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
BOARD MEETING MINUTES
May 30, 2008 9:30 a.m.
		Members present: Chair Fenske, Commissioners Gannaway, Goforth, Bline, Conner, Mendenhall
		Members Absent: Gaebel
		Staff Present: Executive Director Howe, Executive Assistant Dailey
		Meeting called to order at 9:30 a.m.
		Pledge of Allegiance
		Roll Call
COMMENTS FROM AUDIENCE:
		There are no comments.
CHANGES TO THE AGENDA:
		Since Commissioner Goforth and Bline were the reviewers of the Executive Director contract, they need to be available for the discussion of the contract renewal. Commissioner Goforth will not be available at the June 24th Board meeting, therefore this discussion is being added to the agenda today under New Business.
APPROVAL OF APRIL 22, 2008 MINUTES:
.		Commissioner Gannaway made a motion to approve the April 22nd minutes as presented. Commissioner Goforth seconded. All were in favor and the motion passed.
REPORTS FROM CHAIR AND COMMISSIONERS:
		Commissioner Gannaway reported that one of the goldsmith's at Gannaway Brother's Jewelers mentioned he is using the Westport Shuttle. He would like to see an early morning pick up time, such as 7 a.m. offered so more commuters could use the service. He said there are quite a few residents in the Knappa/Svenson area that would use the service if there was an earlier route. Gannaway mentioned that the route is still in the trial stage, and he would pass on the suggestion. Also, Commissioner Gannaway's dentist uses The Bus all the time and loves it.
		There was a discussion about having park-n-ride areas in both Knappa/Svenson at the local grocery stores or restaurants. Director Howe will explore the idea further.
		Director Howe shared a story that a local coffee shop customer shared with her. The person's neighbor was complaining about high gas prices, so the local man suggested they try using the bus to get to work because there's a bus stop in front of their home and one block from their work. The neighbor now rides the bus all the time and said they are just about ready to sell their car.
		There was a brief discussion about the rising cost of fuel. Ridership should begin to increase as gas prices get too high. Tri-Met bus system in Portland recently increased their fares from $1.30 to $2.00 to help cover the cost of fuel.
		Commissioner Bline reported on attending the Seaside Downtown Development Association (SDDA) meeting. There is some opposition towards the transit system and any highway project in general. He is going to try to meet with Laurie Oxley to discuss the matter. It has been suggested at the SDDA meeting that a local committee consisting of South County residents be formed to provide additional input. He would like to serve on the committee, and the SETD board agreed he should participate.
		Director Howe explained that some people from the SDDA want the Trolley bus to run a permanent loop route without a charged fare. They would like residents and tourists to be able to ride it whenever they want for no charge. Howe thinks there may be a compromise and is working on some ideas. such as running it on 3-day weekends.
		Commissioner Goforth reported on attending the NWRC Advisory Committee Meeting. She said it was a very productive meeting. She said they had interesting discussions about Transit systems from different areas growing because of rising fuel costs. She said Columbia County Rider is in the process of purchasing 4 more buses because their ridership has increased dramatically and they are trying to keep up with the demand for commuter options. Goforth also attended the Dial-A-Ride Advisory Committee Meeting. She said the most prominent item discussed was use of different mobility devices. Basically anything with wheels that assists a person in getting around is considered a mobility device. Some people have gone as far as using office chairs as a mobility device.
		Director Howe said that has not been an issue with the SETD or the NWRC yet, but the transit agencies are looking to have a standardized definition that will help define what a mobility device is. It is unsafe for clients to be transported in some of the devices, such as an office chair, because it cannot be safely secured during transport.
		Director Howe also mentioned the discussion of Administrative Exam Authorizations that occurred at the NWRC Advisory Committee Meeting. This is a new process of providing authorized Medicaid transportation to potential OHP+ clients who are being evaluated to gain eligibility. The rides are authorized by DMAP and the ride requests are received via fax. The NWRC is working with Carla Delongchamps at the Seniors and People with Disabilities office to streamline the process of receiving the requests, which will make it easier for the Dispatchers to schedule transportation for the client.
		Chair Fenske reported her recent European vacation was very enlightening. She said they are paying 8 Euros per gallon for gas. A Euro is $1.65 in U.S. currency. A lot of citizens walk or ride bicycles, and she didn't see any SUV's in the 12 days she was there.
FINANCIALS:
		Chair Fenske asked if SETD had really spent $20,000 on fuel in April, and do we have enough budgeted for fuel for 2008-09? She also asked if SETD spends the $200 per month budgeted for employee uniforms.
		Director Howe confirmed we did spend that much on fuel, and we have $250,000 budgeted for fuel, whereas this year we allowed $200,000 for fuel. She also said we do not always spend that amount on uniforms every month but budget for times when more may need to be spent. The employees are provided with shirts, jackets and fleece vests with 'The Bus' logo embroidered on them.
		There was a brief discussion about the Profit and Loss Statement. SETD has not received the fort Clatsop shuttle funding yet because it is not included in the STIP. Director Howe is almost finished with it. The funds could come in July or August.
		Chair Fenske asked if NWRC will be receiving a payment from DMAP for the reimbursements owed.
		Director Howe reported she recently received a letter from DMAP requesting NWRC show the billing records in a specific format so that it will match the DMAP format. Our IT person, John, was able to create a computer program to organize the NWRC files to display the information as requested. She is currently in the process of reviewing the information.
