SPECIAL MEETING
BOARD OF DIRECTORS
GREATER HARTFORD TRANSIT DISTRICT
Hartford Connecticut
November 4, 2010

Stephen F. Mitchell, Chairman
Presiding...........................

At 7:09 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: Marilyn Pet, East Hartford; Gilbert Hayes, East Windsor; Stephen F. Mitchell, Enfield; Russell G. St. John, Granby; Christopher Bowen, Hartford; Paul McNamara, Manchester; Kevin Chick, Newington; Mark S. Etre and Mary A. Oliver, Vernon; A. David Giordano, West Hartford; Brendan T. Flynn, 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 E. Sheehan, Director of Grants and Contract Administration. Also present was Bradshaw Smith, a resident of the Town of Windsor, and Celeste Asikainen, a guest of Mr. Etre.

Mr. Mitchell introduced and bade welcome a new board member from the City of Hartford, Christopher Bowen.

The Chairman asked if there was any member of the public who wished to address the board. There were none.

Mr. Quintero then moved adoption of the September 16, 2010 meeting minutes, which was seconded by Ms. Oliver, and approved by a vote of 21.59 yea, 0.00 nay and 1.43 abstention (Mr. Etre).

At 7:09 p.m. Mr. Mitchell called the Public Hearing on Revised Fiscal Year 2010 Budget to order. Ms. Dunham discussed various line items including FTA, State and Local Match in the Special Revenue Fund due to ITS equipment purchase, Vehicle Procurement, and Intermodal Center projects. There was also a collective increase of more than $1,000,000 in the ADA and Insurance Consortium programs. Inter-fund transfer between the Special Revenue and General Funds in the amount of $51,689 was a result of net income on “fee for service” programs.

Investment Income and Incidental Charter Revenue decreased due to market conditions and significantly fewer commuter coach maintenance reimbursement requests, respectively. Member Town Dues increased due to the second phase-in of per capita increases, and Professional Services increased due to legal fees incurred related to a claim against the agency’s Excess Auto Liability carrier. Administration costs decreased as a result of prior year reimbursement of Peter Pan Bus Lines local match funds. Overall net fund revenue totaled $263,487 and accumulated fund balance totaled $1,115,776, of which $3,000 is restricted.

Spruce Street Parking Lot revenue increased slightly in FY2010 as did grant revenues and capital expenditures related to re-paving of the parking lot surface. USTC concession income decreased as a result of the transportation center construction project, during which time the vending machines had been removed. Grant revenue and associated expenditures increased due to major capital projects including transportation center upgrades, the bus berthing project and boiler replacement. Restricted Vehicle Sale Revenue of $448,767 was recognized as the result of disposition of seventeen commuter coaches. Grant revenues and capital expenditures for Brownstone projects included painting of the Great Hall, installation of new light fixtures, and window restoration architectural services.

Agency-wide net revenue over expense for the year totaled $267,594.

Mr. Mitchell asked once and repeated the question a second time, if there were any questions from the public related to the FY2010 budget revisions. As there were no questions from the public, Mr. Mitchell then asked if there were any inquiries from board members on the budget revisions. Ms. Oliver asked for clarification regarding legal representation related to the excess auto liability insurance claim. At this point, the District’s legal counsel is representing the agency and costs are being incurred by GHTD. A synopsis of the situation was provided indicating that due to a technical error in the policy document, it appears that there had been no exclusion for Uninsured Motorist coverage, although the original binder document from the carrier indicated the exclusion. Mr. Flynn noted that it is possible a claim can be made against the insurance broker’s Errors and Omissions policy for reimbursement of attorney’s fees, as the broker was negligent in not noticing the missing exclusion page in the policy. Ms. Shotland acknowledged the possibility and indicated that staff would pursue the matter.

Ms. Oliver inquired regarding disbursement of Dial-A-Ride operating grant funds. Payments are made on a quarterly basis after receipt of funds from the Connecticut Department of Transportation. Several towns owe FY2011 dues and operating grant funds will be withheld pending receipt of dues. There being no further questions, Mr. Flynn made motion to appropriate the FY2010 funds as presented, which was seconded by Ms. Oliver and voted unanimously by a vote of 23.02 yea, 0.00 nay and 0.00 abstention.

