January 8, 2015 Meeting

1-8-15 | Agenda and Minutes

AGENDA

1. New Flyer and Gillig Update
2. GPS/AVL system, Pilot
3. Law Suit
4. Authorizing Resolutions (FTA and Banking)
5. Norwalk Budget Presentation
6. Westport Update
7. CEO Update
8. Other business
9. Adjournment
 

MEETING | Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson, Sheldon Miller

Norwalk Transit District:  Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer, Richard Bangs, Director of Finance and Administration

The meeting was called to order at 9:05 AM and a quorum was determined to be present.  Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of December 16, 2014
The minutes of the December 16, 2014 meeting of the Commissioners were unanimously approved. 

New Flyer and Gillig Update
Mrs. Carroll reported that the New Flyer vehicles will be in revenue service next week and currently training is underway.  She additionally noted the ongoing concern with the scheduled lead time for the 12 Gilligs which called for a production start date of November, meaning we could not anticipate vehicle delivery until 2016.  Mrs. Carroll noted we requested consideration for an earlier start date and was waiting a response. 

GPS/AVL system, Pilot
Mrs. Carroll reported that a meeting is scheduled for January 8, 2014 at which time the District will give Avail approval to move to the pilot stage of the project.

Lawsuit
Commissioners were briefed on the status of the lawsuit.

Authorizing Resolutions (FTA and Banking)
Commissioners were presented for execution the required FTA and Banking authorizing resolutions necessary to ensure that all legal signatory authority was properly transitioned to the new CEO, Kimberlee Morton. 

Norwalk Budget Presentation
Mr. Bangs informed the Commissioners  that on December 22nd at noon the District had its operating grant review with the City of Norwalk.  Those in attendance were Mr. Bangs, Mrs. Carroll, and Ms. Morton. 

Westport Update
Mrs. Carroll reported on the recent activities associated with the Westport Transit District services. It was noted that the FTA granted the waiver for After School Shuttle Services until the end of the school year. The budget for FY’16 was being prepared by Mr. Bangs for presentation to the Westport Transit District Directors. The Commissioners agreed that the Norwalk Transit District should remain neutral on future service decisions in Westport and maintain its role as a service contractor.

CEO Update
Ms. Morton provided a snapshot summary of her initial three days on the job, her plan for transitioning into her new position and preliminary areas of focus.  

Other Business
No other business was noted.

Adjournment
The meeting adjourned at 10:08 am. 

January 22, 2015 Meeting

1-22-15 | Agenda and Minutes

AGENDA
 

  1. Approval of minutes of January 8, 2015
  2. Public Comment
  3. Gillig Update
  4. Lawsuit
  5. Unfair Labor Practice
  6. Hub Restrooms/Drivers’ Room
  7. Westport Update
  8. CEO Update
  9. Other Business
  10. Adjournment

 

MEETING | Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District Staff: Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer, Richard Bangs, Director of Finance and Administration

The meeting was called to order at 9:03 AM and a quorum was determined to be present.  Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of January, 8 2015
The minutes of the January 8, 2015 meeting of the Commissioners were unanimously approved. 

Gillig Update
Mrs. Carroll reported that the scheduled lead time for the 12 Gilligs which called for a production start date of November was advanced to begin in September, meaning we could now anticipate vehicle delivery in October 2015. 

Lawsuit
Commissioners were briefed on the final disposition of the lawsuit.

Unfair Labor Practice
Ms. Morton noted that the District was served with an Unfair Labor Practice filing on behalf of the Union.  The matter is in regard to the prescription benefit coverage afforded by the new health insurance carrier, Connecticare.  The Union claims that the prescription coverage provided is not equivalent to that of the previous carrier, CIGNA, as called for under the collective bargaining agreement.  Staff will meet with our labor counsel on January 28, 2014. 

Hub Restrooms/Drivers’ Room
Mrs. Carroll advised that the hub restroom situation was addressed; portable bathrooms were delivered, and quotes for contracted repairs were received.  Ms. Morton noted that they will attempt repair reimbursement from the City of Norwalk as the pipes are of clay in decaying condition. 

Ms. Morton noted an alternative location is of top priority.  Several contacts have been made and discussions are ongoing.

Westport Update
Mrs. Carroll, Mr. Banks and Ms. Morton met with the Westport Transit District Board of Commissioners to discuss FY’ 16 budget preparation and timeline. 

CEO Update
Ms. Morton informed the Commissioners that she was scheduled to meet with CTDOT on Friday the 23rd of January. 

She further advised that the District would be a participant in the upcoming statewide fuel bid consortium purchase. 

Other Business
No other business was noted.

Adjournment
The meeting adjourned at 9:50 am.

February 4, 2015 Meeting

2-4-15 | Agenda and Minutes

AGENDA

  1. Approval of minutes of January 22, 2015
  2. Public Comment
  3. December Financials
  4. Unfair Labor Practice
  5. Westport Update
  6. ConnDOT Update
  7. Snow Storms
  8. CEO Update
  9. Other Business
  10. Adjournment


Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:  Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer, and Richard Bangs, Director of Finance and Administration

The meeting was called to order at 4:06 PM and a quorum was determined to be present.  Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of January, 22 2015
The minutes of the January 22, 2015 meeting of the Commissioners were unanimously approved. 

December Financials
Ms. Morton requested that this item be moved to the end of the agenda. 

Unfair Labor Practice
Ms. Morton stated that staff met with legal counsel, and our insurance broker, USI, to discuss our current position relative to prescription coverage.  She advised that USI, Connecticare and Cigna will prepare additional analytical information so that a formal

Westport Update
Mrs. Carroll advised that staff was working to formalize presentation of the Westport Transit District budget.  

ConnDOT Update
Ms. Morton informed the Commissioners that she and Nancy Carroll had met with ConnDOT as part of her initial orientation.  Topics of discussion included Coastal Link and ADA funding, personnel matters, capitalization of lease and direct administrative expenses.

Snow Storms
Mrs. Carroll advised that NTD had suspended service during the late January storm and the early February storm resulted in an approximate 2 hour delay start. 

Ms. Morton added that a post storm recap meeting resulted in a group consensus to formalize standard route deviations for publication. 

December Financials
Mr. Bangs presented the December financials with continuing concern regarding the Coastal Link operating deficit.  Ms. Morton noted that this needed to be addressed sooner than later as it is adding to a previously noted budget deficit. 

CEO Update
Ms. Morton advised that she attended a meeting hosted by the City of Norwalks’ Department of Economic Development.  In attendance was the State of CT Commissioner of the Department of Economic Community Development.  The purpose of the meeting was to showcase the economic growth in the Norwalk core.  Each of the participating developers highlighted their successes.  Ms. Morton noted she continues to engage in community meetings as part of her orientation to the City of Norwalk and surrounding communities.

Ms. Morton noted that the AVL project remains on task and pilot will begin on February 10th. 

Other Business
No other business was noted.

Adjournment
The meeting adjourned at 4:55 pm. 

