ANNUAL MEETING
BOARD OF DIRECTORS
GREATER HARTFORD TRANSIT DISTRICT
Hartford, Connecticut

May 12, 2011

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

At 7:04 p.m., a quorum determined to be present; Mr. Mitchell called the Annual 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; Peter J. Bonzani, East Hartford; Gilbert Hayes, East Windsor; Stephen F. Mitchell, Enfield; Russell G. St. John, Granby; Frank Lord, Jesse J. Smith, Christopher Bowen and Jennifer Cassidy, Hartford; James R. McCavanagh and Paul McNamara, Manchester; William G. Hall and Kevin Chick, Newington; Kenneth D. Goldberg, Rocky Hill; Ferguson R. Jansen, Simsbury; Mark S. Etre and Mary A. Oliver, Vernon; Richard F. Messenger, West Hartford; Brendan T. Flynn and Martin H. Walsh, Wethersfield; and Ricardo Quintero, Windsor. District staff present included Vicki L. Shotland, Executive Director; Kimberly A. Dunham, Director of Fiscal and Administrative Services; DJ Gonzalez, Operations Administrator; Sandra E. Sheehan, Director of Grants and Contract Administration, Patricia M. Williams, Director of Paratransit Services, and Silvana Vardhami, Accounting Associate. Also present was Celeste Asikainen, a guest of Mr. Etre.

Mr. Mitchell introduced Hugh Brower, the newest Board member from the Town of South Windsor, and reintroduced Jennifer Cassidy who has been reappointed by the City of Hartford.

The Chairman then noted that the agency had been notified earlier in the day that Notice of this meeting had not been posted on the website. He further relayed that there is no requirement for transit districts to post notices on their website; it has been posted as a courtesy in the past and as confirmed by legal counsel, only state agencies are required to do so. The meeting has been noticed properly.

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 March 10, 2011 meeting minutes, which was seconded by Gamble, and approved by a vote of 39.10 yea, 0.00 nay and 7.54 abstention (Cassidy, Smith and Walsh).
Mr. Mitchell next requested that Mr. McCavanagh, Nominating Committee Chairman, provide the slate of officers being nominated for express recommendation. Upon motion by Ms. Gamble for adoption of the slate of officers as presented, Mr. Bowen seconded said motion and it was approved unanimously by a vote of 46.64 yea, 0.00 nay and 0.00 abstention.

The Chairman next requested a motion to move the Monthly Financial Report to the third item listed under Financial/Budget Related items in order to avoid redundancy of information. Upon motion by Mr. Bonzani and seconding by Mr. Flynn, the motion passed unanimously by a vote of 46.64 yea, 0.00 nay and 0.00 abstention.

At 7:11 p.m., Mr. Mitchell called to order the Public Hearing regarding the Proposed Fiscal Year 2012 Budget and Revisions to the Adopted Fiscal Year 2011 Budget. Ms. Dunham provided recommendations for FY2011 Budget Revisions based on various factors. Special Revenue revisions were due to cash fare expectations and the cessation of the Hartford Dial-A-Ride program. Interest Income and Disposed Vehicle Revenue line items in the General Fund were also adjusted due to year-to-date investment return and the sale of the Collins and Kelley vehicles, respectively. Parking revenues in the Spruce Street Parking Lot are expected to increase based on the new rate structure. A number of items related to Union Station requiring revision include concession income, restricted vehicle sale revenue, rental revenue, real estate taxes and a reclassification of costs between Professional Services and Property Acquisition. Overall expected net revenue for FY2011 is $155,642.

Ms. Dunham then presented the FY2012 Proposed Budget. A review of the Special Revenue, General and Enterprise Funds was presented in detail. Funding sources were provided in addition to individual program budgets, trend activity, and service demand statistics. Items of particular note include the dramatic increase in the ADA program demand, which incurred costs of less than $3 million in 2002 and is projected to exceed $11.7 million in FY2012. Federal and State funding of capital projects has also increased significantly and a review of capital projects slated for completion during FY2012 was provided. Internal fund allocations were discussed as well as the continually decreasing subsidy of Union Station operating costs.

