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BOARD MEETING MINUTES
Sunset Empire Transportation District 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
December 18, 2007 9:30 a.m.
		Members present: Chair Fenske, Commissioners Gannaway, Gaebel, Goforth, and Bline. Commissioners Excused: Mendenhall.
		Staff Present: Executive Director Howe, Executive Assistant Dailey, Lori Karl-HR/Payroll, Brenda Higgins/Accounting, Scott Smith/Operations
		Guests Present: Paul Hoskins, SETD Board Candidate


COMMENTS FROM THE AUDIENCE:
.		There were no comments from the audience (Guest Paul Hoskins). SETD Board and Staff introduced themselves.


APPROVAL OF MINUTES:
		The board agreed to wait until the January meeting to approve the November minutes because they were e-mailed instead of including a copy in their packet.

REPORTS FROM CHAIR AND COMMISSIONERS:
		Commissioner Goforth went to the Oregon Transit meeting. She learned about some additional kinds of funding. One of the discussions included how their grant process works and how and when they are evaluated and approved. She said they were impressed with the success of SETD's transit route connection with Tillamook County Transportation through the Manzanita area. She said they also discussed how Clatsop County is trying to connect to Portland through Columbia County's transit system.

		Director Howe commented on the Clatsop-Tillamook connection. She said SETD honors Tillamook Transportation bus passes and employee passes and they do the same. She said SETD offers 3 round trips a day.

		She would still like to get additional funding for expansion for Senior Transportation in Clatsop County.


		She said they also talked about the bus donated to the Senior Center and how pleased the center is with it. They discussed how other transit systems connect to SETD, such as Pacific Transit from Washington, and Oregon Coachways from Portland. Commissioner Gaebel reported that she met several of the SETD bus drivers while volunteering at the Camp Rilea Shelter. She said driver Ken Mattson came to the front desk to provide route information.

		She attended a county briefing when the Oregon governor was in town. They discussed there will be very little timber revenue from the storm and downed trees. She said this will probably affect SETD's timber revenue negatively at some point because of this. She also said the price of timber is very low right now and the county is very concerned.

		Director Howe commented that SETD always under-budgets Timber Revenue, which is appropriate because this is a non-sustaining revenue.

		Commissioner Gaebel requested they get board packets a few days earlier after the resolution is adopted to change the board meeting to the fourth Tuesday of every month.

		Director Howe said that will not be a problem, because that was the reason the meeting day was being switched. Since SETD switched banks, the financial statements aren't arriving until the day before packets were assembled. Switching meeting days allows staff a week to have the packets assembled and ready at an earlier date.

		She also said SETD has a PO Box at the Warrenton Post Office now, due to recent mail theft: PO Box 68, Warrenton, OR 97146. All mail for SETD should be sent there.

		Chair Fenske said people thought is was wonderful that The Bus helped with shuttling people to Camp Rilea after the storm.

		Commissioner Gannaway said he heard the same thing from some people.

		Director Howe said that busses were running for 3 hours on Monday morning of the storm, until one window was damaged by a tree limb. She said Operations Manager Scott Smith, and herself, had had a hard time communicating with her since there was no phone service and she was in Portland. She was able to get a text message through to him at one point and told him to shut everything down. Tuesday there were a lot of closed roads and limited access so they did not run regular routes. On Tuesday bus drivers were sent out to do welfare checks on clients and was up and running regular routes and a Camp Rilea Route on Wednesday. She announced on the radio that clients could call providers directly on Wednesday if they needed to get a ride scheduled and we would make arrangements when everything was re-opened. Payroll was done manually at the Warrenton office while the power was out to be better prepared for payday when the power was restored. The NWRC could not open until Thursday late afternoon due to no power or phones.