February 19, 2015 Meeting

2-19-15 | Agenda and Minutes

AGENDA

  1. Approval of minutes of February 4, 2015
  2. Public Comment
  3. AVL Pilot Update
  4. CMAQ Application
  5. Restructuring Plan Phase 1
  6. CEO Update
  7. Other Business
  8. Adjournment


Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:  Kimberlee Morton, CEO; Nancy Carroll, Chief Operating Officer; and, Richard Bangs, Director of Finance and Administration

The meeting was called to order at 9:02 AM and a quorum was determined to be present. 

Approval of Minutes of February 4, 2015
The minutes of the February, 2015 meeting of the Commissioners were unanimously approved.  

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

AVL Pilot Update
Ms. Carroll noted that pilot testing was completed successfully.  We are now moving to full fleet installation.

She further informed the Commissioners that it was brought to our attention that an application containing NTD route information was available on ITunes.  Further investigation confirmed that an unauthorized inaccurate application of our system-wide route schedules did exist and formal notification for removal is in progress.  

CMAQ Application
Ms. Morton reported that the State would be entertaining applications for CMAQ funding and that there was rejuvenated interest in this round of funding on behalf of West Avenue Developers and the City of Norwalk.  The Office of Economic Development is leading the coordination effort with hopes of reaching a unified objective for the grant application process.  

Restructuring Plan Phase 1
Ms. Morton presented the details of the first phase of the restructuring plan.  The plan received unanimous support from the Commissioners. 

CEO Update
Ms. Morton reported her participation with the City of Norwalk Emergency Management Team which involved Desktop participation as an 'observer' in a FEMA 'Active Shooter' exercise.

Ms. Morton reported that she was very close to final response to the Union on the subject matter of prescription coverage as it relates to the Unfair Labor practice filing.  She is hopeful that a successful resolution would be forthcoming. 

She advised a scope of work was currently under preparation for broker services as this process was last performed in 2008.

Other Business
No other business was noted.

Adjournment
The meeting adjourned at 10:05 am.

March 5, 2015 Meeting

3-5-15 | Agenda and Minutes

AGENDA

  1. Approval of minutes of February 19, 2015
  2. Public Comment
  3. Restructuring Plan Implementation
  4. CTDOT Discussion and Correspondence
  5. CEO Update
  6. Other Business
  7. Adjournment


Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:  Kimberlee Morton, CEO and Nancy Carroll, Chief Operating Officer

The meeting was called to order at 9:00 AM and a quorum was determined to be present. 

Approval of Minutes of February 19, 2015
The minutes of the February 19, 2015 meeting of the Commissioners were unanimously approved. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Restructuring Plan Implementation
Ms. Morton reported that impacted personnel were informed and open information sessions were held across all business hours to update employees on the District’s current financial standing and provided an opportunity for questions and answers. 

The new Manager of Human Resources position was posted and hiring process is currently underway. 

CTDOT Discussion and Correspondence
Ms. Morton reported on her meeting with Mr. Michael Sanders of CTDOT.  Mr. Sanders requested that the discussion be formally documented and sent to his attention.  Ms. Morton presented to the Commissioners the final draft of the correspondence.  The Commissioners endorsed the submittal. 

CEO Update
Ms. Morton reported that she provided a final response to the Union on the subject matter of prescription coverage as it relates to the Unfair Labor practice filing.  She is waiting on the Union response and possible meeting dates. . 

Ms. Morton advised she would be out of town at the Legislative Conference March 9th – 11th. 

Other Business
No other business was noted.

Adjournment
The meeting adjourned at 9:40 am.

April 2, 2015 Meeting

4-2-15 | Agenda and Minutes

AGENDA

  1. Approval of minutes of March 5, 2015
  2. Public Comment
  3. February 2015 Financial Statement
  4. Restructuring Plan Implementation
  5. CTDOT Correspondence Update
  6. AVAIL Update
  7. New Hires:
    Operators
    Mechanic 
  8. Unfair Labor Practice
  9. NEPTA
    COA/Facility Analysis
  10. Transportation Improvement Plan
  11. Municipal Grant
  12. Western CT COG/MPO
  13. Town of Westport Budget Process
  14. CEO Update
    City of Norwalk Meeting
    Western CT COG/MPO
    Stand Up 4 Transportation
    West Avenue Developers Meeting
    Other
  15. Other Business
  16. Adjournment


Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:  Kimberlee Morton, CEO; Nancy Carroll, Chief Operating Officer; and, Richard Bangs, Director of Finance and Administration

The meeting was called to order at 10:30 AM and a quorum was determined to be present. 

Approval of Minutes of March 5, 2015
The minutes of the March 5, 2015 meeting of the Commissioners were unanimously approved. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

February 2015 Financial Statements
Mr. Bangs presented the February financial statements.  He stated we were still in pursuit of Coastal Link funding and demonstrated we would be on task for favorable position at year end if this was achieved.  A large contributing factor to a favorable positon is the declining expense of fuel cost which the District will realize beginning May 1st.

Ms. Morton added that next month the financial information will be regrouped into silos that are consistent with our funding agreements.  This will provide for a clear picture of our financial standing by funding source as opposed to service type.  Ms. Morton also added that as we have worked on this compilation of this new information it was realized that we had yet to receive funding from the CTDOT for the additional service put on the Norwalk Commuter Shuttle run despite written approval.  Ms. Morton said she will address this immediately with CTDOT. 

Restructuring Plan Implementation
Ms. Morton reported that formal written notification was provided to the employee holding the position that would be eliminated and that the official elimination date would be May 31, 2015. 

Approximately 60 plus resumes were received for the new Manager of Human Resources position.  Interviews are being scheduled for the week of April 13th. 

CTDOT Correspondence Update
Ms. Morton reported that the transmittal was sent and received.  She has been notified that it has been circulated to other key persons within the Department.  She is waiting to follow-up with Mr. Sanders next week to allow time for CT Fastrak to settle in after the official opening this week.

AVAIL Update
Ms. Carroll reported that the adoption installation was moving along successfully.  Modifications have been made to the location of MDT’s.  New Flyer and Gillig fleets are close to installation completion.  Security protocols are being developed to ensure investment is protected. 

New Hires
Ms. Carroll reported we have six new part-time operator trainees.  They will primarily serve to reduce overtime expenditures.  We additionally hired one full-time class B mechanic who replaced a mechanic who left due to health reasons. 

Unfair Labor Practice
Ms. Morton reported that the Union has agreed to withdraw their Unfair Labor Practice claim related to the benefit level of prescription coverage.  No sooner did we resolve this matter when we learned all employees with HSA accounts received bank notifications regarding the institution of a monthly $4.00 service charge effective May 1st.  As a result Mr. Bangs has begun to research other alternatives.  Earlier this week we met with Patriot Bank as they are one of the few banks left with no fee HSA’s.  We also requested a comprehensive banking proposal which will be presented in full at a latter Commissioner Meeting.

