CENTRE AREA TRANSPORTATION AUTHORITY
January 27, 2015
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: Louwana Oliva, General Manager
Eric Bernier, Director of Information Services
Ryan Harshbarger, Director of Operations
Kimberly Fragola, Director of Finance
Sylvia Rosa-Ortiz, Director of Human Resources/Compliance
Joe Soloski, Financial Analyst
Greg Kausch, Senior Transportation Planner
Stephanie Martinez, ADA/Paratransit Manager
Marsha Kyper, Executive Assistant/Board Liaison
I. CALL TO ORDER
Chairman Spychalski called the meeting to order at 4:00 p.m.
II. 2015 ADMINISTRATIVE ACTIONS
A. Election of Officers
Chairman Spychalski stated that in accordance with the authority’s bylaws, the election of board officers is to occur annually at the first regularly scheduled meeting of the new calendar year. Joe Davidson made the following nominations for board officers for 2015:
Chairman John Spychalski, Ferguson Township
Vice-Chairman Joseph Davidson, College Township
Treasurer Richard Kipp, Harris Township
Assistant Treasurer Kimberly Fragola, CATA Director of Finance
Secretary Louwana Oliva, CATA General Manager
Tom Kurtz seconded the nominations. Chairman Spychalski entertained a motion to close the nominations and elect the slate of CATA board officers nominated for 2015. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
B. Adoption of 2015 Meeting Dates and Locations
The following dates, times, and locations for 2015 CATA board of directors meetings were presented to the board for consideration as is required by law:
February 24 June 1 August 24 November 23
March 30 June 29 September 28 December 14
April 27 July 27 October 26
All meetings will begin at 4:00 p.m. and will be held in room 241 of the State College Borough building, with the exception of February 24, which will be held in the third floor council chambers. Chairman Spychalski noted that should meeting changes be made over the course of the year those changes will be published in the newspapers, as required by law.
Chairman Spychalski entertained a motion to adopt the 2015 meetings dates, times and locations as proposed. Richard Kipp moved and Tom Kurtz seconded. The motion carried unanimously.
C. FY 2015/16 Budget Timetable
Chairman Spychalski entertained a motion for the board to adopt the FY 2015/16 budget timetable as presented or subsequently revised, including the setting of a public hearing for 4 p.m., Tuesday, February 24, 2015 in the State College Borough council chambers. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
Chairman Spychalski entertained a motion to approve the date and time of Thursday, March 12, from 1-4 p.m. for a Budget Work Session. Tom Kurtz moved and Joe Davidson seconded. The motion carried unanimously.
III. PUBLIC COMMENT
There was no public comment.
CATA’s new ADA/Paratransit Manager, Stephanie Martinez, was introduced to the board.
V. OLD BUSINESS
A. Approval of Minutes of November 24, 2014 Regular Board Meeting
Chairman Spychalski entertained a motion to approve the minutes of the November 24, 2014 regular board meeting. Joe Davidson moved and Richard Kipp seconded. The motion carried unanimously.
B. Approval of Minutes of January 15, 2015 Board Work Session
Chairman Spychalski entertained a motion to approve the minutes of the January 15, 2015 board work session. Tammy Gentzel moved and Joe Davidson seconded. The motion carried unanimously.
C. Receipt of the November and December 2014 Finance Reports
Kimberly Fragola reported that:
· At half-way through FY 2014/15, we are at 46% of the budget
· Joe Soloski had provided a memo regarding the reclassification of $93,148 in deferred liability
· Mid-year adjustments are reflected in the December reports
· $165,000 is in operating reserve at this time
· The CNG tax credit, retroactive for 2014, is estimated at $413,400; $15,000 would be the portion due the municipalities that fuel at CATA, leaving $398,400
The consensus was to distribute the $15,000 to the municipalities and put the remaining $398,400 temporarily in reserve, until a capital and operating reserve policy can be developed.
In follow-up to questions raised at previous board meetings, Kimberly Fragola reported that no industry standard has been set for farebox or revenue recovery, and that $3,269,040 in federal funding is available and being drawn down as justified.
