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HomeMy WebLinkAboutMinutes Corpus Christi Regional Transportation Authority - 12/03/2008 REGIONAL TRANSPORTATION AUTHORITY BOARD OF DIRECTORS' MEETING MINUTES WEDNESDAY, DECEMBER 3, 2008 SUMMARY OF ACTIONS 1. Held Roll Call 2. Provided Opportunity for Public Comment 3. Held Public Hearing Regarding Proposed Budget Amendment to FY 2008 Operating Budget 4. Approved Proposed Budget Amendment to FY 2008 Operating Budget 5. Held Public Hearing Regarding Adoption of the FY 2009 Operating and Capital Budgets 6. Adopted the FY 2009 Operating and Capital Budget 7. Recognized 2008 RTA Leadership Program Participants 8. Heard Update on RCAT Committee Activities 9. Approved the Board of Directors' Minutes of November 5, 2008; Budget Workshop Minutes of October 29, 2008 10. Approved Consent Agenda a)Action to Accept Committee Reports b)Action to Authorize Negotiating and Entering into a Contract with Naismith Engineering for a Transportation Intermodal Feasibility Study c)Action to Award a Contract to A. Ortiz Construction and Paving, Inc. for Winnebago Livable Community Initiatives (LCI) Project d)Action to Award a Contract to WellsCo Enterprises, Inc. for Bus Lift Procurements e)Action to Approve the 2008 Third Quarter Defined Contribution Plan Report f) Action to Approve the 2008 Third Quarter Defined Benefit Plan and Trust Report g)Action to Authorize Executing the First Option Year with Jefferson Pilot Financial Insurance Company for Long-Term Disability Insurance h)Action to Authorize Executing the First Option Year with Fort Dearborn Life Insurance Company for Group Life Insurance i) Action to Authorize Executing the Final Option Year with Multiple Temporary Employment Service Agencies j) Action to Approve the Federal Transit Administration's 2009 Certifications and Assurances 11. Authorized Entering into Negotiation with the Rhoads Group, and if Unsuccessful, Entering into Negotiations with CHG and Associates and Award a Contract within Budget for Federal/State Legislative Consulting Services 12. Awarded a Contract to LNV Engineering/PB Americas for Security and Vulnerability Assessment of the •RTA's Facilities and Operations O nwgona1 Transportation Authority Board of Directors Meeting Minutes December 3,2008 Page 2 13. Adopted Recommended Changes to the RTA Classification and Compensation Plan and Funded the Recommended Changes to the Salary Structure for the Surveyed Positions 14. Heard General Manager's Report: a. 2008 Employee Recognition Awards 15. Held Closed Session on Chief Executive Officer (CEO) Search * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 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: Crystal Lyons (Board Chair), Mike Rendon, John Valls, John Longoria, Vangie Chapa, David Martinez, Ricardo Ramon, Sara Salvide, Judy Telge, Mary Saenz Board Members Absent: Anna Flores (Board Vice-Chair) Staff Present: Eduardo Carrion (Interim General Manager), Ponch Carrillo, Sylvia Castillo, Sharon Montez, Kristi Pena, Ramon Sanchez, Oscar Vargas, Susan Vinson, Albert Gomez, Mona Davidson, Oralia Martinez, Joe Gonzalez, Ray Mancilla, Emily Ellerbe Public Present: Eloy Soza; Debby Hovda, RCAT; Fanny Chirinos, Corpus Christi Caller Times; Carlos Vargas, Edna Arredondo, MV Transportation; John Michael, Naismith Engineering; Elias Sissamis, Financial Consultant; Rosie Aguiar, Ramona Sawyers, RTAEA; John Bell, Legal Counsel Call to Order The roll was called and a quorum declared present. Ms. Lyons called the meeting to order at 8:35 a.m. Opportunity for Public Comment Mr. Soza reported that an RCAT colleague had a section of her toe removed due to a lift malfunction on an MV vehicle. He stated that he had witnessed another lift malfunction and was bringing this problem to the Board's attention. Ms. Lyons requested information related to bus lift malfunctions on Paratransit vehicles. Public Hearing Regarding Proposed Budget Amendment to FY 2008 Operating Budget ix:4ional Transportation Authority Board of Directors Meeting Minutes December 3,2008 Page 3 Ms. Lyons opened the public hearing. Ms. Vinson explained that the proposed budget amendment to the FY 2008 operating budget would affect three areas that were anticipated to exceed budget. The first would be the Employee Healthcare Self Insurance cost center by adding $282,496 from the Health Insurance Reserve fund to cover increased claim costs. The second would be the Special Projects cost center by reallocating $39,600 from the capital budget Department of Justice grant funds line item to fund a system security study. The third would be the Capital Budget by adding $252,653 from remaining grant funds to a new line item to fund an intermodal mobility study. No one from the public spoke under this agenda item. Ms. Lyons closed the public hearing and reconvened the regular Board