Spychalski called the meeting to order at 4:00 p.m.
II. PUBLIC COMMENT
There was no public comment.
III. OLD BUSINESS
A. Approval of Minutes of April 28, 2014 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the minutes of the April 28, 2014 Regular Board Meeting. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
B. Receipt of April 2014 Finance Report
Kimberly Fragola noted that the release of state and federal grant money would not be included until the May reports, and that the amount listed under Wellness Initiative reflects a health care insurance refund.
Chairman Spychalski entertained a motion to receive the April Finance Report. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
C. Receipt of April 2014 Performance Reports
Ryan Harshbarger noted that overall ridership was the highest for any April to date and that we are on track to set another ridership record by the end of the fiscal year; a 44th CATACOMMUTE vanpool is forming from Cresson to the Benner State Correctional Facility and Ride for Five passes have surpassed 1000.
Chairman Spychalski entertained a motion to receive the April 2014 Performance Reports. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
D. Adoption of FY 2014-15 FINAL Budget
Louwana Oliva reported that at their meeting on May 27, the COG General Forum had completed the municipal review of the CATA FY 2014/15 Budget and approved the local shares allocated to the member municipalities; the contracted municipalities have also been contacted for concurrence on their local contribution levels.
Chairman Spychalski entertained a motion to adopt the FY 2014/15 FINAL Budget. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
E. Facility Expansion Update
Ed Roethlein and Lynn Fulton from CDM Smith were present to provide an update on the Facility Expansion project. Lynn presented color drawings that included the covered walk-way between the buildings, which will be an alternate in the bid package and designed so that it could be added later, and provided samples of the atrium finishes.
Ed Roethlein provided several handouts that covered the project status and 90% design completion, and noted that the following suggestions from the Value Engineering exercise were not accepted: eight site related suggestions that were made without an understanding of the site and local zoning requirements, and the addition of solar panels, due to the cost. (Ed noted that they are exploring the option of working with a solar energy provider regarding the addition of panels at the provider’s cost.)
This item was for information and discussion only; no Board action was requested at this time.
F. Strategic Plan Update
Greg Kausch provided an update on the Strategic Plan project tasks completed to date, the current estimated level of completion of each project sub-task, and the next steps for the project. Chairman Spychalski noted that Tom Kurtz, who was unable to attend the meeting, had provided a comment through email suggesting that as part of the Strategic Plan process, discussion should be held regarding whether to transition out of the Football Shuttle business in the future.
This item was for information and discussion only; no Board action was requested at this time.
G. Board Member Manual Documents – Code of Conduct and Ethics Policy, Job Description, and Effective Board Membership
Chairman Spychalski referenced an email from Tom Kurtz requesting that action on this item be postponed following any discussion the Board members may have on Joe Davidson’s proposed revisions, and a memo outlining Tom’s responses to Joe’s suggested edits to the Code of Conduct and Ethics Policy, in addition to what the Board had agreed to at the April meeting.
Chairman Spychalski proposed that he develop a draft of the Code of Conduct and Ethics Policy that would take into consideration all of the suggested edits from the April Board meeting, and all Board member subsequent suggestions, which will then be provided to the Board and solicitor John Baker for consideration. The remainder of the Board concurred with the Chairman’s proposed plan.
IV. NEW BUSINESS
A. General Manager’s Retirement
Chairman Spychalski referenced a letter from General Manager, Hugh Mose confirming his intention to retire as of June 30, 2014, which Hugh had provided to become part of the official record of the Authority. Chairman Spychalski entertained a motion to formally receive the letter. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
B. Penn State Contract Amendment
Kimberly Fragola referenced the amendments to the existing three-year contract with Penn State for LOOP and LINK service for the period of July 1, 2014 through June 30, 2015, which include a 3.5% increase in the LOOP/LINK hourly rate and the CATACOMMUTE contribution as well as a contribution for upcoming capital needs. Chairman Spychalski referenced an email comment from Tom Kurtz suggesting edits to several section references, which the staff will address.
Chairman Spychalski entertained a motion to approve the amendment to the contract with Penn State, authorize the General Manager to sign it on behalf of CATA, and direct the staff to forward it to the University for final execution. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
C. Contract for Temporary Office Space
Louwana Oliva described the RFP (Request for Proposals) and committee review process for offsite space for administrative staff during the construction phase of the Facility Expansion project; proposal ratings were based on proximity to 2081 W. Whitehall Road, efficiency and suitability of the space floor plan, access to transit and pedestrian amenities, a site visit, estimated cost for build-out, the availability of fiber for data and internet, ADA accessibility and the lease cost.
Louwana Oliva further reported that the staff recommendation is to have McNees, Wallace and Nurick negotiate a lease for space at 3075 Enterprise Drive in Cato Park, at an estimated lease rate of $54,335 per year, which will be good for two years, and includes water, trash, lawn maintenance, snow plowing and leaf removal, taxes, and management fees; it was noted that Common Area Maintenance charges can fluctuate. Louwana further reported that should there be delays with our construction project, CATA has the ability to lease for up to one additional year on a month-by-month basis at a rate of $4,597 per month, and that barring any prolonged negotiation and any needed build-out, the space could be ready as of July 1.
