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
September 23, 2008, 9:30 a.m.
	Members Present: Chair Fenske, Commissioners Bline, Gannaway, Goforth
	Members Absent: Conner, Gaebel, Mendenhall
	Staff Present: Executive Director Cindy Howe, Executive Assistant Sarah Dailey, Brenda Higgins, Lori Karl, Roni Shaw
	Meeting called to order at 9:45 a.m.
	Pledge of Allegiance
	Roll Call
COMMENTS FROM AUDIENCE:
	There is no audience present.
CHANGES TO THE AGENDA:
	Under Old Business, item c-CCC Jerome Campus Redevelopment Project was added. Under New Business item e-Banking was added.
APPROVAL OF JULY 2008 MINUTES:
.	Commissioner Goforth made a motion to approve the July Minutes as presented. Commissioner Gannaway seconded. All 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 Bline said he was unable to attend the NWACT meeting, but did give a report on the STIP open house in Warrenton. ODOT is proposing the Astoria Megler Bridge be repainted in two years, and will take about two years to complete. The estimated cost is $55 Million. $25 Million of the cost is for the plastic covering that collects the debris from the sandblasting; the debris cannot go into the river. The cost will be split between Washington and Oregon. There are also some stone safety walls along the coast, south of Clatsop County which is scheduled to be rebuilt. The sections are considered historic and have a higher repair cost when using the original stone. Bline also reported he has been riding the new bus routes, especially the 101 Express. He is very impressed with the 101 Express and has plans to ride Route 20 in the near future. He commented that we had made some recent additional changes.
	Director Howe reported the additional changes were necessary because of feedback received from riders. Staff received the comments while out riding the new routes. One of the major issues that came up was that riders wanted Route 20 to stop at Providence Seaside Hospital when going north and south. Previously the route only included a stop going south. There was enough time in the route to make the change and staff felt it was important to do so.
	Commissioner Goforth reported on attending the Chamber After Hours Party at the Transit Center hosted by The Bus. She said the party went well with about 50 people attending. Everyone had a great time and staff did a great job putting it together. She also wanted to compliment Operations Manager, Roni Shaw on a job well done coordinating shuttle buses on cruise ship days. She said she always manages to keep up in the fast pace and stay on top of things.
	Chair Fenske reported hearing from a Seaside client who also uses the transportation services of the Northwest Ride Center. The client mentioned that the provider assists him in transferring to/from his wheelchair when arriving and leaving his medical appointment. Chair Fenske had a question about whether the Northwest Ride Center providers are authorized to do that. She also reported hearing a couple negative comments from riders about the Warrenton bus route being too long. She is hoping that problem has been resolved in some of the route changes that have been made since then.
	Director Howe said it depends on which NWRC provider is being used. For example Medix Medical Transport is trained and insured to provide that level of service, however, another provider may not be. The NWRC dispatchers keep current on the type of transport needed by each client, and notate it in their file. Regarding the Warrenton route, she explained it has been split into two separate routes, #15 and #12. #15 serves Warrenton and Hammond, and #12 serves West Astoria. Almost all negative comments have been satisfied since making the change.
FINANCIALS:
	The board had a question about two duplicate pages in the August Financials for the Profit and Loss and Budget vs. Actual statements for July. Pages 4 and 7 appear to be duplicates of each other.
	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.
OLD BUSINESS :
	Launch of Revised Routes
	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.
	Director Howe said staff are already started working on an Employer Transportation program, but has set it aside for awhile because the Revised Route Launch needs the majority of staff's attention. The program is designed to offer employers bulk bus pass packages at a discount, which allows them to sell the passes at a discount to their employees or the employer can purchase them to give to employees. Staff has compiled package ideas, and lists of employers in all areas of Clatsop County that can be targeted. SETD will be applying for grant funds from the Job Access Reverse Commute (JARC) program to help start and supplement the new service.
	Chair Gannaway asked if it would be helpful to offer a survey to area employers about what kind of service is needed for the Employer Transportation Program.
	Director Howe responded that it probably wouldn't because there are so many employers, and most of the time paper surveys do not have a great return rate. We prefer to schedule time to meet with them individually to find out what their needs are.
	Commissioner Bline said it is probably better if we are able to go to the employers individually or in small groups and tailor the packages to meet their unique needs.
	Director Howe agreed.
