REGULAR MEETING
BOARD OF DIRECTORS
GREATER HARTFORD TRANSIT DISTRICT
Hartford Connecticut
December 9, 2010
Stephen F. Mitchell, Chairman
Presiding...........................
At 7:06 p.m., a quorum determined to be present; Mr. Mitchell called the Regular Meeting of the Board of Directors of the Greater Hartford Transit District (the "District") to order in the District's Multipurpose Room at the Union Station Transportation Center (the "Center"), One Union Place, Hartford, Connecticut. The following Directors were present: Joan Gamble, Bloomfield; Marilyn Pet and Peter J. Bonzani; East Hartford, Stephen F. Mitchell and Kevin Mooney, Enfield; Russell G. St. John, Granby; Christopher Bowen, Hartford; James R. McCavanagh and Paul McNamara (arrived at 7:25 pm) Manchester; William G. Hall and Kevin Chick, Newington; Ferguson R. Jansen, Jr., Simsbury; Mary A. Oliver, Vernon; David Giordano and Richard F. Messenger, West Hartford; Brendan T. Flynn and Martin Walsh, Wethersfield; and Ricardo Quintero, Windsor. District staff present were Vicki L. Shotland, Executive Director; Kimberly A. Dunham, Director of Fiscal and Administrative Services; DJ Gonzalez, Operations Administrator; and Sandra Sheehan, Director of Grants and Contract Administration. Also present was Bradshaw Smith, a resident of the Town of Windsor.
Mr. Mitchell then asked if there were any members of the public who wished to be heard. There were none.
Mr. Mitchell then asked for consideration of the Minutes of the Regular Meeting of November 4, 2010. Mr. Flynn moved adoption of those Minutes. Upon seconding by Ms. Oliver, the motion passed by a vote of 30.03 yea, 0.00 nay and 5.71 abstention (Gamble, Jansen, Walsh).
The Chairman of the Audit Committee, Brendan T. Flynn, relayed that the committee had met with Mr. Risteen in November to review the fiscal year end financial reports. Mr. Flynn stated that the audit and report distribution schedule had been accelerated this year and that the District remains on a sound financial path, particularly in these
challenging times. The committee was pleased with comments received regarding financial management practices and staff expertise. He introduced Mr. Reed Risteen of Blum, Shapiro and Company who then provided a high level overview of the District’s financial reports. Mr. Risteen indicated that this year’s goals included: finalizing the audit earlier, adding a November meeting to allow board approval of final budget revisions, resolution of the fleet inventory internal control weakness issue and ensuring single audit compliance. The Single Audit Reports indicate that the District has complied with all State and Federal grant requirements. The prior year fleet inventory control weakness has been cured and Blum Shapiro and Company has issued an unqualified (clean) opinion on the audit. Highlights include excess General Fund revenue of $263,000 for the year and increased grant funding.
The Chairman asked if there were any questions related to the presentation. Ms. Oliver moved acceptance of the FY2010 financial reports as presented, which was seconded by Mr. Flynn, and accepted unanimously by a vote of 38.53 yea, 0.00 nay, and 0.00 abstention.
Mr. Mitchell then requested presentation of the monthly financial report. Ms. Dunham relayed that the Hartford Dial-A-Ride contract has been approved by the City Council; however the District is working closely with the City to resolve contract language issues. The City has also not paid for services since July 1st which will total nearly $300,000 after the November billing has been completed. Two towns have not paid the balance of their member dues and board members will be asked to intervene to resolve open balances. CTDOT will soon be purchasing the remaining Collins and Kelley buses and those local match funds will be treated as a pass-through in the agency’s books.
Ms. Dunham reviewed several parking revenue analysis reports representing the past four years. Event parking has increased significantly and FY2011 year to date revenues exceed prior year period totals by 21%. Finally, a review of available grant funding was presented indicating $14.4 million in available FTA funding and a total of available grant funds in the amount of $17.5 million. The report included both 5307 funds as well as 5309 (earmarked) funds for the Downtown Circulator and the Enfield, Mansfield and Vernon Intermodal Centers. Ms. Shotland discussed the federal versus state/agency fiscal year and the process of pre-award ability and split letter execution. Mr. Mooney inquired if the agency would consider Hartford DAR service suspension for non- payment and Ms. Shotland responded that full payment is expected upon resolution of contract matters.
