CENTRE AREA TRANSPORTATION AUTHORITY

 

REGULAR BOARD MEETING

MINUTES

Print Version

August 26, 2013

4:00 p.m.

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

                                                            Tom Kurtz

                                                            Tammy Gentzel

                                                           

STAFF PRESENT:                             Hugh Mose, General Manager

                                                            Louwana Oliva, Assistant General Manager

                                                            Kimberly Fragola, Director of Administration

                                                            Mark Kutzer, Director of Maintenance

                                                            Sherry Snyder, Director of Operations

                                                            Eric Bernier, Service Development Manager 

                                                            Jackie Sheader, Marketing Manager

                                                            Greg Kausch, Senior Transportation Planner

                                                            Bob Reska, Facilities Manager

                                                            Joe Soloski, Financial Analyst

                                                            Marsha Kyper, Assistant to the General Manager

 

OTHERS PRESENT:                         Angel Hernandez, Chief Technology Officer, Borough of State College

 

 

 

I.            CALL TO ORDER

Chairman Spychalski called the meeting to order at 4:05 p.m.

II.            ANNOUNCEMENT OF EXECUTIVE SESSION

Chairman Spychalski announced that an Executive Session had been held on July 12, 2013 to discuss personnel matters.

III.            PUBLIC COMMENT

There was no public comment.

IV.            INTRODUCTION

Joe Soloski, CATA’s new Financial Analyst, was introduced to the Board.

 

 

 

V.            OLD BUSINESS

A.     Approval of Minutes of June 24, 2013 Regular Board Meeting

Chairman Spychalski entertained a motion to approve the minutes of the June 24, 2013 Regular Board Meeting with one editorial change to the ridership number in the last line of paragraph one of page two, from 7.75 to 7.075 million.  Richard Kipp moved and Joe Davidson seconded.  The motion carried unanimously.

 

B.     Approval of Minutes of July 9, 2013 Board Work Session

Chairman Spychalski entertained a motion to approve the minutes of the July 9, 2013 Board Work Session as presented. Tammy Gentzel moved and Tom Kurtz seconded.  The motion carried unanimously.

C.     Performance Reports

Hugh Mose reported that the June and July Finance Reports will be provided at the September Board meeting following completion of the audit; referenced the June and Fiscal Year Ridership Reports; noted that July CATARIDE ridership was the highest ever at 3,388; referenced the August and Fiscal Year CATACOMMUTE Reports noting that the net fuel price per gallon of $3.73 reflects the inclusion of diesel fuel purchases for several of the vans.  It was agreed that if possible, the CATACOMMUTE report should include a separate net fuel price per gallon for diesel and gasoline fuels.  Hugh then referenced the Fare Media report and the increase in CATARIDE senior coupon sales, which could be attributed to pre-purchases prior to the fare increase from $2.50 to $3.00.

Chairman Spychalski entertained a motion to receive the June and July 2013 Performance Reports.  Joe Davidson moved and Richard Kipp seconded.  The motion carried unanimously.

D.    Maintenance Facility Expansion

Louwana Oliva reported that the approval of a $5 million line of credit has allowed design work on the Maintenance Facility Expansion to continue, but that the 60% design estimates have come in $10 million over budget; CDM Smith is looking at the reasons and developing ways to bring the costs in line, and Gannett Fleming’s constructability review process will be an asset in that regard as well.  

Louwana Oliva further reported that the Land Use Development Plan will require a zoning variance asking that the application of surface parking regulations not be applied to the rooftop parking.  Louwana also stated that use of the State College Borough Water Authority property on Whitehall Road for off-site operations during project construction will require a number of zoning variances.

This item was for information and discussion only; no Board action was requested at this time.

E.     State College Area Universal Transit Access Study - Project Status Report

Greg Kausch reported that the State College Area Universal Transit Access Study, for which work commenced in June 2012, is rapidly drawing to a close; Interim Report #8 (Cost-Benefit Analysis) and a DRAFT Final Report have been posted to the project website at:  http://www.lsccs.com/projects/statecollege/index.htm.  The fourth and final stakeholder session, which included a variety of project stakeholders, was held August 15 to obtain any remaining input, review the DRAFT Final Report, and review the suggested course of action.

 

Greg Kausch further reported that subsequent to the project stakeholder session, a meeting of the project management team was held to determine what actions need to be taken to close out the study phase of the project, while keeping the initiative of universal access moving forward, if appropriate.  The following proposed concepts were agreed upon, subject to the endorsement of the CATA Board of Directors:

 

1)  CATA - as the lead agency for the study phase of the project - should assume primary responsibility for moving the project forward in concert with our funding partners.

 

2)  An executive summary will be prepared no later than mid-September, and this summary as well as the DRAFT final report presented to the CATA Board of Directors at their September meeting, at which time the Board will be asked to receive the study and provide any further policy-level guidance deemed necessary.

 

3)  Staff will continue working with funding partners to implement universal access concepts where desired - perhaps starting with State College Borough to address the equity issue presented by fare-free service to downtown apartment complexes, who do not contribute to the CATA budget.

