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Minutes 02 14 08 Cape Fear Public Transportation Authority MINUTES OF THE CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY February 14, 2008 Mr. Jeff Bellows, Chair, Presiding MEMBERS PRESENT Mr. Jeff Bellows, Chair Mr. William Bryden, Vice-Chair Ms. Fannie Freeman, Secretary Mr. George Dolan Mr. Andrew Koeppel Ms. Laura Padgett Ms. Nancy Pritchett Mr. James Stukes STAFF PRESENT Mr. Albert Eby, Director Mr. Arlanda Rouse, Assistant Director Ms. Kathy Williams, Administrative Assistant Mr. Matthew Kunic, Planner CONTRACT MANAGEMENT STAFF PRESENT Mr. Lamont Jackson, General Manager, First Transit Ms. Valerie McElhose, Paratransit Manager, First Transit Mr. Bobby Hunter, Operations Supervisor, First Transit Mr. Bill Williamson, Vice-President, First Transit Mr. William Champ, Interim Fleet Manager, First Transit Mr. Sam Baxter, Fleet Manager, First Transit Mr. Andrew Olsen, Attorney GUESTS PRESENT Mr. Mike Kozlosky, Transportation Planner, Wilmington Urban Area MPO Mr. Joshuah Mello, Associate Transportation Planner, Wilmington Urban Urban Area MPO Ms. Lawless Bean, Transportation Demand Management Coordinator, City of Wilmington Mr. Ricky Meeks, Citizen Mr. Brian Bialeschki, Community Boys and Girls Club Ms. Felicia Power, Community Boys and Girls Club CALL TO ORDER  Chairman Bellows called the meeting to order at 12:10 pm  Mr. Bellows opened the meeting with a moment of silence APPROVAL OF MINUTES  A motion to approve the minutes from the January 10, 2008 meeting of the Cape Fear Public Transportation Authority was made by Ms. Freeman  The motion was seconded by Ms. Padgett and carried unanimously CONSENT AGENDA  Mr. Bellows opened the floor for removal of any consent agenda items  Mr. Eby requested to remove Item 3, the Agreement for Legal Counsel, from the consent agenda  Mr. Dolan made a motion to approve the consent agenda without Item 3, Agreement for Legal Counsel  The motion was seconded by Ms. Padgett and carried unanimously AGREEMENT FOR COUNSEL  The chairman recognized Mr. Eby to discuss the Agreement for Counsel  Mr. Eby stated that after discussions with Mr. Olsen, they both agreed that one sentence within the agreement should be changed  Mr. Olsen stated that Section 3.2a of the contract states that “Any outside counsel hours in excess of the retainer hours shall be approved in advance by the Authority Director. Upon approval, …”  Mr. Olsen stated that he would like to have that clause removed, due to difficulty of knowing when he has gone over five (5) hours  Ms. Padgett made a motion to approve the contract with the changes Mr. Olsen suggested  Ms. Freeman seconded the motion motion  Ms Pritchett suggested that a monthly hours cap on the number of hours be added to the contract  Ms. Pritchett introduced a substitute motion that the contract read all hours in excess of ten (10) only with the approval of the Authority Director as an amendment to the motion  Ms. Padgett accepted the substitute motion and Ms. Freeman seconded  The motion to approve the agreement as amended carried unanimously PUBLIC COMMENT  Mr. Bellows opened the Public Comment period  Mr. Bellows stated that the period was an opportunity for the community to address the Authority  He further stated that the board nor staff were in a position to discuss items brought before the Authority during the public comment period  If warranted, the Authority may direct staff to investigate items brought before the Authority during the public comment period  Mr. Meeks requested that a larger bus be added to the Castle Hayne Shuttle route due to an increase in the number of passengers  Hearing no further comment, Mr. Mr. Bellows closed the public comment period FINANCE COMMITTEE  Mr. Bellows recognized Mr. Bryden to give the finance report  Mr. Bryden stated since last month he has not heard any suggestions regarding the $300,000 budget deficit  He stated that the authority had received more funding than expected which decreased the estimated deficit slightly to $265,000 for the year  Mr. Bryden stated that the Finance Committee and staff came up with a number of alternatives to reduce the budget shortfall  Mr. Bryden stated that the Finance Committee suggested reducing services on many of the bus routes  The Committee suggested that routes be reduced to one bus during off peak hours  Therefore, after 6:30 pm only one bus on most routes will operate until the routes shutdown at 9:30pm  Mr. Bryden stated that the new plan will be implemented when the new routes begin on March 31, 2008  Mr. Bryden stated that the new plan would save the Authority approximately $100,000 this fiscal year  The Finance Committee was seeking approval of a letter written to the Wilmington City Council and New Hanover County Commissioners, explaining the Authority’s shortfall and the Authority’s plan to address the deficit  Mr. Bryden stated the Finance Committee was seeking approval of the both the Route Service reduction and the letter to the City and County requesting additional funding  Mr. Bellows stated that the first approval is the letter to the city and county  Ms. Padgett made a motion to approve the letter to the Wilmington City Council and New Hanover County Commissioners and approve the restructured routes with the flexibility that the route committee and staff make minor changes in order to implement the routes  Ms. Freeman seconded the motion which carried unanimously COMMUNITY BOYS AND GIRLS CLUB  Mr. Bellows recognized Mr. Baileschki and Ms. Power from The Community Boys and Girls Club  Mr. Baileschki asked for an extension of the Community Boys and Girls Club bus pass program  The Authority gave the Community Boys and Girls Club two (2) ride bus passes in order for students to travel from school to the club  