Sunset Empire Transportation District Monthly Commissioners Meeting Minutes Web Page

Sunset Empire Transportation District
Board of Commissioners Meeting Minutes
Astoria Transit Center
900 Marine Dr. Astoria, Oregon
June 15, 2004

CALL TO ORDER; PLEDGE OF ALLEGIANCE TO THE FLAG

Chair Shannon called the meeting to order 9:30 am.

ROLL CALL :

Commissioners Present:

Bob Gannaway
David Shannon
Marcia Fenske
Charlotte Mendenhall
Victor Kee
Rae Goforth
Jack Harris

COMMENTS FROM THE AUDIENCE:

Pat Burness, Women's Resource Center introduced herself to the board. She said she was there just to observe and to hear the board's discussion on the use of volunteers.

CHANGES TO THE AGENDA:

Added under staff report: Charter Complaint; Peter Schauer and a report on Fort Clatsop shuttle service.

APPROVAL OF MAY 18, 2004 MINUTES::

Board Action: Motion by Commissioner Gannaway, seconded by Commissioner Goforth to accept the minutes of May 18, 2004. Chair Shannon, Vice-Chair Gannaway, Commissioner Fenske, Kee, and Goforth voted yes. Motion passed.

REPORT FROM CHAIR AND COMMISSIONERS:

Secretary/Treasurer Harris: Apologized for not making the ribbon cutting. In Arizona with the in-laws.

Commissioner Kee: Thought that the ribbon cutting ceremony was very well done. Had an opportunity to sit in a couple of bus shelters and speak with some of the riders. Said that he spoke with someone that thought $4 was high for a roundtrip to Seaside. Commissioner Gannaway said that he was used to Washington State prices, which are subsidized. There was a discussion about the high cost of parking fees in Portland. Asked that in the future for any public events, the board is given name tags so that people know who they are.

Commissioner Fenske: Ribbon cutting was very nice and very well done. Commented that she had been placed on the northwest ride center advisory in error, it should be Commissioner Mendenhall. It has now been corrected.

Chair Shannon: Stated that next month the board would be voting in new officers and his recommended choices are Commissioner Harris for Chair, Commissioner Gannaway for Vice-Chair and Commissioner Goforth as Secretary-Treasurer.

Chair Shannon commented on a letter he received from Peter Schauer and the scope of what he was suppose to produce during his last visit. Chair Shannon will have a report available with Ms. Howe's response hopefully for the June meeting. The other question was an issue regarding his fees.

Vice-Chair Gannaway: None

Commissioner Goforth: Stated that she had consented to be considered for the secretary-treasurer position for next year as requested by Chair Shannon.

Commissioner Mendenhall: Reported that she had attended the most recent Northwest Area Commission on Transportation meeting and talked about the removal of a tunnel on Highway 26. She said that they asked that Ms. Howe be placed on the agenda to come and speak sometime about the availability of transportation for seniors since doctors are beginning to use the law that allows them to take driving privileges away from seniors. Commissioner Fenske said that doctors have always been able to do that, they are just now using it more. Commissioner Goforth said that the 55 and over class is very good.

FINANCIAL REPORTS:

Commissioner Harris said that he had the same question he does every month about OMAP reimbursements. Ms. Howe stated that we are slowly catching up with the expenses. The ride price has been raised to $100 per ride. She explained that the contract with OMAP says that if there is a deficit, it is fixed by raising the rate. Commissioner Harris said that it really shows where we are at this time of the year, because it is the end of the fiscal year.

Board Action: Motion by Commissioner Harris, second by Commissioner Goforth to approve the financial report as submitted. Chair Shannon, Vice-Chair Gannaway, Commissioner Fenske, Commissioner Mendenhall and Commissioner Kee voted yes. Motion passed.

CORRESPONDENCE: None

PUBLIC HEARINGS:

FY 2004-05 Budget

Chair Shannon opened the public hearing at 9:25 am. Hearing no comments, the public hearing was closed.

Ms. Howe reported that one change was made to the budget since the budget committee met. The district did not get the grant for bus washing equipment, so it was removed.

RESOLUTIONS:

Resolution 2004-06: A resolution adopting the SETD budget

Chair Shannon read the resolution.

Board Action: Motion by Commissioner Kee, seconded by Commissioner Goforth to adopt the resolution 2004-06.

ROLL CALL VOTE

	YEA	NAY	ABSENT
Commissioner Gannaway	X
Commissioner Harris	X
Commissioner Mendenhall	X
Commissioner Kee	X
Commissioner Goforth	X
Commissioner Fenske	X
Chair Shannon	X

Resolution 2004-07: A resolution making appropriations for the SETD budget

Chair Shannon read the resolution

Board Action: Motion by Commissioner Kee, seconded by Commissioner Goforth to adopt the resolution 2004-07.

