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Minutes 12 13 07 Cape Fear Public Transportation Authority MINUTES OF THE CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY December 13, 2007 Mr. Jeff Bellows, Chairman, Presiding MEMBERS PRESENT Mr. Jeff Bellows, Chair Mr. William Bryden, Vice-Chair Ms. Fannie Freeman, Secretary Mr. Don Betz Mr. Andrew Koeppel Ms. Christine McNamee Ms. Laura Padgett Ms. Nancy Pritchett Mr. Robert Ronne Mr. John Stukes STAFF PRESENT Mr. Albert Eby, Director Mr. Arlanda Rouse, Assistant Director Mrs. Kathy Williams, Administrative Assistant Mr. Matthew Kunic, Planner CONTRACT MANAGEMENT STAFF PRESENT Mr. Lamont Jackson, General Manager, First Transit Ms. Valerie McElhose, Paratransit Supervisor, First Transit Mr. Bill Champ, Interim Maintenance Supervisor, First Transit Mr. Bobby Hunter, Operations Supervisor, First Transit Mr. Andrew Olson, Authority Legal Counsel GUESTS PRESENT Mr. Mike Kozlosky, Transportation Planner, Wilmington Urban Area MPO Mr. Joshuah Mello, Associate Transportation Planner, Wilmington Urban Area MPO Ms. Lawless Bean, Transportation Demand Management Coordinator, City of Wilmington Mr. H. Charles Craft, CPA, Partner, Lanier, Whaley, Craft & Co. CPA’s Mr. Jim Quinn, Wilmington City Council Mr. Bill Caster, New Hanover County Board of Commissioners Ms. Annette Crumpton, Department of Aging Ms. Valerie Smith, Department of Aging Ms. Beth Wooten, Department of Aging Mr. Ricky Meeks, Citizen Mr. Marvin Grainger, Citizen ELECTED OFFICIALS APPRECIATION LUNCHEON  Mr. Eby welcomed elected officials to the luncheon and introduced Authority staff  He thanked the elected officials for appointing a dedicated group of volunteers who are committed to improving public transportation in the region  Mr. Bellows introduced Authority members  Mr. Bellows presented a plaque to outgoing member Mr. Ronne and thanked him for his service  Following lunch, Mr. Bellows presented an overview of the Wave Transit Annual Report CALL TO ORDER  Chairman Bellows called the meeting to order at 1:00 pm  Mr. Bellows opened the meeting with a moment of silence APPROVAL OF MINUTES  A motion to approve the minutes from the November 8, 2007 regular meeting of the Cape Fear Public Transportation Authority was made by Mr. Betz  The motion was seconded by Mr. Bryden and carried unanimously PUBLIC COMMENT  Mr. Bellows opened the public comment period  Mr. Meeks thanked the Authority for its accomplishments throughout the year  Hearing no further public comment, the Chairman closed the public comment period AUDIT REPORT  Mr. Bellows recognized Mr. Charles Craft of Lanier, Whaley and Craft, to present the fiscal year 2007 audit report  Mr. Craft stated that his company issued an unqualified opinion on the financial statements of the Authority  He stated that the unqualified opinion was the highest opinion that he, as the independent auditor, can render  Mr. Craft said that the report also included a single audit report in regards to the federal and state financial awards received by the Authority  Mr. Craft stated that the audit identified an internal control deficiency by the Authority of not being able to fully segregate all incompatible accounting functions due to the limited size of the Authority staff  He stated that the deficiency was common among many small governmental units located throughout the state  Mr. Craft stated that the only way to eliminate the deficiency would be to increase staff size, which could be beyond the budgetary constraints of the Authority  Mr. Craft stated that the Authority did an admirable job in assisting Lanier, Whaley, Craft & Co. with their audit  Mr. Eby thanked Mr. Craft and his staff for their assistance throughout the year EXECUTIVE COMMITTEE  Mr. Bellows stated the committee had no report  Mr. Bellows then stated that the position of Committee Chairman is open on the Marketing Committee ROUTE COMMITTEE  Mr. Bellows recognized Mr. Koeppel to give the report for the Route Committee  Mr. Koeppel stated that there were three public meetings held in the month of November which were used to gain input from the public about the restructured routes  Mr. Koeppel presented details regarding the new routes  He presented the restructured bus routes for approval on behalf of the Route Committee  Ms. Pritchett inquired about bus stops near the Senior Center  Mr. Koeppel stated that the bus stop near the Senior Center was addressed and that the route would continue to utilize the current stop at the corner of Shipyard Blvd and College Road  The motion to accept the restructured routes carried unanimously  Mr. Bellows thanked the committee for their hard work and dedication to such a monumental task MARKETING COMMITTEE  Mr. Bellows recognized Mr. Ronne to give the report for the Marketing Committee  Mr. Ronne stated that the committee did not meet  Mr. Kunic stated that the Authority will have an upcoming billboard on the corner of Oleander Dr. and 42nd St in the month of December, as well as new public service announcements, and transit maps  Mr. Bellows thanked Mr. Ronne for his commitment to the marketing committee FINANCE COMMITTEE  Mr. Bellows recognized Mr. Bryden to give the finance report  Mr. Bryden presented the Authority’s budget through the month of October  Mr. Bryden stated that by the end of the year the Authority must have a balanced budget  Mr. Bryden stated that the current budget estimates operating expenses approximately $80,000 below budget  Mr. Bryden then stated that the proposed revenues for 2008 were approximately $280,000 below budgeted amounts  Mr. Bryden stated that the Authority was facing a $200,000 shortfall based on current