REGULAR MEETING
BOARD OF DIRECTORS
GREATER HARTFORD TRANSIT DISTRICT
Hartford Connecticut
February 3, 2011
Stephen F. Mitchell, Chairman
Presiding...........................
At 7:07 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 (arrived 7:14 pm); Marilyn Pet and Peter J. Bonzani, East Hartford; Gilbert Hayes, East Windsor (arrived 7:14 pm); Stephen F. Mitchell and Kevin T. Mooney, Enfield; Russell G. St. John, Granby; Frank Lord and Jesse J. Smith, Hartford; James R. McCavanagh, Manchester; William G. Hall and Kevin Chick, Newington; Ferguson R. Jansen, Simsbury(arrived 7:28 pm); Mark S. Etre, Vernon; and Richard F. Messenger, West Hartford. District staff present were Vicki L. Shotland, Executive Director; Kimberly A. Dunham, Director of Fiscal and Administrative Services; and Sandra E. Sheehan, Director of Grants and Contract Administration. Also present was Bradshaw Smith, a resident of the Town of Windsor.
The Chairman asked if there was any member of the public who wished to address the board. There were none.
Mr. Messenger then moved adoption of the December 9, 2010 meeting minutes, which was seconded by Mr. Mooney, and approved by a vote of 21.61 yea, 0.00 nay and 3.10 abstention (Mr. Smith).
Mr. Mitchell then requested presentation of the financial report. Ms. Dunham provided an update on the status of the Hartford Dial-A-Ride contract which has yet to be executed. The City made a lump sum payment in early January for July – October 2010 service and now owes $180,000 through January 31st. Staff has been in contact with several members of the Mayor’s executive team regarding contract status and efforts will continue to resolve this matter. Ms. Shotland indicated that the District has identified a deadline of February 15th to resolve the open contract issues. The Town of Wethersfield has an open procurement for Dial-A-Ride services and the District is considering submittal of a proposal. Mr. Mooney inquired what other entities the District would be competing against to provide the service. A number of service providers were
identified and Ms. Shotland stated that we must ensure the service would be profitable to the agency.
Fuel cost historical data was provided for the past ten years. Inclusion in CTTransit’s joint fuel procurement has resulted in a fixed price per gallon for diesel fuel and there remain 26 gasoline powered vehicles in the fleet. Net Revenue in the Special Revenue Fund reflects profit from “Fee for Service” contracts and will be moved to the General Fund via an inter-fund transfer at year end.
A review of General Fund activities reflect that the Kelley and Collins commuter coaches have been transferred to CT DOT, and monies remain in the Incidental Charter Mileage Excess Fund that are slated to be recognized as program income prior to fiscal year end. Discussion ensued regarding insurance coverage on the commuter coaches.
A Parking Revenue analysis report was provided indicating that total revenues year to date exceed those of a year ago by 17%, based largely on an increase in Event Parking. The previous evening’s UCONN/Syracuse game had yielded 148 Event parkers. Ms. Shotland commented that this was a very positive number, particularly due to the amount of snow in the parking lot.
The remaining seven DATTCO commuter coaches have been sold as a result of the extraordinary efforts of the operations staff and have yielded net profit of $124,000. These funds are being held in an account restricted for Union Station grant related expenditure offset. Recent USTC grant related activities include Wi-Fi installation, Window Restoration and installation of a HVAC unit in Hot Tomato’s leasehold space.
Extension term negotiations were finalized with Dunkin’ Donuts and arrangements have been made with another tenant to barter services against deferred rent due under a promissory note. GHTD Internal Fund allocation transfers will be made at fiscal year end and utility costs reflect a $43,000 credit from CNG for a billing error. Overall the agency is on target to exceed its net revenue over expense projections for the year.
There being no further discussion, Mr. Bonzani motioned acceptance of the monthly financial report, which was seconded by Mr. McCavanagh, and accepted unanimously by a vote of 27.71 yea, 0.00 nay and 0.00 abstention.
Mr. Mitchell then asked for Program Presentations. Ms. Shotland provided an update on the ADA/DAR program including the effect of the significant snowfall amounts on service. The District has been involved in conference calls with the Department of Emergency Management & Homeland Security and the Governor’s office to coordinate efforts amongst the state, municipalities, and transit agencies. It has also been difficult to navigate the streets due to the snow. The newest issue of the ADA/DAR Newsletter was distributed and will be issued on a more frequent basis in the future. Statistical data was also provided including no-shows and late cancellations.
Ms. Shotland reported that a high profile group had gathered on January 28th for a High Speed Rail Roundtable held at the District’s office. Attendees included Governor Malloy, Congressman Bill Shuster (PA), Congressman John Larson, Congressman John Olver (MA), and Senator Richard Blumenthal in addition to various state representatives, Amtrak, CTDOT staff and City representatives. This was a very positive event covered by the local and regional media and brought notable exposure for the District.