	Director Howe gave an update on the 19th Street bus service in Warrenton and possible transfer station project. There is an idea on the table about having a transfer station, as well as an adjoining child care center on site. The Child Care Center would be operated by someone else. A 50,000 square foot piece of land in that area is being considered a possibility. More information should be available in the spring as things in the surrounding area continue to progress.
	Chair Fenske asked if that site would replace the current transfer station located at Fred Meyer.
	Director Howe said she does not know at this point. We are still in the beginning stages of the project discussion, so it is too early to know. She knows SETD will continue to be a presence in that area, but cannot say at what level at this time.
	Chair Fenske asked if SETD had received news from Warrenton about being included in their Urban Growth Boundary.
	Director Howe said we have not because Warrenton hasn't had any recent progress.
	Clatsop College-Revised Route/Student Pass
	Director Howe reported that SETD is still working with Clatsop Community College Student Services staff to move forward on the $5 student and faculty pass. We have a meeting tentatively scheduled for September 29th to discuss the next move. Assistant Dailey delivered bus schedule holders, bus schedules, and quarterly student passes to the Student Services office last week. The student body identified at least 14 locations where The Bus can have a display. College staff and students are excited about the new hourly service and revised routes, but are excited at the idea of a $5 quarterly pass. Also, the college is trying to plan for alternative transportation when construction on campus begins. Some parking areas will be closed, so there will be little or no parking available. She told CCC that SETD would do their best to help during the transition. The college has identified two alternative park-and-ride lots; one at the CCC Performing Arts Center and at the Red Lion overflow lot along Marine Drive.
	Clatsop College Jerome Campus Redevelopment Project
	Director Howe said the college is asking the SETD Board for a letter supporting a bond levy for the Jerome Campus Redevelopment Project. The college is asking the community for $5 Million dollars in a bond measure to supplement the $27 Million dollar project. She said if the levy doesn't pass, the money will be taken from the College Budget which means a cut to programs and resources. She knows this because she serves on the CCC Budget Committee.
	Commissioner Bline made a motion for the SETD Board to submit a letter of support for the CCC Jerome Campus Redevelopment Bond Measure. Commissioner Goforth seconded. All were in favor and motion passed.
	There was a discussion about whether the letter of support should list the board member's individual names. It was decided to use 'SETD Board' as a collective group name. It was also noted that individuals who may have a different view on the topic can submit their own letter.
	Director Howe said the college will be handing out vehicle signs in lieu of yard signs this time. She will be requesting a stack to hand out at the transit center and you may have one if you would like.
NEW BUSINESS
	Vehicle Impound Policy
	Director Howe said the manager of the Transit Center has drafted a proposed Vehicle Impound Policy for the Transit Center parking lot. It would use wheel boots on cars parked in the lot that are violating the 2 Hour public parking limit, or are in the Employee Reserved area. The fine would be $100 to have the wheel boot removed. An alternate idea she would like the board to explore is putting a courtesy card on the windshield the first time the wheel boot is used. The vehicle owner will still need to visit the Transit Center office to get the device removed, and therefore proving they are aware of the violation. The second offense would require a monetary fine to have the boot removed. The Transit Center manager will log all violations in a book that can be referenced, and receipts will be given when payment is received.
	Commissioner Goforth said maybe the $100 fine is too high. She said the tickets issued by the City of Astoria for violation of the 2 hour parking limit is $5.
	Director Howe said people will not respect it if the fine is that small; they would simply pay it each time and keep parking there. She suggested considering a $50 fine instead.
	Chair Fenske asked under what circumstances would a car be impounded from the parking lot.
	Director Howe said it would be towed if a person didn't pay the fine to have the boot removed.
	Commissioner Goforth asked if our parking lot signs say '2 Hour Limit' and something about being towed.
	Director Howe replied that they do, and the employee area says 'Reserved Parking' and 'You will be towed.'
	Commissioner Gannaway asked if SETD is obligated to provide a certain number of open public parking spaces.
	Director Howe explained that we are mandated by the City of Astoria to provide some public off street parking, as well as off street parking for employees.
	Commissioner Bline asked why the 2 Hour Limit public parking spaces were changed from a 4 Hour limit.
	Director Howe said it was because some local businesses were using the spaces to park their own car off street, and they would leave it there for a half day, move it for a half-hour and then park in the lot again for the remainder of the day. The 2 Hour Limit has taken care of most of those problems. She also suggests adding an additional Reserved Parking sign at the end of the employee parking row.
