Sunset Empire Transportation District Monthly Commissioners Meeting Minutes Web Page

Motion by Commissioner Kee, seconded by Commissioner Fenske to accept with changes the March minutes. Chair Shannon, Commissioner Gannaway, and Commissioner Harris voted yes. Motion Passed.
Sunset Empire Transportation District Board of Commissioners Meeting Minutes Astoria Transit Center Meeting Room 900 Marine Drive, Astoria April 20, 2004
CALL TO ORDER
Chair Shannon called the meeting to order 9:30 a.m.

ROLL CALL
Commissioners Present

	Jack Harris Bob Gannaway David Shannon Marcia Fenske Victor Kee

Commissioners Absent

	Charlotte Mendenhall Rae Gofort

COMMENTS FROM AUDIENCE None

CHANGES TO THE AGENDA
Executive Director Howe asked that a discussion on the policy for Board and upper management staff review of expenses be added under New Business.

Motion by Commissioner Fenske, seconded by Commissioner Harris to accept the agenda as modified. Chair Shannon, Commissioner Gannaway, and Commissioner Kee voted yes. Motion passed.

APPROVAL OF MARCH 16, 2004 MINUTES
Commissioner Gannaway stated that in the minutes regarding the billboard it reads Clark should be notified in no uncertain terms that the agreement would be extended and it should read in no uncertain terms that it would NOT be extended.


REPORTS FROM CHAIR AND COMMISSIONERS:

Commissioner Harris: None

Commissioner Kee: None

Commissioner Fenske: Reported that she had been approached by one of her patients with a question about the dial-a-ride services. The patient had a pick up time scheduled and the driver arrived a half-hour early. The patient was not dressed or ready to go. The DAR driver informed the patient that if they did not go it would be considered a no show. Ms. Howe stated that this should not have happened and asked Commissioner Fenske to talk to her after the meeting about this situation.

Commissioner Gannaway: None

Chair Shannon: None

CONSTRUCTION UPDATE:
Ms. Howe invited the General Contractor and Construction manager to the meeting to update the Board on the construction activity to date. There will also be discussion on the change orders that have been submitted on the project, recommended use of the facility, parking lot, and recommended staffing of the center. Refer to the packet for copies of the three change order proposals.

a.	Change Orders
	Ms. Howe stated that the change orders were broken down into 1) Building 2) Site 3) Billboard.

	Ms. Howe, Chair Shannon and Vice Chair Gannaway did meet with OTAK and spent several hours going over these items and all agreed that this is how they should be broken down. Chair Shannon discussed contingencies. Chair Gannaway had a question regarding item #25 building and the percentage that was being charged. After discussing this issue Chair Gannaway recognized that it was the correct percentage. Chair Shannon wanted to have details on the change orders. Ms. Howe referred to the change order handouts. Chair Shannon wanted to confirm that the completion date is still on schedule for April 29, 2004. Ms. Howe stated that it would be completed on the 29th.

b.	Use of Facility - Staffing, parking, moving date, etc.
	Ms. Howe gave a brief report on the expected staffing of the center. She said that the customer service area could be staffed with 2 FTE if the hours the center is opened is 9:00 a.m. until 6:00 p.m. Monday through Friday. She handed out a job description for the customer service position for the Transit Center. Ms. Howe discussed the option of having two part time people and doing a split shift. Chair Shannon made the point that we do not know the demand that the customer service person will have to meet until they are in at least a few months.

	Ms. Howe stated that she has received several requests from neighboring businesses for leasing parking in the parking lot. She recommended the board authorize the leasing of up to 15 spaces. Commissioner Fenske said she did not see a problem with leasing half of the parking spaces out and having some free spaces with limitations. For the leased spaces we could have tags made up to put in the vehicle window.

	Motion by Commissioner Kee, seconded by Commissioner Fenske, to lease up to 15 parking spaces at the transit center for up to $35 a month. Commissioners Kee, Fenske, Gannaway, Harris and Chair Shannon voted yes. Motion passed.

	Staffing

	Ms. Howe reminded the board that the Clatsop Nehalem Tribe withdrew their request to lease the space. There was some interest from the Clatsop County Wellness Center and after discussion and code issues they discovered that they would not be able to improve their current situation by moving to the transit center. The Northwest Ride Center currently pays rent to the District and they could be moved to the Astoria location. The advantage of this would be that we have our own people, a manager available and guaranteed rent. Ms. Howe also talked about the fact that because we are federally funded what we use the facility for is limited. The space that the NWRC is currently in is not federally funded so we could actually advertise the Warrenton space for rent. There are still some changes that need to be done to the unfinished space in the facility to allow for a move but the cost would be minimal, probably around $5,000-$7,500. This would provide an additional link to the "one-stop" concept for the NWRC which the County and State are trying to put together, possibly providing some additional revenue for the District at a later date.