NEPTA
Ms. Morton reported that she and Ms. Carroll attended the NEPTA Conference held in Hartford at the Conference Center.  She stated it was informative as it provided general information sessions on a variety of topics including regulatory applications, industry best practices and new innovative practices.  It also provided a transit expo which provided the opportunity to view new equipment and technologies. 

Ms. Morton reported that it provided an opportunity to discuss with several vendors the scope and related costs associated with both a COA and Facility Analysis that are high on the District’s priority list. 

Transportation Improvement Plan
Ms. Carroll reported that she and Ms. Morton met with Sandy Infantino from the CTDOT’s Capital Projects Office.  Recommendations were made on the timing of future projects and prioritization.

Municipal Grant
Ms. Carroll reported the completion and submittal of the Municipal Grant Application for the City of Norwalk and Town of Westport. 

Town of Westport Budget Process
Ms. Carroll reported that she, Ms. Morton and Mr. Bangs attended the Town of Westport’s Board of Finance Restoration Hearing in an attempt to convince the board to restore the budget back to its original submittal.  The restoration failed and will now go to the RTM for consideration. 

CEO Update
City of Norwalk Meeting.  Ms. Morton reported on her meeting with Mayor Rilling regarding her ongoing interest in the development activity in the City of Norwalk.  Mayor Rilling advised of his ongoing monthly staff meetings that would include this subject matter.  Mayor Rilling graciously extended the District an invitation to participate.

Western CT COG/SWRMPO.  Ms. Morton participated in the most recent SWRMPO Meeting.  The SWRMPO officially endorsed by way of resolution the designation of the Western CT Council of Governments as the transportation planning agency for the South Western Region Metropolitan Planning.  Ms. Morton publically commented on the potential and/or appearance of conflict that could present itself if Western CT COG assumed the continuing contractual relationship held by HVCEO with HART in respect to future planning, governance or funding initiatives that would favor the Housatonic Valley over the Southwestern Region. 

She additionally attended the Western CT COG and the HVRMPO meetings.  She will continue to represent the District at these meetings to ensure that the District remains current on activities of the entire region given the recent planning region consolidation and in anticipation of potential future MPO designation on this matter. 

Ms. Morton stressed the importance of hearing the clear message on both the state and federal level regarding regionalization.  She stated although we appear to stand alone as a one City transit system that in fact we do provide services to other towns and cities, however perception is everything.  Ms. Morton felt the District was vulnerable standing alone and would pursue possible coordination initiatives for future consideration.  While the Commissioners supported further investigation into this matter they reiterated the priority was the current financial position and restructuring plan. 

Stand Up 4 Transportation.  Ms. Morton provided a handout highlighting activities for Stand Up 4 Transportation Day on April 9th in Connecticut. The day is designated for supporters around the nation to unite in their communities an online to send a powerful message to Congress:  It’s time to provide long-term investment for America’s transportation network.  Only comprehensive, long-term federal funding will enable us to repair, maintain, and adequately expand America’s public transportation, roads, bridges, ports and rail systems to help bring our nation’s transportation system up to speed with the 21st century.  Short-term, inconsistent funding slow progress and cost America’s taxpayers more in the long run. Congress must take action by May 31st. 

West Avenue Developers Meeting.  Ms. Morton reported that she and Ms. Carroll attended a meeting hosted by the City of Norwalk’s Office of Economic Development.  All Developers were present and all expressed a unified voice in support of the need of a downtown circulator.  Ms. Carroll presented a schematic of a proposed circulator for their review which was distributed earlier this week.  On consensus the District will prepare a corresponding cost analysis with varying headway times to be presented at a reconvened meeting of all the parties on April 7th. 

Other Business
Ms. Morton provided an update on a recent meeting with the District’s insurance broker, USI, regarding contract performance issues.  Ms. Morton would consider the changes as presented but informed them that regardless of the outcome, a competitive bidding process would occur as their contract was at expiration with no viable renewals.   

Adjournment
The meeting adjourned at 11:40 am. 

April 23, 2015 Meeting

4-23-15 | Agenda and Minutes

AGENDA

  1. Approval of minutes of April 2, 2015
  2. Public Comment
  3. March 2015 Ridership
  4. Restructuring Plan Phase II
  5. CTDOT Correspondence Update
  6. Status of Mechanic/HR positions
  7. Town of Westport Budget Process
  8. Norwalk Shuttles
  9. CEO Report - West Avenue Developers Meeting
  10. Other Business
  11. Adjournment
     

Minutes

Attending

Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:  Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer and Richard Bangs, Director of Finance and Administration

The meeting was called to order at 9:00 AM and a quorum was determined to be present. 

Approval of Minutes of April 2, 2015
The minutes of the April 2, 2015 meeting of the Commissioners were unanimously approved. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

March 2015 Ridership Statistics
Ms. Carroll presented the March 2015 ridership statistics.  In prior quarters the ridership was derived from a methodology based on old assumptions without reference to the GFI reports.  Ms. Morton requested that ridership be derived from the GFI farebox reports for the quarter.  Discussion ensued regarding the differences.  A full report will be presented at the next meeting.  

Restructuring Plan Implementation
Ms. Morton advised that the Director of Operations and Maintenance tendered his resignation effective June 30, 2015.  As a result the restructuring plan needed to advance more quickly than anticipated.  Ms. Morton presented a draft organizational plan for open discussion.  She stated she would eliminate the Director of Maintenance and Operations and replace the position with a Manager of Maintenance and Facilities.  Further the plan was developed with the assumption that the position of Chief Operating Officer would be eliminated for the short term (five-year period) once Ms. Carroll retired.  She discussed that with time and agency growth that it would be intended to bring the position back to ensure an adequate succession plan when it was time for her to retire.  Commissioners Glickson and Miller engaged in questioning regarding specific requirements of the new positions of the Manager of Safety and Security and Manager of Maintenance and Facilities.  Commissioner Miller additionally inquired if the Safety and Security job was a full-time positon.  Ms. Morton presented job descriptions and responded affirmatively.  Commissioners Glickson and Miller unanimously approved the new organizational design concept as presented. 

Ms. Morton stated that she would move immediately forward with the second phase of the restructuring plan which would eliminate the Director of Maintenance and Operations and replace the position with a Manager of Maintenance and Facilities.  Ms. Morton estimated the salary to be in the range of $80,000.00.

CTDOT Correspondence Update
Ms. Morton reported she has corresponded with CTDOT and respectfully requested that the issue be moved forward as it was critical to the budgetary planning process.  She was advised that it is being discussed internally and we should be hearing soon. 

Status of Mechanic/HR Positions
Ms. Morton reported that the recently hired full-time class B mechanic recently resigned.  We have interviewed two alternates and have made an initial offer.  We are currently waiting for background check to clear. 

