Minutes 07 28 11
Cape Fear Public Transportation Authority MINUTES OF THE CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY July 28, 2011 Mr. Don Betz, Chair, Presiding MEMBERS PRESENT Mr. Don Betz, Chairman
Mr. George Dolan, Vice Chairman Mr. Andrew Koeppel, Secretary Mr. Henry Adams Mr. Jonathan Barfield Mr. Chris Hawkins Ms. Linda Pearce Mr. Jeff Petroff Mr. David Scheu Ms. Kristi Tomey
MEMBERS NOT PRESENT Mr. Euran Daniels STAFF PRESENT Mr. Albert Eby, Executive Director Mr. Matthew Kunic, Director of Planning & Development Mr. Arthur Cottrill, Director of Finance
& Administration Ms. Jean Smith, Director of Operations Ms. Kathy Williams, Board & Customer Relations Clerk CONTRACT MANAGEMENT STAFF PRESENT Mr. Andrew Olsen, Attorney Mr. Chris Greenman,
Fixed Route Operations Manager Mr. Jeremy Miller, Vehicle Maintenance Manager GUESTS PRESENT Mr. Ricky Meeks, Citizen Mr. Julian March, Wilmington StarNews Mr. Cliff Pyron, WWAY CALL
TO ORDER Chairman Betz, called the meeting to order at 12:03 pm CONSENT AGENDA Mr. Betz presented the July 2011 consent agenda Mr. Dolan made a motion to accept the first three
items on the consent agenda Ms. Pearce seconded and the consent agenda, with the exception of item four carried unanimously Mr. Petroff inquired about locally purchasing the maps
Mr. Koeppel inquired about the quantity of maps Mr. Eby stated that the Authority is prohibited from using geographical preference when awarding contracts except in the case of architectural
services
Procurement for items like maps must be compliant with the Authority’s adopted Procurement Policy and be awarded to the low bidder which was Smart Maps Mr. Eby stated that larger
quantity orders typically lead to a lower cost per map Maps are typically ordered to last one year to prevent excessive waste when changes to the maps are required Mr. Koeppel made
a motion to accept item four on the consent agenda Mr. Scheu seconded and the motion carried unanimously PUBLIC COMMENT Mr. Betz opened the public comment period Mr. Meeks of 3610
Caswell St, Wilmington, NC wanted to thank the board for giving Mr. Eby the approval to proceed with negotiations to have Greyhound provide service from Forden Station Mr. Meeks asked
what is Wave’s back up plan to expand to the beach communities if the vehicle tax is not approved Mr. Meeks thanked the Authority for its service to the community Hearing no further
comments, Mr. Betz closed the public comment period EXECUTIVE COMMITTEE Mr. Betz gave the committee report Mr. Betz stated that he met individually with the Executive Director regarding
his annual review and submitted the review to the Authority attorney Mr. Betz recognized Mr. Scheu to report on the FTA triennial review Mr. Scheu stated that there were two findings
reported on the triennial review One was financial and the other was maintenance Mr. Scheu stated that the financial finding dealt with the drawing of FTA funds prior to issuance
of payment The finding had been rectified and closed although the final report had not been submitted as of the board meeting Mr. Scheu said that the other finding that was related
to preventive maintenance record keeping Mr. Eby said that preventive maintenance had been done on the vehicles, but PTM had not documented it correctly Mr. Eby explained that staff
was working with FTA to satisfy that the preventive maintenance record keeping would be compliant going forward He explained that new software as well as a new management contractor
were were already showing positive results Mr. Eby stated that the 2011 triennial review was an improvement over the 2008 review Mr. Betz stated that he and the Executive Director
met with Division 3 Engineer Alan Pope to rectify the shelter ROW situation Mr. Betz stated that NCDOT had requested more detailed engineering documents Staff is seeking a quote
for engineering to meet the NCDOT requirements PLANNING COMMITTEE Mr. Betz recognized Mr. Adams to give the committee report Mr. Adams stated that ridership continues to climb
Mr. Adams stated that the committee has approved the current trolley route modification and it will include the Hilton and the Convention Center Mr. Adams also stated that beginning
September 1, 2011 route 102 will change to a sixty minute headway, the 104 route will be altered to run more efficiently, and the Teal route will include Forden Station The addition
of the Teal Route will offset the loss of frequency with the 102
Mr. Adams stated that the committee is currently working on a schedule to provide service via the Teal route when UNCW is not in session Mr. Adams stated that the committee is receiving
bids for a consultant to develop a short range transit plan Mr. Betz would like the committee to review at least two years’ worth of data to compare ridership Mr. Barfield stated
that the information should be given to general public stating that ridership is up and meeting with the individual county commissioners Mr. Koeppel recommended the committee develop
a package for the county commissioners with ridership information Mr. Eby stated that he has started getting the word out seeking support of the service expansion and long range financial
plan Mr. Barfield suggested Mr. Eby to set up meetings with the County Commissioners to obtain support Ms. Pearce suggested staff to work with Colonial Marketing on planning and
marketing to get the word out Mr. Dolan stated that defining peak ridership hours by route route to help explain why sometimes the buses are not always full FINANCE COMMITTEE Mr.