Ms. Powers stated that the program was successful  She stated that since the program ended, there have been two (2) incidents of students being assaulted on their way to the club  Mr. Eby stated that the Authority provided the Community Boys and Girls club with 900 two (2) ride bus passes and had no problems with the children riding the buses  He then stated that the Authority was investigating developing a 501(c)3 foundation which could administer programs such as this one  Ms Padgett stated that she would like for the club to ensure that the Authority was recognized by City officials for their efforts with the program  Mr. Eby stated that he was developing a program in conjunction with the local police department, that would allow children who felt threaten to board a bus for help in emergency situations  Ms. Padgett made a motion to extend The Community Boys and Girls Club reading bus pass program for one year  Mr. Stukes seconded the motion and carried unanimously EXECUTIVE COMMITTEE  Mr. Bellows stated that the committee had not met  Mr. Bellows requested that the board plan a retreat to discuss upcoming issues  Mr. Eby stated that the board could possibly use the New Hanover County Office Complex due to ease of parking and accessibility  Mr. Eby suggested that the staff prepare an agenda in order to determine how much time was needed for the retreat  Mr. Bellows stated that a date for the retreat would be coordinated via email and phone calls and finalized at the March meeting  Mr. Koeppel suggested that the retreat take place on the same day as the regular board meeting ROUTE COMMITTEE  Mr. Bellows recognized Mr. Koeppel to give the report for the Route committee  Mr. Koeppel stated that no committee meeting was held  Mr. Koeppel presented a change to the Castle Hayne Shuttle for approval  Mr. Koeppel stated that the route would now begin at the Downtown Transfer point instead of the main transfer station near Target  Ms. Padgett made a motion to approve the change to the Castle Hayne Shuttle route  Mr. Stukes seconded the motion and carried unanimously  Mr. Koeppel inquired about the status on the route maps  Mr. Rouse stated that the proofs of the maps will be ready by the end of the week  Mr. Kunic stated that the printed maps should be completed in 3 to 4 weeks  Mr. Eby suggested a fare free day on the day the new route changes begin  Mr. Eby recognized Mr. Rouse to discuss preparations for the start day of the new routes  Mr. Rouse stated that staff will be out at different locations throughout the city assisting passengers with the new routes  Mr. Rouse also said that the staff is considering additional customer service staff during this transition  Mr. Eby presented a purchase order to Colonial Marketing in the amount of $35,760 for new route maps  Mr. Eby stated that Colonial will print 30,000 full system maps and 18,000 pocket maps  Mr. Eby also stated that there will be a Wave Transit insert about the new routes in the Star News  Mr. Dolan made a motion to approve the purchase order to Colonial Marketing in the amount of $35,760 for the new route maps  Ms. Padgett seconded the motion and carried unanimously FACILITIES COMMITTEE  Chairman Bellows recognized Mr. Eby to present the Facilities report in the absence of Ms. McNamee  Mr. Eby stated that the deed for Division Drive property had been filed and recorded  Mr. Eby stated that the transfer facility site has one (1) outstanding item concerning the outflow of storm water which has been identified by the engineer  He stated that the engineer has developed a plan to present the to Corning for approval  Mr. Eby stated that once Corning signs off on the plan, the Authority will proceed by acquiring permits and move ahead with the project  Mr. Eby also stated that the Authority has made a request to Congressman’s McIntyre’s office to have the funding for Multimodal Transportation Center changed to the Transfer Facility project  This would be accomplished through a technical correction to the SAFTEA-LU bill  He stated that the request has passed the US House and is awaiting approval by the Senate MANAGEMENT CONTRACTOR SELECTION COMMITTEE  Chairman Bellows recognized the Mr. Eby to present the Management Contractor Selection Committee report  Mr. Eby stated that t bids are due by 2:00 pm February 15, 2008  He stated that he expects a large volume of bids and that the committee will identify the firms that are the both responsive and responsible  Mr. Eby stated that there is meeting scheduled for March 5, 2008 with the contractors  Mr. Eby stated that he anticipated presenting a recommendation from the Selection Committee by the May meeting STAFF REPORT  Chairman Bellows recognized Mr. Eby to give the staff report  Mr. Eby presented a charter regulation update published by the Federal Transit Administration  Mr. Eby stated that the revision will allow transit agencies to provide charter services to local government agencies up to 80 hours per year  Mr. Eby stated that he will be attending the Wrightsville Beach Board of Alderman’s meeting at 6:00 pm on February 14, 2008, to discuss the proposal for service to the town of Wrightsville Beach  Mr. Eby also stated that former Finance Director Michael Kincaid had surgery and is recovering well  Mr. Koeppel recommended sending Mr. Kincaid a get well card on behalf of the Authority AGENCY REPORTS  Mr. Mike Kozlosky stated that the MPO will do what ever they can to help with the new routes SCHEDULING OF NEXT MEETING  Hearing no further business, Mr. Koeppel made a motion to adjourn the meeting  Mr. Stukes seconded the motion and carried  The Cape Fear Public Transportation Authority’s next meeting is scheduled for March 13, 2008 at 12:00 pm in the Wave Transit conference room Respectfully Submitted, Albert Eby Director /kw