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HomeMy WebLinkAboutMinutes Corpus Christi Regional Transportation Authority - 03/05/2003 re e REGIONAL TRANSPORTATION AUTHORITY ��r BOARD OF DIRECTORS' MEETING An VI - WEDNESDAY,MARCH 5,2003 RECEN VS 41N CM OFFICE RY'S if SUMMARY OF ACTIONS 1. Provided Opportunity for Public Comment 2. Tabled Presentation by Public/Private Strategy Consult Inc. 3. Approved the Board of Directors' Minutes of February 5,2003 4. Heard Update on RTAC Committee Activities 5. Accepted Committee Reports 6. a)Exercised the First Year Option Extension of the Contract to Barney's Place for Waterborne Transportation Services (Harbor Ferry) b)Awarded a Contract to Arnold Oil Company for the Supply of Engine Oil and Engine Oil Analysis Services c) Issued a Request For Qualifications for A&E Services for Port/Ayers Phase II Improvements and an Invitation for Bids for the Port/Ayers Phase II Construction Improvements d) Approved the Fourth Quarter and Annual Defined Benefit Investment Report e) Approved the Fourth Quarter and Annual Defined Contribution Investment Report 1) Adopted the Amended and Restated Cafeteria Plan g) Approved the December Financial Report 7. Approved the Proposed ADART Phase IV Implementation Plan and Awarded a Contract to Technology Solution Providers (TSP) 8. Authorized Staff to Apply for Federal Funding for the Projects Approved in the 2003 Capital Budget 9. Approved an Environmental Assessment and Preliminary Engineering for the Downtown Transportation Trolley Project .10. Heard Report on Reinventing Transit and Improving Transit Operations '11. Heard B-Line Update ,12. Heard General Manager's Report ;13.Held Discussion (in Closed Session)Regarding General Manager's Annual Evaluation and (in Open Session)Extended the General Manager's Employment Agreement • The Regional Transportation Authority Board of Directors met at 8:30 a.m. in the Regional Transportation Authority Facility located at 5658 Bear Lane, Corpus Christi, Texas. Board Members Present: Mike Rendon(Board Chair), Vicki Garza(Board Vice-Chair),Julio Garcia, Jr. (Board Secretary),Abel Alonzo,Rolando Barrera, John Buckley, John Corder,Mack Rodriguez, Stan Terry, Carole Wilkinson Board Members Absent: Guadalupe Gomez SCANNED Regional Transportation Authority Board Of Directors Meeting Minutes March 5,2003 Page 2 Staff Present: Linda Watson(General Manager), David Seiler,Beth Vidaurri,Fred Haley, Kevin Bunce, Stuart Sher, Ricardo Sanchez, Sylvia Mendez, Patricia Collins, Sylvia Martinez,Vangie Chapa; Elias Sissamis; Eduardo Carrion Public Present: Guadalupe Salazar; Cyndy Tackett,Dawn Rasmussen, MV Transportation Call to Order The Board of Directors' meeting was called to order by Mr. Rendon at 8:55 a.m. Opportunity for Public Comment Mr. Rendon called for public comment from the audience. Presentation by Public/Private Strategy Consult Inc. Mr. Rendon expressed regrets on behalf of Mr. DeLay that he would be unable to attend the meeting because of an unanticipated meeting with Chairman Young. Discussion and Possible Action to Approve the Board of Directors' Minutes of February 51 2003 MR. BARRERA MADE A MOTION TO APPROVE THE BOARD MINUTES OF FEBRUARY 5,2003. MR. TERRY SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. Update on RTAC Committee Activities Ms. Staley reported that at the February 20, 2003 meeting nine individuals commented under public comment. Seven of the nine individuals expressed concerns regarding service. She stated that the No Show Appeal Committee heard seven appeals. They imposed one 30-day service suspension and one 7-day suspension. She noted a correction to the summary minutes-the Eligibility Appeal did hold a meeting in February but that information would be presented to RTAC at the March meeting. Mr. Pefanis gave a report on Operator Customer Service Training. The Committee approved Late Trip Refund Policy for B-Line riders,which was part of the Added Value section of the RFP, and approved Token Program recommendations. Mr. Terry, responding to Mr. Barrera's question, replied that the B-Line customers' concerns were primarily that they did not have recourse through the telephone system to get issues resolved and that when they called to inquire about a delayed pickup,they were being told that the bus would be there in five minutes even though it was not in the area. There was discussion on administrative customer service call-in lines at the B-Line facility. Ms. Watson clarified that the old telephone numbers were no longer valid incoming call lines but that one administrative call-in line had been added to enable customers to call and talk to a supervisor. Regional Transportation Authority Board Of Directors Meeting Minutes March 5,2003 Page 3 Mr. Alonzo recommended that a representative from MV Transportation be present at all RTAC committee meetings. Action to Accept Committee Reports Mr. Rendon called for additions or corrections to the RTAC Committee Minutes of January 16, 2003, and the Operations and Administration Meeting Minutes of January 29, 2003. There being none