Sunset Empire Transportation District Monthly Commissioners Meeting Minutes Web Page

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
October 25, 2008, 1:30 a.m.
	: Members Present: Chair Fenske, Commissioners Bline, Gaebel, Gannaway, Goforth, Mendenhall

	Members Absent: Commissioner Conner

	Staff Present: Sarah Dailey, Brenda Higgins, Lori Karl, Roni Shaw, Scott Smith

	Staff Absent: Executive Director Cindy Howe


	Meeting called to order at 1:52 p.m.

	Pledge of Allegiance
	Roll Call


COMMENTS FROM AUDIENCE:
	There is no audience present.


CHANGES TO THE AGENDA:
	There were no changes made.


APPROVAL OF SEPTEMBER 2008 MINUTES:
.	Commissioner Bline made a motion to approve the September Minutes as presented. Commissioner Goforth seconded. Commissioner Gaebel abstained due to her absence at the September meeting. The rest were in favor and motion passed.


REPORTS FROM CHAIR AND COMMISSIONERS:
	Commissioner Gannaway reported that his dental hygienist was unhappy about some changes in the new bus schedules and ticket pricing. The unhappiness was due to a misunderstanding. Staff was able to assist her, and she is now very satisfied with all the changes.

	Commissioner Goforth reported on the Northwest Ride Center Advisory Committee meeting. The committee has an ongoing concern regarding the transport of children for some time. Medicaid Brokerages around Oregon held their annual meeting in July and came to the consensus for a minimum age for children to be transported without an escort. The brokerages submitted a letter to DHS recommending the minimum age be 10 years old, loosely based on Oregon Revised Statute 163.545, which establishes "a child under age 10 cannot be left unattended for such a period of time as may likely endanger their health or welfare ". Also, children under that age are required to use a booster seat, and without the help of an escort, would be required to carry and install it themselves. The letter also explained that if no further measures are taken by DHS, children under that age without escorts will not be transported, due to the liability. The rest of the details can be found in copies of the letter included in the board packet.

	Commissioner Gaebel addressed a concern regarding the Advisory Committee. She feels the role of the committee should be reviewed, as they are making decisions on behalf of the district rather than simply making recommendations to the SETD board, such as the decision not to transport children under age 10 who do not have escorts.

	Commissioner Goforth responded that the committee did not feel this was something they needed to address with the board. They have been working on getting a contract with DHS about this issue for two years. The committee did not see this as a special case to bring to the board, as they have been operating the same for two years. If the board feels differently, it is up to them to decide what the committee's role is.

	Chair Fenske feels it is important to sort this issue out. Maybe the NWRC Advisory Committee should become a board instead of a committee. She is glad that some action is being taken to address the child transport issue because it has been a concern for some time. If the committee would like to make decisions on its own, its role must be adjusted to do so.

	Commissioner Gaebel feels this must be sorted out because when talking about liability issues involving the NWRC, ultimately the entire Sunset Empire Transportation District is involved. Even if the NWRC Advisory Committee forwarded a letter to the SETD Board, for them to approve and sign, that would help by including SETD as a whole entity.

	Commissioner Bline responded that if the board takes that step, he wants one change. He wants the agenda outlined with specific time allowances for each item that will be discussed. Otherwise the items can be discussed for indefinite periods of time and he doesn't have time for extra long meetings.

	Commissioner Goforth said the NWRC Advisory Committee spends about three hours in their meetings making sure they are keeping things running smoothly to keep the NWRC a viable agency. She doesn't have the bylaws in front of her at this time, but is sure the committee has the right to draft a letter to DHS without first going to the board.

	Chair Fenske agreed the NWRC Advisory Committee spends a good amount of time discussing important subjects. She does see a concern with the committee making decisions rather than simply advising. She suggested this issue be discussed further at the next board meeting.

	All members agreed; the item will be on the November agenda.

	Commissioner Mendenhall reported on attending a field trip to the pumpkin patch on The Bus with her son's Peace Learning class. She said it was a wonderful trip and the kids all got to pick out a pumpkin to take home.

	Commissioner Gaebel reported on riding the propane-fueled buses at Zion National Park. Certain sections of the park are off limits to public cars, so buses transport visitors to those areas. She said the buses are very quiet when in operation compared to other types such as diesel.

	Chair Fenske reported on the unhappy rider she had met (that had issues with the new Warrenton bus route). The adjustments made since the route's initial revision, resolved her issues and she is content with the service.


