Sunset Empire Transportation District Board of Commissioners Meeting Minutes PO Box 68, Warrenton, OR 97146 Phone (503) 861-0657 Toll Free 866-811-1001 Fax (503) 325-1606 www.ridethebus.org
BOARD MEETING MINUTES
April 28, 2009
	Members Present: Chair Fenske, Commissioners, Bline, Conner, Gaebel, Gannaway, Goforth
	Members Absent: Commissioners Gaebel, Mendenhall
	Staff Present: Executive Director Howe, Sarah Dailey, Brenda Higgins, Roni Shaw, Lori Karl, Tammy Slaughter, Pat Ehrlich
	Guests: None
	Meeting called to order 10:03 AM
	Pledge of Allegiance
	Roll Call
COMMENTS FROM AUDIENCE:
	(Comment time limited to 3 minutes per guest)
	No audience present.
CHANGES TO THE AGENDA:
	Moved Financials to the top of agenda because Brenda Higgins needs to be excused early for class.
	Commissioner Conner asked if SETD has thought about putting hand sanitizer on the buses, to help stop the spread of Swine Flu.
	Director Howe said we will look into it.
FINANCIALS:
	There were no changes or discussion.
	There was discussion about concern regarding a couple of line items that are over budget such as Marketing, Office Supplies and bank charges/fees. It was mentioned SETD is now distributing its own folded bus schedules. Two new industrial capacity folding machines were purchased to keep up with demand. Also, the purchase saved dollars in the Printing line item. It was asked if any payments had been received from Ft. Clatsop.
	Brenda Higgins said we have some unplanned monthly fees that came with the new debit/credit machine at the Transit Center. Also, NWRC's accounts were switched to a sweep account and there were fees associated with that.
	There was discussion about whether SETD had done some bank comparisons to see if there is an institution with lower fees. It was said that we just recently started with Bank of Astoria, and the fees are supposed to even out over time because the amount of interest will increase. Because our automatic payments and payroll are established, it would not be simple to switch banks again. Also, when SETD previously did research, before switching to Bank of Astoria, they discovered there are a limited number of banks offering the extensive services the district needs now. It was also pointed out that Bank of Astoria has been great for the community, encouraging a sense of loyalty. With SETD's current list of projects, there is no staff available to research the issue at the moment, and it's not a necessity.
	Director Howe said Brenda Higgins had began a review process of line item expenses because a few need to be moved to NWRC expenses. Also, at the next board meeting a resolution will be proposed to transfer contingency funds, to cover the salary and benefit expense of adding Route 12 last fall. She reminded the board to pay attention to the overall bottom line percentage on the financials- not the individual line item percentages. SETD is 75% into the year and we are at 84% of the budget, which was anticipated due to the wages and benefits from adding a new route last fall.
	Commissioner Goforth noted that we had received $7,500 from the City of Cannon Beach for payment of the shuttle service. She asked if SETD would be receiving the second payment in the current fiscal year.
	Brenda Higgins confirmed we would be invoicing for the second Cannon Beach payment and have not received payment from Ft. Clatsop.
	Director Howe said she recently had a conversation with one of her park contacts regarding the payments. The park wanted to begin arrangements for park shuttle services next summer. She politely explained that SETD would need a $47,000 payment for last summer's service before proceeding.
	Commissioner Bline commented that the annual operating grant was more than we'd originally budgeted for. He asked if that was a once a year payment.
	Director Howe said it wasn't more than we'd anticipated and confirmed it is a once a year payment.
	COMMISSIONER GOFORTH MADE A MOTION TO ACCEPT THE MARCH 2009 FINANCIALS AS PRESENTED. COMMISSIONER CONNER SECONDED. COMMISSIONER GAEBEL OPPOSED. ALL OTHERS IN FAVOR AND MOTION PASSED.
APPROVAL OF MARCH 2009 MINUTES:
	One small change was made to clarify Commissioner Goforth's report; the Gas Voucher program is part of the NWRC's offered services, not Dial-A-Ride.
	COMMISSIONER BLINE MADE A MOTION TO APPROVE THE MARCH 2009 MINUTES. COMMISSIONER GOFORTH SECONDED. COMMISSIONER GAEBEL ABSTAINED BECAUSE SHE WAS NOT PRESENT AT THE MARCH MEETING. ALL OTHERS WERE IN FAVOR AND MOTION PASSED.
