Minutes 05 28 09
Cape Fear Public Transportation Authority MINUTES OF THE CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY May 28, 2009 Mr. William Bryden, Chair, Presiding MEMBERS PRESENT Mr. William Bryden,
Chairman Mr. Don Betz, Vice Chair Mr. George Dolan, Secretary Mr. Henry Adams Mr. Jonathan Barfield Mr. Euran Daniels Mr. Andrew Koeppel Ms. Aileen Mair Ms. Christine McNamee Mr. David
Scheu MEMBERS NOT PRESENT Ms. Laura Padgett STAFF PRESENT Mr. Albert Eby, Director Mr. Arlanda Rouse, Assistant Director Ms. Kathy Williams, Administrative Assistant Mr. Matthew Kunic,
Planner Ms. Catherine Beasley, Finance Director CONTRACT MANAGEMENT STAFF PRESENT Mr. Andrew Olsen, Attorney Mr. Terrance Thompson, General Manager, PTM Mr. Thomas Molina, Para Transit
Supervisor, PTM Mr. Jeffrey Dixon, Maintenance Supervisor, PTM Mr. Bobby Hunter, Operations Supervisor, PTM GUESTS PRESENT Mr. Joshuah Mello, Associate Transportation Planner, Wilmington
Urban Area MPO Mr. Ricky Meeks, Citizen Mr. Frank Croke, Citizen Ms. Francis Croke, Citizen Ms. Ms. Libby Webb, Citizen Ms. Helen Hewett, Citizen Mr. Ken Lafar, Citizen Mr. Travis Strong,
Citizen Ms. Kathleen Strong, Citizen Mr. Chris Hawkins, Citizen CALL TO ORDER Chairman Bryden called the meeting to order at 12:00 pm Mr. Bryden opened the meeting with a moment
of silence
CONSENT AGENDA Mr. Bryden presented the May 28, 2009 consent agenda and at the request of staff asked that the UNCW Shuttle and the Diesel Fuel contracts be removed from the consent
agenda for additional discussion Mr. Dolan made a motion to accept the May 28, 2009 consent agenda with the exception of the UNCW Shuttle and the Diesel Fuel contracts Ms. McNamee
seconded the motion and carried unanimously PUBLIC COMMENT Mr. Bryden opened the public comment period Mr. Hawkins questioned the cause of the bus fire and inquired whether preventive
measures were being implemented to get wheelchair and/or disabled passengers off buses safely in emergency situations Several Blind Taxi clients had various concerns pertaining to
why the taxi service will be stopped, transitioning to the van program, how the change will cause difficulty in their way of travel and what are the new procedures for setting up transportation
Mr. Daniels suggested that all questions be submitted to the representative at Services for the Blind who could compile the questions and submit them to the authority for reply Mr.
Lafar requested that information about the new service be provided to the clients in brail, on cassette tape or large print Mr. Meeks requested the authority to look into passengers
having the ability to buy passes with credit/debit cards Mr. Meeks was also concerned about panhandlers around the transfer stations and requested signs are posted to prohibit these
individuals EXECUTIVE COMMITTEE Mr. Bryden presented the Executive report On behalf of the nominating committee, Mr. Bryden brought forth the following slate of candidates: Mr. Don
Betz, Chairman: Mr. George Dolan, Vice Chair; & Mr. Andrew Koeppel, Secretary The terms would begin July 1, 2009 Mr. Bryden opened the floor for additional nominations Hearing
no additional nominations, Mr. Bryden closed the discussion for nominations The motion accepting the slate of officers for the FY 09-10 fiscal year upon recommendation of the nominating
committee carried unanimously The new board beginning July 1, 2009 will be: Mr. Don Betz Chairman, Mr. George Dolan, Vice Chair & Mr. Andrew Koeppel, Secretary ROUTE COMMITTEE Mr.
Bryden recognized Mr. Koeppel to give the report for the route committee Mr. Koeppel stated that the committee did not meet Mr. Koeppel inquired about payment shortage from Town
of Leland Mr. Eby stated that it was a miscommunication about the funding between the authority and Town of Leland Mr. Eby stated that beginning with FY 09-10, the authority would
request an Interlocal agreement between all funding partners in Brunswick County and the Authority The agreement would specifically state the financial terms for funding the route
MARKETING COMMITTEE Mr. Bryden recognized Mr. Betz to present the marketing report Mr. Betz stated that the committee has cut back on advertising
Mr. Kunic stated that staff is currently working on kiosks that will be placed at bus stops to give passengers more detailed bus information FINANCE COMMITTEE Mr. Bryden recognized
Mr. Dolan to give the Finance Committee Mr. Dolan presented the proposed 2009-2010 fiscal year budget on behalf of the committee Ms. Beasley stated that the budget does not include
wage increases for salary employees and hourly employees not covered by the collective bargaining agreement The proposed budged also does not include the proposed county reduction
Mr. Betz suggested the authority wait to approve the 2009-2010 budget until the June meeting when as many revenue sources as possible are accurately identified Mr. Bryden stated
that since there was a quorum present, the authority should approve the budget now and if needed, modify later Since the proposed budget was coming from committee no second was required
A vote to accept the 2009-2010 budget was taken with 5 board members for and 5 board members against The motion failed The committee will update the budget proposal and present
again at the June 25th meeting FACILITIES COMMITTEE Chairman Bryden recognized Ms. McNamee to give the committee report Ms. McNamee presented an agreement between the Authority and
Corning for real property Ms. McNamee stated the agreement allows the authority to obtain the additional real property for stormwater runoff from the Cando Street extension Mr. Koeppel
suggested that Section 9 be modified to include a specified time limit for closing following completion Cando Street No second was needed to approve the contract to with modifications
to section 9 carried unanimously STAFF REPORT Chairman Bryden recognized Mr. Eby to present the staff report Mr. presented the UNCW contract that was removed from the consent agenda