ROLL CALL VOTE

	YEA	NAY	ABSENT
Commissioner Gannaway	X
Commissioner Harris	X
Commissioner Mendenhall	X
Commissioner Kee	X
Commissioner Goforth	X
Commissioner Fenske	X
Chair Shannon	X

Resolution 2004-08: A resolution Levying Ad Volorem Taxes for the SETD budget

Chair Shannon read the resolution.

Board Action: Motion by Commissioner Goforth, seconded by Commissioner Kee to adopt the resolution 2004-08.

ROLL CALL VOTE

	YEA	NAY	ABSENT
Commissioner Gannaway	X
Commissioner Harris	X
Commissioner Mendenhall	X
Commissioner Kee	X
Commissioner Goforth	X
Commissioner Fenske	X
Chair Shannon	X

Resolution 2004-09: A resolution Authorizing transfer of appropriations within funds.

Chair Shannon read the resolution. Ms. Howe explained that this transfer is from contingencies and would allow for balancing of the funds for the current fiscal year.

Board Action: Motion by Commissioner Goforth, seconded by Commissioner Harris to adopt the resolution 2004-09.

ROLL CALL VOTE

	YEA	NAY	ABSENT
Commissioner Gannaway	X
Commissioner Harris	X
Commissioner Mendenhall	X
Commissioner Kee	X
Commissioner Goforth	X
Commissioner Fenske	X
Chair Shannon	X

Resolution 2004-10: A resolution Accepting Unanticipated Revenues

Chair Shannon read the resolution. Ms. Howe explained that these were funds that were received but not anticipated in this fiscal year.

ROLL CALL VOTE

	YEA	NAY	ABSENT
Commissioner Gannaway	X
Commissioner Harris	X
Commissioner Mendenhall	X
Commissioner Kee	X
Commissioner Goforth	X
Commissioner Fenske	X
Chair Shannon	X

Vote unanimous motion passed.

OLD BUSINESS:

Discussion of Year End Successes and Year End Report

The Executive Director and Board discussed the tremendous efforts that had been made towards the capital construction this year and the fact that operations continued to increase even with the extra work. Ms. Howe said that everything has increased over the past two years and that morale has increased for staff. Commissioner Goforth commented that Ms. Howe has done an outstanding job and everyone commented on that at the dedication. Commissioner Goforth commented that Chair Shannon and Commissioner Gannaway have also done an excellent job as officers this year. Ms. Howe thanked her for the compliment and commended the board, as volunteers, on their hard work this year. Chair Shannon stated that what was the real challenge was the ability to complete the work without cost over-runs. He stated that it will take time to see how successful we have been with the transit facility as a public space. Vice Chair Gannaway stated that this was a remarkable year and that this work started in 1998 and look where we've come to now.

NEW BUSINESS

Executive Director Evaluation

Chair Shannon explained that although the board authorized signing an employment contract for four more years with Ms. Howe, it was time for the annual evaluation of her performance. He stated that the board had the option of submitting all the evaluations to him and he would summarize them for the next meeting or that all the evaluations could go out for board review. Commissioner Harris stated that he liked to read everyone's comments. The board agreed that the evaluations should go to Chair Shannon for review and summary and that the summary and copies of all evaluations will be distributed to all board members for acceptance at the next meeting.

Adoption of the MEAD for 2004-05

This item was held for a future meeting.

Dispatching Volunteers through the NWRC

Ms. Howe explained the concerns the she and the board attorney have over the fact that currently there is no formal agreement with the Department of Human Services (DHS) relating to dispatching of volunteer drivers. Ms. Howe recommended the board notify DHS of their intent to discontinue dispatching rides to volunteers until such time that a formal agreement has been approved and signed by DHS and SETD indemnifying and holding harmless SETD. Commissioner Fenske asked that if a ride is dispatched to dial-a-ride, are we responsible? Ms. Howe stated yes, just as Medix is responsible for their rides. Currently, there is no one taking responsibility for the volunteers, which leaves SETD open to a lawsuit. Commissioner Harris asked if eliminating the volunteers will cause a problem for the clients. Ms. Howe said no, the rides would be dispatched to another provider. Ms. Howe said that the ride center manager is currently working with other non-profit agencies to take over the volunteer program, which will help to alleviate this problem of oversight of the volunteers.

Board Action: Motion by Commissioner Harris, seconded by Commissioner Gannaway to authorize staff to send a letter to DHS notifying them of the District's intent to cease dispatching to volunteers until such time an agreement is in place. Chair Shannon, Vice-Chair Gannaway, Secretary/Treasurer Harris, Commissioners Mendenhall, Fenske, Kee and Goforth voted yes. Motion passed.

