 Board of Commissioners Meeting Minutes ODOT Regional Office 350 W. Marine Drive, Astoria, Oregon 97103 Tuesday, June 17, 2003 |
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| CALL TO ORDER | ||||||||||||||||||||||||||||||
| Chair Shannon called the meeting to order at 9:35 am | ||||||||||||||||||||||||||||||
| ROLL CALL | ||||||||||||||||||||||||||||||
| Commissioners Present: | ||||||||||||||||||||||||||||||
| Chair David Shannon Vice-Chair Bob Gannaway Secretary/Treasurer Jack Harris Commissioner Charlotte Mendenhall Commissioner Vic Kee |
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| Commissioners Excused: | ||||||||||||||||||||||||||||||
| Commissioner Rae Goforth | ||||||||||||||||||||||||||||||
| Staff Present: | ||||||||||||||||||||||||||||||
| Cindy Howe, Executive Director
Patsy Chapel, Executive Secretary |
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| COMMENTS FROM THE AUDIENCE: | ||||||||||||||||||||||||||||||
| Fyllis Lobe, Chair of the Sunset Empire Transportation District Dial-A-Ride Advisory Committee, introduced herself to the Board. | ||||||||||||||||||||||||||||||
| John Adams, bus patron, brought an article from a magazine he wanted to bring to the Board's attention. The article explained how bus riders in Barrow, Alaska can track local buses on their television sets with use of GPS devices on the buses. | ||||||||||||||||||||||||||||||
| Ms. Howe introduced newly elected Commissioner, Marcia Fenske, to the Board. Chair Shannon welcomed her to the Board and stated he was delighted she wanted to be a Commissioner. Ms. Howe noted that Ms. Fenske could be appointed to the vacant position for this meeting and sworn in officially at the July meeting. Ms. Fenske told the Board the she has been a licensed physical therapist for twenty eight years and said she chose to run for the SETD Board position because as a physical therapist she has worked primarily with seniors and disabled clients and believes bus service and Dial-A-Ride are critically important for services for them. Ms. Fenske said she would rather observe at this meeting. | ||||||||||||||||||||||||||||||
| CHANGES TO THE AGENDA: | ||||||||||||||||||||||||||||||
| :Chair Shannon proposed two changes to the Agenda. Under New Business he asked to add Executive Officer Evaluation and Election of Board Officers. Chair Shannon said he understood that election of Board officers has been done in July in the past, that last year it was done in June and that he was prepared to go forward with it if there was a consensus of the Board. There were no objections and both items were added to the Agenda under New Business. | ||||||||||||||||||||||||||||||
| REPORT FROM COMMISSIONERS: | ||||||||||||||||||||||||||||||
| Commissioner Kee: No Report | ||||||||||||||||||||||||||||||
| Commissioner Harris: reported speaking with Mr. Schauer during his recent site visit and said it was nice to hear Mr. Schauer's view of how the District has changed. Commissioner Harris went on to say he had had nothing but compliments about the new schedules from people in Cannon Beach. Ms. Howe informed the Board that a minor error had been discovered on the new schedule but it had been corrected by stamping each one with the correct information. No Report: | ||||||||||||||||||||||||||||||
| Commissioner Mendenhall: Stated that the only complaint she had heard about the new schedule was that it was too big to fit in a purse. Ms. Howe said staff is working on preparation of a pocket guide for each route that will fit in pocket or purse. | ||||||||||||||||||||||||||||||
| Commissioner Gannaway: Asked if the bus was going to be meeting the incoming train. Ms. Howe stated that the bus is not meeting the train at the station, but will pick up passengers at the Liberty Theater. She said is working with Charles Barker, who is somewhat like the conductor on the train and Mr. Barker told her that people generally want to have time to stretch and eat lunch before they get on a bus to Ft. Clatsop. The Trolley will provide transportation downtown and the bus will pick them up later at the Liberty Theater. Ms. Howe went on to say that day-passes are being sold on the train. The pass costs $5 and is be good on both the Riverfront Trolley and the bus. Ms. Howe said the train gets $.50 from each sale and the Trolley receives $1. The Conductor calls SETD before the train arrives and lets the office know how many tickets he had sold in order to know how many people want to go to Ft. Clatsop that day. Chair Shannon asked if Monday was the first time the train had arrived when a cruise ship was in port. Ms. Howe stated that this had happened before and the only problems SETD had this time was the traffic congestion caused by ODOT's paving project. She went on to say however, that Kathy McMullen from ODOT had sent people out to keep the intersection clear of backed up traffic so the buses could get out onto Marine Drive. Ms. Howe stated the District needs to put together a brochure or flyer that can be put on the train. | ||||||||||||||||||||||||||||||