FINANCIALS:
	Commissioner Goforth asked if we are still waiting to receive a check from Ft. Clatsop. She sees in our Profit & Loss Statement through July 2008, there is $18,406 is listed.

	Brenda Higgins said that was an accident and it will be corrected next month. The numbers for July/August on page 7 are correct and page 4 of July is incorrect.

	Commissioner Goforth made a motion to approve the financials for July and August. Commissioner Bline seconded. All were in favor and the motion passed.

	Brenda Higgins responded that we are still expecting approximately $35,000. We received the $43,000 in grant funds from them, but there were costs above and beyond that amount, which the park is responsible for. She talked with Betty Reynolds who said the proper department has received necessary information in order to issue SETD a payment. Brenda has not receive anything more as of yet.

	Commissioner Goforth asked if SETD had received payment from the Port of Astoria for the Cash Investment for the Biodiesel Project?

	Brenda Higgins responded that we had quite awhile ago. She thinks that occurred during the last fiscal year.

	Chair Fenske had a question about page 7, Profit & Loss. Is the date range 2007-2009 at the top of the page a typo? She thinks it should be for 2007-2008.

	Brenda Higgins confirmed the date should be 2007-2008.

	Chair Fenske has a concern about being over budget in several areas such as marketing, planning and uniforms along with some other areas. We are only 3 months in and we are over in some areas, or have spent a large portion of the respective areas.

	Brenda Higgins said the area of Employee Recognition will be lower on future statements due to the district pre-purchasing some concert tickets that employees are buying from the district to attend as a group.

	Chair Fenske said she is concerned about several areas, being that we are early into our budget and over in some areas.

	Commissioner Gaebel said maybe we could add an agenda item for next month's meeting to discuss alternatives to standard marketing. Anyone who attended the Small Operators Roundtable discussion at the Oregon Transit Association Conference (OTA) came away with some great ideas about marketing. Columbia County Rider is currently implementing a mandatory fare increase while we are reducing our fares. Columbia County Rider's next step is to do a fare study to receive feedback, and see how their budget is doing.

	Commissioner Goforth asked about the $2,162 listed for overtime. She asked if that was to hire new drivers.

	Roni Shaw said it was not; it was due to the schedule accommodating five cruise ships in a two week period. Since we were still training new drivers at that time, we didn't have enough personnel to cover shifts without drivers working overtime.

	Commissioner Goforth understood and commented that it will be a reimbursed expense.

	There was a discussion about ridership. It was lower in September but is recovering with increased ridership in many areas. Especially on Route 30 to Knappa and Svenson, and in Seaside. Route 30 had 770 riders in the first two weeks of October, up from 330 for the entire month of September. It was noted that any time routes and major changes occur, it takes time for things to recover.

	Chair Fenske noted that our ridership will probably grow significantly when the Clatsop College Agreement is implemented.

	Commissioner Gaebel asked how the ridership to Manzanita was doing.

	Roni Shaw responded that the numbers are still fairly low with maybe 50 rides per month. We run the route at an odd time compared to Tillamook County's times.

	Commissioner Gaebel commented that Tillamook gets the main revenue times. She asked if we could look at trading our route time with one of Tillamook's revenue times.

	Roni Shaw said she did talk with Matt Mumford from Tillamook County Transport at the OTA Conference about the route schedule. They are going to meet again to discuss it further. Tillamook County will be launching revised routes next fall because they are going to include service to Otis, Oregon.

	Commissioner Goforth asked the board what they feel was a good schedule to evaluate the revised routes and fares and offer surveys.

	There was a discussion that new routes do take time to get established, and allowing up to a year would be within reason.

	Scott Smith said he sees ridership numbers everyday, and October is already about 50% higher than September. He reminded everyone this is a very drastic route revision for the district, so everything that is happening is normal.

	Commissioner Bline commented that we need to be very careful with fares. Maybe the .75 cent fare isn't enough, but the $3.00 Express fare totals at $6.00 for a roundtrip, or $5.00 if riders purchase a day pass. Those are reasonable fares, but won't be if we keep increasing them.

	Commissioner Gaebel isn't trying to suggest that is our only option, but wants to see how much we are asking and if can subsidize more.

	Commissioner Goforth suggested we discuss this further by adding it to the agenda for January.

	Sarah Dailey said during the revision process the planning committee did take fares into consideration a great deal. The committee did not want to scare away all the current riders because monthly passes costs were increasing, so they tried to be sensitive by offering a cheaper city route, and a higher Express Route. They did note that the topic would be revisited at a later date after revised routes had been in effect for some time. She also noted that ridership will increase significantly if and when the college agreement takes effect.