the following motion was made: MR. BARRERA MADE A MOTION TO ACCEPT THE COMMITTEE REPORTS. MS. GARZA SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. Consent Agenda Items Mr. Rendon called for consideration of the Consent Agenda items which are of a routine or administrative nature. He asked if there were any items that should be pulled from the Consent Agenda. Action to Exercise the First Year Option Extension of the Contract to Barney's Place for Waterborne Transportation Services (Harbor Ferry) r Action to Award a Contract to Arnold Oil Company for the Supply of Engine Oil and Engine Oil Analysis Services Action to Issue a Request For Qualifications for A&E Services for Port/Ayers Phase II Improvements and an Invitation for Bids for the Port/Ayers Phase II Construction Improvements Action to Approve the Fourth Quarter and Annual Defined Benefit Investment Report Action to Approve the Fourth Quarter and Annual Defined Contribution Investment Report Action to Adopt the Amended and Restated Cafeteria Plan Action to Approve the December Financial Report MR. TERRY MADE A MOTION TO APPROVE THE CONSENT AGENDA ITEMS. MR. GARCIA SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. Regional Transportation Authority Board Of Directors Meeting Minutes March 5,2003 Page 4 • Action to Approve the Proposed ADART Phase IV Implementation Plan and Award a Contract to Technology Solution Providers (TSP) Mr. Faria presented brief background information on the ADART project. He summarized that a marketing video was under review and that on-road testing was underway. Responding to Mr. Alonzo,Mr. Faria assured him that other agencies would be able to utilize the ADART software, but the ADART technology would belong to RTA. Ms. Watson pointed out that when the Volpe Center was managing the project,their cost was approximately twice that of the current cost. She noted that since Mr. Faria has been project manager,progress has accelerated on the project. Mr. Faria,responding to Mr. Terry and Mr. Alonzo, stated that within the next eight months the project would be fully operational and additional funding would not be necessary. Mr. Faria invited board members to call him to set up an appointment for an ADART test drive. MS. GARZA MADE A MOTION TO APPROVE THE PROPOSED ADART PHASE IV IMPLEMENTATION PLAN AND AWARD A CONTRACT TO TECHNOLOGY SOLUTION PROVIDERS (TSP). MS.WILKINSON SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. Action to Authorize Staff to Apply for Federal Funding for the Projects Approved in the 2003 Capital Budget Ms. Watson explained that the funding was part of the Federal Transit Administration formula program grant funding. She said that the Operations Committee and the RTA Board had approved all of the projects. The next step, if approved, would be to request that the Metropolitan Planning Organization(MPO) include the projects in the Transportation Improvement Program(TIP). MR. TERRY MADE A MOTION TO AUTHORIZE STAFF TO APPLY FOR FEDERAL FUNDING FOR THE PROJECTS APPROVED IN THE 2003 CAPITAL BUDGET. MR. GARCIA SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. Action to Approve an Environmental Assessment and Preliminary Engineering for the Downtown Transportation Trolley Project Ms. Watson stated that the Downtown Transportation Feasibility study was completed late last year. Presentations had been made to the RTA Board in December and in February to the Corpus Christi City Council,the Port Authority,the County Judge,the Project Advisory Committee(PAC), and other community stakeholders. Regional Transportation Authority Board Of Directors Meeting Minutes March 5,2003 Page 5 The locally preferred alternative, Ms. Watson said,was a vintage trolley vehicle operating on a fixed guideway alignment. The next step for implementing this project would be to conduct the environmental assessment that would identify the exact alignment of the route, related financial data and locate and design the stops. MPO Metro-Mobility Planning funds, according to Ms. Watson,have been identified as a possible funding source for the environmental assessment. The approximate cost of the study would be$400,000 and include 20% local share. The local share portion could be funded from a reduction of capital purchases and engineering services. Ms. Watson stated that, if approved by the Board, the next step would be to present the request to the MPO Policy Committee and conduct an extensive public outreach program. There was a discussion initiated by Mr. Terry and Mr. Rodriguez concerning responsibility for the project's future costs. Ms. Watson replied that the feasibility study identified the following funding options: tax increment finance district; certificates of obligation; City bond program; admission fees on event tickets;parking revenue; cost sharing on roadway improvements; hotel/motel tax; or public/private partnerships in the form of developer participation such as the value of land donations. • Mr. Rodriguez expressed the need to review the amount of funding that is provided to other entities and notify them of the