A ten-year overview of parking revenue trends by total and type was presented. Parking revenue has continued to increase after a number of steps have been taken. Arrangements with Peter Pan for monthly parking, the implementation of the credit card system, a change to the first half-hour rate from $.50 to $1.75 in April 2010 and a subsequent change to the every half hour and daily maximum rates in April 2011 have all been key contributors.

Ms. Dunham relayed that by using creative funding strategies and taking advantage of a variety of business-like activities, the District has accumulated an impressive Unrestricted Contingency fund that is expected to reach $947,000 by the end of FY2012. Change in Net Fund balance over the past five years has been notable and exceeds all prior years’ combined fund balance amounts over the entire agency’s history. Total revenue over expenses for FY2012 total $115,718.

Mr. Mitchell asked if there were any comments or questions from the Board regarding the FY2011 Budget Revisions and FY2012 Proposed Budget. Hearing none, he then inquired if there were any members of the public having comments or questions and then once again asked the board members. There were no comments or inquiries from either group.

At 7:30 p.m., Mr. Mitchell reconvened the Regular Meeting. Mr. Flynn moved acceptance of the Fiscal Year 2011 Budget Revisions, which was seconded by Ms. Oliver and approved unanimously by a vote of 46.64 yea, 0.00 nay and 0.00 abstention.

Mr. Mitchell then requested a motion to accept the Fiscal Year 2012 Proposed Budget. Upon motion by Mr. Bonzani and seconding by Mr. Flynn, the motion passed unanimously by a vote of 46.64 yea, 0.00 nay and 0.00 abstention.

Next the Chairman requested presentation of the financial report. Ms. Dunham relayed that there have been very positive results associated with the recent parking rate change. She presented a synopsis of duration by half hour rate tier since April 1st and noted that an additional $7500 in parking revenue has been collected in that short period based on the rate change. Mr. Quintero inquired if the new rates were comparable to other lots in the area. Discussion ensued regarding the uniqueness of our location in terms of both use and duration. Mr. Gonzalez noted that there has been no negative feedback related to the rate change. Ms. Dunham also commented that Crosskey Architects has opted to exercise the renewal option in the lease which will commence in December.

Ms. Oliver inquired as to the correlation between the increase in ADA service hours and the decrease in trips provided. Mr. Gonzalez stated that On Time Performance has been affected due to the cessation of the Hartford Dial-A-Ride program and that staff will be carefully monitoring service hours and trips provided in the coming months. Ms. Shotland noted that the Dial-A-Ride grant funding was not included in the recently passed State budget. However efforts are currently underway between the District and a state legislator to reinstate those funds.

There being no further discussion, Ms. Gamble motioned acceptance of the monthly financial report, which was seconded by Mr. Flynn, and accepted unanimously by a vote of 46.64 yea, 0.00 nay and 0.00 abstention.
The Chairman next asked for consideration to continue to retain the auditing firm, Blum, Shapiro and Company, P.C. for FY 2012. Mr. Flynn moved to retain the firm under the terms of its contract. Upon seconding by Ms. Oliver, the motion was approved unanimously 46.64 yea, 0.00 nay, and 0.00 abstention.

The Chairman next asked for consideration to continue to retain the firm of Day, Pitney, LLP as the District’s Legal Counsel for FY 2012. Mr. Mitchell made mention that Ted See, who has been the District’s primary liaison since 1972 is going to be retiring. Ms. Oliver moved to retain the firm under the terms contained in its contract. Upon seconding by Mr. Quintero, the motion was approved unanimously 46.64 yea, 0.00 nay, and 0.00 abstention.