 

4)  This ongoing effort should take the form of an ad-hoc committee of staff and willing funding partners, as it appears a "one-size-fits-all" solution for the entire CATA service area may not be feasible at this time.

 

5)  Penn State should maintain the discussion with respect to universal transit access through the Intermodal Transportation Plan Committee, the Borough-University Liaison Committee, and the President's Council.

 

The Board indicated its support for the proposed concepts.  Greg Kausch reported that he will provide a DRAFT Final Report at the September Board meeting.  

 

This item was for information and discussion only; no formal Board action was requested at this time. 

F.     Strategic Plan Update

Greg Kausch reported that since the July 9 CATA Board of Directors Work Session, when the Board discussed the proposed schedule and scope of work for an update to the CATA Strategic Plan, a contract has been executed with the PennDOT Bureau of Public Transportation to facilitate the flow of Technical Assistance Program funds to complete the project and work has been initiated on an introductory section for the updated Strategic Plan. It is anticipated that a Memorandum of Understanding (MOU) will be adopted to govern the flow of project funds between CATA, the Centre Regional Planning Agency (CRPA), and the Centre County Metropolitan Planning Organization (CCMPO).

 

Greg Kausch provided a Gantt chart depicting the proposed project and stated that the staff expects work on Task I (Current CATA Operations) to begin effective September 1, 2013, with overall project completion no later than January 31, 2015. 

 

Chairman Spychalski and Tom Kurtz both suggested that there be more overlap in activities. Tom Kurtz suggested that the start date for Task VIII – Strategic and Development Recommendations - be moved up so as to include Hugh Mose’s input prior to his retirement and that Task IV – Key Stakeholder Involvement- should be ongoing throughout the process.

 

This item was for information and discussion only; no Board action was requested at this time.

G.    CATA Board Member Email Policies and Procedures

      Angel Hernandez, Chief Technology Officer for the Borough of State College, provided an explanation of the system the RTC has developed for CATA Board emails and recommended      that the Board keep all CATA emails separate from all of their other emails to protect themselves if an Open Records request is received for CATA records that are subject to the Right to Know Law.  Board consensus was that the Draft Email Policy and Procedure document needed more detail, which Marsha Kyper and Angel Hernandez will develop and provide for the Board’s consideration. 

This item was for information and discussion only; no Board action was requested at this time.

VI.            NEW BUSINESS

  1. DotGrants Authorizing Resolutions

Kimberly Fragola reported that as a result of the elimination of the Assistant Director of Administration position, the change of title from Finance/Grants Manager to Financial Analyst, and the addition of duties to the Accounting Coordinator and Accounts Payable Processor positions, updates to the DOTGrants authorizing resolutions are needed.  Kimberly provided a  Resolution Authorizing the Submittal and Modification of Pennsylvania Department of Transportation DOTGrants Objects,” as well as a copy of the “Combo Resolution.”   

Kimberly Fragola further reported that the General Manager will remain as the only position authorized to submit final grant applications and execute grant agreements and that the Director of Administration, Financial Analyst, Accounting Coordinator, and Accounts Payable Processor are authorized to complete grant administrative tasks.

Chairman Spychalski entertained a motion to adopt the Resolution Authorizing the Submittal and Modification of PennDOT DOTGrant Objects, and the Combo Resolution.  Tom Kurtz moved and Joe Davidson seconded.  The motion carried unanimously.

  1. Resolution to File PennDOT Consolidated Capital Application (CCA) and Certify Local Match

Kimberly Fragola presented a PennDOT resolution to be submitted as part of the grant application for FY 2013/14 state capital funds under Act 44, which will request only $839,519 at this time, with additional projects to be added as they are identified.  The sum includes the

following:

 

 

 

 

 

Purchase of 5 Cutaways (match on federal formula funds)               $232,020

                       

Accounting Software Project                                                             $110,000

Purchase of 2 40’ CNG Buses                                                           

            (match on federal capital funds, plus remainder)                   $460,000

Office / Shop Equipment                                           

            (match on federal flex funds)                                                 $ 24,193

Signs and Shelters

            (match on federal flex funds)                                                 $ 13,306

 

 

Kimberly Fragola reported that also included in the CCA is requested funding for the purchase of two replacement paratransit vehicles ($150,000) though this funding is provided through a separate source and does not count against CATA’s 2013/14 allocation of state formula capital funds.

 

Chairman Spychalski entertained a motion to adopt the resolution and authorize its submission to PennDOT to complete the application for state capital funding.  Richard Kipp moved and Tom Kurtz seconded.  The motion carried unanimously.

 

  1. Xcelsior Bus Purchase

Louwana Oliva reported that a number of years ago CATA was awarded a federal Clean Fuels grant of $540,000 to be used for the purchase of CNG-electric hybrid buses, and that an option for CNG-hybrid buses had been included in CATA’s last bus solicitation, but none of the bidders responded, and now no viable bus manufacture offers this option.  The staff appeal to the Federal Transportation Administration (FTA), to provide approval to apply the funds toward the purchase of non-hybrid CNG buses has recently been granted.