Ms. Morton reported that she has conducted nine Human Resource position interviews.  Three were short listed for further review with Ms. Carroll and Mr. Bangs.  The interview Committee unanimously supported the hiring of one candidate.  Ms. Morton requested approval to formally offer the positon in the amount of $80,000.  The candidate indicated she would like to provide her employer four weeks advance notice to ensure a smooth transition.  Ms. Morton anticipated a start date between May 25th and May 31st. 

Town of Westport Budget Process
Ms. Carroll reported that she, Ms. Morton and Mr. Bangs attended the Town of Westport’s Board of Finance Restoration Hearing in an attempt to convince the board to restore the budget back to its original submittal.  The restoration failed and will now go to the full RTM for consideration.  

Norwalk Shuttles
Ms. Morton reminded the Commissioners that last meeting she reported that it was discovered that we had yet to receive funding from the CTDOT for the additional service put on the Norwalk Commuter Shuttle run despite written approval for FY 2014 and FY 2015.  Ms. Morton was happy to report that we received revised TOD’s in the amount of $50,000 for FY 2014 and $80,000 for FY 2015 to cover the funding error. 

CEO Update
West Avenue Developers Meeting.  Ms. Morton reported that she and Ms. Carroll attended a second meeting hosted by the City of Norwalk’s Office of Economic Development.  Developers had sent critical staff to the meeting in support of the ongoing Circulator initiative.  A detailed discussion ensued regarding operations and marketing endeavors.  The meeting ended in unanimous support of ongoing monthly meetings to ensure he topic remained in the forefront.  Meetings will convene on the first Tuesday of every month with the next meeting hosted at our facility on May 5, 2015 at 11:00 am. 

Other Business
Ms. Morton reported that we would be purchasing a utility service truck and two support vehicles under Grant Number CT-90-X500.  These vehicles will be purchased under an open eligible State of CT Department of Administrative Services contract and are replacements for those that have reached the end of their useful life.  Capital grant money is available for the full cost of the purchase.  The Commissioners unanimously approved the purchase. 

Mr. Bangs presented the March financial statements.  With the infusion of the additional State money for the Norwalk Shuttles the budget picture is a little better.  The major problem continues to be the Coastal Link funding.

Ms. Carroll presented call wait time statistics.  Based on a programming change she was happy to report the average call length and number of abandonments has decreased significantly.

Adjournment
The meeting adjourned at 10:15 am.

May 21, 2015 Meeting

5-21-15 | Agenda and Minutes

AGENDA

  1. Approval of minutes of April 23, 2015
  2. Public Comment
  3. April 2015 Ridership Update
  4. Restructuring Plan IPhase II
  5. CTDOT Correspondence Update
  6. Town of Westport Budget Update
  7. Approval of one year extension of line of credit
  8. Employee Handbook Changes
    a. Hiring and Wages (Section 4b)
    b. Travel Allowance and Per Diem (Section 5k)
    c. Hours of operation and work breaks (Section 7)
    d. Time Cards (Section 9)
    e. Overtime Policy (Section 10) 
  9. Annaul Non-Union Wage Review
  10. Approval of DRaft FY 2015-2016 Budget
  11. Procurement Policy Threshold Update
  12. CEO Update
    a. Survey
    b. HR Start Date and Office Renovation
    c. HSA Update
    d. Mayor's Night Out
    e. New Job Posting Status
  13. Next Scheduled Meeting
  14. Other Business
  15. Adjournment


Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer, and Richard Bangs, Director of Finance and Administration

The meeting was called to order at 9:00 AM and a quorum was determined to be present. 

Approval of Minutes of April 23, 2015
The minutes of the April 23, 2015 meeting of the Commissioners were unanimously approved with a $5,000 positive adjustment to the starting salary of the newly hired Manager of Human Resources which was approved via telephone prior to offering. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

April 2015 Ridership Statistics
Ms. Carroll presented the March 2015 Wheels ridership statistics as the April statistics had yet to be processed.  The statistics were presented based on the revised methodology utilizing GFI reporting.  The first calendar quarter reviewed indicates a 4% decrease in annual ridership.  The decline is primarily attributed to the change in methodology and the severe winter months during which we experienced two complete lost days of service and several service days surrounding those days were impacted as well.  The new methodology will be the baseline going forward. 

Restructuring Plan Phase II
Ms. Morton reported that the following promotions will be effective June 1, 2015.  Congratulations to all! 

Manager of Transportation Operations:  Linda DeLallo

Manager of Safety and Security:  Patrick Cooney

Lead Supervisor:  Robert Vallerie

Field Supervisor:  Theresa Robertson

Ms. Morton advised that she was not yet ready to fill the Manager of Maintenance and Facilities position and would provide more information at the next meeting.

CTDOT Correspondence Update
Ms. Morton reported CTDOT continues to advise they are working on a response to previously submitted correspondence. 

Town of Westport Budget Process
Ms. Carroll reported that the RTM restored the full amount of the funding requested which now included a half time person that would focus on Westport Transit District’s service development and marketing initiatives.  It is intended that the Norwalk Transit District would also include a half-time person for the same purpose and the expenses could be split.  Ms. Carroll advised that the Westport FY 2016 funding requests would include a request for the State share.  Norwalk Transit District would include a similar budgetary request that would support the difference. 

Approval of One-Year Extension of Line of Credit
Mr. Bangs presented an authorizing resolution between Norwalk Transit District and Norwalk Bank and Trust for a one-year extension of the line of credit under the terms as noticed in the resolution. 

Employee Handbook Changes
Ms. Morton presented each of the following policy changes which were unanimously approved by the Commissioners.