REPORTS FROM CHAIR AND COMMISSIONERS:
	Commissioner Goforth mentioned several good articles she's read recently regarding transportation. She also shared a couples' bus experience the recently had, on a Tuesday afternoon two weeks ago. They are unfamiliar with our specific stops, so they stood by Hamburg Street which is listed on our schedule and almost missed the bus. The bus actually stops further away rather than closer to Hamburg, so this is confusing for new riders. The couple did say they are now walking the two extra blocks and still riding the bus.
	There was a discussion about that particular area having special requirements from ODOT for bus stop sign placement because the street design. SETD submitted a request to ODOT months ago for placement of bus stop signs in that area, but that was before ARRA projects began, and they set aside everything else.
	Commissioner Gannawa asked if the board would be getting the Community Transportation Association of America (CTAA) 'Fast Mail' newsletters regularly.
	It was discussed the letter does not arrive on a particular schedule and does not always have information specific to transit. There is a link in the email newsletter where board members can join CTAA's distribution list.
	Commissioner Bline reported on the APME conference call. ODOT has 90% of the stimulus funded projects planned, and they are located in all areas of the county.
	Chair Fenske reported on attending the Whitewater Institute presentation a couple weeks ago. She said it seemed like a large networking event and one of their main points is interconnecting agencies, getting them to work together along a more horizontal path versus along a vertical hierarchy of power.
	Director Howe said the first Whitewater Institutes were comprised mainly of educators, and that is why there are still a large number of educators involved. The institute hosts a summer, week-long rafting trip funded by grant money. The trip includes team work and network discussions in an outdoor environment. She has been invited, but is undecided whether she will attend.
	Chair Fenske continued her report saying she was pleased to announce Director Howe has recently been appointed to the Clatsop Economic Development Resources (CEDR) Board. The SETD Board should probably select an alternate to attend meetings when Director Howe cannot
	Director Howe suggested the board add that item to the agenda for next month's meeting, since we are still learning about CEDR at this point.
OLD BUSINESS :
a.	SETD Board Policy Manual
	Plans for a new bus shelter transfer facility to replace the one at Fred Meyer are being discussed. (A shelter/bus stop will still remain at Fred Meyer). Clatsop Behavioral Health has plans to build a facility and is willing to partner with SETD to have the transfer shelter at their new site. However, they are unable to finance it their self, and the property owner is in the same position, as is SETD. Facility layouts have been chosen. If no one is willing to invest more funds, the banks will not finance the project which puts everything on hold. The project is not completed enough to be seriously considered for grant funding, which is being given to shovel-ready projects.
	The SETD Board Policy Manual Committee (Commissioners Bline, Gannaway, Mendenhall) met several times and have finished making revisions to the manual. Sarah Dailey will begin typing the draft after the current grant and budget processes are finalized. Most likely the new draft will be available sometime after the new fiscal year begins, but that is not critical. The SETD Board can use the current manual until the new one is finished.
	Director Howe said in 2002 there was a Resolution passed concerning the Roberts Rules of Order that the Policy Committee asked the board rescind. One of the commissioners at that time felt it was necessary to change the policy so that motions do not have to be seconded.
	It was also mentioned that Seaside's updated Transportation Systems Plan is due to come out in May.
	Commissioner Gaebel mentioned that some time ago she made a motion to do away with that, and the board had unanimously agreed.
	Director Howe said that regardless, the Resolution was never actually rescinded. Now the committee is asking the board to re-formalize and rescind the resolution.
	Commissioner Bline added the committee came to the conclusion that the Roberts Rules of Order are sometime too formal for a small group such as SETD.
	There was discussion about whether it would be better to wait to rescind until the policy manual is updated. It was decided that it would not because rescinding the resolution will simply help remove it. The policy manual will allow the SETD board to conduct the monthly meetings however they'd like, within the policy limits.
	COMMISSIONER GAEBEL MADE A MOTION TO RESCIND RESOLUTION 2002-05. COMMISSIONER GOFORTH SECONDED.