The Chairman asked if there were any further comments regarding the financial report. As there were none, Ms. Gamble motioned acceptance of the report, which was seconded by Mr. Messenger and voted unanimously by a vote of 38.53 yea, 0.00 nay and 0.00 abstention.
Mr. Mitchell then asked for Program Presentations. Mr. Gonzalez relayed that seventeen new paratransit vehicles are expected to be delivered within the next week. The No-Show Policy has been implemented and 262 clients exceeded 10% of their rides as no-shows. A new upgrade to the current phone software will be installed at the Wawarme operations facility that will monitor key performance indicators. The new contract with First Transit includes Performance Standard penalties which have resulted in $7300 and $6100 in penalties assessed during October and November, respectively. Mr. Mitchell inquired if there are also incentives to encourage service performance improvement. Mr. Gonzalez indicated that there are not. Mr. Bowen asked for elaboration on the definition of “no-show” which was provided by Mr. Gonzalez.
Ms. Shotland requested that members sign and return the Disclosure Statements included in the meeting packet. She also discussed the Federal FY2011 Capital Plan funding request recently provided to CTDOT including vehicle procurement, Union Station capital projects and Property Acquisition of an operations facility. Efforts continue to identify a site (or sites) that will meet the agency’s needs as well as all federal regulatory requirements. Union Station projects include HVAC upgrades, ITS signage, exterior Brownstone renovations, and outside waiting area improvements.
Ms. Sheehan provided an overview of capital project and procurement activities. Work related to the repair and replacement of windows at Union Station continues, weather permitting. The staff has informed Yellow Cab that it will go out to request bids for the converted vans approved by the DOT as the accessible taxi vehicles for the New Freedom program. An Invitation for Bids for the modernization of Union Station elevators was issued after the last Board meeting and bids are due on December 15th. A draft scope of work for parking management services has been reviewed and specifics related to the minimum requirements are being upgraded and the submittal requirement section is being prepared. Release of the document is expected by the end of the month.
The staff continues to work on other procurement activities including the installation of tiles on the staircase to the train platform, vending services contract, HV/AC services at Wawarme and other items of need.
Contract documents for the Enfield Intermodal Center have been finalized and the contractor is working on the public participation process that includes charettes and stakeholder meetings. The new transit service connecting Thompsonville with the mall areas and Route 5 is now operating.
The Mansfield Town Manager has signed the contract with the District for grant administration services and the Town has finalized the agreement with the A&E firm to start the design services for the transit center. Grant modifications have been made at the request of FTA and in accordance with discussion with the Town. FTA is looking for the construction phase of the project to be separated as the specifics of the scope and the eligible items still needs to be determined. A stakeholder meeting took place the prior afternoon which was well attended and many ideas were exchanged.
Mr. Gonzalez stated that a contract for Snow Removal services has been signed, resulting in a $6,000 savings over the next three years. Quotes are being solicited for replacement of the treads in the stairwell and additional security cameras will be installed. Seven commuter coaches will be advertised for sale in Front Line magazine and the clock over the bus berthing area will also be repaired. Discussion ensued regarding the cost of the clock repair and the replacement of the hot water tank. The Transportation Center is being closed between 1:30 a.m. and 4:30 a.m. for security reasons, with close attention being paid to allow passengers awaiting a bus access to the waiting area.
Ms. Sheehan relayed that the District provided renderings of the Holyoke multimodal transportation center to the Vernon Town Administrator. He is working on a concept plan to be presented to the District and FTA. This concept plan ultimately needs approval by the Town Council. As the Town has appropriated $20,000.00 for the District’s current Administrative services, an invoice will be submitted for the services rendered to date. The District anticipates the signing of a fully executed contract with the Town in January.
Ms. Shotland provided an update from the recent CRCOG Transportation Committee meeting. The last meeting included an overview of the intercity passenger rail service, presented by Tom Maziarz of CTDOT. On December 13, 2010, there will be a TIP amendment on behalf of the District in the amount of $50,000 for property appraisal services.
Ms. Oliver discussed a meeting held on the Knowledge Corridor she had attended earlier in the day.
There being no further business brought before the Board, Ms. Oliver moved that the Meeting be adjourned. Upon seconding by Mr. Flynn the motion passed by a vote of 38.53 yea, 0.00 nay, and 0.00 abstention. The Meeting was adjourned at 8:01 p.m.
Respectfully submitted,
_______________________
James McCavanagh
Secretary
Adopted 2/3/2011