Ryan Harshbarger clarified that the new Honda CNG sedans are augmenting the service vehicle fleet, not replacing vehicles.
Chairman Spychalski entertained a motion to receive the November and December 2014 finance reports. Richard Kipp moved and Tom Kurtz seconded. The motion carried unanimously.
D. Receipt of November and December Performance Reports
Ryan Harshbarger referenced his memo and reports and stated that:
· CATABUS ridership is 1% below FY 2013/14 at the half-way point
· Emphasis has been placed on reducing the number of early departures
· The increase in senior ridership numbers can be attributed to the football shuttle having been moved to a regular route.
Chairman Spychalski entertained a motion to receive the November and December performance reports. Tammy Gentzel moved and Tom Kurtz seconded. The motion carried unanimously.
E. Facility Expansion
Louwana Oliva reported that:
· Select demolition has been performed by Lobar.
· Stormwater piping/inlets for Stage A (parking deck/operations building) are 95% complete.
· Temporary sewer line has been installed, tested, and passed inspection.
· The contractor staging area has been prepared.
· The CATA office trailer permit has been submitted and formal comments received.
· Lobar is working to resolve issues with their vendor regarding IBC 2009 compliance on the trailers.
· Westmoreland Electric is moving IT lines in preparation for CATA’s staff relocation to office trailers, and coordinating with the power company for temporary power to the trailers.
· The construction manager trailer has been received and set.
· All contractors are actively processing submittals.
· Lobar has begun installation of permanent sewer line.
Louwana Oliva went on to report that issues pertaining to the office trailers, most of which revolve around energy efficiency and HVAC code requirements, have significantly slowed building progress. The contractor may consider extended work hours in order to make up for lost time. Once all trailer issues have been remedied and the permit issued, the remaining operations and office staff will move into three trailers located in the auxiliary parking lot, and demolition on the existing administration building will begin.
Kimberly Fragola reported that she is working with PennDOT staff to obtain the letter confirming PennDOT’s financial commitment to the project, which LaVerne Collins has approved.
This item was for information and discussion only; no formal action was requested at this time.
F. CATA Strategic Plan Update – Chapter 4 – Service Area Characteristics
Greg Kausch referenced the draft of Chapter 4- Service Area Characteristics, of the CATA Strategic Plan Update, and provided an overall project status update.
Greg asked board members to provide comments and questions about Chapter 4 to Marsha Kyper by Friday, February 6, so that these comments may be reflected in the final document. Greg further commented that the external project management team would again be involved in the near future.
Joe Davidson recommended the inclusion of a summary of Centre County geographic characteristics and their effect on transportation infrastructure. Chairman Spychalski recommended the inclusion of conditions related to access to service.
Louwana Oliva referenced her pre-meeting memo which provided information on the Decision Lens tool being considered by staff for the development of recommendations and strategies for the Strategic Plan. PennDOT’s contract with Decision Lens expires at the end of February, at which time PennDOT staff will become program facilitators. However, PennDOT has approved the use of Decision Lens staff as facilitators with CATA.
The consensus was to use Decision Lens; a work session will be scheduled once Decision Lens staff availability is determined.
This item was for information and
discussion only; no formal board action was requested at this time.
Kimberly Fragola reported that Reinsel Kuntz Lesher (RKL), the authority’s auditing firm, had presented the FY 2013/14 Financial Statements document at the November 2014 board meeting, but that only electronic copies of the Report to the Board and Single Audit Report had been provided, due to the possibility that revisions to verbiage related to recording of assets might be needed as a result of RKL’s internal review process. Kimberly Fragola went on to report that RKL had determined those revisions were necessary, and reflected in the hard bound copies which were provided at the meeting.
Chairman Spychalski entertained a motion to receive the revised FY 2013/14 Report to the Board and Single Audit Report documents. Tom Kurtz moved and Tammy Gentzel seconded. The motion carried unanimously.