| Chair Shannon: Reported meeting with Mr. George Fraser last week and said Mr. Fraser's primary concern is whether or not the District is going to purchase the property at the Intermodal Center and Mr. Fraser does not believe the City of Astoria is working on the long term parking issue. Chair Shannon stated that Mr. Fraser seemed cooperative and accepted the idea that he would not have any parking spots, but his tenants could have up to ten parking spots. | ||||||||||||||||||||||||||||||
| MINUTES: | ||||||||||||||||||||||||||||||
| Board Action: Motion by Commissioner Gannaway, second by Commissioner Mendenhall to approve the minutes of the May 20, 2003 meeting as presented. Chair Shannon and Vice-Chair Gannaway, Secretary/Treasurer Harris, and Commissioners Mendenhall and Kee voted yes. Motion passed. | ||||||||||||||||||||||||||||||
| FINANCIAL REPORTS | ||||||||||||||||||||||||||||||
| Secretary/Treasurer Harris inquired about the entries on the report labeled "do not use" and Ms. Howe explained these entries were for audit purposes and represented goods and services purchased in the previous fiscal year but paid for this fiscal year. Secretary/Treasurer Harris also noted that on the mileage reimbursement line the year on the date was incorrect. Chair Shannon inquired about the expenditures for Administration and Ms. Howe said she would have a line-item report prepared and forwarded to the Board. | ||||||||||||||||||||||||||||||
| Board Action: Motion by Secretary Harris, second by Commissioner Mendenhall to accept the Financial Report for May 2003 as corrected. Chair Shannon and Vice-Chair Gannaway, Secretary/Treasurer Harris, and Commissioners Mendenhall and Kee voted yes. Motion passed. | ||||||||||||||||||||||||||||||
| CORRESPONDENCE: None | ||||||||||||||||||||||||||||||
| PUBLIC HEARINGS: | ||||||||||||||||||||||||||||||
| Chair Shannon opened the public hearing on the proposed Sunset Empire Transportation District 2003/2004 Budget at 10:02 am. Fyllis Lobe stated the Dial-A-Ride Advisory Committee was pleased with the funds budgeted for Dial-A-Ride. Ms. Howe noted two changes to the proposed budget. In Budget Summary for Revenue, Ms. Howe pointed out that the District had received notice that the 5311 Grant would be $104,653 instead of $95,148 an increase of $9,505. She also noted that the Debt Service figure when the draft Budget was presented was $177,000, but based on documents from Dain Raucher that figure should be $144,000. Ms. Howe stated that in light of having more money than previously expected, she included a 3% cost of living increase in wages and a slightly higher figure in Contingency. Chair Shannon asked if the Budget would have to go back to the Budget Committee and Ms. Howe assured him that the Board could change the Budget in any way it wanted to as long as the bottom line does not change more than 10%. Chair Shannon asked if there were any other changes and said he thought Capital Outlay for the Intermodal Center might be a little short. Ms. Howe stated the first bid package had already gone out and had come in under the estimate. Chair Shannon closed the public hearing at 10:06 am. | ||||||||||||||||||||||||||||||
| Chair Shannon opened the public hearing on the STF Funds distribution at 10:07 am. Ms. Howe explained that the Dial-A-Ride Committee is made up of users of Dial-A-Ride and Advocates. She said the District had advertised that the DAR Committee would accept applications for a portion of those funds. North Coast Senior Services submitted a letter requesting $3,500 to provide one-on-one transportation services for seniors to go shopping, to appointments and to visit friends. Ms. Howe stated that a person from North Coast Senior Services had attended a DAR Committee meeting to present the application. She said that after the presentation and discussion the Committee had recommended SETD not award North Coast Senior Services any money this year. The Committee agreed that this may be a duplication of services and they felt the program was not established enough yet. Ms. Lobe agreed. Ms. Howe read the minutes of the Dial-Ride Advisory Committee to the Board. Chair Shannon closed the public hearing at 10:23 am. | ||||||||||||||||||||||||||||||
| Chair Shannon suggested the Board accept the recommendation of the DAR Advisor Committee. | ||||||||||||||||||||||||||||||
| Board Action: Motion by Commissioner Kee, second by Vice-Chair Gannaway to approve using all of the STF Funds for FY 2003/2004 to support the Dial-A-Ride program. Chair Shannon, Vice Chair Gannaway, Secretary/Treasurer Harris and Commissioners Kee, and Mendenhall all voted yes. Motion passed. | ||||||||||||||||||||||||||||||
| RESOLUTIONS | ||||||||||||||||||||||||||||||
| Resolution 2003-05: Adopting the SETD 2003/2004 Fiscal Year Budget | ||||||||||||||||||||||||||||||
| Board Action: Motion by Commissioner Kee, second by Commissioner Harris to adopt the resolution. Motion carried. | ||||||||||||||||||||||||||||||
