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
December 22, 2009 10:00 a.m.
	Members Present: Chair Bline, Commissioners Gannaway, Goforth, Fenske, Conner, Mendenhall, Gaebel
	Members Absent: None
	Staff Present:Executive Director Cindy Howe, Sarah Dailey, Roni Shaw, Elisabeth Pietila, Brenda Higgins
	Guests: Dick Powell, Clatsop Community Bank
	Meeting called to order 10:13 a.m.
	Pledge of Allegiance
	Roll Call
COMMENTS FROM THE AUDIENCE
	No comments at this time.
CHANGES TO THE AGENDA :
	Add Item C. to New Business regarding the upcoming Special Districts Association Annual Conference.
APPROVAL OF NOVEMBER 2009
	MINUTES COMMISSIONER GOFORTH MADE A MOTION TO APPROVE THE NOVEMBER 2009 MINUTES. COMMISSIONER MENDENHALL SECONDED. ALL WERE IN FAVOR AND MOTION PASSED.
REPORTS FROM CHAIR AND COMMISSIONERS:
	Commissioner Mendenhall shared a comment from a concerned community member. They were wondering why we had buses pulling into the rear parking lot of the Seaside Cinema, traveling against the direction of parking spaces.
	Roni Shaw replied that she will look into it.
	Commissioner Fenske was especially proud to be associated with SETD upon hearing how successful the Winter Coat Drive was for our very first year.
	Commissioner Goforth shared she helped with the Christmas Food Basket program at the fairgrounds. She was amazed at how many coats were donated.
	Commissioner Gaebel said she is helping with the Head Start parenting program and is excited to learn that SETD will be giving a presentation to the group soon. She requested they bring information in both English and Spanish. She also attended the Festival of Trees Open House in Seaside, and voted for the SETD tree.
	Chair Bline commented that he rode the bus from Seaside to Astoria on a Friday evening at 5:00 p.m. and there were 18 riders, which surprised him.
	Commissioner Conner reported about a friend who wanted to use The Bus to pick up his car at a repair shop. Google Transit gave him directions, but didn't provide the most convenient options, as it sent him up to the top of the hill to the Peter Pan Market, rather than to the Transit Center which is a slightly longer distance but easier as there is no steep hills.
	Director Howe shared that John Layton is still working on some kinks in the program. It's going to take time to work through those kinds of things.
	Sarah Dailey added the gentleman called to discuss this, and also spoke with John Layton about his concerns.
FINANCIALS
	Commissioner Fenske asked why the miscellaneous line item was so high.
	Director Howe responded it is due to the ASE testing fees for the mechanics certification and the Mass Transit overpayment that SETD needs to pay back to the state.
	There was a discussion about whether the payback overpayment for the Mass Transit Assessment should be listed under another line item.
	Commissioner Gaebel also asked if we are required to hold an additional budget meeting because of the amount of tax funds SETD will receive from the Wauna Mill tax appeal, and if we would be putting it into reserves.
	Director Howe explained that we do not have to hold an additional meeting, unless the amount received is greater than 10% of the total budget. The money is not in reserves since we have not received it yet, but the plan is to put it into a Local Government Investment Pool account (LGIP).
	Chair Bline asked if we anticipate receiving additional tax revenue.
	Director Howe said we would continue to receive it in small amounts across the rest of the year.
	COMMISSIONER GOFORTH MADE A MOTION TO APPROVE THE SEPTEMBER FINANCIALS. COMMISSIONER MENDENHALL SECONDED. SIX WERE IN FAVOR; COMMISSIONER GAEBEL OPPOSED. MOTION PASSED.
	[Per a discussion at the March 2008 Board Meeting: Commissioner Gaebel votes no because she states she feels she has no control over what is happening as far as line items. She disagrees with a past motion made by the majority of the board that allows fluctuation outside of the line items up to $5,000. She feels she doesn't know where anything is at any one time. She feels she is abdicating her own responsibility and believes the board has abdicated their responsibility for oversight. She feels staff should not spend above and beyond the line items without first coming to the board. Therefore she states she is voting no to protect herself.]