	Commissioner Bline made a motion to set the Vehicle Impound Policy at 1 courtesy warning and the second offense fined at $50. Commissioner Goforth seconded the motion. All were in favor and the motion passed.
	OTA Conference
	The Oregon Transportation Conference is October 26-28 at the Seaside Civic and Convention Center. All board members are welcome to attend. There are scholarships available to cover registration costs for any board members and staff that would like to go. The proposed agenda is included in the Board packets.
	Brenda Higgins will send out an email to board members letting them know what she needs in order to get them registered.
	It was noted that the regularly scheduled board meeting is on the last day of the OTA Conference.
	There was a discussion about whether the meeting should be rescheduled for a different day, but it was decided the meeting will be held at 1:30 (or whenever the closing luncheon is adjourned) at the Convention Center. Assistant Dailey will talk to the convention center about using a room for the meeting.
	Chair Fenske said she will be out of town during most of the conference.
	Director Howe wanted to note that she will be absent for the October meeting because she will be out of town for her niece's graduation.
	Discuss Changing Financial Institutions
	Director Howe reported this item name is no longer accurate- it should now be 'How to Progress with our Current Financial Institution.' There were a couple incidents involving Bank of Astoria since they merged with Columbia Bank. This includes the payroll transfer system through the bank, the Business Credit Card Account and the newly set up Merchant Card Services (the company that sets up the credit card machine at the Transit Center), which all should have been handled by the bank accordingly. Examples of issues were payroll being duplicated once, the credit card account being checked as if it were Director Howe's personal account and the Merchant Card Services account taking 3 weeks to set up when we were told it would take a couple days. Bank of Astoria met with Director Howe, Brenda Higgins and Lori Karl to discuss these issues and prevent further ones from occurring.
	Commissioner Gannaway suggested we request a current financial statement from the Bank of Astoria, and have our attorney look over it. That way everyone can see the state of the bank's financial health.
	Director Howe said Bank of Astoria also offered to come to a board meeting and give a presentation of what they offer and answer questions.
	There was a brief discussion about when that should happen. It was decided to aim for November, as the board will be in Seaside for their October meeting.
	Director Howe also wanted to note that SETD's Employee Retirement Benefits are through AIG Valic, which has been in the news lately. SETD and its employees have received lots of correspondence from AIG explaining that everyone's retirement accounts are safe and insured.
	Free Ride Day
	Director Howe said SETD would like to offer a Free Ride Day to the community sometime during the next two months. Staff would be stationed around the county with aprons donning The Bus Logo they can hand out schedules and a few tickets. They can assist people with questions and be there to receive feedback. She asked Roni what the total estimated fares would be for a weekday.
	Roni Shaw said it would be somewhere around $700-1000 dollars.
	Several board members commented on how that is a small sum for the publicity it will attract.
	There was a discussion about when to have it. Staff is aiming for November because October schedules are already very busy. The middle of November is a possibility.
	Director Howe said at this time she would simply like the board's permission to have a Free Ride Day.
	Commissioner Goforth made a motion authorizing a Free Ride Day. Commissioner Gannaway seconded. All were in favor and the motion passed.
OTHER ITEMS
	Director Howe would like to make the board aware of the upcoming legal suit that is continuing from an incident involving a driver hitting a pedestrian near the Transit Center. The suit is being handled through the Special Districts Association and SETD's liability coverage takes care of any charges that may be incurred.
	Chair Fenske asked why Special Districts instead of Attorney Snow.
	Director Howe said she does represent SETD on board legal matters; however this is an insurance issue and therefore it goes through our insurance agent, which is Special Districts.
	Operations, Human Resources, and NWRC Reports
	The board commented on the nice, detailed NWRC Reports
	Director Howe said we have our IT person, John Layton to thank for that. He does an excellent job. The board requested that the Operations Report be submitted in a similar format.
	Chair Fenske asked if we had 8 new bus drivers.
	Director Howe reported that we do because when the routes were revised, we needed to add 3 new.
	Roni Shaw explained that we needed to add a shift to Route 10, and two more on Route 101. They needed a pool of full and part time drivers to make the new schedules work. She said of the 8 drivers who were hired, four of them are part-time.
	Meeting Adjourned at 11:50 a.m.
	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