	Commissioner Gaebel said she was referring more to routes such as the Westport Shuttle, which has lower ridership.

	Commissioner Bline also mentioned that is a very important connection because we have worked hard to form a partnership with Columbia County Rider. We need to be showing an active interest in connecting Clatsop County to other areas, such as Columbia County, through which riders can get to Longview and Portland.

	Chair Fenske agreed and feels we need to look at ridership numbers before we make any decisions. We also need to research before the next budget cycle process starts.

	There was a discussion about checking the Westport and Tillamook Routes in January and maybe the others in late spring.

	Scott Smith commented that the Westport Route doesn't add very much to the budget anymore, due to the fact that it is built into Route 30, and only goes to Westport Monday, Wednesday and Friday, twice a day.

	Roni Shaw said we raised the Westport Shuttle fare on September 2nd from $3.00 to $4.00.

	Commissioner Gannaway questioned what the large capital expense was for on the financials.

	Brenda Higgins said we purchased a new bus that was thought to be the correct type for a grant SETD received. The type of bus turned out to be ineligible, so we have to pay the expense

	Commissioner Gaebel asked if we had received payment from DHS yet.

	Brenda Higgins said we had not. DHS has responded with another dollar figure which is being discussed. She explained that Director Howe redid the calculations in the method requested by DHS and they have bounced the numbers back and forth several times.

	Commissioner Gaebel requested the board receive an updated report with the most recent numbers at the next meeting.

	Commissioner Goforth made a motion to accept the financials for September as presented. Commissioner Bline seconded. Commissioner Gaebel opposed. Remaining Commissioners were in favor and the motion passed.


OLD BUSINESS :
	College Agreement
	Director Howe said the launch of the revised routes has gone very well overall. There were a few issues along the way, but most of them have been resolved. She said all the staff worked extremely hard and did a wonderful job. We are monitoring the ridership and watching to see if it changes. Next, we are working on streamlining the processes that assist in keeping things running smoothly, such as getting the final maps finished and organized.

	Chair Fenske asked for a review on the topic of Employer Transportation.

	Sarah Dailey reported that the draft Clatsop College/SETD Bus Pass Agreement had been approved by the College Board and President. Also, Jeanyse Snow, SETD's attorney approved it. It was recommended by Jeanyse Snow to have our insurers review it, and that process has not taken place yet.

	Commissioner Gaebel asked if Jeanyse Snow simply approves it to form. She didn't see anything about the bus stop shelters being maintained by either party, which she thought had been agreed to verbally. She also didn't see anything mentioned about how the success or failure of the agreement will be measured.

	Sarah Dailey responded that is correct regarding Jeanyse Snow's review. She asked Commissioner Gaebel if when referring to measurement of success or failure, is she referring to whether the students were riding or not.

	Commissioner Gaebel responded yes. She thought this subject was discussed some months ago when she asked whether the students utilizing school passes would make us lose revenue in other places because they were not purchasing passes or tickets.

	Commissioner Bline commented that there is a clause included in the agreement allowing either party to cancel with 30 days notice, and either party is free to measure any criteria within their program to see whether it's working for them. He doesn't know why this would be an appropriate spot to define criteria when we don't know if it's going to work yet. He asked if she was referring to ridership numbers.

	Commissioner Goforth said that information doesn't need to be in the agreement.

	Sarah Dailey explained that the college is going to pay for all staff and billable students every term, whether they are riding the bus or not. So if a student chooses to drive their own car instead, the college will still be paying each term for that student to have the option to use the bus with their college ID. The college will be making payment to SETD at the end of each quarter, because that is when enrollment numbers are most accurate.

	Commissioner Gaebel also didn't see anything mentioned about allowing SETD specific space on campus to display supplied information about the bus.

	Sarah Dailey explained that they are allowing us space and we have already supplied the college with 16 schedule holders and printed materials.

	Commissioner Goforth said it's all under page 2, item E.

	Chair Fenske said it is listed under item C for distribute marketing materials, etc. She thinks the agreement looks great and the whole thing is very exciting. She knows some of the student government is pretty excited too.

	Commissioner Goforth commented she thinks it's terrific too and we have come a long way having just started this in the past year.

	Sarah Dailey said she has talked with both students and staff who have all been excited and anticipating the agreement. She said it was recommended by our attorney to have our insurance provider review the agreement, which hasn't occurred yet since we just received the agreement from the college.

