 Board of Commissioners Meeting Minutes Astoria Transit Center Meeting Room 900 Marine Drive, Astoria Phone (503) 861-0657 Toll Free 866-811-1001 Fax (503) 325-1606 E-mail: cindy@ridethebus.org; sarah@ridethebus.org |
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| BOARD MEETING MINUTES | ||
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| April 22, 2008 9:30 a.m. | ||
| Members present: Chair Fenske, Commissioners Gannaway, Gaebel, Goforth, Bline Members | ||
| Absent: Conner, Mendenhall | ||
| Staff Present: Executive Assistant Dailey, Lori Karl-HR/Payroll, Brenda Higgins/Accounting, | ||
| Meeting called to order at 9:35 a.m. | ||
| Pledge of Allegiance | ||
| Roll Call | ||
| CHANGES TO THE AGENDA: | ||
| Commissioner Gaebel commented that the meeting is not official because it was not publicly noticed properly. She contacted The Daily Astorian, who said they did not receive a request to publish a notice. She also commented that it is not listed on the SETD website. She said that as a public agency we are required by Oregon law to notice the meetings 7-10 days prior to the meeting date. She said we also should be noticing the agenda and items to be discussed. | ||
| Director Howe replied that it is listed on the website. She also discussed that posting notice of the meetings in one area, such as on the radio, on buses, bulletin boards/doors, or in the newspaper is adequate; SETD does not have to post notices in multiple locations. Also, they do not have to list an agenda or items to be discussed unless they are holding an Executive Session. | ||
| Commissioner Gaebel then requested a legal opinion on the matter from the attorney. | ||
| There was some discussion about whether the meeting could take place without calling the attorney immediately. It was decided that until they had legal council, they would not know if they could have a legal meeting where decisions and motions could be made. | ||
| Director Howe said she would call the radio station immediately to have them notice a meeting to be held on Thursday instead of today. | ||
| Commissioner Goforth asked Commissioner Gaebel what she was attempting to accomplish. | ||
| Commissioner Gaebel said she wants the board to be following Oregon law of a public meeting. She said that no one shows up because the meeting notices are not posted properly, but the public's non-attendance is not the issue. | ||
| Commissioner Gannaway asked if advertising on the SETD website was sufficient. | ||
| Commissioner Gaebel replied it is not. | ||
| Director Howe replied it is. | ||
| Commissioner Gannaway then asked Director Howe to call the attorney's office to see if that is adequate. | ||
| There was a discussion about Commissioner Gaebel's printout from the website on 4/19/08. It showed a button for the March minutes but not the April agenda. On that particular page it also listed the old meeting day of the 3rd Tuesday of the month. | ||
| Director Howe produced a printout from the announcements page on the website listing the change in the board meeting day. The information was added to the website in January. The page also includes a sample board agenda. | ||
| Chair Fenske and Director Howe called the attorney, who gave confirmation that if SETD sends a notice to the newspaper or we post a notice on the buses, we are fine. It does not matter if the paper does not post the notice, so long as SETD submitted a request. | ||
| APPROVAL OF MARCH 25, 2008 MINUTES: | ||
| Commissioner Goforth made a motion to approve the March minutes as amended to include the discussion between Commissioner Gannaway and Gaebel. Commissioner Bline seconded. All were in favor and the motion passed. | ||
| REPORTS FROM CHAIR AND COMMISSIONERS: | ||
| . | Commissioner Goforth reported that she is on the Astoria Birthday Celebration Committee. The committee would like to see if SETD is interested in displaying celebration decals on the buses. She also reported she rode the Westport Shuttle. She said it was a wonderful trip and gave her a chance to see the scenery that she normally misses seeing when she drives herself. She said the driver was very friendly. Another rider commented to her that he loves the service and uses it to get to Loaves and Fishes. | |
| Director Howe commented we may be able to acquire grant funds to purchase the decals. | ||
| Commissioner Bline reported he attended the NW ACT meeting. He said the committee moved through the presentations at a good pace. | ||
| FINANCIALS: | ||
| Chair Fenske asked about going over budget in the Conferences/Training fund which is shown on the July-March Profit and Loss, Budget vs. Actual page of the Financials. She asked that we consider that when preparing the 2008-09 budget. She also asked what the planning expense was for. | ||
| Director Howe said they are planning on increasing the line item for Conferences, Training and Travel in the new budget. The planning expense was set aside in the 2007-08 budget for a planning grant that the district applied for, but ultimately didn't get. | ||
| Commissioner Goforth asked for clarification on how Director Howe's salary is disbursed from the NWRC and SETD. | ||
| Commissioner Bline asked about the printing schedule of new bus schedules. | ||
| Scott Smith said they will be available April 1st and will be blue. | ||
| Brenda Higgins and Lori Karl explained that after Director Howe began the duties of the NWRC Manager SETD switched deducting her salary from the SETD accounts to the NWRC. That change was made per the instructions of the auditor because that is where she is located now. The auditor said that she is currently working the equivalent of 150% if you combine the duties of the Executive Director and Manager of the NWRC. | ||
| Commissioner Goforth asked if Assistant Dailey's salary also comes from NWRC accounts. | ||
| Director Howe and Brenda Higgins confirmed it is, because she is the Director's assistant, and her position assists in the same place where the Director is located, even though she assists with both SETD and the NWRC. | ||
| Commissioner Gannaway asked if the auditors receive a packet that includes copies of all relevant documents for SETD and NWRC. He also asked if we have a yearly contract with DHS/DMAP. | ||
| Director Howe reported that they do receive copies of everything and we do have a yearly contract. The current one expires June 30, 2008. DHS/DMAP is in the process of updating the contract. Most likely they will put an extension on the current contract after they finish reviewing it. | ||