meeting at 8:42 a.m. Action to Approve Proposed Budget Amendment to FY 2008 Operating Budget MS. CHAPA MADE A MOTION TO APPROVE THE BUDGET AMENDMENT TO THE FY2008 OPERATING BUDGET. MS. SAENZ SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, VALLS, RENDON, MARTINEZ, SALVIDE, AND .TELGE VOTING IN FAVOR. FLORES ABSENT. Public Hearing Regarding Adoption of the FY 2009 Operating and Capital Budgets Ms. Lyons opened the public hearing on the FY 2009 Operating and Capital budgets at 8:44 a.m. Mr. Sissamis stated that the FY 2009 budget totaled approximately $26.9 million. There was an anticipated income shortfall of $853,389 which would be funded from savings realized in the FY 2008 budget. He mentioned that should fuel prices decrease and if sales tax revenue remained the same or increased in 2009; then, the FY 2010 budget year would be favorable. Referencing the Capital budget, Mr. Sissamis explained that the budget contained two sets of projects: 1) those continuing or "rolled forward" from 2008 totaling $21,931,836, and 2) new capital projects totaling $6,509,816. Addressing the Board under the public hearing, Mr. Soza expressed the opinion that the starting wage for bus operators should be higher. Ms. Lyons closed the public hearing and reconvened the regular Board meeting at 8:48 a.m. • wo;onal Transportation Authority Board of Directors Meeting Minutes December 3,2008 Page 4 Discussion and Possible Action to Adopt the FY 2009 Operating and Capital Budget In response to Ms. Telge, Mr. Sissamis explained that the line item for sedans for Paratransit would provide sedans for use by supervisors in the normal course of their work. MS. SAENZ MADE A MOTION TO ADOPT THE FY 2009 OPERATING AND CAPITAL BUDGET. MS. TELGE SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, VALLS, RENDON, MARTINEZ, SALVIDE, AND TELGE VOTING IN FAVOR. FLORES ABSENT. Recognition of 2008 RTA Leadership Program Participants Ms. Willey announced that eight employees representing different departments within the Agency had completed the 2008 RTA Leadership Program. She briefly explained the enhanced program format. Ms. Lyons acknowledged that two participants Ms. Carol Flowers and Mr. Juan Rodriguez had been unable to attend the Board meeting. Mr. Carrion recognized the following program participants: Ms. Mona Davidson, Mr. Albert Gomez, Mr. Joe Gonzalez, Mr. Ray Mancilla, Ms. Oralia Martinez, and Ms. Linda Socha. Each participant received a certificate and spoke about the benefits gained from their participation in the program. Ms. Willey acknowledged the dedication and hard work exhibited by Ms. Ellerbe, HR analyst, who coordinated the program. Update on RCAT Committee Activities Ms. Hovda reported on the RCAT November 13, 2008 meeting. She summarized the service request voiced under public comment; the future meeting dates for the subcommittees; the service reports received, and announced that there was a vacancy on the RCAT Committee. She noted that information was requested from Committee members on how Customer Assistance Forms (CAFs) were validated, procedure for requesting copies of bus camera videos, training provided for bus drivers with multiple CAFs, and an update on the concerns of Mr. Fergosa.. Regarding CAFs, Ms. Telge stated that she had noticed that the CAF procedure was being discussed extensively at the RCAT meetings. She suggested that should the Committee decide that the existing CAF policy needed to be reviewed, that the matter be presented to the RTA Board of Directors. ccgional Transportation Authority Board of Directors Meeting Minutes December 3,2008 Page 5 Discussion and Possible,Action to Approve the Board of Directors' Minutes of November 5, 2008; Budget Workshop Minutes of October 29, 2008 MR. VALLS MADE A MOTION TO APPROVE THE BOARD OF DIRECTORS' MINUTES OF NOVEMBER 5, 2008; BUDGET WORKSHOP MINUTES OF OCTOBER 29, 2008. MS. SALVIDE SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, VALLS, RENDON, MARTINEZ, SALVIDE, AND TELGE VOTING IN FAVOR. FLORES ABSENT. CONSENT AGENDA ITEMS Ms. Lyons stated that the following items were of routine or administrative nature and had been discussed previously by the Board or Committees and that the Board had been furnished with support documentation on the items. She called for consideration of Consent Agenda items 10a through 10j and asked if there were any items that should be pulled for discussion. There being none, Ms. Lyons called for a motion on the following agenda items: a)Action to Accept Committee Reports b)Action to Authorize Negotiating. and Entering into a Contract with Naismith Engineering for a Transportation Intermodal Feasibility Study c)Action to Award a Contract to A. Ortiz Construction and Paving, Inc. for Winnebago Livable Community Initiatives (LCI) Project d)Action to Award a Contract to WellsCo Enterprises, Inc. for Bus