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HomeMy WebLinkAboutMinutes Corpus Christi Regional Transportation Authority - 09/02/2009 REGIONAL TRANSPORTATION AUTHORITY BOARD OF DIRECTORS' MEETING MINUTES WEDNESDAY, SEPTEMBER 2, 2009 SUMMARY OF ACTIONS 1. Held Roll Call 2. Provided Opportunity for Public Comment 3. Held Personnel Recognition 4. Heard Quarterly Presentation by AG/CM on the Maintenance Facility Renovation 5. Approved the Board of Directors' Minutes of August 5, 2009 and Budget Workshop Minutes of July 29, 2009 6. Approved Consent Agenda a) Action to Accept Committee Reports b) Action to Authorize Awarding a Contract to Cooper Outdoor Advertising for Bus Bench and Shelter Advertising Services c) Action to Authorize Awarding a Marketing Services Contract to Morehead, Dotts, and Associates d) Action to Authorize Issuing a Request for Proposals for Repowering of Seven 2005 Orion Buses e) Action to Authorize Awarding a Contract to Oil Patch Petroleum, Inc. for Engine Oil Supply f) Action to Approve the 2009 Second Quarter Defined Contribution Plan Report g) Action to Approve the 2009 Second Quarter Defined Benefit Plan and Trust Report h) Action to Approve a) Establishing the Employee Benefits Reserve; b) Setting the Operating Reserve Level at 14 percent of Budget; and c) Retaining Three Reserves i) Action to Adopt a Marketing and Communications Manual (Graphics Standards) 7. Heard Presentation on July 2009 Financial Report 8. Heard CEO's Report a. Operational Update b. Employee Training Initiatives 9. Held Discussion (in Closed Session) Regarding Consultation with Legal Counsel on Possible Real Estate Acquisition 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. SCANNED Regional Transportation Authority Board of Directors Meeting Minutes September 2,2009 Page 2 Board Members Present: Crystal Lyons (Board Chair), Mary Saenz (Board Secretary), John Longoria, Ricardo Ramon, Mike Rendon, Judy Telge, John Valls Board Members Absent: Anna Flores (Board Vice-Chair), Vangie Chapa, David Martinez Staff Present: Eduardo Carrion, CEO; Ponch Carrillo, Jorge Cruz-Aedo, Linda Fallwell-Stover, Terry Klinger, Sharon Montez, Twila Mouttet, Ramon Sanchez, Gloria Smith, Lamont Taylor, Martin Trevino, Susan Vinson, Ruth Willey, Beth Vidaurri Public Present: John Bell, Legal Counsel; Ed LaBay, Marcus Garcia, AG/CM; Robert Vela, Rosie Aguiar, RTAEA; Robert Whitehurst, Gordon Cooper, Cooper Outdoor Advertising; Ronald Hamilton; Brenda Fernandez,Wesley Adams, Carlos Vargas, Nova Shields, Edna Arredondo, Dana Smith, MV Transportation; Fanny Chirinos, Caller-Times; Lee Jones, RCAT Call to Order The Board of Directors' meeting was called to order by Ms. Lyons at 8:34 a.m. Opportunity for Public Comment Mr. Ronald Hamilton spoke about the change to Route 32 which had lengthened his work-related travel to a three-hour trip. He also spoke about additional delays which result when a bus driver misses a connection. He recommended implementing a system to discipline drivers for missed connections. In response to Ms. Lyons, Mr. Hamilton stated that he has contacted the RTA Customer Center and they had his contact information. Personnel Recognition Mr. Carrion recognized Mr. Jack Fernandez, mechanic supervisor, as a thirty-five year RTA employee. He stated that Mr. Fernandez had started his employment with the Agency when it was City Transit and had risen through the ranks within the Maintenance Department. Mr. Fernandez was presented with service recognition items by Mr. Carrion and Ms. Lyons. Mr. Fernandez briefly addressed the Board. Quarterly Presentation by AG/CM on the Maintenance Facility Renovation Mr. Marcus Garcia explained that AG/CM was assisting RTA with the renovation and addition to the bus maintenance facility. It was a five-step project. The first three f ' Regional Transportation Authority Board of Directors Meeting Minutes September 2,2009 Page 3 steps were 100 percent complete, Step 4 was 40 percent complete, and Step 5 was 10 percent complete. He said that the project completion date was January 5, 2010, barring any unforeseen delays. Reviewing the project report distributed to Board Members, Mr. Garcia stated that all submittals had been resolved; three requests for information from the contractor out of ninety-four remained unresolved; the Betterment Fund had a balance of $151,915.00. He spoke briefly about an unforeseen framing issue concerning the existing office/restroom areas and the walls supporting a wood framed mezzanine area which required a redesign of that area. He stated that this additional cost would be paid out of the Betterment fund. In response to Mr. Longoria, Mr. Garcia stated that at the present time it appeared that the project would be completed under budget. The project could possibly be completed by mid December as per contract, but this was not a confirmed completion date. He noted that with the 61 day extension the official completion date was January 5, 2010. AG/CM was commended for their project oversight by various Board Members. Prior to going to the next agenda item, Ms. Lyons noted that there would not be an update by RCAT because they had been on hiatus in August. Their next meeting would be held on September 17, 2009. Discussion and Possible Action to Approve the Board of Directors' Minutes of August 5, 2009 and Budget Workshop Minutes of July 