Mr. Eby pointed out changes to the contract recommended by UNCW Section 1(b) would add the following condition “and in accordance with all applicable state and federal rules, laws,
statutes, statutes, regulations and safety standards for common carriers.” And would include a provision stating that the authority was responsible for providing signage. Section 1(c)
would be rewritten to state “The CFPTA shall provide all necessary personnel for the operation of the shuttle routes, and drivers shall be properly and currently licensed. During the
term of this Agreement, the CFPTA will maintain records on cost, administration and ridership of the shuttle bus service and provide quarterly reports of such information to UNCW. Ridership
data will be provided by month, and by week or day as requested. With recognition that the successful performance of this contract is dependent on favorable response from the users,
the CFPTA shall meet bi-annually, at the minimum, with the appropriate campus authority to effect adjustments in operations and shall cooperate at all times to maintain maximum efficiency
and reliability and good public relations with students, faculty, and staff. Mr. Eby recommended the authority to approval of the contract with the changes to Section 1(b) and 1(c)
as requested by UNCW Mr. Betz made a motion to accept the UNCW contract as amended Mr. Barfield seconded and the motion carried unanimously Mr. Eby presented is the fuel contract
with James River Solutions
Mr. Eby stated that the annual contract would need to be executed in order for the authority to lock in a price If the contract were approved the price would be locked at $1.85/gallon
for ultra low sulfur diesel fuel for the period beginning July 1, 2009 thru June 30, 2010 An upcharge for refinement, delivery and margin of .245/gallon would bring the annual cost
to $2.095/gallon Ms Beasley stated that the proposed budget was estimating diesel at $2.00/gallon and gasoline at $3.00/gallon The $2.095 contract price would result in an addition
to the fuel expense line item of approximately $29.500 Mr. Eby stated that the authority does not currently have gasoline storage and purchases gasoline from the City of Wilmington
The price was based on the authority using 300,000 gallons during the contract term Mr. Dolan inquired about what would happen if the authority does not use all or uses more fuel
that was agreed in the contract Mr. Eby stated that authority would not be penalized for not using using enough or using more fuel than agreed upon in the contract Mr. Koeppel made
a motion to approve the fuel contract with James River Solutions for ULSD at a price of $2.095 per gallon Mr. Dolan seconded the motion and carried unanimously Mr. Eby updated the
board on bus fire that happened on May 5, 2009 investigation Mr. Eby stated that a forensic fire specialist had investigated the cause of the fire Mr. Eby stated that although the
report had not been finalized, the investigator was not able to determine the cause of the fire Mr. Eby stated that staff shared Mr. Hawkins’ concern during the public comment period
about exiting wheelchair passengers during an emergency Mr. Eby stated that the authority was in the process of installing fire suppression systems in the engine compartment of light
transit vehicles similar to the large buses Mr. Eby stated that this would cost around $250.00 per vehicle Mr. Dolan asked what funds would cover the cost Mr. Eby stated that there
were sufficient funds in the vehicle repair budget to implement the fire suppression systems Mr. Eby gave an update on the stimulus package Mr. Eby stated that the ARRA grant had
been reviewed by FTA and final approval is expected shortly following the thirty day comment period at NCDOT Mr. Eby stated that April 2009 was the first month that a comparison between
the same months could be made since the route restructuring April 2009 had a higher ridership than April 2008, but the confusion surrounding the new routes in April 2008 rendered analysis
of the data inconclusive Mr. Eby’s last item it the contract for buses Mr. Eby stated that the authority was acting as lead agency for bus procurement for several systems statewide
Contract award would not obligate the authority to purchase any vehicles Mr. Eby sought approval to award contracts as follows: o 35’ HHD low floor diesel bus to Gillig, Inc. base
price $371,917.00 o 40’ HHD low floor bus with hybrid electric diesel parallel propulsion system to Gillig, Inc. base price $569,917.00 o 35’ HHD low floor bus with hybrid electric diesel
parallel propulsion system to Gillig, Inc. base price $563,917.00
o Conditional award for 40’ HHD low floor bus diesel bus to Daimler bus, base price $376,318.00. Award is conditional upon FTA and EPA clarification regarding 2010 emission requirements
o 40’ HHD low floor bus with hybrid electric diesel series propulsion system to Daimler Bus base price $558,183.00. Award is conditional upon FTA and EPA clarification regarding 2010
emission requirements o 35’ HHD low floor bus with hybrid electric diesel series propulsion system to Daimler Bus base price $554,183.00. Award is conditional upon FTA and EPA clarification
regarding 2010 emission requirements o 30’ HHD low floor bus with hybrid electric diesel series propulsion system to Daimler Bus base price $551,683.00. Award is conditional upon FTA
and EPA clarification regarding 2010 emission requirements Award for 30’ HHD low floor diesel bus was postponed pending further evaluation and clarification of the bids NEW BUSINESS
Mr. Daniels stated that the board must come up with a way to notify the board members immediately of important Wave Transit situations Staff and legal counsel would investigate the
issue SCHEDULING OF NEXT MEETING Hearing no further business, Mr. Barfield made a motion to adjourn, Mr. Koeppel seconded and the motion carried unanimously The Authority’s next
meeting is scheduled for June 25, 2009 at 12:00 pm in the Castle Street Conference Room Respectfully Submitted, Albert Eby Director /kw