| Commissioner Goforth asked if we automatically get an extension on the contract. | ||
| Director Howe explained that Paula Burgess at DMAP is currently working on it, and should have it done before the expiration date. | ||
| There was a discussion about DHS Volunteer Drivers not attending a recent NWRC Driver Training Class. DHS conveyed to the drivers that it was not mandatory, while in fact the NWRC had previously informed DHS it was. Approximately nine DHS volunteers were signed up to attend, and did not show up. This was disappointing because they must complete the training in order to drive NWRC clients. Also, SETD had six of their own drivers who needed to attend, and could not because the class was originally full. This issue is currently being discussed with DHS. | ||
| Commissioner Gannaway asked what the $77,000 in Deferred Revenue for NWRC is. | ||
| Brenda Higgins explained that it is a payment owed to us by DHS for NWRC rides that have already occurred. | ||
| Director Howe announced that the NWRC is scheduled to receive the new ride scheduling software next month. It takes several months for the program to be installed on all agency computers, due to initial testing for software problems. | ||
| Commissioner Goforth made a motion to accept the March financials. Commissioner Gannaway seconded. Commissioner Gaebel opposed. All others were in favor and motion passed. | ||
| OLD BUSINESS: | ||
| Cannon Beach Shuttle | ||
| Director Howe reported that Commissioners Gannaway, Goforth, Assistant Dailey, and Roni Shaw, Driver Supervisor and herself attended a meeting with Cannon Beach City Manager Richard Mays and Cannon Beach Budget Committee Member Nancy Littell. It was a very cordial meeting. Assistant Dailey prepared a Cannon Beach Shuttle spreadsheet showing ridership information, calculations and estimates of the cost of providing the service. In 2007 it cost SETD approximately $80,000 to operate the route. Cannon Beach would need to contribute approximately $18,000 towards fares, in addition to the $2,100 in donated fares, if they would like to continue operating the service for free. For 2008, SETD estimates a $4,000 increase in the cost of operating the shuttle. Director Howe and Assistant Dailey also attended the Cannon Beach Budget Meeting the following week. The committee approved giving SETD $15,000 towards the service. Director Howe will begin sending quarterly reports to Cannon Beach showing the ridership and fare donations. | ||
| SETD Investment Policy for Audit Document | ||
| Brenda Higgins reported having email correspondence with the auditor, who will give SETD a sample document in the near future. He is currently in the middle of tax season which is a priority right now. | ||
| Clatsop Community College Shuttle | ||
| Director Howe, Roni Shaw, Driver Supervisor, and Assistant Dailey attended a meeting at Clatsop College with the Student Services Committee. The meeting was very productive and it gave staff from both groups a chance to collaborate and come up with some great ideas. Since the meeting, SETD provided the committee with a draft student survey to find out what the needs of the students are and how they feel about having bus service. There are several ideas being exchanged on how to offer and improve the college bus service. | ||
| DAR Bag and Weight Limit | ||
| Director Howe explained that there is an issue with clients bringing excess bags or extra heavy items on DAR trips. Drivers have been helping clients with their items and it has been a growing concern as the recommended limit is abused and more stress is put on the driver. The DAR Advisory Committee and staff have created a policy of allowing 8 bags or items per client, or a 25 lb. maximum. This will keep items from crowding the bus and will help prevent driver injuries from lifting excess weight. SETD is researching the cost of providing reusable cloth shopping bags to DAR clients because the buses do not have areas for containing lose items. The bags would also be a marketing tool if SETD's logo is printed on the side. | ||
| NEW BUSINESS: | ||
| Budget Committee | ||
| Committee member Richard Johnson has resigned from the Budget Committee. Community member Pam Pearce has submitted a letter of interest requesting a position serving on the Budget Committee. | ||
| Commissioner Gaebel made a motion to appoint Pam Pearce to the Budget Committee. Commissioner Gannaway seconded. All were in favor and the motion passed. | ||
| OTHER ITEMS: | ||
| SETD submitted a letter of support to the Warrenton Trails Association to include in their grant application. | ||
| Chair Fenske asked if we received a reply from our most recent letter submitted to the Warrenton Urban Renewal Committee. | ||
| Director Howe replied we had not. | ||
| Commissioner Gaebel mentioned there is a City of Warrenton Meeting tonight. | ||
| There was a brief discussion about the next scheduled board meeting on May 27th, which is the day after Memorial Day. Some members felt there were too many conflicting schedules surrounding the holiday and recommended cancelling the May meeting. | ||
| Commissioner Gaebel made a motion to cancel the May meeting. Commissioner Goforth seconded. All were in favor and the motion passed. | ||
| Commissioner Goforth asked if the printed blue bus schedules were the new ones that included the route changes. | ||
| Director Howe said it is. SETD doesn't want to have the bigger brochures that include the maps printed until the new routes have more time to run and are perfected. Also, we may be adding an additional route in the Miles Crossing/Jeffers Garden/Warrenton area around 19th street. The new building for Senior and Disabled Services will be located near the Animal Shelter and also a new housing development is being built there. The Oregon Youth Authority has also requested SETD consider providing service near there. | ||
| Meeting Adjourned 11:35 | ||
| Sarah Dailey Recording Secretary |
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| Approved: | ||
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| Secretary/Treasurer | ||
| THIS MEETING IS ACCESSIBLE TO THE DISABLED, AN INTERPRETER FOR THE HEARING IMPAIRED MAY BE REQUESTED UNDER THE TERMS OF OS 192.630 BY CONTACTING SUNSET EMPIRE TRANSPORTATION DISTRICT AT 861-7433 | ||
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