		Director Howe said the EOC set up a crisis center in Seaside at the convention center for people needing support after the storm. The EOC wanted to know if SETD wanted to help. Director Howe gave them a stack of bus tickets and schedules to hand out for people needing transportation. She shared with them our route connection with Tillamook County that can help get people to the center if they need transportation. She said we could possibly add a couple of east county routes temporarily if they needed additional transportation to the center for while. She also said it is good for us to be a resource to support the major coordination in the community.

		Commissioner Gannaway said FEMA was disappointed because they had very few people show up at the center.

		Director Howe said the only damage SETD had was to one bus window from a tree limb falling and breaking it. Assistant Dailey went to the FEMA meeting for businesses and agencies, but it was for companies with damage claims. She passed on FEMA contact information to Lori Karl in HR to give to employees who need it.

		She discussed email correspondence between Sue Coffin (Medix) and herself. The email talked about a discussion at Joint Brokerage Meeting that Director Howe could not attend due to the storm. Agencies at the meeting were from outside the affected area and wanted to know why the NWRC didn't have backup resources to function better during a storm. Director Howe said she gave them a full explanation of the storm events and explained her staff did the best they could under the circumstances. She told them this particular storm was extreme compared to others. Due to the breakdown in phone communications, it was hard for people outside the area to know what the situation was.


FINANCIALS:
		Commissioner Goforth asked about the expense of frames for the job corp signs and what they are for. The frames will house the 'Maintained By Tongue Point Job Corp' signs that will be posted on shelters maintained by Tongue Point students. The frames are somewhat costly because they are made of metal. This is so they cannot be easily removed by vandals. Higgins from accounting and Scott Smith from Operations said the signs are costing approximately $300 and are interchangeable if SETD wants to post something different.

		She also asked what Miscellaneous income is generated from. She said we budgeted $500 and had spent $3,011.

		Director Howe corrected Goforth by explaining that was not money spent, but money received. SETD received $3,511.

		Brenda Higgins from Accounting said it comes from the bottle/can return.

		Commissioner Gannaway asked about a dollar amount on the NWRC Profit/Loss statement for July-Nov 2006-07. He wanted to know what the $86,283.32 listed for an Audit was.

		Director Howe said it was from a payment for an audit that has not been settled yet. She said it could be listed somewhere else on the statement, but that is where accounting is keeping track of it.

		Chair Fenske asked if we had a check from DHS yet.

		Director Howe said she is waiting to respond until next month. Director Howe had received a letter thanking her for the information but saying they are now requiring her to have an auditor and a CPA sign off on the information saying it is correct. Director Howe said they are finding things to add on to reduce the dollar amount owed by DHS. Director Howe is following what is stated in the contract and is requesting that an accountant sign off on it as is. Chair Fenske asked if the letter was from the DHS auditors.

		Director Howe confirmed it is, but when they audited the cost statement for 06-07 was not completed at the time of the Audit. Director Howe completed the cost statement the same as in previous years, which was never questioned. Unallowable costs occurred in previous audits, but not in the 06-07 period they are questioning. She said we were underpaid $474,000 and DHS must come up with that much in 'unallowable' costs if they are not going to reimburse NWRC.

		Commissioner Bline moved to accept financials. Commissioner Goforth seconds. Commissioner Gaebel opposed. Motion passed.

		Resolution 07-08
		Commissioner Gaebel moved to adopt resolution. Commissioner Gannaway seconds. A vote was taken and all were in favor. Commissioner Mendenhall is absent. Resolution 2007-08 adopted. The resolution changes the board meeting day from the 3rd to the 4th Tuesday of every month.


OLD BUSINESS:
		Commissioner Appointment- Guest Paul Hoskins present.

		Director Howe request that board wait till next meeting to choose a candidate, but have a discussion at this meeting. She did not require all candidates to be present at this meeting to be considered. She did encourage Mr. Hoskins to attend because the board has not met him and has previously met the other candidate.

		Commissioner Gaebel request that interview questions be asked of both applicants since we have more than one. She suggested we have both candidates attend next meeting and choose some questions to ask them before then.