possibility that their funding could be reduced in order to finalize this project. Mr. Barrera also stressed the need for financial partnerships to be able to provide this service to the community. MR.ALONZO MADE A MOTION TO APPROVE AN ENVIRONMENTAL ASSESSMENT AND PRELIMINARY ENGINEERING FOR THE DOWNTOWN TRANSPORTATION TROLLEY PROJECT. MS. GARZA SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. Report on Reinventing Transit and Improving Transit Operations Ms. Watson commented on the current budget cuts being experienced by various entities as well as the RTA. In response to the current financial climate,Ms. Watson stated that she would be outlining a four-part plan which addressed the implementation of goals and objectives designed to tackle current issues as well as service to the customer. The first component of the plan was to improve quality of service by performing an extensive review of fixed route bus service; simplifying the fare system; establishing employee focus groups and a peer review project. Secondly, increase ridership by determining customer needs,meeting the customer, extensive review of customer complaints and integrating the findings into the customer service training program. The third component of the plan was to improve RTA's image by building awareness coalitions and using media resources to educate the public on all of transits benefits. She noted that Federal Transit Administration market research funds may be available to fund the public image marketing campaign. The fourth component was to improve efficiency and reduce costs by reviewing the capital budget to identify items that are critical to the RTA's mission; deferring Regional Transportation Authority Board Of Directors Meeting Minutes March 5,2003 Page 6 hiring the Director of Finance and using those funds to develop a five-year financial plan; performing a peer analysis survey; evaluating health insurance; reviewing operating budget priorities and employee incentive program; reducing paper usage and moving toward a paperless system; and evaluating all internal systems. Ms. Garza inquired about the bus wrap program. Ms. Watson replied that the current program appeared to be cost prohibitive because it required the client to pay for the up front cost of the wrap, a monthly charge, and at the end of the contract they were responsible for bringing the bus back to its original condition. There was a discussion on the monies contributed to the Robstown Regional Fairgrounds. Mr. Rendon clarified that the original request from the County was for$500,000 to assist with needed improvements. The RTA was able to make an initial contribution of$100,000 and then in February 2003 they were able to contribute an additional$100,000 to help with construction of the bus stop and related improvements. Continuing with her report, Ms. Watson reported on projects which have been started such as the detailed ridership and passenger revenue review; analyzing and categorizing customer complaints for 2002; and that the first"challenging staff' workshop focusing on reinventing transit had been held. A discussion ensued about creating an incentive program for businesses such as the City of Corpus Christi,the County, the Naval Base or the Port Industries to encourage employees to ride the bus. Mr. Rendon recommended drafting a good incentive plan to be implemented during Try Transit Week. B-Line Update Ms. Collins highlighted some of the improvements that have been made at the B-Line facility. The call center automated message in Spanish was moved from the end of the message to one of the first options; reinstated the option to reach a customer service representative; implemented late trip fare refund policy; also testing a procedure that requires a driver to call a passenger if they are not at the designated pick-up location at the scheduled time; and have started presenting the Orientation Session to various agencies that have high paratransit ridership. Ms. Collins reported the following statistics for the month of January 2003: 1)ridership was 14,420 which was 4% above average compared to the last two years; 2)passengers using wheelchairs made up 21.9% of the total ADA ridership which totaled 2,926 riders; 3)no-shows and cancellations were at 11.6%; and 4)total passengers per hour was at 2.43. The increased number of concerns expressed by B-Line riders was discussed. Ms. Watson noted that new drivers hired by MV Transportation may be contributing to the rise in complaints. Ms. Collins added that some complaints were policy related. { • Regional Transportation Authority Board Of Directors Meeting Minutes March 5,2003 Page 7 Ms. Garza asked if the telephone system performance had improved. Mr. Carrion replied that they were experiencing problems related to Southwestern Bell service issues. He reported that the average hold time was less than two minutes: Mr. Alonzo expressed the opinion that the service should be actively monitored to ensure that MV Transportation meets their contract and service requirements. Mr. Terry suggested that during the transition