The Chairman then asked for consideration to re-engage Foley Services as the District’s Third Party Administrator for the Drug and Alcohol Testing Consortium for FY2012. Ms. Oliver moved to retain Foley Services under the terms contained in its current contract. Upon seconding by Mr. Flynn, the motion was approved unanimously by a vote of 46.64 yea, 0.00 nay, and 0.00 abstention.

Mr. Mitchell next asked for consideration of Resolution No GHTD-12-FTA-1 Authorizing Filing and Acceptance of Federal Grants. Upon motion made by Ms. Oliver and seconded by Mr. Etre, the motion passed unanimously by a vote of 46.64 yea, 0.00 nay, and 0.00 abstention.

The Chairman then asked for consideration of Resolution No. GHTD-12-STATE-1 Authorizing Filing and Acceptance of State Grants. Upon motion made by Ms. Gamble and seconded by Mr. McNamara, the motion passed unanimously by a vote of 46.64 yea, 0.00 nay, and 0.00 abstention.

Mr. Mitchell then asked for Program Presentations. Mr. Gonzalez relayed that there had been a complaint made to the Environmental Protection Agency (EPA) regarding bus idling. First Transit has responded appropriately and will be monitoring that activity, as the fines are very high for violations. Ten new buses will be placed in service next week, bringing the total of new buses purchased to eighty since 2009. There are also twenty two vehicles ready for sale. An issue has come up regarding payment of double fares. A policy has been instituted that does not allow passengers to pay double fares as it creates a reconciliation issue and is difficult to handle operationally. Discussion ensued regarding consideration of the rider population and whether accommodations could be made. Mr. Lord inquired about the oversight agency and potential fines related to bus idling. Ms. Shotland indicated that EPA fines are significant, First Transit has a strong action plan in place, and District staff members have been diligent in their oversight efforts.

Mr. Etre commented on finding a solution to the fare issue and Mr. Jansen asked about electronic fare media. Ms. Shotland relayed that fare media is antiquated at this time, the State may institute universal electronic fare options in the future, and the reconciliation process is currently very time consuming. Mr. Messenger requested clarification of the dispatch communication processes and asked if dispatch could potentially play a part in the solution. Mr. Mitchell noted that he would like to have further discussion regarding this matter at a future time.

District staff then provided the Board with an update on operational and administrative initiatives. Ms. Sheehan conveyed that the repairs and replacement of windows at Union Station continues. Field conditions recently identified will result in revisions on how some of the windows will be replaced or repair. The half moon arch in the Great Hall will have storm windows installed while the large rectangular windows will be replaced.

The District, with the assistance of Crosskey Architects, issued an Invitation For Bids for the replacement of the passenger elevators which included a section for modernization of the elevators. Bids were due yesterday and three bids were received. The apparent low bidder for the modernization of the three passenger elevators is Independent Elevators.

The District has issued an Invitation For Bids for the replacement of six chillers, thirty eight fan coils and associated piping at Union Station. The project also includes the installation of a separate AC system in the server room and a digital control system for the entire building. A pre-bid conference and walk thru took place today. There is a lot of interest in this project as evidenced by the sixteen attendees. Bids are due on June 1st.

Ms. Sheehan relayed that the stairs to the Amtrak platform are being re-tiled and Ms. Shotland commented on how wonderful the stairs look and how they tie into the theme in the Transportation Center seamlessly. The District is also looking an alternative option to install a ceiling and roof system over the passenger waiting area which will provide a significant savings over the initially planned project. A discussion transpired regarding the specifications of the elevator modernization project and possible energy and cost efficiencies related to the AC replacement.