Louwana Oliva further reported that the staff would like to combine the $540,000 of federal funds with state formula capital funds and local match for the purchase of two additional forty-foot CNG Xcelsior buses under the existing contract with New Flyer of America, which includes twelve options that run through March 29, 2016.  Mark reported that as a result of the  price escalator clause for each year, and the inclusion of cameras, the cost per bus is currently $460,349.  Upon the execution of a purchase order, the new buses can be built and delivered to CATA within approximately eight months.

Chairman Spychalski entertained a motion to approve the purchase of two forty-foot CNG Xcelsior buses from New Flyer of America.  Tom Kurtz moved and Richard Kipp seconded.  The motion carried unanimously.

  1. Sink Hole Remediation

Louwana Oliva reported that CATA should soon receive approval of its emergency repair plan for the sink hole that opened at the front of the property during recent storms, and that due to the fact that the sink hole endangered surrounding infrastructures, and that the township would expect CATA to have it repaired before winter, the decision was made to forgo a public notice and sealed bids as is permitted in situations qualifying for emergency procurement procedures.  Four quotes from qualified vendors in the area are being obtained.  Louwana reported that the independent cost estimate was $90,000 excluding design and site project management.  Kimberly Fragola reported that the money will come out of the Maintenance Facility Expansion project fund.  

Chairman Spychalski entertained a motion to authorize the General Manager to award a contract to the bidder selected through the use of CATA’s approved emergency bidding procedures at a cost not to exceed $90,000.  Tom Kurtz moved and Tammy Gentzel seconded.  The motion carried unanimously.

  1. PennDOT Shared Ride and Affiliated Program Audits

Sherry Snyder reported that in February PennDOT staff conducted an on-site audit of CATA’s Shared Ride Program, then returned in April to review the State Section 1516, Federal Section 5310, and JARC funded affiliated programs (CATARIDE and CATACOMMUTE).

 

Sherry Snyder reported that the review period included service provided through both Handy Delivery (July 1, 2011 to March 31, 2012) and Ride Right, LLC (April 1, 2012 to June 30, 2012).  Although the audit is not yet fully completed, all indications are that even through the transition period between the two subcontractors, CATA was almost fully compliant; any penalties which may be assessed would involve 11 trips that were scheduled as same day reservations, which are not permitted under the Shared Ride program guidelines.  These trips can be traced back to the first month of the transition to Ride Right and its new dispatch staff; Ride Right will be invoiced should CATA be assessed for this penalty. 

 

Sherry Snyder reported that the Section 1516 CTC/5310/JARC funding affiliated programs audit was completed in June, and CATA was expected to be in compliance, with the exception of needing to develop written policies to cover service animals and the transportation of respirators and portable oxygen tanks.  These policies have been developed and submitted to PennDOT.  Sherry reported that we received word today that the policies were approved and that the review is final.   

This item was for information and discussion only; no Board action was requested.

  1. PennDOT System Performance Review

Hugh Mose reported that in April a team from PennDOT conducted a System Performance Review of CATA as required by Act 44.  On July 31 a draft report was received, to which the staff provided, in consultation with Chairman Spychalski, an extensive list of comments.  Hugh went on to report that he had received an email today stating that PennDOT staff, and their consultant, had found the overall concerns and recommendations from CATA reasonable, and that they would be considered for a revised final report.

This item was for information and discussion only; no Board action was requested at this time.

  1. Cash Flow Analysis

Kimberly Fragola requested feedback from the Board regarding the information it wishes to see  included in a cash flow analysis, which Chairman Spychalski had asked be added to future Financial Reports.  The consensus was that the report be provided on a periodic basis and include a review of the Operating and Capital funding commitments and funding sources.  

This item was for information and discussion only; no Board action was requested at this time.

 

 

VII.            OTHER BUSINESS

  1. General Manager’s Report

Hugh Mose referenced the email he had sent to the Board detailing what the staff has been doing to prepare for Full Service, and stated that the on-board cameras have already proved beneficial in refuting a criminal complaint against a Driver.  Louwana Oliva mentioned a meeting with Congressman Thompson regarding CATACOMMUTE. 

  1. Service Development Report

Eric Bernier referenced his written report and stated that the volunteer intern mentioned was now on the payroll. 

  1. Ratification of General Manager’s Compensation Terms and Conditions

Chairman Spychalski entertained a motion to ratify the General Manager’s 2013/14 Compensation Terms and Conditions as outlined in the letter of July 12, 2013 from Chairman Spychalski to General Manager Hugh Mose.  Joe Davidson moved and Tammy Gentzel seconded.  The motion carried unanimously.

  

VIII.            ADJOURNMENT

      Chairman Spychalski declared the meeting adjourned at 6:46 p.m.

 

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Hugh A. Mose, Secretary

 

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