that B-Line customers be directed to call the RTA Customer Center for any concerns. Ms. Tackett stated that MV Transportation was committed to providing exceptional customer service and appreciated receiving feedback on the paratransit service. She introduced Ms. Rasmussen who had been hired as Operations Manager. - - - - Regarding customer service concerns,Ms. Tackett, said that every call taker had been counseled and with the recording monitoring system in place,they would be able to monitor the calls. To improve morale and discuss service issues and concerns,they had held several employee potluck meetings. - Mr. Rendon stated that prior B-Line updates only reported on the positive aspects of the operation. He asked that any concerns be addressed immediately and that the Board be kept informed about the action taken or proposed action to be taken to resolve the concerns. He summarized that training and communication were essential to improving service. General Manager's Report Ms. Watson invited everyone to attend the public meeting that would be held on March 10,2003 on the proposed changes to the Port Aransas Trolley Bus service,Flexi-B Service and the Padre Island Bus Route. There would also be a public meeting held on March 6,2003 to receive public input on RTA bus services, specifically integrating bus services in Downtown Corpus Christi as related to the Downtown Transportation Study. - --Ms. Watson referenced an e-mail received from-a-maintenance supervisor commending the parts department for their success in reducing costs. Mr.Niles,parts clerk, located parts on the internet at significant cost savings to the RTA. Referencing the Southside Transfer Station,Ms. Watson announced that four bids had been received by the bonding company and were currently being evaluated. Continuing with her report,Ms. Watson announced that the RTA had been recognized by the Coastal Bend Minority Business Council for their Disadvantaged Business Enterprise (DBE) program community outreach. Also,RTA would be recognized during the Hispanic Contractors Association Banquet on Friday, March 7, 2003. Regional Transportation Authority Board Of Directors Meeting Minutes March 5,2003 Page 8 The Bayfest, Beach-to-Bay and Naval Base Air Show Committee were informed that the 2003 community service budget had been reduced. Ms. Watson also reported that a request was received from I.H. Salazar,president of IRS Construction,requesting permission to use part of the Southside Station property as a staging area. Board members expressed concern about starting such a practice. Mr. Bell stated that the construction company's project was with the City of Corpus Christi and also included RTA related improvements and that the portion of the property to be used would not interfere with construction at the site. Ms. Watson noted that project savings realized could benefit the RTA. Regarding the 2003 Transportation(DOT)bill,Ms. Watson said that the President had signed the bill. RTA was allocated a total of$2.2 million- $1.2 million for Job Access Reverse Commute (JARC); $500,000 for bus and bus facilities; and$500,000 for-ADART.- - --- -- - Mr. Bell distributed a legislative update and mentioned that he was tracking legislation on Regional Mobility Authorities. Mr. Terry asked how many projects did RTA request funding for and what was the total dollar amount requested. Ms. Watson stated that she would provide him with that information. Regarding the Southside Transfer Station,Mr. Rendon asked that due to the extended time of inactivity at the site,that Mr. Sanchez monitor the new contractor's work to ensure that all the building's issued be addressed. Mr. Terry asked if there would be additional project costs. Mr. Sanchez stated that the bonding company would assume liability for the structure. Discussion (in Closed Session)Regarding General Manager's Annual Evaluation with Possible Action on General Manager's Employment Agreement Thereafter in Open Session Mr. Rendon announced that the Board was going into closed session in order to discuss Item 13 on the agenda concerning the General Manager's Annual Evaluation under Section 551.0.74 of - --the Texas Open Meetings Act and that action could-be taken iii open session afterwards. The Board recessed at 11:08 a.m. Mr. Rendon reconvened the Board meeting at 12:10 p.m. MR. RODRIGUEZ MADE A MOTION TO CONTINUE THE GENERAL MANAGER'S CURRENT CONTRACT WITH THE SAME TERMS AND CONDITIONS. THE BOARD WOULD MONITOR THE PROGRESS ON THEIR CONCERNS ON A MONTHLY BASIS. MR. TERRY SECONDED THE MOTION. THE MOTION PASSED UNANIMOUSLY. Mr. Terry expressed the need for a new General Manager evaluation form. � t Regional Transportation Authority Board Of Directors Meeting Minutes March 5,2003 Page 9 MR. TERRY MADE A MOTION THAT MR.BELL CHANGE THE GENERAL MANAGER EVALUATION FORM FROM A RATING SCALE OF FIVE CATEGORIES TO A RATING SCALE OF THREE CATEGORIES. MR BARRERA SECONDED THE MOTION. THE MOTION PASSED UNANIMOUSLY. There being no further business, the meeting was adjourned at 12:35 p.m. — — Julio Garcia Jr:,,Secretary- ate