Lift Procurements e)Action to Approve the 2008 Third Quarter Defined Contribution Plan Report f) Action to Approve the 2008 Third Quarter Defined Benefit Plan and Trust Report g)Action to Authorize Executing the First Option Year with Jefferson Pilot Financial Insurance Company for Long-Term Disability Insurance h)Action to Authorize Executing the First Option Year with Fort Dearborn Life Insurance Company for Group Life Insurance i) Action to Authorize Executing the Final Option Year with Multiple Temporary Employment Service Agencies j) Action to Approve the Federal Transit Administration's 2009 Certifications and Assurances MR. VALLS MADE A MOTION TO APPROVE CONSENT AGENDA ITEMS 10a THROUGH 10j. MR. LONGORIA SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, VALLS, RENDON, MARTINEZ, SALVIDE, AND TELGE VOTING IN FAVOR. FLORES ABSENT. Ikugional Transportation Authority Board of Directors Meeting Minutes December 3,2008 Page 6 Mr. John Michael thanked the Board for awarding the Transportation Intermodal Feasibility Study to Naismith Engineering. Discussion and Possible Action to Award a Contract for Federal/State Legislative Consulting Services Mr. Taylor provided background information related to the request for proposals issued for this service. He stated that the RTA's Evaluation Committee had evaluated the technical proposals submitted and on November 18, 2008 had made a recommendation to the Governmental Relations Subcommittee of CHG & Associates as the firm with the top-ranked proposal. The Governmental Relations Subcommittee had recommended awarding the contract to The Rhoads Group. The Subcommittee requested to hear oral presentations by both firms on November 24, 2008. After the presentations were heard, the Governmental Relations Subcommittee recommended that the contract be awarded to The Rhoads Group based on experience, staff, resources, and references. Ms. Lyons clarified that the contract would be for one year with two one-year options. Mr. Rendon inquired if The Rhoads Group was aware of the budgeted amount for this contract. Mr. Carrion replied that they had not been informed of the contract amount. He explained that upon the Board's approval, he would then enter into negotiations with the approved firm. Ms. Telge recognized RTA staffs thorough review of the proposals and cited the basis for staff's recommendation of CHG & Associates. She noted that CHG had met the DBE criteria; whereas, The Rhoads Group had not met this criterion, which she understood, was an important criterion to the Board. Ms. Telge acknowledged the strong State representation that would be provided by The Rhoads Group, but expressed her concern about the caliber of Federal representation they would be able to provide based on their minimal transit experience. Ms. Salvide and Mr. Longoria commented on The Rhoads Group strong bipartisan staff and other strengths of the firm. A varied discussion ensued regarding the parameters for awarding the contract. Ms. Lyons stated that the feasibility of awarding separate Federal and State legislative consulting contracts could be considered in the future. MR. LONGORIA MADE A MOTION TO AUTHORIZE THE INTERIM GENERAL MANAGER TO ENTER INTO NEGOTIATIONS WITH THE RHOADS GROUP, AND IF UNSUCCESSFUL, ENTER INTO NEGOTIATIONS WITH CHG AND ASSOCIATES AND AWARD A CONTRACT WITHIN BUDGET FOR . • Regional Transportation Authority Board of Directors Meeting Minutes December 3,2008 Page 7 FEDERAL/STATE LEGISLATIVE CONSULTING SERVICES. MR. RAMON SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, VALLS, RENDON, MARTINEZ, SALVIDE, AND TELGE VOTING IN FAVOR. FLORES ABSENT. Action to Award a Contract for Security and Vulnerability Assessment of the RTA's Facilities and Operations Ms. Castillo cited that ten proposals had been received and a staff recommendation had been made at the November 18, 2008 Operations Committee meeting to award the contract to O'Gara Training and Services. The Operations Committee had recommended awarding the contract to LNV Engineering/PB Americas based on the fact that they were a local firm and would have a better understanding of the project needs. Ms. Castillo informed the Board that the RTA was prohibited from awarding a contract based on geographical preference as per FTA Circular 4220, 1 F, Third Party Contracting Guidance, under Chapter VI. Ms. Chapa and Ms. Telge voiced their support for awarding the contract to O'Gara Training and Services. In response to Ms. Chapa, Ms. Castillo stated that the grant funding would expire in June 2009; therefore, the project would need to be completed by May 2009. This. project, in the amount of $39,600, was part of the project plan for a Department of Justice grant that was also funding the purchase of cameras for the buses. Responding to Mr. Rendon, Ms. Castillo affirmed that the team of LNV Engineering/PB