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| Resolution 2003-06: Making Appropriations for the 2003/2004 Fiscal Year Budget | ||||||||||||||||||||||||||||||
| Board Action: Motion by Commissioner Kee, second by Commissioner Harris to adopt the resolution. Motion carried. | ||||||||||||||||||||||||||||||
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| Resolution 2002-07: Levying Ad Valorem Taxes for the 2003/2004 Fiscal Year Budget | ||||||||||||||||||||||||||||||
| Board Action: Motion by Commissioner Harris, second by Commissioner Mendenhall to adopt the resolution. Motion carried. | ||||||||||||||||||||||||||||||
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| OLD BUSINESS: None | ||||||||||||||||||||||||||||||
| NEW BUSINESS | ||||||||||||||||||||||||||||||
| a. | Executive Director Evaluation Chair Shannon passed out a blank evaluation form for each Commissioner to use. He went on to say that last year the forms were turned in to him and he did a summary, but the year before the evaluations had been turned in to Ms. Howe. Copies were then made of each Commissioner's form and sent to the other Commissioners and once all the forms were completed and everyone had copies the Board met to discuss it. Ms. Howe stated it must be on the Agenda to for the evaluation to become part of the Executive Director's personnel file. Vice-Chair Gannaway stated he believed it was Ms. Howe's decision whether or not the discussion was held in Executive Session or open meeting. Secretary/Treasurer Harris stated he just wanted to be sure that the paperwork was completed before the meeting and that everyone had copies of all the forms. Ms. Lobe asked if it was appropriate for the Advisory Committee to submit comment for the evaluation and Chair Shannon responded that the Committee could submit a statement. | |||||||||||||||||||||||||||||
| Ms. Howe explained to the Board that the July meeting would be very busy, as the ADA Plan would be presented for adoption as well as the completed Management by Objectives Document. She stated she would like the Board to see the document before completing her evaluation. She recommended having the form turned in by July 31st and putting the Executive Director Evaluation on the August Agenda. Ms. Howe said staff would get the Goals and Measurements document out to the Commissioners next week. | ||||||||||||||||||||||||||||||
| Board Action: Motion by Vice-Chair Gannaway, second by Secretary/Treasurer Harris that the Commissioners would have the Executive Director Evaluation form filled out and turned in to the SETD office by July 31, 2003 and that the Executive Director Evaluation be placed on the Agenda for the August 2003 Board Meeting. Chair Shannon, Vice Chair Gannaway, Secretary/Treasurer Harris and Commissioners Kee and Mendenhall voted yes. Motion passed. | ||||||||||||||||||||||||||||||
| b. | Election of Board Officers for FY 2003/2004 | |||||||||||||||||||||||||||||
| David Shannon was elected Chair, Bob Gannaway was elected Vice-Chair and Jack Harris was elected Secretary Treasurer. | ||||||||||||||||||||||||||||||
| Board Action: Motion by Vice-Chair Gannaway, second by Commissioner Mendenhall that the District should continue to pay into Social Security for its employees and that Ms. Howe is directed to work through the necessary steps to file the Section 218 document. Chair Shannon, Vice Chair Gannaway, Secretary/Treasurer Harris and Commissioners Mendenhall and Fenske voted yes. Motion passed. | ||||||||||||||||||||||||||||||
| STAFF REPORTS | ||||||||||||||||||||||||||||||
| Ms. Howe reported that construction on the Intermodal Transit Center was due to begin on June 23rd and the issue of filling the parking lot would be before the Historic Landmarks Commission this evening and that she had appropriate paperwork collected to show that the District had complied with all requirements necessary. Ms. Howe said she believed Mr. Fraser might speak at the meeting. Chair Shannon asked why the Historic Landmarks Commission should have a say about the filling of the parking lot. Ms. Howe explained that by filling the hole, the currently exposed basement of the building will be covered and that will change the look of it, therefore the HLC must decide on it before the permit can be obtained. Ms. Howe encouraged the Board Members to attend the meeting. | ||||||||||||||||||||||||||||||
| Ms. Howe also reported that the consultant chosen by the LCBA to develop a marketing plan for the Lewis and Clark Bicentennial Celebration, Selena Barlow, has decided not to take the job. Ms. Howe said she has met with the LCBA and CTAA and they have re-worked the RFP in order to offer it to the next responsive bidder. | ||||||||||||||||||||||||||||||
| There were no further questions or comments. | ||||||||||||||||||||||||||||||
| ADJOURNMENT: Chair Shannon adjourned the meeting at 10:50 am. | ||||||||||||||||||||||||||||||
| Approved: | ||||||||||||||||||||||||||||||
| Secretary/Treasurer | ||||||||||||||||||||||||||||||
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