Commissioner Kee questioned what will happen in the meantime? Are we at risk if a ride is dispatched for tomorrow? Ms. Howe said that she could check

Commissioner Gannaway withdrew his second and asked for a reconsideration of the vote. Vote was rescinded.

Upon further discussion, Commissioner Harris moved and Commissioner Gannaway seconded to cease dispatching of volunteer rides immediately and to send a letter to DHS notifying them of the District's intent to cease all volunteer dispatching until an approved agreement is in place holding the District harmless. Chair Shannon, Vice-Chair Gannaway, Secretary/Treasurer Harris, Commissioners Mendenhall, Fenske, Kee and Goforth voted yes. Motion passed.

Ms. Howe reported that she had contacted the NWRC and they are able to move all volunteer rides immediately, so as of June 16th, no volunteer rides will be dispatched.

OTHER ITEMS

Peter Schauer Report

Chair Shannon explained that the Peter Schauer report noted several areas for improvement and suggestions for actions to accomplish them. Commissioner Goforth stated that the only two questions she had was that staff was not aware who is in charge when the Director is not available. Ms. Howe explained that this was a single isolated incident and that a policy has been adopted that whatever manager is on site is in charge. The second item was the one time use of the district credit card for a personal purchase that was paid for immediately by a staff person. Ms. Howe explained that this was not an issue of non-payment, it was a one-time incident and the credit cards are now in the hands of the accounting staff person. Vice-Chair Gannaway stated his only comment was that a fireproof file cabinet still needed to be purchased. Ms. Howe replied that this item is included in the new budget. Chair Shannon commented that he would like to see a capital-purchasing program. Ms. Howe agreed, stating that staff needs to establish a program for replacement. In addition, she said that the auditors have asked for a complete inventory of all District owned property. Ms. Howe said that the newly hired information specialist will be working on this in the next month, along with providing computer assistance.

Commissioner Fenske asked about the suggestion for rider forums and customer surveys. Ms. Howe said that we do have comment cards on the buses and have completed rider surveys for the past two years. Commissioner Fenske felt that there is adequate information gathering without having to go to the expense of having rider forums.

Vice-Chair Gannaway asked if the board wanted to go through the whole list of goal statements and corrective actions item by item. The board agreed that this was not necessary. Ms. Howe said that Mr. Schauer did provide 16 goal statements that go along with MEAD document and it would be simple to provide a written report of where staff is on each of those statements but that she needed direction on how to answer the corrective actions that Mr. Schauer submitted.

Vice-Chair Gannaway stated that he is not sure that the MEAD document is a flawless document like it is being led to believe, that it should be used as a guideline. Chair Shannon agreed, stating that it is learning tool and should be used as such. Commissioner Fenske stated that some of the comments look more like job security to make sure the board feels they are getting their money's worth. Commissioner Goforth agreed and said we are using too much paper and would like to see us cut down.

The board agreed that a written report on the status of the 16 goal statements be provided at the next meeting.

Cowlitz Coach Complaint

Ms. Howe explained that a complaint was filed by Mr. Mark Obtinario, Cowlitz Coach, that SETD and the Astoria School District have been providing charter services illegally. The ODOT Motor Carrier Division and the ODOT Public Transit Division are in the process of investigating this complaint. She reported that no finding has been made on this complaint, although Mr. Obtinario has reported to the newspaper that they have found in favor of his complaint. Ms. Howe reported that this is not true, ODOT has not completed their report and therefore no final decision has been made. She stated that she would keep the board apprised of the progress of this complaint and that she is confident that a no finding will be issued. Commissioner Goforth related that this complaint has affected her elderhostel tours because she had to show that the tours are sponsored by the college in order to use the school buses.

Note: Since the June 15 board meeting, ODOT public transit/motor carrier division and FTA have all issued no findings on all charges by Mr. Obtinario. In addition, State Representative Betsy Johnson and Senator Joan Dukes have joined up to sponsor legislation to assist rural transit systems in the State with this problem, since it stemmed mainly from the FTA laws and Oregon Motor Carrier laws being in conflict with each other. Ms. Howe has been asked to assist with testifying on the legislation at the next legislative session.

Fort Clatsop Service

Ms. Howe reported that the new service started with a few minor glitches. She said the most important thing was that although there were a few problems, no one riding the buses knew there were any problems and thought everything was great. She said the one thing they were not prepared for was the number of phone calls that have been generated by the new service. She said that all three lines have been busy every day and everyone has had to pitch in and help out with the phones.

There being no further business, the meeting was adjourned.

Respectfully submitted,

Cindy L. Howe
Executive Director