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HomeMy WebLinkAboutMinutes Corpus Christi Regional Transportation Authority - 07/28/2008 v„w SEP 2008 �� BOARD OF DIRECTORS' PLANNING SESSIONcrr;3�rc„[[MRY' MONDAY, JULY 28, 2008 "nr The Regional Transportation Authority Board of Directors met at 8:30 a.m. at Texas A&M University- Corpus Christi, Bayview Room 320, 6300 Ocean Drive, Corpus Christi, Texas, 78412 Board Members Present: Crystal Lyons (Board Chair), Anna Flores (Board Vice Chair), .Vangie Chapa, John Longoria, Ricardo Ramon, Mary Saenz, Sara Salvide, Judy Telge, John Valls, Mike Rendon Board Members Absent: David Martinez Staff Present: Ed Carrion (Interim General Manager), Sharon Montez, Lamont Taylor, Susan Vinson, Ruth Willey, Alfonso Carrillo, Kristi Pena Public Present: Bryan Gentsch, Association Strategies; Elias Sissamis, RTA Financial Consultant Call to Order Ms. Lyons called the meeting to order at 8:50 a.m. Budget Assumptions and Trends Mr. Sissamis, using a PowerPoint presentation, outlined the discussion topics. He stated that based on preliminary projections, this year's budget process would be the most challenging due to rising fuel costs, higher need for bus parts, lower market rates on investments, increasing demands for transportation, and other factors. Continuing with his presentation, Mr. Sissamis identified the following trends and revenue projections: 1) sales tax growth was 2.10 percent for 2007-2008 budget; 2) consumer price index was at 3.42 percent; 3) yields on the investment portfolio went down to an estimated 3.17 percent compared to 4.86 percent a year ago; and 4) projected 2008 fare recovery ratio was expected to be at 6.85 percent. Presenting an overview of key expense assumptions, Mr. Sissamis noted that for 2007-2008 budget operating expense growth was 15.30 percent. He stated that after putting together all the key trends, a preliminary budget estimate with relevant assumptions was computed. Mr. Sissamis commented that assuming projected sales tax for FY2009 remained the same as FY2008, there would be an estimated budget deficit of approximately $1.4 million. SCANNED • R al Transportation Authority Board Planning Session Minutes Monday,July 28,2008 Page 2 Mr. Carrion pointed out that based on the budget preliminary results, cost reduction measures had to be considered. He identified the following near term measures: 1) implement COA Recommendations; 2) limit charter requests to 80 hours; 3) reduce overtime in all departments; 4) reduce travel by limiting attendees to events; 5) limit community events sponsorships; 6) freeze hiring on administrative positions; and 7) restructure the incentive program. Mr. Carrion informed the Board that he would encourage employee participation in budget forums in order to get feedback from all employee groups. A general discussion ensued regarding cost reduction measures. Ms. Lyons recommended that the Board review the charter regulations on community-based charter services of 80 hours per year provided to government officials. She suggested formulating a board policy that would provide clear guidance on charter service provisions. There was a varied discussion on the best way to manage requests for community events/sponsorships. Proposed recommendations were: develop criteria as a basis for approval; support one event for each board member; or totally eliminate sponsorships. A brief discussion of New Freedom/JARC Funding ensued. There was a consensus to find ways and means to utilize the funds. In conclusion, Mr. Carrion discussed long term measures that would affect future budgets and the Authority's past accomplishments. He emphasized that route cuts, reduction in force and freezing employee merit increases were not being considered as cost saving measures at this time. Draft Strategic Plan a. SWOT Analysis Mr. Carrion stated that SWOT (Strengths, Weakness, Opportunities, and Threats) Analysis was a strategic assessment tool used to establish the level of understanding needed for a successful plan. Mr. Carrion explained in detail the agency's internal strengths that would be helpful to achieving its objectives: 22-year track record; favorable peer comparisons; master plan foundation; increased community awareness; dedicated board; dedicated sales tax; strong legislative support; committed and tenured staff; and competitive compensation. Some of the weaknesses were: senior level vacancies; internal communication; weak teamwork; "deep pocket" perception; and lack of employee participation in the budget process. Re,_ ,11 Transportation Authority Board Planning Session Minutes Monday,July 28,2008 Page 3 The external environmental analysis could reveal certain new opportunities such as: growing areas and service demands; enhance Authority's value in the community; leadership changes; and regional partnering. Mr. Carrion further identified some threats: community perceptions; service sustainability; difficulty accepting change; and conflicting political priorities. b. FY 2009 Board Goals There was no discussion on FY 2009 Board Goals. The consensus was to review the current status of the FY2008 Board Goals. Ms. Lyons introduced Mr. Bryan Gentsch, managing director of Association Strategies, as the facilitator for the discussion on Board Goals. Addressing the vision statement, Mr. Gentsch recommended formulating a Board vision statement. He stated that basic human need has to be considered or incorporated in the vision statement. The Board members present proposed the new vision statement — "We provide safe and reliable transportation accommodating all people to access our communities' activities, opportunities, and commerce." An extensive review of the board goals identified at the January 24, 2008 Board Planning Session ensued: Goal A Develop a Board policy that will actively advocate for the goal of 100% ADA compliance Goal B Implement a Senior Level Management Development Program as an Integral component of succession planning Goal C Increase public transportation ridership in FY 2008 General discussion included identifying the current state; future state, specific goals, barriers to the goals; and action for each Board goal. Board Members present recommended under specific goals for each Board goal: Goal A • create a culture at CCRTA of ADA and accessibility awareness that becomes an integral part of all that we do; • create a Board of Directors' policy advocating a culture of accessibility awareness that becomes an agency-wide directive where everyone takes ownership of the ideal; Rt _ al Transportation Authority Board Planning Session Minutes Monday,July 28,2008 Page 4 • include the greater community in accessibility awareness and explore potential partnering opportunities. Ms. Lyons requested that Ms. Telge, Ms. Saenz and Ms. Flores work with her in reviewing and formulating the Board's policy advocating for 100% ADA compliance. Goal B • institute an on-going training and succession planning program to prepare higher level managers for their tasks; • utilize on-going training and succession planning program to mentor and develop middle and lower level managers to step into higher level positions at RTA when needed. Mr. Carrion stated that a presentation of a draft senior level management development program would be presented at the Administration Committee meeting in July 2008. Goal C • explore options for fare adjustment; • expand service; • evaluate new routes and times of operation for optimization of customer service. Mr. Carrion noted that ridership from January to June 2008 increased to 10.7 percent compared to the same months of last year. Board Member Communication Styles Mr. Gentsch stated that DiSC was a behavioral style analysis based on the work of Dr. William Marston in 1928. He noted that DiSC could help improve interpersonal communications and business relationships. The four basic behavioral styles were: • D (for Dominance) — direct, decisive behavior • i (for Influence) — optimistic and outgoing behavior • S (for Supportiveness) — sympathetic and cooperative behavior • C ( for Conscientiousness) — concern and correct behavior Mr. Gentsch asked each board member present and senior staff to complete the assessment tool. He reviewed in detail each behavioral style and noted that the foundation of personal and professional success lies in understanding yourself, understanding others, and realizing the impact of personal behaviors on others. RF :al Transportation Authority • Board Planning Session Minutes Monday,July 28,2008 Page 5 There being no further business to discuss, the meeting was adjourned at 4:10 p.m. fo,t„.„ Sara Salvide, Board Secretary _12J' • ()DS' Date