	Commissioner Kee stated he thinks we should move on having the NWRC into the Transit Center. Chair Shannon talked about charging rent and how we can increase rent. Commissioner Fenske agrees that moving the Ride Center would be a good direction to take. Chair Shannon asked about the cost to move the Ride Center. Ms. Howe commented that it would cost less than $500 dollars

	Motion by Commissioner Fenske seconded by Commissioner Kee to move forward with NW Ride Center moving in until something better comes up. Chair Shannon, Commissioner Harris, Commissioner Fenske voted yes. Motion passed.

	Chair Shannon reminded the Board of the limitations of the Federal Grant. Ms. Howe explained that 80% of the building has to be used by a governmental agent or non-profit. 80% of the overall property has to be transportation related. Commissioner Harris asked if we are still looking for ideas on what to have in it. Commissioner Harris was wondering if the National Park would be interested in additional space. Ms. Howe stated that she has spoken with Fort Clatsop, but they just finished a large addition to the Visitor Center and don't want to take anything new on just now. Chair Shannon asked about talking to the County or the City about needing additional space. Ms. Howe said that she would send check with the County and the City to see if they would be interested in additional space. Chair Shannon asked about cleaning the new space. Ms. Howe said that our current cleaning company is expanding its operation to take the transit center too.

FINANCIAL REPORT:
Motion by Commissioner Harris, seconded by Commissioner Fenske to approve the financial report as submitted. Chair Shannon, Commissioner Gannaway and Commissioner Kee voted yes. Motion passed.
a.	Preliminary Budget Discussion
	Ms. Howe said that now we are coming to the end of the construction project and we have to watch our money very closely. With the additional costs from the billboard and other items, she said she is recommending to the budget committee that the District participate in the FlexTran program this next year. She explained to the newer board members that a FlexTran is an opportunity for districts to "borrow" against their future tax receipts. The money would have to be paid back before the end of the fiscal year in which it is borrowed. With the large outflow of funds that have had to go out at the end of this fiscal year, the District would not be able to meet its financial obligations until taxes start to come in. Interest rates for this run at around 3%.

	Commissioner Kee talked about the sardine company and other people using the parking lot while delivering, he would like some kind of guarantee that they will not damage the lot when we are not there. Cindy sent e-mail to the Public works Director regarding the parking lot. She also sent e-mail to the City of Astoria regarding the sign and other issues. Commissioner Fenske had comments on the 9th street closures and how it will impact the Lewis and Clark.

	Chair Shannon stated that we need to make an effort to get back on line with Astoria and get a partnership and better relationship. Chair Shannon would like to have a meeting with Astoria Commissioner and SETD Commissioners and try and work together.

CORRESPONDENCE: None

PUBLIC HEARINGS: None

RESOLUTIONS: None

OLD BUSINESS:

a.	Billboard
	Ms. Howe stated the structural engineer for OTAK has been reviewing the plans from the billboard owner's Engineer and will be submitting a letter saying that they concur that the design presented is feasible. The City is refusing to discuss the sign until they have the letter from OTAK engineers. Ms. Howe is asking for two decisions from the board. One, to send a letter with OTAK's concurrence of the design to the City of Astoria to move forward with the appropriate design for the sign and two, if the sign does end up staying on the building then she feels that the agreement needs to be changed. Heather Reynolds wrote up a new agreement that Ms. Howe would like to present to Mr. Clark for review in order to renegotiate the contract. This would not add additional time to the contract.

	Motion by Commissioner Kee seconded by Commissioner Harris to move forward with changes in the agreement for the sign. Chair Shannon, Commissioner Fenske and Commissioner Gannaway voted yes. Motion passed.

NEW BUSINESS

a.	Budget Committee Appointments
	Motion by Commissioner Kee, seconded by Commissioner Fenske to re-appoint Jelene West and Kenna Bussert to another two-year term, to end December 31, 2005. Chair Shannon, Commissioner Gannaway and Commissioner Harris voted yes. Motion passed.

b.	Policy on Board members and Staff Management expenditures
	Ms. Howe reported that currently there is no written policy on who authorizes board and executive director expenditures and reimbursement requests.

	Motion by Commissioner Kee seconded by Commissioner Gannaway to have the Treasurer review both Board and Executive Director expenditures and reimbursement requests unless it is the Treasurer's expenditures, which the Chair would authorize. Chair Shannon, Commissioner Fenske, Commissioner Kee, Commissioner Gannaway and Commission Harris voted yes. Motion passed.

OTHER ITEMS
	Ms. Howe reported that Lori Karl and Brenda Higgins are working on the grand opening plans. Ms. Howe reported on the various activities that will be happening on June 5^th.

	Mrs. Howe commented on the employee survey and how it benefits the District. There were several positive things said about the District, but there is always room for improvement. Commissioner Fenske asked about our working relationship with CRS. Commissioner Fenske asked about the weight limits on the bus wheelchair lifts. Mrs. Howe responded to her questions.

STAFF REPORTS
	Ms. Howe stated they were included in the packets for board review.










Respectfully submitted,


Rae Goforth, Secretary/Treasurer