H. Additional CNG Sedan Purchase
Kimberly Fragola reported that at the November 2014 regular board meeting, the board had approved the purchase of four (4) CNG sedans from Dean Honda of Pittsburgh, PA. The total available funding between PennDOT and DEP grants was $131,270, and at $24,655 per vehicle, the total spent was $98,620. Kimberly went on to state that the amount of the remaining funding is adequate for the purchase of a fifth CNG sedan to be used as a service vehicle, and that PennDOT has already concurred that the purchase of a fifth sedan will be permitted.
Chairman Spychalski entertained a motion to authorize the purchase of one (1) additional CNG sedan from Dean Honda at an amount not to exceed total available grant funding for the project. Tammy Gentzel moved and Richard Kipp seconded.
The motion carried unanimously.
I. Exterior Bus Wrap Advertising Trial Program
Eric Bernier reported that at the January 15, 2015 board work session, discussion had been held regarding the results of the year long bus wrap trial program, and the staff’s recommendation that full bus wrap advertising become a permanent part of CATA’s advertising program. Following the work session CATA’s municipal funding partners had been offered an opportunity to comment on the trial program; however, a number of municipalities were not scheduled to hold a meeting until after today’s meeting.
In order to receive and consider all municipal feedback prior to making a decision regarding bus wrap advertising, the board had been consulted prior to the meeting and a special meeting date of Tuesday, February 10, 3 p.m. at the CATA Penn Terra offices, 3075 Enterprise Drive, had been set. That date was confirmed at this meeting.
IV. NEW BUSINESS
A. Fleet Plan Update / Orion Send Off Plans
Ryan Harshbarger reported that by the end of 2014, CATA had taken delivery of the final ten, forty-foot New Flyer Xcelsior buses, five cutaways, and four CNG Honda Civic sedans, and had purchased five used GMC vans from Penn State to supplement our vanpool spare ratio. In addition, an order for seven new Chevrolet vanpool vans and three paratransit vans for fleet replacement has been placed; these vehicles are scheduled to be delivered this summer.
Ryan Harshbarger went on to report that the 71 bus fleet’s average age is now seven years, and is comprised of 62 New Flyers, four El Dorados and five cutaways; moving the remaining four Orions out of the fleet leaves only low floor vehicles. The staff is planning a low key send off for the Orions.
Joe Davidson requested that if CATA’s procurement policy permits, the Central Pennsylvania Institute of Science and Technology (CPI) be asked about their interest in one of the Orion buses.
B. Equal Employment Opportunity Plan Update Approval
Sylvia Rosa-Ortiz reported that in anticipation of the current program’s expiration date of January 26, 2015, CATA’s Equal Employment Opportunity (EEO) program had been updated to fully comply with current FTA requirements, submitted for review, and has received formal approval from the FTA. A copy of the EEO program with the revisions highlighted was provided. Several copy edits, a suggestion that the organizational chart be displayed in a landscape format for readability, and the need for a new letter dated 2015 and signed by Louwana Oliva were noted.
Chairman Spychalski entertained a motion to approve the EEO program update, to include the suggested edits. Tammy Gentzel moved and Richard Kipp seconded. The motion carried unanimously.
C. Ecolane Update
Ryan Harshbarger provided an update on the CATARIDE conversion to Ecolane paratransit software, which PennDOT has purchased for use by transportation systems in the state. Louwana Oliva reported that PennDOT has approved postponing until July 1 the accompanying need to change to a per mile fare structure in order to provide CATA staff the time necessary to work out the details of that change.
This item was for information and discussion only; no formal board action was requested at this time.
V. OTHER BUSINESS
A. General Manager’s Report
Louwana Oliva reported that Representative Rich Irvin of the 81st District of the Pennsylvania House of Representatives would be visiting CATA on Thursday, January 29, 2015; that she would be out of the office to attend the APTA CEO Conference from February 6-10, during which she will be providing a presentation on development of the CATA Board Code of Conduct and Ethics Policy; in her absence Kimberly Fragola will be in charge.
B. Information Services Report
Eric Bernier referenced his written report.
Chairman Spychalski declared the meeting adjourned at 5:45 p.m.
VII. EXECUTIVE SESSION
The board reconvened in executive session to discuss personnel matters.
Louwana S. Oliva, Secretary