	COMMISSIONER GOFORTH MADE A MOTION TO APPROVE THE OCTOBER FINANCIALS. COMMISSIONER CONNER SECONDED. SIX WERE IN FAVOR; COMMISSIONER GAEBEL OPPOSED. MOTION PASSED.
	[Per a discussion at the March 2008 Board Meeting: Commissioner Gaebel votes no because she states she feels she has no control over what is happening as far as line items. She disagrees with a past motion made by the majority of the board that allows fluctuation outside of the line items up to $5,000. She feels she doesn't know where anything is at any one time. She feels she is abdicating her own responsibility and believes the board has abdicated their responsibility for oversight. She feels staff should not spend above and beyond the line items without first coming to the board. Therefore she states she is voting no to protect herself.]
	There was a question and discussion about how insurance policies and expenses are doing.
	Director Howe explained the health insurance policy is fine as we have a contract and a locked in rate. The NWRC's providers however, will possibly be asked to increase their policies to match those of the brokerages. This could potentially drive providers away as the costs would be prohibitive. DMAP has made suggestions for the Brokerages to take on the expense, but that would make the brokerages liable, which she does not think out attorneys will approve. Discussions with DMAP and DHS are ongoing. They have also given another contract extension, as the brokerage attorneys are needing additional time to review the new contract.
	COMMISSIONER CONNER MADE A MOTION TO APPROVE TO NOVEMBER FINANCIALS. COMMISSIONER BLINE SECONDED. SIX WERE IN FAVOR; COMMISSIONER GAEBEL OPPOSED. MOTION PASSED.
	[Per a discussion at the March 2008 Board Meeting: Commissioner Gaebel votes no because she states she feels she has no control over what is happening as far as line items. She disagrees with a past motion made by the majority of the board that allows fluctuation outside of the line items up to $5,000. She feels she doesn't know where anything is at any one time. She feels she is abdicating her own responsibility and believes the board has abdicated their responsibility for oversight. She feels staff should not spend above and beyond the line items without first coming to the board. Therefore she states she is voting no to protect herself.]
a.	Moving SETD Bank Accounts to Clatsop Community Bank
	Director Howe shared that SETD is active in supporting the local community, and therefore recommends switching bank accounts because Clatsop Community Bank is locally owned and operated. It also does not have the extra banking fees, which the district currently has at the Bank of Astoria. It is simply the right thing to do.
	Director Howe checked with the Ethics Commission, if a board member owns more than $100,000 in stock from either bank they must declare a conflict and cannot vote. If you own less than $100,000 in stock you must declare it, and are not allowed to be in the discussion but are allowed to vote.
	Commissioner Gaebel owns a small share, less than $100,000 in Clatsop Community Bank.
	Commissioner Goforth declared she owns a small share, less than $100,000 in Bank of Astoria.
	Commissioner Gannaway declared he does own shares in excess of $100,000 in Bank of Astoria.
	COMMISSIONER FENSKE MADE A MOTION TO TRANSFER SETD BANK ACCOUNTS TO THE LOCALLY OWNED CLATSOP COMMUNITY BANK. COMMISSIONER MENDENHALL SECONDED. COMMISSIONERS FENSKE, MENDENHALL, GOFORTH, BLINE AND CONNER VOTED YES. COMMISSIONERS GANNAWAY AND GAEBEL ABSTAINED. MOTION PASSED.
OLD BUSINESS
a.	Providence Seaside Hospital Foundation-St. Nicholas Festival of Trees
	Sarah Dailey said the SETD 'Stars-N-Stripes' tree turned out beautifully. The purchaser donated it to the Seaside American Legion. It sold for $500 which was not the lowest bid of the night, but also not the highest. The overall experience was both positive and negative, due to lack of employee interest and help as well as disorganization on the part of the event coordinators. The majority of staff feel that the event was a worthy cause, but is better matched for other agencies or individuals. On the other hand, the Winter Coat Drive, which was also held around the same date, was a huge success and staff had a great time.
b.	Ride For A Can of Food
	Roni Shaw shared that SETD collected 30 boxes of food in the first half of the month. It was delivered to the Clatsop County Food bank at the fairgrounds for their Christmas Basket Program. The second half of the month will be donated to the Gearhart St. Vincent de Paul food bank and the Warrenton Food Bank.