		Commissioner Goforth felt the questions should be given to the applicants in advance if that is the case. Commissioner Gannaway agreed.

		Director Howe asked if the board would like to send her their questions. Commissioner Gaebel said yes.

		Commissioner Gaebel would like one of the questions to be about what experience the they have using SETD's public transit system.

		Chair Fenske said Hoskin's letter answers that question.

		Mr. Hoskins said he has extensive experience in using public transit because he cannot drive. He said because of a bad experience in Seattle he relocated to Clatsop County and is on disability. He has used SETD's transit system as well as Pacific County.

		Director Howe asked what his previous experience is serving on boards or committees and working with processes, policies, budgets, or the state of Oregon.

		Mr. Hoskins responded that he has not had experience in the State of Oregon yet. He has in the State of Washington and New York primarily in dealing with non-profit budgets for Arts organizations. He worked for the library at the Julliard School and Bastyr University of Alternative Medicine.

		Commissioner Gannaway asked if they were free to ask questions now. Director Howe said she didn't require the second candidate to be present at this particular meeting.

		Commissioner Goforth asked if both had to be present. Director Howe said no and the other candidate is working full time and finishing up her position as President of the Chamber, so she will attend when that obligation is finished.

		Commissioner Gaebel said we should ask both candidates the same questions and one candidate is not here. She currently has no way to submit questions via email so she wanted to give her questions to Director Howe while at the meeting.

		Commissioner Bline asked how long this term is. Director Howe said they would serve until the next regular election that occurs in May 2008 and then would have to be elected to serve out the remainder of the term through June, 2011.

		Commissioner Goforth asked if Mr. Hoskins had intentions to stay in the area and why he wanted to be on the board.

		Mr. Hoskins said he plans on staying here; he has been here 2 ½ years. He said he would like to serve on the board because public transit is a big part of his life. He realized this would give him involvement with public transit on a different level and he could contribute from his experiences using multiple systems.

		There was a discussion that Mr. Hoskins could serve on the NWRC Advisory Board as another option for involvement.

		Commissioner Goforth also serves on the NWRC Advisory Board and feels his skills might be better used there.

		Director Howe explained the NWRC Advisory Board is not an elected position but is an appointed one.

		Commissioner Gannaway mentioned to Mr. Hoskins (later in the meeting) that in his letter to the board he talked about the importance of community outreach. Gannaway asked if Mr. Hoskins had ideas about how to do that to better our transit system.

		Mr. Hoskins said being unfamiliar with working with SETD, he said he'd figure out ways to increase ridership in groups not currently using the system. He is familiar with writing about similar topics in other communities. He feels mailings are of limited value and live presentations are a better way to enlighten those groups. He also feels receiving and answering questions from the communities about the transit system in other forms is another way to do outreach.

		He is also impressed with The Bus connecting to other areas like Tillamook County. He has family in Seattle, so he is familiar with the struggles of people who can't drive and need to travel long distance.

		He feels if he was elected he would need to learn how the system is funded through state and federal levels to see the bigger picture and be able to do better outreach. His said his strength is writing letters and communicating, not being a bureaucrat.

		There were no further questions.

		There was a discussion with Mr. Hoskins that the board would invite the second candidate to the January meeting so she could be asked the same questions. The board also requested Mr. Hoskins to attend the January meeting, so that they could nominate one of the two after the interview.

		Scott Smith from Operations gave an update on the Can for a Ride program. He said as of Monday December they had 20 cases of food to donate to the Christmas Giving Basket at the fairgrounds. The bus will still accept cans until Saturday Dec 22, and donate it to the local food bank.

		There was a discussion about the need for non perishable donations in the county. Many families are restocking their own homes, and that puts a strain on giving food out to others. The bus will continue to take donations until Dec 22.