The Chairman next asked for presentation of the financial report. Ms. Dunham provided an update on the audit status and indicated that Reed Risteen will present at the December 2010 meeting. Negotiations have been finalized, securing a five year contract with the City of Hartford

to provide Dial-A-Ride service. It is expected that the majority of the Incidental Charter Excess Fee fund will be transferred as program income in the General Fund during this fiscal year. Parking revenues year to date exceed those of the year prior for the same period by 8%. A contract for monthly parking has been negotiated with Nason Partners, however is contingent on their being awarded continuance to provide commuter service to CT DOT. Ms. Shotland noted that an electric gate opener has been installed in the parking lot to allow access for the large buses. USTC Public Professional Services includes payment to CRCOG for local match on the Northwest Corridor Study.

Mr. Flynn inquired regarding the rate structure for the Hartford Dial-A-Ride program, in particular the rates to be negotiated 90 days prior to commencement of both the fourth and fifth contract years. Ms. Shotland relayed the agreed upon hourly rates for years one through three and that there will be an automatic 4% increase in years four and five if a rate is not successfully negotiated 90 days prior. Mr. Etre mentioned the obvious increase in volume in the parking lot and cautioned against using credit card fee data to deter the continued acceptance of credit card payments. An analysis of volume, revenue and fees will be conducted for informational purposes only and there is no intent to discontinue credit cards.

There being no further discussion, Ms. Oliver motioned acceptance of the monthly financial report, which was seconded by Mr. St. John, and accepted unanimously by a vote of 23.02 yea, 0.00 nay and 0.00 abstention.
Mr. Mitchell then asked for Program Presentations. Ms. Shotland referred to several ADA statistical reports provided and asked Mr. Gonzalez to provide an overview. Mr. Gonzalez reported that On-Time Performance (OTP) and Productivity have increased significantly due to targeted efforts by the contractor to improve both. Mr. Mitchell inquired as to the definition of “On-Time”, to which Mr. Gonzalez responded that if a rider is picked up within the thirty minute “window” (fifteen minutes prior and fifteen minutes after the scheduled pickup time), the trip is considered on-time. Ms. Shotland noted that Liquidated Damages, penalties for not meeting service requirements such as OTP and Productivity, were included in the new five year contract commencing July 2010 to provide incentive for improvements in these areas. To date, no penalties have been assessed.

Mr. Mitchell asked if it is easier to achieve OTP on slower volume days due to fewer trips. Mr. Gonzalez relayed that fewer vehicles are in service on the weekends. It is easier on high volume days to dispatch a spare vehicle for pickups and increase OTP. There will also be an Open House at Wawarme Avenue to show CT DOT employees and District clients the many improvements to the facility and the new vehicles. Seventeen new buses have been ordered which will eliminate many of the oldest fleet vehicles. Mr. Gonzalez mentioned that an FTA ADA Service Review has been conducted this past week and at the exit interview next week they will provide initial recommendations for service improvements if needed. Ms. Shotland relayed that this is a portion of a statewide review and GHTD was chosen because of its reputation for high quality service. Mr. Gonzalez also stated that development of an Evacuation Plan for Wawarme is currently underway.

District staff then provided the Board with an update on operational and administrative initiatives.

Mr. Gonzalez reported that a four year contract for snow removal at Union Station has been awarded at an annual cost of $13,900 per year. The fence installation project on the train platform has been completed, numerous painting projects are in progress, and Wi-Fi has been installed in both the transportation center and the Great Hall and it appears to be very popular. The metal rails along the bus waiting area have been painted and a contractor is being sought to repair the clock over the bus berthing area. Quotes are being obtained for replacement of the carpeting in GHTD offices and to install bird netting under the canopy at platform level. There had been some vandalism to the stone wall on the corner of Asylum Avenue and Spruce Street and the wall has been repaired with replacement letters on order.

Seven MCI vehicles that have met their useful life and are no longer in service are available for sale and are currently housed on DATTCO property.

Mr. Hayes requested clarification of the snow removal quotes which was provided. Mr. St. John remarked on the hazardous conditions for pedestrians on Spruce Street and requested that District staff reach out to the City of Hartford to re-paint the crosswalk and install signage directing drivers to stop for pedestrians. Mr. Gonzalez stated that he has been in touch with the City regarding both suggestions and will contact them again. Ms. Shotland recommended installation of a light under the canopy that would illuminate the crosswalk area and hopefully improve the safety of the situation. Mr. Etre also provided some sign solutions that have worked in his community specifically along the rail trail corridor.