  • Hiring and Wages (Section 4b).  Wages are set at the time of hire.  Wages are reviewed annually and adjustments, if any, are generally made July 1st.  Payroll checks are distributed on Thursday following the close of the previously completed week.  Payroll is issued on a weekly basis.  NTD makes every effort to distribute paychecks according to this normal policy schedule, but reserves the right to distribute paychecks on Thursday of any week, as exigencies require. 
  • Travel Allowance and Per Diem (Section 5k).  Use of personal automobiles for District business will be reimbursed by the Norwalk Transit District at a rate equal to the rate set by the General Service Administration of the Federal Government which is published in the Federal Register.  As of the adoption of this policy the current rate set on December 30, 2014 is 57.5 cents per mile.  While traveling on business for the District employees will be reimbursed for meals at a rate equal to the Federal Per Diem rate for travel as updated periodically in the Federal Register.  At the time of adoption the rates published on October 1, 2014 provide for daily rates of $46 unless at a high cost location in the continental United States where they range from $51 to $71 per day.  A complete list is located at the State of Connecticut Office of State Comptroller.
  • Hours of operation and work breaks (Section 7).  Normal hours of operation for the salaried employees of the Norwalk Transit District are 8:00 A.M. to 5:00 P.M., with a one-hour lunch break each day.  Thus, the normal work week is 40 hours.  Operations, Dispatch and Maintenance employees work hour are dictated by department needs.  Full-time administrative salaried office employees are expected to observe the normal operating hours unless other provision are made with their supervisor.  However, supervisors must ensure coverage in their offices during all of the Company’s regular business hours between 8:00 A.M. to 5:00 P.M.  Employees are expected to arrive at work dependably and on time.  Tardiness, leaving work early, and abuse of lunch breaks is not tolerated.  As a general rule, employees should be ready to begin work when their workday begins and to continue working up to the end of the day. 
  • Time Cards (Section 9).  Salaried employees report their hours worked daily on a Weekly Electronic Time Report (sample hardcopy attached).  At the end of each week, your supervisor will review the Weekly Time Report for accuracy and submit to payroll for processing by Monday morning following the close of the prior week.   Weekly Time Reports must be completed for planned vacation/personal time in advance for approval by your supervisor.  All Weekly Time Reports will be accompanied by the approved Time Off Request Form (attached) approved by the Supervisor.  In the event the approved time off covers multiple time periods the Supervisor is responsible for maintaining multiple copies to attach to the appropriate Weekly Time Report.  The weekly Time Report is an official document, which provides the basis for your weekly pay.  As such, employees must exercise special care to ensure that their time reports are completed accurately.  Falsification of time reports or other misrepresentation of hours worked is strictly prohibited and will result in discipline, including possible termination.  Salaried employees must indicate their total regular hours each day.  Salaried employees who are eligible for overtime must indicate their starting and ending times, total regular hours, and total overtime hours, if any, for each day worked. 
  • Overtime Policy (Section 10).  Non-Exempt employees required to work more than 40 hours in any work week shall be paid the additional hours at the overtime rate of time and one half their regular straight time hourly rate of pay.  All overtime must be approved in writing in advance by the employees’ supervisor.  In emergencies overtime may be approved after the fact but requires the approval of the Chief Executive Officer (CEO).  Overtime may be required as a result of temporary short staffing, weather, accidents, maintenance emergencies or other unforeseen conditions.  Careful recording of all overtime is required.  

Annual Non-Union Wage Review
Ms. Morton presented a recommended annual wage review plan which was unanimously passed by the Commissioners. 

Approval Of Draft FY 2015-2016 Budget
Mr. Bangs presented the draft budget.  The Commissioners unanimously approved the draft budget as submitted to move forward for public comment.  The public hearing will be held at 9:00 am on June 18, 2015 at the offices of the Norwalk Transit District. 

Procurement Threshold Updates
Ms. Morton presented the final draft of procurement revisions with an effective date of April 1, 2015.  

Micro-Purchase Procedures
Procurement by micro-purchases are those purchases $3,000 or less.  Purchases below that threshold may be made without obtaining competitive quotations if the District determines that the price is fair and reasonable.  Such procurements are exempt from Buy America requirements.  There should be equitable distribution among qualified suppliers, and no splitting of procurements to avoid competition.  Minimum documentation is required for this procurement method.  A determination that the price is fair and reasonable and how this determination was derived must be maintained in the procurement file. 

Small Purchases
Small purchase procedures are those relatively simple and informal procurement methods that are sound and appropriate for a procurement of services, supplies or other property, valued at more than the micro-purchase threshold and costing in the aggregate not more than $100,000.  The District shall comply with state or local small purchase dollar limits under $100,000.  There should be equitable distribution among qualified suppliers, and no splitting of procurements to avoid competition. If small purchase procedures are used for procurement under a grant, price or rate quotations shall be obtained from at least three (3) qualified sources.  At various thresholds within the small purchase procurement process different documentation and certification requirements become necessary.  

All procurements of $100,000 or more shall go through the competitive bidding process detailed more completely in the Procurement Procedure section to follow.  Competitive bids shall be advertised in at least one newspaper of general circulation in the Norwalk area.  In addition, known suppliers shall be sent a copy of the bid request.  All bid requests shall contain a clear description of the material or services required.  Additional materials, such as specifications, where required, will be available to bidders.  Bidders shall be given a reasonable amount of time to respond to bid requests, generally thirty (30) days.  State of Connecticut Purchasing Agreements competitively bid and open to governmental agencies and municipalities will be considered acceptable for satisfying the competitive bidding process of this section if the successful vendor agrees to accept any and all applicable federal and local requirements without any additional conditions or expense.  

CEO Update
Survey.  Ms. Morton reported that NTD would participate in a survey performed by Partnership for Strong Communities.  Onboard surveys would be conducted for the purpose of seeking opinions to better understand the needs of Connecticut residents.  
HR Start Date and Renovation.  The Human Resource Manager will begin on June 1, 2015 and the file room next to the finance department has been renovated to private useable office to house the new department. 
HSA Update.  Mr. Bangs reported that Patriot Bank initiated the set up process and will have no charges affiliated with these accounts.  
Mayor’s Night Out.  Ms. Morton reported she would be part of the Mayor Rilling’s team that visited various locations in the City to provide residents of Norwalk the opportunity to address any concerns or questions that they may have of city departments. 
New Job Posting Status.  Ms. Morton reported that the following internal postings would move forward as a result of the recent promotions and restructuring.  
1. Fixed-route Operations Dispatcher
2. Junior Accountant
3. ADA Dispatcher promotion to full-time as a result of a retirement.  

Next Scheduled Meeting
The meeting scheduled for June 4, 2015 was cancelled.  The next regularly scheduled meeting is June 18, 2015.

Other Business
No other business was noted. 

Adjournment
The meeting adjourned at 10:20 am.

June 18, 2016 Meeting

6-18-15 | Agenda and Minutes

AGENDA

  1. Approval of minutes of May 21, 2015
  2. Public Comment
  3. Financial/Budget Related Items:
    a. April 2015 Financial Statements
    b. Public Hearing regarding the Proposed Fiscal Year 2016 Budget
    c. Appropriation of Proposed Fiscal Year 2016 Budget Amounts addressed in Public Hearing
  4. April 2015 Ridership Update
  5. Purchased Transportation Providers FY 16 Rates
  6. Restructuring Plan Phase III
    a. Director of Maintenance and Facilities
    b. Paratransit Specialist
  7. CTDOT Correspondence Update
  8. Cell Phone Policy
  9. CEO Report
    a. HR Update
    b. Retirement
  10. Next Scheduled Meetings (July 2nd and July 16th)
  11. Other Business
  12. Adjournment


Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer, Richard Bangs, Director of Finance and Administration and Tia Gordon, Manager of Human Resources

The meeting was called to order at 9:03 AM and a quorum was determined to be present. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of May 21, 2015
The minutes of the May 21, 2015 meeting of the Commissioners were unanimously approved. 

Financial/Budget Related Items

  • April 2015 Financial Statements
    Mr. Bangs presented the April 2015 Financial Statements.  Commissioner Glickson and Miller expressed ongoing concern for the growing Coastal Link deficit.  After a lengthy discussion the Commissioners directed the CEO to move forward with preparations for public hearings to present reduced service levels within available funding levels.  Ms. Morton would move this forward in July if there was no relief identified in the FY 2016 TOD issued. 
  • Public Hearing regarding the Proposed Fiscal Year 2016 Budget
    At 9:20 am the Public Hearing regarding the Proposed Fiscal Year 2016 Budget was opened to the public.  Mr. Bangs was called upon to present the budget.  He reviewed the published public hearing FY 2016 Budget announcement.  