		Lori Karl from HR said the bus adopted one family this year along with a SETD staff family. We will be delivering at 12:30 on Dec 20. All board members are invited to come along. They take the trolley with a group of employees and one dressed as Santa to the families. Donations of money or food can be made at the Astoria or Warrenton office if anyone would like to contribute.

		Commissioner Goforth asked about the opera company who inquired about renting the trolley bus.

		Director Howe said they did not get enough people signed up so they had to cancel.

		Scott Smith also said Seaside cancelled their parade of lights show because a lot of Christmas lights were blown down during the storm.

		Chair Fenske said she was glad to see the Astoria Fire Department do their light up parade with their fire truck. She said her neighbor's kids were very excited. She had not heard anything about how much food they collected during the parade.


NEW BUSINESS:
		Commissioner Gannaway receives another award. Director Howe nominated him for the Outstanding Special Districts Service Award. The award will be presented in Bend, Oregon at their conference. Gannaway needs to coordinate a picture-taking day with Lori Karl from HR, to give to the conference staff. They will be showing a power point presentation when the awards are handed out.

		Director Howe also received an award from all SETD staff at the annual holiday party on Dec 8.

		Scott Smith from Operations gave an update on the proposed bus schedule/route changes to accommodate a stop at Clatsop College in front of their library. This is a problem because it would add 3-4 minutes to several routes because the bus must go through the college parking area before continuing back onto the street part of the route. This additional time causes conflict with other routes/stops. The proposed schedule makes adjustments to all areas affected in order to accommodate this. Alderbrook routes would be reduced from three to two routes. There is no set date to change anything; this is simply a proposed plan to consider the changes.

		Commissioner Gaebel asked what kind of ridership used the Alderbrook routes.

		Scott Smith replied that they are not people who are going to work; they are usually using the bus to shop and run errands in town. There is a two hour window between the Alderbrook routes, which is still enough time for people to do some shopping.

		Scott Smith has also been trying to get the college to give students 'free' rides on the bus by increasing their tuition as a hidden cost. In the past the bus couldn't get through the college parking lot, but can now because they have parking enforcement. The Tongue Point student bus has been going through there for over a year with no problems. He also said they cannot have the stop at the corner of 16th Street because there is a driveway there, and it's also sloped which is a problem for loading wheelchair clients. If the bus stopped a short distance from the corner, the stop is in a dangerous location.

		Director Howe would like the board to send a letter to the Clatsop College Board explaining the benefits to these changes requesting they include the cost of transportation in their tuition next year. They could show their student I.D. as proof they are a student. The college would give SETD the tuition dollars from the increase to pay for the rides.

		Commissioner Gaebel asked what SETD's process is for getting public input on changes like this that reduces route service.

		Director Howe said that is why SETD only makes changes twice a year and posts a notice for the board meeting to be a public hearing. That is why SETD approaches board now regarding changes in early summer. Then the changes are posted in advance on the bus, in the transit center and on the web, to inform clients. The city of Cannon Beach is also informed so that they can have time to comment on changes they don't agree with.

		Commissioner Gaebel asked when Director Howe would have the figures ready, and if we would have a public hearing in February.

		Director Howe said she'd have the figures next month, but February is too soon. She said it should happen in April. The public will not respond that early to making decisions about changes that will happen in the summer. She also said SETD's clients generally do not do extra research to find out information like this. They may read the website if they have a computer, but they are more likely to see notices on the bus and in the transit center than reading it in the newspaper or on the web. Word of mouth from bus drivers and staff is also a strong form of spreading the information. She said SETD's process differs from other agencies because of the nature of our business as a service industry so our clients are informed through other avenues. There is really no comparison to say a city council or county commission meeting.

		Commissioner Gaebel mentioned that the process isn't different in that we are still a public entity.

		Director Howe said SETD is not required by law to do the changes through a public hearing but we do it as a courtesy.

		Commissioner Gaebel stated she thought it was part of the policies.