Americas was qualified to conduct the assessment. Mr. Rendon stated that due to their qualifications, the Operations Committee was recommending LNV Engineering/PB Americas. Mr. Valls commented that he was more comfortable awarding a contract to a firm that he was knowledgeable about their work performance. Mr. Longoria stated that pricing should not be an evaluation criterion. Ms. Lyons drew attention to the letter of protest submitted by O'Gara and inquired if a different course of action should be considered. MS. CHAPA MADE A MOTION TO TABLE AWARDING A CONTRACT FOR SECURITY AND VULNERABILITY ASSESSMENT OF THE RTA'S FACILITIES AND OPERATIONS TO THE NEXT BOARD MEETING. MS. LYONS SECONDED THE MOTION. THE MOTION FAILED. SAENZ, CHAPA, LYONS, AND TELGE VOTING FOR. LONGORIA, RAMON, VALLS, RENDON, MARTINEZ, AND SALVIDE VOTING AGAINST. FLORES ABSENT. 1:4-ional Transportation Authority Board of Directors Meeting Minutes December 3,2008 Page 8 MR. RENDON MADE A MOTION TO AWARD A CONTRACT TO LNV ENGINEERING/PB AMERICAS FOR SECURITY AND VULNERABILITY ASSESSMENT OF THE RTA'S FACILITIES AND OPERATIONS. MR. MARTINEZ SECONDED THE MOTION. THE MOTION CARRIED. LONGORIA, RAMON, VALLS, RENDON, MARTINEZ, AND SALVIDE VOTING FOR. SAENZ, CHAPA, LYONS, AND TELGE VOTING AGAINST. FLORES ABSENT. Action to Adopt Recommended Changes to the RTA Classification and Compensation Plan and Fund the Recommended Changes to the Salary Structure for the Surveyed Positions Ms. Willey explained that staff was recommending adoption of scenario #2, as outlined in the board packet, which provided for a 3 percent salary increase for operations personnel and a 5 percent salary increase for bus operators. This was being recommended based on the volatility of the economy and the possibility of how market conditions could affect other benefit costs. Ms. Willey stated that the plan was to perform an internal review of the market in mid 2009 and report to the Board. She reviewed the new grade structure and reclassification recommendations. Reviewing the results of the benefits study, Ms. Willey stated that the findings showed that the RTA was at approximately 50 percent of the market. She noted that the Benefits Plan was found to be a very rich plan. Mr. Longoria recommended that compensation studies be conducted approximately every three years. He noted that salary variances would occur every year and that the ability of the agency to fund yearly salary increments should be taken into consideration. Mr. Longoria recommended a Board committee to review the agency's compensation policy. Ms. Willey stated that replacing the merit increase with a cost of living increase was being considered. She noted that if implemented, the pay scales would also be adjusted to stay in line with the cost of living increase. A discussion ensued regarding methods to avoid having salary compression issues and the types of businesses surveyed to determine the salary market. In response to Ms. Telge, Ms. Willey stated that retention of the entry level bus operator was a challenge for the agency. Mr. Valls inquired why some RTA employees used County Medical services because they state that they cannot afford medical coverage through the RTA. A brief discussion ensued. gional Transportation Authority Board of Directors Meeting Minutes December 3,2008 Page 9 MS. TELGE MADE A MOTION TO ADOPT THE RECOMMENDED CHANGES TO THE RTA CLASSIFICATION AND COMPENSATION PLAN AND TO FUND THE RECOMMENED CHANGES TO THE SALARY STRUCTURE FOR THE SURVEYED POSITIONS FOR A TOTAL ESTIMATED COST OF $266,647. MR. LONGORIA SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, VALLS, RENDON, MARTINEZ, SALVIDE, AND TELGE VOTING IN FAVOR. FLORES ABSENT. Ms. Lyons stated that the subcommittee structure would be reviewed at the January Board meeting. She voiced her support for establishing a compensation subcommittee. She suggested that, if the subcommittee was formed, that Ms. Chapa and Mr. Longoria be members of that subcommittee. Ms. Lyons requested that a Board workshop on the procurement process be held in 2009. Mr. Carrion informed the Board that staff was revising the current procurement policy. Interim General Manager's Report: a. 2008 Employee Recognition Awards Mr. Carrion extended an invitation to attend the RTA and MV Employee Recognition Event thatwould be held on December 13, 2008. Closed Session on CEO Search with Possible Action in Open Session Ms. Lyons announced at 10:09 a.m. that the Board would recess until 10:30 a.m.; then, would go into closed session in order to discuss Agenda Item 15 concerning personnel matters, the CEO search, under Section 551.074 of the Texas Open Meetings Act. Adjournment Ms. Lyons reconvened the regular Board meeting at 6:08 p.m. and there being no further business the meeting was adjourned. 3Cuta, jj_t_ Sara Salvide, Board Secretary lriOQ Date