    The public was asked if there were any comments or questions regarding the FY 2016 Proposed Budget.  Hearing none the Public Hearing was closed at 9:30 am and the regular meeting of the Commissioners reconvened.  
  • Appropriation of Proposed Fiscal Year 2016 Budget Amounts addressed in Public HearingCommissioners Glickson and Miller unanimously approved the Fiscal Year 2016 Budget as presented without modification. 

April 2015 Ridership Update
Ms. Carroll presented the May 2015 Fixed-Route ridership which was inclusive of April as she had the additional information available at the time of reporting.  Ms. Carroll stated that we will begin to report on all ridership by program type beginning with the new fiscal year. 

Purchased Transportation Providers FY 16 Rates
Ms. Carroll reported that all but one of our current Contractors’ submitted proposals.  Rates were reviewed against prior years for any inconsistencies or significant variances.  Attached are recommendations of the review committee.  The Commissioners unanimously supported the award of the Paratransit new rates of reimbursement for FT 2016.  Ms. Carroll indicated the shuttle rates would be brought forward at the next meeting. 

Restructuring Plan Phase III
Ms. Morton distributed an updated wage review plan which includes the following positions.

  • Director of Maintenance and Facilities
    Ms. Morton presented the attached job description for discussion.  She highlighted job qualifications with emphasis on facility engineering, state of good repair and fleet management as primary components.  
  • Paratransit Specialist
    Ms. Carroll reported that a new full-time position entitled Paratransit Specialist is recommended.  This position will absorb the responsibilities of the current part-time ADA Certification Coordinator, the part-time duties of a recently promoted ADA Dispatcher and the administrative support activities that were formerly performed by the Manager of Special Services who was recently promoted to the Manager of Operations over all transportation divisions.  It is the latter duties that will require a higher level skill set hence the need for the newly created position.  The additional cost of this position will be primarily benefit based which is anticipated to be approximately $30,000.   It is with the hope that the increase will be offset by the State which is contained in our pending request for additional funding.  

    Ms. Morton noted that the revised wage plan indicates a $16,000 increase over the year prior but is inclusive of a 2% performance wage increase for positions as well which is below expected.  

    The Commissioner unanimously approved Phase III of the implementation of the plan. 

CTDOT Correspondence Update
Ms. Morton reported that the State provided a verbal approval and she waits formal written notification.  She also indicated she recently sent correspondence that their written approval is necessary sooner than later as it will drive the final audit closing.  Ms. Morton and Mr. Bangs will meet with the auditors on July 6th to prepare the final audit schedule. 

Cell Phone Policy
The item was tabled until the next meeting. 

CEO Report

  • HR Update
    Ms. Morton formally introduced Tia Gordon, Manager of Human Resources.  She asked Tia to provide the Commissioners an update on her findings to date and where her primary concentration would be focused in the months to come.  Tia reported typically she performs an HR audit focusing on past practices in relation to regulatory compliance.  Her focus would be on any findings that become apparent at the time of the audit. 
  • Retirement
    Ms. Morton reported Mr. Gjon Sulaj last day of work would be June 30th.  A BBQ in honor of his 37 years of service was scheduled for office staff June 19th at noon at the offices of NTD. 

Next Scheduled Meeting
The meeting scheduled for July 2, 2015 was determined to be cancelled.  The next regularly scheduled meeting is July 16, 2015.

Other Business
No other business was noted. 

Adjournment
The meeting adjourned at 9:50 am.

July 16, 2015 Meeting

7-16-15 | Agenda and Minutes

AGENDA

  1. Public Comment
  2. Approval of Minutes of June 18, 2015
  3. Financial/Busget Related Items:
    a. May 2015 Financial Statements
    b. FY 2016 TOD's
    c. Audit Schedule
  4. Greenwich Shuttles
  5. Status of Open Positions
    a. Director of Maintenance and Facilities
    b. Paratransit Specialist
    c. Drivers
    d. Other
  6. CTDOT Correspondence Updtae
  7. Cell Phone Policy
  8. Insurance Update
  9. HR Applications
  10. Sub-Area Split Agreement
  11. Maintenance Issues
  12. CEO Report
    a. Payroll Update
    b. Retirements
    c. Other
  13. Next Scheduled Meetings (August 6 and August 20)
  14. Other Business
  15. Adjournment


Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District Staff:  Kimberlee Morton, CEO. Nancy Carroll, Chief Operating Officer, Richard Bangs, Director of Finance and Administration, and Tia Gordon, Manager of Human Resources

The meeting was called to order at 9:12 AM and a quorum was determined to be present. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of June 18, 2015
The minutes of the June 18, 2015 meeting of the Commissioners were unanimously approved. 

Financial/Budget Related Items

  • May 2015 Financial Statements
    Mr. Bangs presented the May 2015 Financial Statements.  He indicated that the problem continues to be the Coastal Link.  Ms. Morton indicated that she has directed that the new fiscal year be presented with a separate budget reflective of town/city contributions.  A discussion ensued regarding the current methodology used to allocate expenses against all programs.  The Commissions Glickson and Miller and Ms. Morton reiterated to Mr. Bangs the importance of the establishment of the methodology at the beginning of the year and that it doesn’t change.  Ms. Morton again directed Mr. Bangs to separate all program budgets in their own respective silos for year end June 30th and going forward into the new fiscal year. 

    Commissioner Glickson and Miller again expressed ongoing concern for the growing Coastal Link deficit.  Commissioner Miller questioned if any thought was given to raising the fares.  Ms. Morton responded that a fare increase as well as a total restructuring of the fare system was under evaluation.  She explained that she and Mr. Bangs met with GBT representatives to discuss the feasibility of a uniform structure and mechanism.  Mr. Bangs was tasked with an analysis of our current fares and passes. On completion another meeting would be held to discuss the next steps.  
  • FY 2016 Transit Operating Documents (TOD)
    Ms. Morton indicated that the TOD’s for the District operations and Municipal Grant Program were received.  The operating TOD was in the same amount as FY 2015 and the Municipal Grant Program TOD was absent the Westport portion.  We are waiting a corrected TOD but it will be flat from the previous fiscal year too.  
  • Audit Schedule
    Ms. Morton and Mr. Bangs met with the Auditors on July 6, 2015 to discuss the upcoming audit.  The auditors also initiated their initial testing and observation of the inventory at that time.  We have committed to provide the auditors with the adjusted trial balances by September 4, 2015 and the remaining list of financial information required for the audit by the site visit date of September 9, 2015.  Audit completion is expected by mid-October.