projections  This amount would result in the budget being about 3% over the adopted budget  Mr. Bryden then asked the members to look over the budget and see if there were any expenses they could identify which could be cut  Mr. Bryden asked Mr. Eby to address the capital expenditures  Mr. Eby stated that there were several capital procurements such as cutaway vehicles, trolleys, and buses which were in process  Mr. Eby stated that some of the capital projects were adopted as annual operating expenditures rather than capital project expenditures in previous years  He then asked for adoption of a capital budget amendment to address these expenditures  Mr. Betz made a motion to approve the adoption of the capital budget amendment  Ms. Freeman seconded and carried unanimously  Mr. Koeppel inquired about raising fares  Mr. Eby stated that the process to raise fares would have to be compliant with the Wave Transit Public Comment Policy and take approximately four months to implement  He stated that currently only one system in the state has a higher fare than Wave Transit  Mr. Betz inquired about the possibility of developing a fund balance  Mr. Eby stated that most of the Authority’s funds are based upon grants which reimburse the Authority based upon actual expenses  Mr. Eby stated that the Authority could develop a small fund balance through programs such as advertising  Ms. Pritchett suggested that the Wave staff meet with NHC Finance Director Ms. Avril Pinder to discuss budgetary strategies FACILITIES COMMITTEE  Chairman Bellows recognized Ms. McNamee to present the facilities committee report  Ms. McNamee presented a request to allow staff to issue a RFQ for engineering services for the extension of Cando Drive  Mr. Eby stated that if approved, he would strive to have a contract for approval at the January 10, 2008 meeting  The motion carried unanimously  Ms. McNamee stated that Rep. McIntyre’s office had requested a technical correction for the earmark of $836,000 from the multimodal center project to the transfer and administration facility project  The correction was expected to be completed soon  Mr. Eby recognized NCDOT Board Member Mr. Wilson and MPO Sr. Planner Mr. Mike Kozlosky for their assistance in getting the technical correction made  Mr. Eby presented an agreement between NCDOT, the City of Wilmington and the Authority for up to ten million dollars for land acquisition for the multimodal transportation center  Ms. Padgett made a motion to accept the agreement with NCDOT, the City of Wilmington and the Authority  Mr. Betz seconded the motion which carried unanimously MANAGEMENT CONTRACTOR SELECTION COMMITTEE REPORT  Chairman Bellows recognized Ms. McNamee to present the Management Contractor Selection Committee report  Ms. McNamee stated that the RFP had been issued and the committee will have a pre-bid meeting with the parities interested in biding on the new contract on December 17, 2007 in the Castle Street conference room  The meeting has been advertised as a public meeting and all Authority members were welcomed and encouraged to attend PUBLIC COMMENT (2)  Mr. Bellows recognized a member of the public who arrived after the public comment period was closed  Mr. Grainger spoke about getting assistance with transportation for Veterans  Ms. Pritchett suggested that Mr. Grainger contact Alex Pender at the County’s Veterans Association for assistance  Hearing no further public comment, the Chairman closed the public comment period STAFF REPORT  Chairman Bellows recognized Mr. Eby to give the Staff report  Mr. Eby presented the FY 2008 State Maintenance and Assistance Program (SMAP) application in the amount of $873,600 for approval  Ms. Padgett made a motion to accept the FY 2008 SMAP application  Ms. Freeman seconded and the motion carried unanimously  Mr. Eby presented a purchase order to The Braun Corporation for five (5) vans in the amount of $178,378.36  He stated that the vans would be used for rural Paratransit service routes  Ms. Padgett made a motion to approve the purchase order for five (5) Paratransit vehicles in the amount of $178,378.36 to Braun Corporation  Mr. Betz seconded and carried unanimously  Mr. Eby presented a purchase order to the Braun Corporation for one (1) Paratransit vehicle in the amount of $35,783.80  He stated that the vehicle will be purchased using FTA §5307 funding  Mr. Bryden made a motion to give approval to purchase one (1) Paratransit vehicle in the amount of $35,783.80  Mr. Padgett seconded and the motion carried unanimously  Mr. Eby presented an purchase order to Dillion Supply Company for the of purchase bus stop poles and hardware in the amount of $23,685.75  Ms. Freeman made a motion to approve the purchase order to Dillion Supply for bus stop poles and hardware in the amount of $23,685.75  Ms. Padgett seconded and the motion carried unanimously  Mr. Eby presented a purchase order to Tolar Mfg for five (5) bus shelters in the amount of $24,850.00  Ms. Padgett made a motion to approve the purchase order to buy five (5) bus shelters in the amount of $24,850.00  Mr. Bryden seconded and the motion carried unanimously  Mr. Eby recognized Mr. Jackson to introduce new contract employees  Mr. Jackson briefly Bobby Hunter and Valerie McElhose OTHER BUSINESS  Ms. Pritchett stated that Mr. Bryden was named UNCW’s Volunteer of the Year SCHEDULING OF NEXT MEETING  Hearing no further business, Mr. Stukes made a motion to adjourn the meeting  The motion was seconded by Mr. Ronne and carried unanimously  The next meeting of the Authority is scheduled for January 10, 2008 at 12:00 pm in the Wave Transit Conference Room Respectfully Submitted, Albert Eby Director /kw