		Chair Fenske said she thinks having the Public Hearing in April should work better.

		Director Howe said they will advertise info in the first part of April so guests can attend the hearing and changes can be adopted at the April Board meeting.

		Commissioner Gaebel asked if the college could post info in their catalog to reach students better.

		Director Howe said that is a possibility after changes are made to the system. She said SETD has no control over what they print. She said the President of the College has some other goals in mind for bus service, so it has been difficult to agree on changes.

		Commissioner Gaebel clarified what was meant by her question of posting information in the college catalog. She meant would it be possible for the college to include a short statement in the catalog about the proposed changes to see if anyone had a feedback.

		Commissioner Bline asked if the schedule changes were contingent on Clatsop College's participation.

		Director Howe confirmed they are not. She said she would like the board to use the next month to think about what they'd like in the letter and discuss it at the next meeting. That way, Director Howe and Scott Smith would have the next few weeks to get demographic and cost information ready for the proposal.

		Commissioner Goforth asked if Chair Fenske, Director Howe and Scott Smith were going to get together to write a letter on behalf of the board to show at the next meeting.

		Commissioner Bline feels the board should get some preliminary information ready to show the college, and not feel like SETD should continuously attempt to gain the college's support.

		Director Howe said we are in a good position to approach them again with another proposal.

		Commissioner Bline said OHSU paid for Tri-Met to add an express bus service to the college instead of expanding their parking lot. It saved OHSU money and increased Tri-Met's ridership. He feels SETD should not have to pay to make the route changes for Clatsop College.

		Commissioner Gaebel asked how the college's construction will affect bus accessibility.

		Director Howe and Scott Smith felt the college wouldn't want to do anything to jeopardize service, so that should not be an issue.

		Director Howe and Assistant Dailey gave an update on the National Center on Senior Transportation Easter Seals Grant. Director Howe said Assistant Dailey submitted it last week and it was her first grant, but a good fit for her to do in her new position.

		Chair Fenske asked if she was correct in understanding that the grant money would predominantly support the Ride Passenger Assistance Link program.

		Director Howe confirmed it would. She said the Ride PAL name was invented by NWRC employee Eric Barton.

		Assistant Dailey explained that Ride PAL is program that pairs a volunteer with a senior or person with a disability. The volunteer coaches the rider in whatever aspect of riding the bus they need help with. She also explained that the physical improvements to the system would be to add 5 additional bus shelters and 5-7 illuminated bus stop signs in areas commonly used by seniors and people with disabilities.

		Director Howe included that the grant is for $50,000-90,000 and would also include two years of technical assistance. Technical assistance would help with creating surveys and marketing information. If SETD is awarded the grant, the project would begin in February, 2008. There is another grant that SETD will apply for in Fall, 2008 to get additional funding in place to continue the project.

		Assistant Dailey mentioned that there are several other transit systems with a similar programs, including Tri-Met's Ride Connection and Lane Transit's Bus Buddies.

		Commissioner Bline feels this is an important program. He has met seniors who don't consider the bus as an alternative transportation option because they don't know how to use it.

		Director Howe gave an update on the Connect 2 Grant. She confirmed it was received and it included all the letters of support that SETD had wanted. She feels they did a good job on the proposal. She did confirm Commissioner Bline's comment that a large number of proposals were received and it would be awhile before any applicants were contacted.


OTHER ITEMS: None


OPERATION, HUMAN RESOURCES and NWRC REPORTS:
		Director Howe said the NWRC Advisory meeting is cancelled this Thursday because many people are out of town for the holidays.

		Mr. Hoskins said he will attend the next meeting so the board can vote in a new commissioner.







		Since the board will now meet the 4th Tuesday of every month, the next meeting will be Tuesday, January 22nd, 2008.

		Meeting adjourned 11:25 a.m.

		Sarah Dailey Recording Secretary





Approved:







		Secretary/Treasurer






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