Greenwich Commuter Shuttles
Ms. Carroll presented the results of the RFP for the Greenwich Commuter Shuttle.  We received only one response from the current incumbent.  Their rate came in 5% less than their current rate due to a new mechanism for tracking maintenance costs.  An analysis of the contract change and the new rate indicated an overall rate increase of 1.4%.  The Commissioners unanimously approved the renewal rate of $51.78 per hour. 

Status of Open Positions
Ms. Gordon summarized the status of the following five open positions. 

  • Director of Maintenance and Facilities
  • Paratransit Specialist
  • Operations Dispatcher
  • ADA Driver
  • Fixed Route Driver

Ms. Morton reported that the closing date for the Director of Maintenance and Facilities position was July 24, 2015.  She informed the Commissioners that she intended to move forward immediately with filling the positon within the parameters as previously directed.  She anticipated that the position would be filled prior to the next meeting if there was no objection from the Commissioners. No objection was noted.

CTDOT Correspondence Update
Ms. Morton indicated that at the last meeting the Commissioners directed her to move forward with preparations for public hearings to present reduced service levels within available funding levels in the event no formal response was received from the State.  Ms. Morton indicated the FY 2016 TOD was flat from the previous year.  We have reached out to GBT to discuss potential Coastal Link service changes that would impact primarily Saturday schedules.  Further details will be presented on this at the next meeting. 

Cell Phone Policy
Ms. Morton presented the attached cell phone policy which was approved unanimously by the Commissioners. 

Insurance Update
Ms. Morton reported that a final settlement was successfully negotiated with USI in the amount of $16,507.00 to end the payment dispute for the contract ending July 31, 2015.  This represents a 40% reduction from the original contract amount.  Ms. Morton recommended entering into a maximum one year renewal in an amount not to exceed $42,500 annually to be paid in monthly installments with a 30 day termination notice for any reason.  During this time the NTD will prepare a formal solicitation for brokerage services.  

Ms. Morton informed the Commissioners she requested that USI engage Connecticare in discussions regarding a future renewal rate as our current coverage ends September 1st.  Connecticare offered the following terms.  

The rates include the change on the Tier 1 RX copay from $10 to $5 (per the CT State Mandate).
4 month – 1/1/16 Renewal = 3.5% increase
12 month – 9/1/15 Renewal = 16% increase
16 month – 1/1/17 Renewal -= 19.51% increase

The rates include the change on the Tier 1 RX copay from $10 to $5 (per the CT State Mandate).  All were rejected and a formal competitive proposal is currently being issued.  USI felt CIGNA (former carrier) would be competitive.  It was determined to shop all employee benefit insurances (dental, life & AD & D, long term and short term disability) simultaneously and adjust the plan expiration dates to coincide with the funding of HSA accounts to avoid future employee confusion regarding the deductible reset. 

We have also committed to a one-year renewal with Travelers for our Property/Liability Coverages effective July 1, 2015.  The annual increase for all coverages is approximately 13% or $17,353 primarily as a result of the recent employment practice loss experienced in the past fiscal year.  Ms. Gordon recently completed supplemental applications for consideration of Sexual Abuse/Molestation and Cyber Liability coverages.  Ms. Morton indicated that preliminary estimates for the Sexual Abuse/Molestation liability coverage is $5,700 and is a highly recommended option for our line of business.  Estimates for Cyber coverage have yet to be received. 

HR Applications
Ms. Gordon reported on the quotes she received in response to a request for quotation to streamline and enhance the effectiveness of current NTD employment functions and practices that are currently dominantly manually performed.  She advised she received three price quotes with ADP offering the lowest cost option.  Ms. Gordon stated she asked each vendor to provide costing for four specific modules: Payroll Administration, Time and Attendance Management, Human Resources Management and Recruiting & Applicant Tracking. Each vendor provided a demonstration of system capabilities and were told they would need to provide a rate lock for a three year contract period.  Ms. Gordon advised she received three price quotes with ADP offering the lowest cost option and she recommended contract award to ADP.  The Commissioners unanimously voted to award to ADP.  Ms. Morton advised that this would be contingent on the successful vendor accepting all required state pass through requirements.  In the event they did not accept we would move to the next top ranked proposer. 

Sub Area Split Agreement
Ms. Morton reported that we executed our split agreement. She noted that the State was extremely helpful ensuring that NTD’s capital needs were met.  We were provided with $150,000 in state of good repair funds to meet our interim needs while waiting for the completion of the facility analysis.  An additional $100,000 in administrative and miscellaneous support funding in the amount of $250,000 was also provided.  An agreement was reached allowing us to use $450,000 of Phase II AVL funding to complete Phase I and the FY 2016 capital plan will be revised to makeup the $450,000 shortfall.  Lastly $750,000 was formally approved to be transferred from FHWA to FTA to support the COA and Facility Analysis Studies.  The total project cost is $750,000 and the State will provide the match on these projects. 

Maintenance Issues
Ms. Carroll reported on several ongoing maintenance issues pertaining to warranty matters, general maintenance, spare parts, personnel and current interim management provisions. 

CEO Report

  • Payroll Update
    Ms. Morton reported that the transition of the payroll period was successful.  Two loans and seven employee vacation buyouts occurred.  The remaining employees elected the no pay option.
  • Retirements
    Ms. Morton reported Supervisor, Ted Rupp, and ADA Coordinator Joan Krieg announced their retirements effective July 18, 2015 and September 2015 respectively.

 

Next Scheduled Meeting
Ms. Morton respectively requested that the Commissioners consider monthly meetings as opposed to two monthly meetings.  The Commissioners agreed to a once a month schedule occurring generally on the 4th Thursday of the month at 9:00 am unless an exception is noted.  Exceptions will be annotated with an asterisk.  The new schedule for the remainder of the year is as follows below.  All meetings will be conducted at the Norwalk Transit District in the second floor conference room at 9:00 am. The new schedule for the remainder of the year is as follows below.  

*August 26, 2015 (Wednesday)
September 24, 2015 (Thursday)
October 22, 2015 (Thursday)
*November 24, 2015 (Tuesday)
*December 17, 2015 (Thursday)

 

Other Business
No other business was noted. 

Adjournment
The meeting adjourned at 10:25 am.

August 26, 2015 Meeting

8-26-15 | Agenda and Minutes

AGENDA

  1. Public Comment
  2. Approval of Minutes of July 16, 2015
  3. Financial/Budget Related Items
  4. Ridership Related Items
  5. CTDOT Correspondence Update
  6. New Buses
  7. HR Update
  8. Fuel Bid
  9. Insurance Update
  10. FY'2015 Grant Application
  11. CEO Report
  12. Next Scheduled Meeting (September 24, 2015)
  13. Other Business
  14. Adjournment


Minutes

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:  Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer, Richard Bangs, Director of Finance and Administration and Tia Gordon, Manager of Human Resources

The meeting was called to order at 9:02 AM and a quorum was determined to be present.  

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of July 16, 2015
The minutes of the July 16, 2015 meeting of the Commissioners were unanimously approved. 

Financial/Budget Related Items
June 2015 Year-End
Mr. Bangs reported he was preparing the books for closing.  

