CENTRE AREA TRANSPORTATION AUTHORITY
REGULAR BOARD MEETING
September 23, 2013
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
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
Marsha Kyper, Assistant to the General Manager
OTHERS PRESENT: Jan Harbst, CATA Dispatcher / Scheduler
Javier Cordero, CATA Dispatcher / Scheduler
Ed Roethlein, CDM Smith
Matt Sickles, 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.
Jen Harbst and Javier Cordero, CATA’s new Dispatcher / Schedulers were introduced to the Board.
IV. OLD BUSINESS
A. Approval of Minutes of August 26, 2013 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the minutes of the August 26, 2013 Regular Board Meeting with the following edits: page two, section C, add “July” before CATARIDE ridership; page seven, item VII C, replace the word “a” with “the July 12, 2013” before the word “letter.” Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
B. Receipt of the June, July and August 2013 Finance Reports
Kimberly Fragola noted that at the end of FY 2012/13 CATA had only spent 94.74% of the budget; she will provide information to the Board regarding the maintenance uniform expenditures being so far below budget, office supplies and services being over budget, a breakdown on professional services which were also well over budget, as well as why the new Cash Flow Report shows projected LOOP/Park and Ride Revenue for November as being higher than previous months.
Chairman Spychalski entertained a motion to receive the June, July and August 2013 Finance Reports. Tom Kurtz moved and Richard Kipp seconded. The motion carried unanimously.
C. Receipt of the August Performance Reports
Hugh Mose noted that ridership throughout the system, on campus and on CATARIDE was higher than the previous August, and referenced the restructuring of the Ridership Report to include routes by category. Hugh provided a revised CATACOMMUTE report which showed a correction to the July passenger miles from 473,810 to 703,380.
Chairman Spychalski entertained a motion to receive the August 2013 Performance Reports. Richard Kipp moved and Tom Kurtz seconded. The motion carried unanimously.
D. Maintenance Facility Expansion
Ed Roethlein and Matt Sickles, from CDM Smith, were in attendance to present information on the CATA maintenance facility expansion project cost estimates. Ed cited spikes in construction costs, site and zoning constraints, complexities of the building and indirect costs for sinkhole repairs, construction management and temporary parking as factors in the current estimates being so much higher than the initial projections. In addition, earlier costs had been figured on a square foot basis, the estimates being offered now include actual costs for many items. Ed outlined the process that the CDM Smith and CATA staff have gone through to reevaluate the project. Louwana Oliva reported that staff from CDM Smith would be present at the October Board meeting to provide a revised design and preliminary estimate figures on those designs.
Louwana Oliva went on to report that due to the objection of a neighbor to CATA’s potential lease of the State College Borough Water Authority property just down the road for off-site parking during construction, and based on the advice of, McNees, Wallace and Nurick, the staff recommendation was to abandon pursuit of the use of that property in favor of seeking other options. The Board concurred with that recommendation.
This item was for information and discussion only; no Board action was requested at this time.
E. State College Area Universal Access Study – Draft Final Report
Greg Kausch reported that the State College Area Universal Transit Access Study, for which work commenced in June 2012, is transitioning out of the study phase and into potential implementation, and the DRAFT Final Report can be viewed at the following link: http://www.lsccs.com/projects/statecollege/final.html. Greg also referenced an executive summary that was included with the agenda packet.
Greg Kausch went on to state that the staff, having discussed the DRAFT final report with a diverse steering committee and group of stakeholders, and having solicited input not only from the CATA Board, but also from the Centre County Metropolitan Planning Organization (CCMPO), Centre Regional Planning Commission (CRPC), COG Transportation and Land Use Committee, and COG General Forum, was prepared to make the following recommendations for transition into implementation, if endorsed by the Board:
· CATA will remain the lead agency for the project;
· Staff will continue to work with any municipal and organizational funding partners where a willingness to pursue universal access concepts exists; and
· Any further implementation activities will be subject to Board policy-level guidance and approval.
Tom Kurtz stated that the consultant needed to include in the report the reasons for elimination of certain scenarios. Greg Kausch stated that the Board will be asked to formally receive the Final Report at the October 2013 meeting.
This item was for information and discussion only; no formal Board action was requested at this time.
F. CATA Board Member Email Policy
Chairman Spychalski referenced the revised DRAFT CATA Board Member Email Policy document, which had been included in the agenda packet, and entertained a motion to adopt the Policy as presented. Joe Davidson requested that his email include the letter “l” before Davidson. It was noted that initial log-in and training would be provided on an individual or group basis depending on the availability of Board members. Tammy Gentzel moved and Tom Kurtz seconded. The motion carried unanimously.
Tammy Gentzel was excused from the meeting at 6:05 p.m.