	Commissioner Gaebel made a motion to accept the CCC/SETD Agreement as presented pending approval from SETD's insurance provider. Commissioner Mendenhall seconded. All were in favor and the motion passed.


NEW BUSINESS

	Free Ride Day
	Sarah Dailey provided the board with new information regarding Free Ride Day. The radio station SETD has its marketing package through will be at the Transit Center for a portion of the afternoon. She brought green and black aprons for Free Ride Day volunteers to wear, and passed them out to board members who wanted to participate. SETD will have buttons to pin on the aprons by the 13th that say "Ask me how to Ride the Bus" with 'The Bus' logo on it. Volunteers will be given packets of info to use with their apron that include things like bus schedules, surveys, and tickets. Another idea being discussed is having a drawing for an annual pass. Volunteers will be stationed at some of the major stops along all of the routes. There is also an effort to get the Astor Street Opry Company Shangheied characters to participate. SETD will also be launching annual food drive program, offering a ride in exchange for a can of food.

	Commissioner Gaebel asked how many SETD employees use the transit system, and what efforts has SETD made to encourage them

	Brenda Higgins said the drivers can only ride when they are not working because the drivers either start or end a shift, so they would not have a ride at one end of their shift.

	Commissioner Gaebel then asked the office staff who were present if they ride the bus.

	Roni Shaw said the bus doesn't run early enough for her area in the mornings before her shift.

	Lori Karl said the bus does go by her house, but it doesn't work for her shift. Her shift could be altered, but she has to take her daughter to school and pick her up, so it wouldn't work.

	Sarah Dailey rides the bus, but not every day. She said the district realizes that riding the bus every day doesn't work for a lot of people, so there is an effort to show the public that even if they park their car for one day a week, and take the bus instead, it can make a difference.

	SETD Board Alternate- NWACT

	Board chair needs to appoint a NWACT board alternate to attend meetings whenever representative Ron Bline cannot attend. The meetings are every other month on the 1st Thursday at 1:00 with rotating meeting locations.

	Commissioner Mendenhall said she gave it up because she had trouble making it to every meeting, but would like to be the alternate.

	Chair Fenske said Commissioner Gaebel also expressed an interest.

	Commissioner Goforth said she think Commissioner Mendenhall would be a great alternate because she may only have to go once a year.

	Commissioner Mendenhall also said she does not work, so that would never be a conflict with the meetings.

	Commissioner Gaebel said she also does not work.

	Commissioner Mendenhall said that is fine; she is not going to argue about it.

	Chair Fenske asked if anyone had a coin she can toss to decide the alternate.

	Commissioner Gaebel said Commissioner Mendenhall can do it. She said Col-Pac is preparing to redo its bylaws and will soon require someone serve from Special Districts, so she will remove her name from consideration for the NWACT alternate.

	Alternate Dates for November & December board meetings

	There was a discussion about rescheduling the November and December board meetings due to holidays in both months. The board felt the 3rd Tuesday in both months would work well.

	Commissioner Gaebel asked Brenda Higgins if those date gave her enough time to prepare the financials.

	Brenda Higgins replied she will try. The only thing she can't guarantee is that the month-end invoicing will not be included because it most likely will not be finished. It was agreed to move the November and December board meetings to the third Tuesday of month.


OTHER ITEMS

	Operations, Human Resources and NWRC Reports
	Chair Fenske asked Lori Karl to explain the 'No more Open Door' comment from the HR Report.

	Lori Karl said all Open Door clients are using the fixed routes now.

	Sarah Dailey also commented that due to some recent changes in the Clatsop Behavioral Health Open Door program, the clients are no longer eligible for rides to Open Door through the NWRC. This is because the program is client-directed instead of CBH staff directing it.

	Chair Fenske also asked about the grocery bag update.

	Lori Karl said Cindy ordered the bags.

	Sarah Dailey said Cindy ordered them through Englund Marine.

	Lori Karl explained that Tami Carlson had some problems with the original supplier, so Cindy took over the ordering process and looked elsewhere.

	Commissioner Gaebel asked if their price was comparable

	Sarah Dailey said the cost was slightly higher through Englund Marine, but significantly lower than other places.

	Chair Fenske said this would also save SETD shipping costs.

	Lori Karl also said we were also able to use our logo that we wanted.

	Chair Fenske asked if they will be available for riders soon.

	Sarah Dailey said she thinks they may be here by November 13th for Free Ride Day.

	Commissioner Gaebel said that would be the time to pass them out.


	Meeting Adjourned at 2:42 PM












	Sarah Dailey Recording Secretary








Approved:







	Rae Goforth
	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