	Chair Fenske Yes Commissioner Bline Yes Commissioner Conner Yes Commissioner Gaebel Yes Commissioner Gannaway Yes Commissioner Goforth Yes Commissioner Mendenhall Absent
	Motion passed.
b.	Tote Bags- Update
	After trying to order bags from approximately four different companies, SETD's reusable tote bags will soon be finished. They are being made by a company called Simply Green Solutions in California. The approximate cost was $1.90 per bag for an expedited order. For standard processing, the bags will cost around $1.25 each.
NEW BUSINESS
a.	ARRA Bid Awards
	Director Howe reviewed the bid summary included in the packets for the ARRA facility projects. The funds allow for many improvements to the Astoria and Warrenton facilities including adding additional office and meeting space in Warrenton, updating flooring and indoor paint, fencing, paving, installing a bus washing area in the parking lot, outdoor security cameras, adding a NWRC employee restroom in Astoria, and finishing the upstairs of the Astoria office. Agencies awarded ARRA funds are required to submit reports of the projects status regularly along with before and after photos.
	Commissioner Gaebel asked who 'Frank's' is on the list of bids, and what percentage of the ARRA funds is left for permits and fees.
	Director Howe said 'Frank's' is 'Frank's Floorcovering' and there is about $12,000 or 10% left for permits and fees. Also, extra money was already included in the bids to allow for some of the permits and fees.
	Commissioner Goforth asked if Administrative costs can be included in the projects expense.
	Director Howe said she didn't think so, but she will look into it.
	Commissioner Gaebel asked if we had already budgeted for some of the same improvements in the past, such as security cameras and paving.
	Director Howe said the past cameras were for inside the buses and Transit Center, and the paving was only for the front half of the Operations parking lot. The new cameras are for the outside of the Warrenton facility, and the paving completes the remaining gravel area at Warrenton. The district expects to have the ARRA funds spent in the next 60 days.
	COMMISSIONER GOFORTH MADE A MOTION TO GO FORWARD WITH THE PROPOSED FACILITIES UPDATES USING SETD'S AWARDED ARRA FUNDS. COMMISSIONER CONNER SECONDED. ALL WERE IN FAVOR AND THE MOTION PASSED.
b.	Designating the Director as the Budget Officer
	COMMISSIONER GANNAWAY MADE A MOTION TO APPOINT DIRECTOR HOWE AS BUDGET OFFICER. COMMISSIONER GOFORTH SECONDED. ALL WERE IN FAVOR AND THE MOTION PASSED.
OTHER ITEMS
	Chair Fenske had a question about the drivers meeting and the cruise ships; she asked if Sundial Travel is basically renting our drivers and equipment.
	Director Howe explained that on cruise ship days SETD operates regular fixed routes, except they add in a stop at the Port of Astoria and the Astor Column. The extra service is billed to the cruise ships through Sundial Travel. Even though there are extra stops, anyone who wants to can use the service.
	There was discussion about the proposed route changes. They will be posted on the buses, website and at the Transit Center starting in May. Routes including the changes will begin June 1st, 2009. The changes will assist riders in making better time connections when transferring from one route to another to make the system more efficient.
	Commissioner Gannaway asked if there would be additional changes happening after the June 1st revision.
	Director Howe said there would not; SETD only changes the routes twice a year and June 1st is one of those times. The next time will likely be in September.
	Chair Fenske asked if we ran a bus directly to Ft. Clatsop.
	Sarah Dailey was asked in advance by Director Howe to have the SETD Board weigh in on the issue. In the future SETD may be asked to state their position on the issue.
	Director Howe said we do in the summer.
	Chair Fenske asked how that would affect the new route changes.
	Roni Shaw said it won't because the shuttle to the park is completely separate.
	Commissioner Gaebel asked if the park shuttle would coordinate with the regular fixed routes.
	Director Howe said they just recently learned the park wants to have summer service. If it happens, SETD will print a separate schedule; it will not be identified as a fixed route because it's a seasonal service.
	Roni Shaw said there are arrangements for fixed route and shuttle riders to transfer back and forth on several routes at common stops such as Fred Meyer.
	Director Howe said they are current discussions with the park about where they'd like the shuttle to go. One of the service areas being researched is inside Ft. Stevens.