G. Information Technology Services
Kimberly Fragola reported that the staff recently received State College Borough’s proposal for 2014 IT services, to be provided through the Regional Technology Coalition, and included proposed costs that represent significant increases from the current pricing structure. Kimberly referenced her memo to the Board which provided the options being offered, and the staff recommendation to approve the addition of a full-time IT position effective January 1, 2014. It was noted that a previously approved solicitation for a consultant to review CATA’s IT program would be put on hold.
Chairman Spychalski entertained a motion to approve the addition of a full-time IT position effective January 1, 2014, and to authorize a three-year agreement with the Borough of State College for IT services at the basic service level. Tom Kurtz moved and Joe Davidson seconded. Following discussion by the Board, the motion carried unanimously.
H. Sinkhole Remediation
Louwana Oliva reported that at the last Board meeting the staff had requested and received approval to choose a bidder to repair the sinkhole in front of the building for an amount not to exceed $90,000. However, all three bids were well over the approved amount. After reviewing discrepancies in the bids, the staff chose to reject all of the bids, revise the specifications and rebid the project using a series of bid alternates and deducts.
Louwana Oliva went on to report that delays in receiving municipal approval had a negative impact on the bid prices because the project would need to occur during a period when contractors typically are already extremely busy wrapping up other work. This is illustrated by the higher re-bid results of the two contractors who originally bid the project.
Louwana Oliva stated that on the rebid, three bids were received (from two of the original bidders, and one new bidder). One bid was rejected as non-responsive due to math errors and documents being filled out incorrectly. The two other bids were for $112,220 (R. C. Bower) and $196,695 (HRI). The staff recommendation is to award the project to R. C. Bower for the base bid amount of $112,220, with the understanding that because sinkhole repair work is difficult to define and additional excavation and materials could be needed as the project progresses, the final cost of the project could be higher and would be determined using a base unit price.
Louwana further reported that the staff had received a call from the Federal Transportation Authority (FTA) the day prior, and had scheduled a conference call with the FTA on Wednesday about the project bid process. It was noted that the outcome of the staff’s conversation with the FTA could affect how the project proceeds.
Chairman Spychalski entertained a motion to authorize the General Manager to award a contract to the low bidder, R.C. Bower, subject to FTA approval, for a base amount of $112,220, with the understanding that as the work progresses additional costs may be incurred. Tom Kurtz moved and Richard Kipp seconded. The motion carried unanimously.
V. NEW BUSINESS
A. CATA Policy Review
Louwana Oliva reported that rather than conducting the once-every-three-year full review of CATA’s policy documents that the Board had previously agreed to, and was scheduled to take place this year, the staff is recommending a different approach. After having discussed the matter with Attorney John Baker, in regard to some new policies he felt should be considered, and having obtained a sample policy manual from McNees Wallace and Nurick, she is recommending this new approach.
Louwana Oliva stated that the staff proposes to reduce the CATA Policy Manual to a document that contains strictly policies, and a mechanism to cover all of the specific procedures related to the policies, as well as other practices that now appear in various locations. An approach that would combine both into one document may also be considered.
Louwana Oliva went on to report that the process would begin in October 2013, with a review of the documents that affect CATA’s governance and administration, and cannot be easily changed, including the Sunshine Law, the Right to Know Act and the CATA Articles of Agreement. Next would be the Board’s approval of proposed changes to the CATA Bylaws, as recommended by Attorney Baker. Once those steps are completed the staff would begin to present new policies they believe should be added to the Policy Manual, and then continue with existing policies that the staff believes need to be revised; receiving Board comments on each draft policy at one meeting and then bringing a revised draft back at a subsequent board meeting. Finally, the Board would receive the completed Policy Manual to review and approve prior to its publication and distribution to CATA employees.
Chairman Spychalski entertained a motion to approve the proposed reorganization of CATA’s Policy Manual and Personnel Manual, and the review and approval process as described. Tom Kurtz moved and Joe Davidson seconded. The motion carried unanimously.
VI. OLD BUSINESS
A. General Manager’s Report
Hugh Mose reported that:
· Chairman Spychalski, Louwana Oliva and he had reviewed the PennDOT response to the CATA staff comments on the DRAFT PennDOt System Performance Review and had agreed to accept the draft as final.
· The staff had received word that the PennDOT Shared Ride Review was final and the assessment for inadvertently scheduled same-day trips would be less than $500.
· CATA received its best report ever following the annual anonymous bus rides conducted by SAFTI loss control personnel.
· He would be out of the office from September 30 until October 14, first at the APTA meeting then on vacation; Eric Bernier will be in charge until Louwana Oliva’s return to the office on October 3.
B. Service Development Report
Chairman Spychalski referenced Eric Bernier’s written report, and the need for lighting at two stops on Aaron Drive, closest to Park Lane. Eric Bernier reported that of the five additional stops referenced in his report which were added in response to riders, four were on the G (Stormstown) Route and one on Shiloh Road.
Chairman Spychalski declared the meeting adjourned at 6:36 p.m.
Hugh A. Mose, Secretary