		Commissioner Goforth made a motion to accept the Financials for April 2008. Commissioner Conner seconded. All were in favor and the motion passed.
FLEXTRAN RESOLUTION 2008-02:
		Director Howe explained the resolution. The Flextran program allows the district to borrow against our future tax income. The district participates in the program as a way of setting up a safety net. The district has only had to use the money once this year.
		Chair Fenske read the resolution aloud:
		RESOLUTION NO. 2008-02
		A RESOLUTION OF SUNSET EMPIRE TRANSPORTATION DISTRICT CLATOP COUNTY, OREGON AUTHORIZING THE ISSUANCE OF TAX AND REVENUE ANTICIPATION NOTIES SERIES 2008A
		A roll call vote was taken:
		Gannway Yes Mendenhall Yes Conner Yes Bline Yes Goforth Yes Fenske Yes Gaebel Absent
		RESOLUTION 2008-02 was adopted.
OLD BUSINESS:
There is none at this time.
NEW BUSINESS
		The board asked Director Howe to provide an overview of SETD Management/Staff duties. Commissioner Goforth typed up a list of general questions that herself and others have been asking. Director Howe used the company organizational chart as a visual reference in answering the questions and giving the overview:
		In the shop there are 3 mechanics that rotate shifts and duties. Jose is the Lead Mechanic who maintains the files, keeps the shop and grounds clean, as well as doing repairs. There are two Assistant Mechanics that also do repairs. Also, all three mechanics drive the buses occasionally when needed.
		Human Resources is operated by Lori. She maintains the employee files, does payroll, hiring/firing, and maintains the policy manual. She contacts Special Districts whenever she has a question that Director Howe and she cannot answer. She also works with the Risk Management Department at Special Districts Association to make sure we are running the HR department in accordance with the law.
		Accounts Payable is maintained by Brenda. She pays the incoming bills, maintains SETD contracts and helps with keeping the grant monies in order.
		Neal is Manager of the Transit Center. He keeps the transit center desk running smoothly selling tickets and answering questions. He also monitors the parking lots and communicates with buses in transit via radio communications.
		Director Howe is the director of SETD but also manages the Northwest Ride Center (NWRC) and its five employees. At the NWRC, Eric is Office Support and assists with verifying client OMAP appointments, answering phones and helping the dispatchers with day to day duties. There are two Dispatchers, Ken and Christine who schedule OMAP rides for clients to get to their medical appointments. Jason takes care of the Billing department at the NWRC processing invoices from Transportation Providers. John is the Information Technician . He helps create the monthly reports and research data that is needed to progress at the NWRC.
		The Director's Executive Assistant, Sarah, assists with quarterly and yearly reports, tracking grants currently in process, research for current transit projects, and contacting newspapers and outside agencies when needed. She also prepares the monthly SETD Board and NWRC Advisory Board packets and minutes.
		Director Howe explained the breakdown of which salaries are assigned to accounts. Brenda and Lori from Administration have salaries charged to both SETD and the NWRC. Director Howe and Assistant Dailey have salaries charged 100% to the NWRC until July, 2008. At that time, Cindy's salary will still be charged to the NWRC because that is where she spends the majority of her time at that location, but works the equivalent of 150%. Assistant Dailey's salary will be charged to SETD starting in July. An auditor told Director Howe there was no problem with way the salaries were being charged.
		The board had a discussion that they are concerned we are not recording salary charges correctly. They want to make sure they have taken precautionary steps to protect the agency in case an auditor disagrees with the recording method.
		Commissioner Gannaway discussed Director Howe's new salary figure. He feels the NWRC should have it's own manager. He is concerned that paying an additional $10,000 a year to Director Howe's salary for her role as the NWRC Manager is a disincentive to hire a new manager.
		Director Howe said she does not agree and feels it is saving the District money by not having to pay for a separate NWRC Manager a salary of $50,000 per year at minimum. She feels she has done a great job of managing the brokerage and deserves appropriate compensation.
		Commissioner Goforth and Bline aided the discussion in saying they discussed this topic at length in reviewing her contract. The ultimate agreement is that Director Howe is currently operating in her role just fine, and until the need is increased, she can continue in her capacity. Bline does think the situation may need to change sometime during the next 5 years, however that is why there is a clause in the contract that allows the board to address that need when as it arises.
		Chair Fenske said she is just concerned the Howe is taking on too much.
		Director Howe said that is not the case and the agency is operating just fine without extra problems or conflict.
		Commissioner Conner said she has been listening to the discussion and has never heard Director Howe complain about her duties. She takes her job very seriously, and has qualified, competent staff to delegate tasks to. She feels the topic is being exaggerated.
		Commissioner Goforth made a motion to adopt the SETD Executive Director's Contract as presented. Commissioner Mendenhall seconded. All were in favor and motion passed.
		Commissioner Goforth presented a Vote of Confidence to the board to commend Executive Director Howe for all her hard work in developing Sunset Empire Transportation District. A typed summary of her work was passed out for each commissioner to provide a vote and signature on. The document will be added to Director Howe's personnel file.
OTHER ITEMS
		The Operations Report for April was provided for review.
		Meeting Adjourned 11:30
		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