29, 2009 MR. RENDON MADE A MOTION TO APPROVE THE BOARD OF DIRECTORS' MINUTES OF AUGUST 5, 2009 AND BUDGET WORKSHOP MINUTES OF JULY 29, 2009. MR. VALLS SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, LONGORIA, RAMON, VALLS, RENDON, TELGE, AND LYONS VOTING IN FAVOR. CHAPA, FLORES, AND MARTINEZ ABSENT. Consent Agenda 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 6a through 6i and asked if there were any items that should be pulled for discussion. There being none, Ms. Lyons called for a motion to approve the following items: Regional Transportation Authority Board of Directors Meeting Minutes September 2,2009 Page 4 a) Action to Accept Committee Reports b) Action to Authorize Awarding a Contract to Cooper Outdoor Advertising for Bus Bench and Shelter Advertising Services c) Action to Authorize Awarding a Marketing Services Contract to Morehead, Dotts and Associates d) Action to Authorize Issuing a Request for Proposals for Repowering of Seven 2005 Orion Buses e) Action to Authorize Awarding a Contract to Oil Patch Petroleum, Inc. for Engine Oil Supply f) Action to Approve the 2009 Second Quarter Defined Contribution Plan Report g) Action to Approve the 2009 Second Quarter Defined Benefit Plan and Trust Report h) Action to Approve a) Establishing the Employee Benefits Reserve; b) Setting the Operating Reserve Level at 14 percent of Budget; and c) Retaining Three Reserves i) Action to Adopt a Marketing and Communications Manual (Graphics Standards) Regarding agenda item 6b, awarding a contract to Cooper Outdoor Advertising for bus bench and shelter advertising services, Mr. Carrion, in response to questions posed by Board Members, stated that the contract would include a bench replacement schedule and identification of the nine benches and billboard that would be used by RTA for advertising. MR. VALLS MADE A MOTION TO APPROVE CONSENT AGENDA ITEMS 6a THROUGH 6i. MR. LONGORIA SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, LONGORIA, RAMON, VALLS, RENDON, TELGE, AND LYONS VOTING IN FAVOR. CHAPA, FLORES, AND MARTINEZ ABSENT. Presentation on July 2009 Financial Report Ms. Vinson reported that overall budget savingswere being realized primarily due to approximately $2 million savings in the fuel line item. The line item over budget was the pension line item at approximately $590,000. Regional Transportation Authority Board of Directors Meeting Minutes September 2,2009 Page 5 Referencing revenue, Ms. Vinson said that sales tax income for June 2009 had been much lower than anticipated due to an audit adjustment of approximately $200,000. She stated that sales tax revenue for the remainder of the year was anticipated to remain below budget. Ms. Vinson informed the Board that the shortfall was projected at $2 to $2.5 million by the end of 2009. Analyzing the FY2010 budget, Ms. Vinson said that funding from prior years' reserves could have to be used to meet operating costs. She noted that $853,000 had been budgeted. She noted that cost-saving measures were being taken and that not filling vacant positions was being considered. In response to Mr. Valls, Ms. Willey stated that the health plan claims utilization had been for more routine health care expenses and not for major medical claims. She noted that the wellness program had about 80-85 participants. Consideration of offering lower premiums was being discussed since determining the impact the monetary incentive was having was difficult to assess. Ms. Willey also informed the Board that the agency would be holding a health benefit fair for the employees. CEO's Report a. Operational Update Mr. Carrion reported that fixed-route wheelchair lift boardings in July 2009 had been 3,232 compared to 2,644 in July 2008; bicycle boardings had increased by approximately 269 percent compared to the same time period in 2008; the older buses were being retrofitted with upgraded camera system to enhance safety and security for riders as well as operators; the Agency had received two first place awards from the American Public Transportation Association (APTA) Adwheel competition. He stated that one award was in the print category and the other was in the advertisement category. Both awards would be presented at the APTA Annual Conference. b. Employee Training Initiatives Mr. Carrion informed the Board that five operators and one training supervisor had attended the Southwest Transit Association's (SWTA) ADA and Paratransit Conference and participated in a workshop for travel/training. He stated that TxDOT grant funding was used to pay for this training. Ms. Lyons noted that the Board supported making training opportunities available. Mr. Valls requested that a press release be issued regarding the Agency receiving the APTA awards. I !" Regional Transportation Authority Board of Directors Meeting Minutes September 2,2009 Page 6 Discussion (in Closed Session) Regarding Consultation with Legal Counsel on Possible Real Estate Acquisition Ms. Lyons announced at 9:03 a.m. that the Board was going into closed session in order to discuss Item No. 9 on the agenda concerning Real Property — Consultation with Legal Counsel on Possible Real Estate Acquisition — Under Section 551.072 of the Texas Open Meetings Act. Ms. Lyons reconvened and adjourned the Board meeting at 9:39 a.m. k,,4# ry SEenz, Bo r Secretary jO -H '0 Date Submitted by: Beth Vidaurri