Mr. Etre asked for an update on proposed rail projects and the impact on Union Station and the District. Ms. Shotland discussed the various planning efforts and funding opportunities based on continuous discussions with CT DOT as well as the District’s preparedness for expansion activity related to rail service through Union Station. Mr. Mitchell discussed plans in place for double tracking New Haven to Springfield with two areas that have not yet been determined as to specific details, one of which is here at Union Station. Discussion ensued regarding the upcoming construction of the New Britain-Hartford Busway. Mr. St. John commented on the re- installation of the second track that had previously existed and has since been removed. Ms. Shotland discussed the agency’s plans for expansion of Union Station and continued pursuit of capital grant funding opportunities.

Ms. Sheehan provided a Procurement update. She indicated that work regarding the repairs and replacement of windows at Union Station has commenced and most of the work will be completed this fall. The Great Hall windows will be completed in the spring. The staff is finalizing the RFP that will be issued for the modernization of the three passenger elevators at Union Station. This work will include the replacement of hydraulic cylinders for two of the elevators and interior cab improvements.

The staff continues to implement the New Freedom accessible taxi program in coordination with Yellow Cab. Vehicle type, voucher program, marketing activities and schedule have been discussed and agreed upon. Additionally, the scope of work for the procurement of management services for the Spruce Street Parking Lot is currently underway. This service is to be in place by March 1, 2011.

Ms. Sheehan then provided an update on Intermodal Center activity, beginning with the Enfield project. A meeting took place on October 21st with FTA officials to tour the site and discuss the property acquisition procedures to be followed. FTA was concerned with the fact that there is no community public transit service within the town and they would like to see bus service be implemented as soon as possible. The DOT is expanding the commuter service to Enfield to serve the Thompsonville area in an attempt to provide much needed public transit service in the area. The service will go into effect on November 15th.

Transit Realty Advisors, has commenced the process of property surveys in an effort to conduct property appraisals. A Notice to Proceed has been given to Kleinfelder for the Phase II environmental analysis of the properties and for the design charettes. The charettes are being held to receive public input on the design of the transit center. Before the charettes, the town will hold a meeting of the stakeholders that include the neighborhood, property owners, and members of the conservation commission to get their input on the project before meeting with the public.

The District was a non-voting participant in the selection of an A&E firm for the Mansfield Intermodal Center. The Town will be working to negotiate the scope of work for the design and construction of the transit pathway (Village Street) and design and construction of the walkway and streetscape features in addition to the design and construction of the transit center. The Town Manager is currently reviewing the contract amendment for these services and FTA is reviewing in TEAM the grant application submitted for the additional funds awarded to the Town for this project.

The District is waiting for the contract that was approved by the Vernon Town Council on September 7th, and includes the town’s appropriation of the required 20% match for the District’s administrative services. The Town has until the end of the year to prepare a scope of work that is eligible for funding and approved by the Town. It is expected that the Town will coordinate these efforts with the District but as of today no coordination has taken place. Mr. Etre offered to contact town officials to make an inquiry regarding status.

Ms. Shotland relayed that the agency continues to seek a property for acquisition for the paratransit operations center. Property ownership would lessen overhead costs and prove beneficial to the future operation of the program. The current location is being considered as well as other properties in close proximity. Other concerns include environmental issues on any property being considered. There may be hazardous waste issues at the current site in addition to the known petroleum issue. Mr. Etre recommended contacting UCONN for any remediation need and will forward contact information to Ms. Shotland.

Mr. Mitchell referred to the proposed list of meeting dates for calendar year 2011. He also advised that the board is considering modification to the By-Laws and requested that any board member that would be interested in serving on a By-Law Revision Committee notify either himself or Ms. Shotland. A copy of the By-Laws will be forwarded to the entire board.

There being no further business brought before the Board, Mr. Flynn moved that the meeting be adjourned. Upon seconding by Mr. Quintero, the motion passed by a vote of 23.02 yea, 0.00 nay, and 0.00 abstention. The Special Meeting was adjourned at 8:26 p.m.

Respectfully submitted,

_______________________
James McCavanagh
Secretary

Adopted: 12/09/10