CORRESPONDENCE
	There are several letters to address. One is from a concerned resident that would like to see the Hanover and Marine bus stop relocation be reconsidered. Director Howe said management staff are still trying to reconsider other options for this stop. One significant change coming up might help take care of the majority of the problem and that is that beginning February 1st riders will be able to catch a bus on the north side of the road every hour as Route 30 will become an hourly service. This will give people the option of not having to walk across the highway to the bus stop.
	The second letter is from a rider in Arch Cape, who would like to see better route connections to Tillamook County. Director Howe shared that she is currently working with 4 other transit agencies to secure a $30,000 planning grant. The match will be in the $1,200 range. These agencies are the same agencies that are applying for the five million dollar Department of Energy Grant proposal which was recently submitted. There are a few things in the works, and any of them will benefit route connections to neighboring transit agencies.
	There was a discussion about the Clatsop Community College Bandit article regarding the construction process and parking issues. It mentions student and faculty use of public transportation, and how it is 'much stigmatized.' Director Howe spoke with Roger Friesen about the statement and he said it was something the editor wrote and he was not sure why SETD's transit service was referred to in that way. The college has explained the real issue lies with convincing staff to ride the bus, as there are many students already utilizing it. They are working on some interesting rider incentives that should help in the next semester.
NEW BUSINESS
a.	Change Monthly SETD Board Meeting time
	There was a discussion about changing the board meeting time to 9:00 a.m. to allow staff a better working schedule on the board meeting day. It was decided to move the meetings to the 4th Thursday of the month at 9:00 a.m.
b.	Free Ride Day-January 28th- In conjunction with Project Homelessness Connect
	Elisabeth Pietila provided an overview of the event's goal, which is to provide a one-stop location for services and resources for homeless community members. There will be a place for haircuts, meals, hygiene products, and more. She and Roni Shaw will be meeting soon to tie up loose ends. Director Howe will write an ad marketing the event in conjunction with Community Action Team.
	Chair Bline shared meeting with the event coordinators to find out what kind of assistance SETD could provide. Their main concern is to have bus transportation available throughout the day, going past the event at the Cavalry Church in Warrenton.
	There was a suggestion and brief suggestion that SETD host its annual fiscal year free ride day that same day to keep things simple. It was agreed to go ahead with that idea.
c.	SDAO Conference 2010, February in Seaside, OR
	Registration is due prior to the next board meeting. Brenda Higgins will email the flier to the board.
OTHER ITEMS :
a.	Operations, Human Resources, and NWRC Reports
	Roni Shaw shared that ridership is up, and we have received many positive written compliments about our service and drivers. We had a great holiday party and gave out some annual awards. We've received two new buses purchased with grant funds. She explained the upcoming changes to the routes; mainly Route 30 will become hourly service, Route 15 will remain in Warrenton but will provide better service near Ft. Stevens and Hammond. We will also be adding Route 202, which will be a three day service, twice a day.
	Director Howe said the information was already released a month ago, as we have grown so much in the last couple years that other agencies need additional time to review proposed schedule changes. We are set to launch revised schedules on February 1st. She also shared that of the 5 agencies that worked together on the Department of Energy Grant proposal, SETD has the largest ridership.
	Elisabeth Pietila shared she recently attended an Easter Seals Travel Training Program in St. Louis which was terrific. She is continuing to work on building the necessary program forms for the Ride PAL program. She has also been attending the monthly Director's meeting to build a better understanding of those organizations and their needs.
	Meeting Adjourned at 11:35 p.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