The North East Passenger Transportation Association (NEPTA) will be again holding its biennial conference here in Hartford. The Governor and Senator Blumenthal have been asked to attend as keynote speakers. This is a collaborative effort between the Federal Transit Administration and NEPTA and is expected to be well attended. More information will be provided to the board as it becomes available and all are encouraged to attend.
Ms. Shotland stated that at the request of Mr. Messenger, several media sources had been contacted to seek interest in covering the upgrades at Union Station. Nick Caruso, who had written an article many years ago, did visit the station and is interested in writing an update article. The massive amount of snow that had collected on the roof of Union Station was removed earlier in the week and the snow removal contractor has worked diligently to keep the Complex clear of accumulated snow. Plans to replace the ceiling along the bus berthing area are being reevaluated, as Amtrak has indicated that their engineering department must review all plans and specifications and oversee the project at the cost of nearly $150,000. As the District has already incurred costs through its own engineer, various construction options are being considered that would not impact Amtrak property.
Ms. Sheehan provided a Procurement update. Work related to the repair and replacement of windows at Union Station is on hold due to the weather and will commence in late winter or early spring, weather permitting. The staff issued a Request for Quotes for two converted vans for the New Freedom accessible taxi program. The vehicles will be operated by Yellow Cab.
The District received bids on December 15th in response to an Invitation for Bids for the Elevator Modernization Project. Crosskey Architects has been asked to assist us with the review of the bids and to determine the feasibility of replacing the North and South elevators instead of modernizing them. As of now, it looks like it will be more cost effective to replace them and staff is making sure replacement can be accomplished within the existing elevator shaft structures.
The District issued a Request for Proposals for Parking Management Services. A pre-proposal conference has been held, proposals are due on Friday, February 4th, and services are to commence on April 1, 2011. Mr. Mitchell made mention that the Parking Lot Committee will re- convene and review the bids submitted. Anyone interested in serving on the Parking Lot Committee for this purpose is asked to notify both Mr. Mitchell and Ms. Shotland.
The staff has also issued purchase orders for installation of tiles on the staircase to the platform as well as HV/AC services at the Wawarme site and contracts for food and amusement vending services. The staff continues to work on other procurement activities including the emergency generator, real estate appraisal services and security video surveillance.
Ms. Sheehan then relayed information regarding the three Intermodal Center projects. A Town Council meeting was held in Enfield on January 27th and a copy of the related Hartford Courant article was distributed to the board members. A public meeting has been scheduled for February 23rd at 100 High Street to obtain public input on the preliminary concept design. The consultants are currently preparing the environmental permitting documents that will be used by the real estate appraisers as they prepare the Real Estate Acquisition Management Plan (RAMP).
Design services are underway for both the transit center and the transit pathway for the Mansfield Intermodal Center. A meeting between the Town and the architects took place on February 3, 2011 and it is the intent to have a preliminary design for the transit pathway portion of the project approved by FTA before any of the construction phase monies can be obligated.
The District has not been able to communicate with Vernon town officials regarding the concept plan the Town had agreed to prepare for the end of January. This concept plan needed the approval of the Town Council as well as that of FTA and the District. In addition, the District has not received payment for the invoice submitted for the grant administration services provided to date. At this time, the District will be drafting a letter to the Town Administrator notifying him of the District’s intent to move forward with the project currently approved by FTA at the site of the existing Park-n-Ride lot. The District will be working with the DOT for the matching funds. Mr. Etre offered to facilitate the cooperation of town officials.
Mr. Hayes inquired if expanded bus service to the Enfield Intermodal Center is part of the plan. Ms. Sheehan responded in the affirmative.
Mr. Hayes then provided a CRCOG Transportation Committee update indicating that a vote had taken place on Monday, January 24, 2011 to amend the TIP. This amendment addresses the FY 2009 and FY 2010 allotments of transit enhancement funds for the Hartford Area. The STIP and TIP will also have an administrative adjustment that will enable the previously obligated transit enhancement funds from FY2006, 2007, and 2008 to be spent in 2011.
All the funding for the transit enhancement program for the region comes to a total of $1.013 million that is to be used to install signage and passenger waiting shelters. The District is working with CRCOG and the DOT to be the grantee of the funds and assist in managing the transit enhancement program. Ms. Shotland commented that this is an excellent opportunity for the District.
Mr. Mitchell mentioned that the formation of a By-Laws committee will move forward. Any interested party to serve on that committee is again asked to notify both Mr. Mitchell and Ms. Shotland and the members will be identified shortly.
There being no further business brought before the Board, Mr. St. John moved that the meeting be adjourned. Upon seconding by Mr. Messenger, the motion passed by a vote of 30.08 yea, 0.00 nay, and 0.00 abstention. The Regular Meeting was adjourned at 8:10 p.m.
Respectfully submitted,
_______________________
James McCavanagh
Secretary
Adopted: 3/10/2011