Mr. Gonzalez reported on various security measures and other projects underway. Seventeen additional security cameras will be installed around the building and an intercom system has been installed in the GHTD offices. A new state security task force, created specifically to ensure safety at transportation centers and airports, will be visiting Union Station on a frequent basis. Bird netting is scheduled to be installed under the canopies at platform level and on Union Place. The large clock on the Spruce Street side has received a new mechanism with remote access in the security booth. Lights have been installed under the Spruce Street canopy to illuminate the crosswalk and four security cameras are going to be installed in the parking lot. Ms. Oliver asked if any of these safety measures are in conjunction with Homeland Security. Ms. Shotland relayed that there are emergency plans and standard operating procedures in place for all security incidents and significant investment is being made for security upgrades on the property.

Ms. Sheehan provided an update on the Intermodal Center projects. With regard to the Enfield Intermodal Center, the consultants have prepared preliminary design documents based on public input to present to the Town Council. Appraisal activities were completed for parcels that make up the transit center. The report was organized by land ownership thus three reports were issued on property owned by CL&P, Dow Mechanical Corporation and Yankee Gas Services.

The appraisals do not include information as to the potential land contamination. The values of the properties will be adjusted once the environmental assessment is completed. SEA Consultants are working on the environmental assessment work.

Design activities continue to take place for the Mansfield Intermodal Center. The consultants presented the preliminary design and obtained input from the Planning and Design Committee and the public at various meetings. The transit pathway portion of the project was also presented. Design meetings took place with transportation service providers, FTA and the Town’s Planning and Design Committee. The meeting at FTA resulted in the preparation and submission of documentation that explained in detail the FTA participation in the construction of the transit pathway. Renderings of the transit center were prepared and presented to the Town.

Ms. Shotland has prepared and submitted a letter to the Acting Commissioner of the Connecticut Department of Transportation requesting the department’s local match participation in the transit nexus project currently approved by FTA at the site of the existing Park-n-Ride lot at 402 Hartford Turnpike in Vernon.

Ms. Shotland updated the group on Property Acquisition activities. The present operations site is located in an optimum geographic location and works well for operational needs. Additional parking and minor alterations to the building will be in order. A Categorical Exclusion has been submitted to the FTA and legal counsel input has been sought from Day Pitney. An alternative location has been identified in East Hartford, however efforts can only move forward on one property at a time.

Ms. Shotland reported that FTA will be conducting a Triennial Review in September and the District is pursuing significant Transit Enhancement funds for the implementation of a Regional Bus Shelter Program. The Town of Glastonbury has also approached the District for a bus shelter project in that municipality. She also discussed the status of Hartford’s acquisition of the Capitol West building through eminent domain and the possibility of a future partnership with The Hartford Financial Group and the City of Hartford to develop that property.

Mr. Hayes provided an update on the CRCOG Transportation Committee activities. A meeting was held on April 25, 2011 to present public comments received on the proposed 2011 - 2040 Regional Transportation Plan. The District noted that the acquisition of an ADA Operations and Maintenance Facility had not been included in the draft version. That item was subsequently included in the RTP endorsed on May 4, 2011.
Mr. Quintero then provided an update on the By-Laws Committee which had met just prior to the Annual Meeting. A number of items were discussed including terms of officers, number of committee members, the nominating process timeline and board member attendance.

The next Board meeting will be on June 16th. Mr. Mitchell noted that the Personnel Committee will be expanded to include five members. Mr. Messenger, Mr. Hall, Mr. Jansen and Mr. Lord

were asked to serve on that committee and a request was made that anyone else who was interested make their interest known to Mr. Mitchell.

Ms. Gamble publicly expressed her thanks to Ms. Shotland and the staff for hosting the Bloomfield School System event in March. The program was a resounding success and it meant quite a lot to the students to have the opportunity to be here at Union Station. Mr. Bonzani also thanked the paratransit staff for their expedient efforts in solving a problem for a constituent of East Hartford. The Town of East Hartford pays the fares for its residents that use the ADA service.

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 46.64 yea, 0.00 nay, and 0.00 abstention. The Annual Meeting was adjourned at 8:40 p.m.

Respectfully submitted,

_______________________
James McCavanagh
Secretary

 

Adopted Minutes Posted June 16, 2011