Betz recognized Mr. Dolan to presented the financial committee report Mr. Dolan stated that the June financial report would be prepared in conjunction with the annual audit He further
stated that all indications pointed to the Authority finishing FY 11 within the adopted budget FACILITIES COMMITTEE Mr. Betz recognized Mr. Petroff to give the committee report Mr.
Petroff stated that the Operations facility is delayed because of several protected oak trees on the parcel Staff and the committee were working to purchase additional real property
to prevent having to remove any protected trees Mr. Petroff stated that the NEPA document for the additional parcel for the operations facility had been submitted to FTA for review
Mr. Petroff stated that there are no updates on the multimodal station The committee and staff were continuing to work to finalize the submissions for LEED certification of Forden
Station STAFF REPORT Mr. Betz recognized Mr. Eby to present the staff report Mr. Eby briefly introduced the new staff members working for First Transit Chris Greenman, Fixed Route
Operations Manager and Jeremy Miller, Vehicle Maintenance Manager Mr. Eby presented a resolution requesting the State Department of Health and Human Services reconsider its proposal
to provide Non-Emergency Medical Transportation via a brokerage Mr. Eby stated that if the RFP is issued it would be possible for privately owned transportation organizations to provide
scheduled medical transportation for non-emergency Medicaid recipients Mr. Barfield made a motion to pass the resolution Mr. Koeppel seconded the motion which carried unanimously
Mr. Betz recognized Ms. Smith to give the Operations Staff Report
Ms. Smith stated that she and Mr. Miller are currently working on converting over to the new maintenance software Ms. Smith stated that a new hire operator training class will begin
next week Ms. Smith stated that the transition of the paratransit operators from the contractor to the authority went smoothly Mr. Eby recognized Ms. Smith for her hard work in preparing
the triennial review desk review package Mr. Betz recognized Mr. Kunic to give the Planning Staff Report Mr. Kunic stated that notification of the route changes has begun and passengers
seem to like the changes Mr. Kunic stated that the CSR’s are doing a great job Mr. Kunic stated that Google transit is up and running OLD BUSINESS Mr. Olsen stated that the Authority
has filed the complaint with James River Fuel and their attorneys requested a settlement Mr. Olsen stated that the Davis arbitration case had yet to be heard in federal court NEW BUSINESS
Mr. Dolan stated that he rode the bus and did not realize that it takes about four minutes to properly load a wheelchair which may result in missed connections Mr. Dolan also had
a problem trying to find out where to pick up the downtown trolley Mr. Eby stated there has always been a trolley signage problem downtown Ms. Campos stated that she would look into
the City’s signage ordinance Mr. Kunic stated that the new trolley map will contain some suggested local trolley stops, but it is a flag down route so a rider can catch the trolley
anywhere ADJOURN Mr. Barfield made a motion to adjourn the July 28, 2011 board meeting Ms. Campos seconded and the motion carried unanimously SCHEDULING OF NEXT MEETING The Authority’s
next meeting is scheduled for August 25, 2011 at 12:00 pm in the Forden Station Board Room Respectfully Submitted, Albert Eby Director /kw