Chairman Spychalski entertained a motion to authorize the General Manager to enter into a contract with Trombley Real Estate Commercial Services for the lease of space located at 3075 Enterprise Drive in Ferguson Township for two years, with the option to rent for up to one additional year on a month-to-month basis, at the rate and with the stipulations to be negotiated by McNees, Wallace and Nurick on CATA’s behalf. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
D. Xcelsior Bus Purchase
Kimberly Fragola reported that CATA has received notification from PennDOT that we can expect to receive the funding needed to exercise the final ten options on the contract with New Flyer for 40-foot CNG-powered buses with Cummins engines, equipped with camera systems and the latest Avail APTS equipment. Louwana Oliva noted that as a result, we will not need to put new CNG tanks on the 1996 and 1997 New Flyer buses and the five “reserve” 1996 Orions can also be retired, leaving two Orions in service. Louwana went on to report that with the arrival of the two Xcelsiors last month, the expected arrival of five cutaways in July, and the delivery of these ten Xcelsior-model buses in December, the average fleet age would be reduced to seven years.
Mark Kutzer noted that there has been a cost increase since the last two options were exercised. Hugh Mose referenced communications with Bob Sharp and a letter of funding confirmation from LaVerne Collins.
Chairman Spychalski entertained a motion to authorize the General Manager to exercise the final option to purchase ten Xcelsior buses from our 2011 contract with New Flyer at a price not to exceed $475,000 per bus. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
E. Football Shuttle Fare
Louwana Oliva reported that she, Kimberly Fragola, and Ryan Harshbarger had recently attended a training seminar for the upcoming FTA Triennial Review, during which football shuttles and other special event transportation was discussed, and the FTA definition of a premium fare clarified. Upon returning home the staff conducted some research and concluded that anything more than our base fare ($1.75 as of July 1, 2014) would be considered a premium fare and therefore, in violation of charter regulations.
Louwana Oliva further reported that prior to the May (June 2) Board meeting, the staff had received notice from its reviewer that it has been determined that CATA’s Football Shuttle fare is in violation of charter regulations, and that we have the choice to either discontinue the service or lower the fare to match our base fare or face a deficiency finding, which can result in monetary fines.
The staff recommendation was to move the Football Shuttle fare to the standard CATABUS cash fare, and in addition, to treat the service like any other route and begin accepting tokens, OnePasses, and PA Senior ID cards. An attachment was provided which showed financial estimates of what effect the fare changes may have on our budget projections for the upcoming fund year.
Chairman Spychalski noted that Tom Kurtz had expressed his support of the staff recommendation in an email. Chairman Spychalski entertained a motion to approve continuing the Football Shuttle with a cash fare of $1.75 per one-way passenger trip ($0.85 for those over the age of 65 and persons with disabilities), and accepting other CATABUS fare media. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
F. Update - Drug and Alcohol Policy
Louwana Oliva reported that during the pre-review process of the upcoming Triennial Review we have been informed that a number of updates to our Drug and Alcohol Policy are needed for CATA to be deemed in compliance with current FTA regulations. Louwana noted that in particular, changes were needed to address the following issues: refusal to test, dilute samples and other methods of test adulteration, as well as updates to staff records making the Human Resources Director our Drug and Alcohol Program Manager. Copies of the existing and updated policy were provided to the Board.
Chairman Spychalski referenced one question regarding Section 18, and one editorial comment for Section 18, which Tom Kurtz provided by email. The staff responded that there is a plan in place to address the need for Supervisors and other safety sensitive employees to receive the required 60 minutes of training and that the suggested edit will be made.
Chairman Spychalski entertained a motion to approve the updated Drug and Alcohol Policy. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
G. Summer Board Meeting Schedule
Louwana Oliva reported that in light of the level of activity involved in the Facility Expansion project, the staff recommends that the July meeting stay on the calendar as planned, but can be cancelled in July if not needed. In addition, the staff recommends that in order to allow adequate time for the bid process for construction of the Facility Expansion, and for a quorum of Board members to be in attendance, the regular August 25 meeting be moved to Thursday, September 11.
Chairman Spychalski referenced a suggestion submitted by email from Tom Kurtz that the Board consider moving the September 22 Board meeting to September 29 for better spacing between meetings, unless the earlier September 22 date is key for building contract awards.
Chairman Spychalski entertained a motion to cancel the August 25 regular Board Meeting and hold a special Board meeting on Thursday, September 11, and authorize the staff to publish notice of the change as required by law. Joe Davidson moved and Tammy Gentzel seconded. The motion carried unanimously.
V. OTHER BUSINESS
A. General Manager’s Report
Hugh commented on the:
· Unprecedented ridership levels
· Construction detours
· Federal funding discussions
Ryan Harshbarger commented that in order to provide directions to patrons, Drivers had been scheduled to be present at the College and Allen bus stop, which is currently closed due to the water line construction project.
Jackie Sheader reported that Dump the Pump Day would be observed on June 19 and would include co-op advertising with AMTRAN and CAMTRAN.
B. Service Development Report
Chairman Spychalski referenced a written report from Eric Bernier.
Chairman Spychalski adjourned the meeting at 5:58 p.m.
Louwana S. Oliva, Secretary