	Chair Fenske asked about the increased ridership in Cannon Beach, shown on the Operations Report.
	Roni Shaw said there were a couple events in Cannon Beach last month that made the ridership increase, including the Pub Crawl and an Earth Day celebration.
	Commissioner Bline said he enjoys the great reports produced by John Layton.
	Director Howe reminded the board of the upcoming Budget Committee Meeting on Friday, May 22nd at 10:00 a.m.
	Director Howe also shared about her meeting with Chris Bautista and Mary Blake. Mary Blake has a lot of other things going on at the moment that take precedence. However, she is still researching where the best location for a combination transit transfer station, food bank and child care center would be. Director Howe told her the project would probably stand a better chance of getting funding if it's for a combination food bank, parks and recreation and transfer station along with a child care center. Director Howe shared SETD is supportive of a combination site once Mary Blake has committed partners, including financial commitments.
	Commissioner Goforth asked about the original project site that had been considered for the transfer station; she said the report Chris Bautista gave last month said the site was no longer being considered.
	Director Howe said it has some issues, but is not completely out of consideration. The project is very conceptual at this point.
	Commissioner Goforth asked if SETD is still paying him.
	Director Howe said no.
	Director Howe shared that we are hosting a Regional Transit Meeting Friday May, 8th. Transit Providers from down the coast in Tillamook, Lincoln and Benton counties as well as Portland, Longview, and Pacific County have been invited to attend. We will be discussing regional transit issues and the concept of a regional bus pass, so riders can travel across multiple counties seamlessly. The upcoming TIGGER grant will also be a topic, as several transit agencies are considering submitting an application as a group. One of the issues SETD has recently faced is Clatsop County residents buying a monthly pass from Tillamook County and using it in Clatsop County (because both Tillamook and SETD honor each other's passes within their county). They were doing this because Tillamook's passes cost less. It became an issue when the number of people doing this rose to seven. If awarded, TIGGER will fund hybrid bus purchases for transit agencies. Several SETD staff are also going to the American Public Transportation Association conference in Seattle, where they will get to see one of the potential hybrid buses. There is also discussion of another opportunity to help pay for small hybrid vehicles, conversion kits and charging stations through a Department of Energy (DOE) grant. DOE is still working on it and SETD has submitted interest for possible projects in 2011.
	Director Howe also shared about SETD's visit to the capital in Salem on National Transit Day. Everyone had a wonderful time, and even got 40 minutes with the Governor. Senator Betsy Johnson and Representative Debbie Boone were wonderful.
	Sarah Dailey reminded everyone about the Recycle Event happening Thursday, May 21st at the Transit Station. This is a collaborative event with Western Oregon Waste (WOW) and Astoria's 3R Committee. There will be two presentations by Darol Funk of WOW, about what can and can't be recycled. There will also be a Relay For Life Fundraiser going on at the event.
	Director Howe invited all board members and their family to join SETD's Relay For Life team. Sign ups are available to walk or you can simply help raise donations, attend the party at the Relay and cheer on participants. The event is July 11th-12th.
	Lori Karl said Eric Barton and Sarah Dailey came up with several great fundraiser ideas for Relay. Some of the fundraisers are internal only.
	Sarah Dailey explained the Sly Silver fundraiser happening internally. There is a jar at the Warrenton office and one at the Astoria office. Employees add pennies to the jar located at their 'home' office and add silver and dollars to the jar at the 'other' office. Pennies are positive while silver and dollars are negative. The winner is the location with the least amount of silver and dollars and the most pennies.
	Pat Ehrlich gave an update on plans to install a bus stop sign and bus shelter at Providence Seaside Hospital. The hospital has met with him and chosen a site that would function well. Some excavating is needed and the hospital has agreed to take on that expense and responsibility.
	Director Howe said SETD is going to try to include some money in the budget for bus shelters, so we don't have to go through the trouble of the FTA requirements. She said one of the questions Seaside's Transportation Plan group has recently asked was could SETD install a shelter at every bus stop and she explained that was not possible.
	Meeting Adjourned at 11:30 a.m.
	Sarah Dailey Recording Secretary
Approved:
	Commissioner 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