July 2016 Financial Statements
Mr. Bangs presented a draft of the redesign of future financial reports.  Ms. Morton indicated that we will look to present the financials in the new design at the next meeting.  Ms. Morton indicated that monthly submittals to DOT will no longer be in estimate format but will be representative of actual monthly data.  

Audit Schedule
Mr. Bangs reported he was preparing for the auditors who would be here on September 9, 2015.  He indicated that other than the possible delay in receipt of the revised TOD which will include CTDOT’s remedy to NTD’s previous correspondence, audit preparation would be timely.  

Ridership Related Items
Ms. Carroll reported the attached ridership data in the new design.  She indicated that Wheels core ridership is down while evening and weekend service is up significantly.  Overall Wheels ridership is down by less than 1%.  Commuter Shuttle Services continues to decline.  Ms. Morton noted that the COA study was timely and most certainly a much needed outreach campaign would be beneficial.  These items will be addressed in the short term.  Door-to-Door Services continue to increase.   

CTDOT Correspondence Update
Ms. Morton reported that we received a response from the State regarding our previous correspondence.  We now wait for adjusted TOD’s and a year-end final projection of fiscal standing will be presented at our next meeting. 

New Buses
Ms. Morton advised that Mr. Alvord has started his new position with the District.  She added that he has jumped right in and is in San Francisco along with Mr. Sulaj on the Gillig production line.  This is a tremendous opportunity to introduce Mr. Alvord to the bus business and to get a first-hand opportunity on how our vehicles are manufactured.  Ms. Carroll added that the production is moving along smoothly and we will accept partial delivery of buses as soon as possible from the manufacturer. 

HR Update
Ms. Morton reported that Mr. Alvord is onboard and prior to leaving for the Gillig plant he spent several productive days in the office tackling everything from paving to inventory control.  He has met with all of his departmental employees across all shifts and is preparing an action plan based on his findings.  These will be presented to the Commissioners at later meeting. 

Ms. Gordon reported on the following positions.

  • Promotion of two internal employees to Transportation Dispatcher
  • Hired one external Dispatcher
  • Hired one full-time Paratransit Specialist

In addition Ms. Gordon reported she was working on updating policies and procedures, auditing various HR practices and employee files, and restructuring workplace safety.  Also she reported we are working on final contract provisions with ADP for various HR applications that will be implemented. 

Fuel Bid
Ms. Morton presented that the State has requested repricing under the current procurement.  Bids will be open on Wednesday.  Unless the price is significantly less than the current cost she recommends daily monitoring and then request repricing as it appears the cost of diesel is not reflective of the cost per barrel of oil as a result of several production plant issues in other parts of the country.  Under the current contract she reported that we can request repricing with 48 hours notice on our own.   

Insurance Update
Ms. Morton reported that we have secured health insurance coverage and related insurance benefit coverage through December 31, 2015.  We have begun preparation of an RFP for brokerage services which will be in place in sufficient time for the new benefit period beginning January 1, 2016.  We have agreed to pay USI $4,000 per month through the remaining period for services rendered which resulted in a 4 month – 1/1/16 renewal equal to a 3.5% increase. 

We have yet to execute a formal USI contract but are working on some final language revisions.    

All other insurances including liability and WC have been renewed with a July 1st effective date.  We have also added Sexual Abuse/Molestation liability coverage as discussed at our last meeting and continue to wait on brokerage recommendations on the Cyber Coverage.

FY 2015 Grant Application
Ms. Morton reported that the grant application is currently under development by Mr. Bangs.  The program of projects is as follows: 

 

FY 2015 PROGRAM OF PROJECTS

PROJECT

FEDERAL

STATE

 

TOTAL

EXHIBIT #

Replace (19) 35 foot and (1) 40 foot 2003 buses

$7,227,200

$1,806,800

$9,034,000

Purchase (3) 30 foot expansion buses

$970,160

$242,540

$1,212,700

Purchase (10) Paratransit vehicles and three for expansion. 

$688,000

$172,000

$860,000

Seven(7) replacements for 2010 vehicles

$481,600

$120,400

$602,000

Three (3)expansion vehicles

$206,400

$51,600

$258,000

Sub Total

$688,000

$172,000

 

$860,000

Facility Improvements State of Good Repair

$120,000

$30,000

$150,000

Admin Capital/Misc Support

$1,121,600

$280,400

$1,402,000

One replacement for 2005 supervisory vehicle

$33,600

$8,400

$42,000

One supervisory vehicle for expansion

$33,600

$8,400

$42,000

Replacement of maintenance, office, support systems andequipment inclusive of hardware and software

$200,000

$50,000

$250,000

Ongoing purchase and implementation of ITS technologies to support the remainder of Phase I and the initial Phase II requirements including project administrative oversight

$690,400

$172,600

$863,000

Rehab/upgrade of 2001 service truck

$24,000

$6,000

$30,000

Purchase and install video surveillance equipment in vehicles procured without this technology inclusive of spares

$60,000

$15,000

$75,000

Purchase hardware and software for monitoring equipment for video surveillance

$80,000

$20,000

$100,000

Sub Total

$1,121,600

$280,400

$1,402,000

Total

$10,126,960

$2,531,740

$12,658,700

 

A separate grant application will be made for the $750,000 that was formally approved to be transferred from FHWA to FTA to support the COA and Facility Analysis Studies. 

CEO Report
Ms. Morton reported that she, Ms. Carroll, and representatives for the City of Norwalk Redevelopment Authority met with Congressman Hines on August 24th in his Bridgeport Office.  The meeting served several purposes including an opportunity to discuss Norwalk Transit District funding issues including the importance of reauthorization and overview of the TIGER application.  

Ms. Morton reported she would be attending the APTA Annual Conference in October.  

Ms. Morton reported she was asked to participate in small venue meeting with Commissioner Redeker to discuss his future vision of transit.  

Ms. Morton reported that she had reached out to the State for inclusion of a trolley bus design option in the event that the TIGER grant application is approved.  The State has concurred and will issue an addendum.  

Next Scheduled Meeting
The next meeting is scheduled for September 24, 2015 (Thursday), at 9:00 am.  

Other Business
No other business was noted. 

Adjournment
The meeting adjourned at 10:15 am.

September 24, 2015 Meeting

9-24-15 | Agenda and Minutes

AGENDA

  1. Open Press Conference introducing New Gillig Buses in Main Lobby with Honorary Guests
  2. Public Comment
  3. Approval of Minutes of August 26, 2015
  4. Introduction of Director of Maintenance and Facilities
  5. August Financial/Budget Related Items
  6. August Ridership Related Items
  7. FY' 2015 Grant Application
  8. CTDOT Correspondence Update
  9. Manager of Planning and Service Development/Marketing
  10. Gillig Bus Update
  11. Procurement Updates
    » Fuel Bid
    » Paving Bid
    » Group Health Insurance Broker Update
    » Supervisory Vehicles and Support truck
    » HR Systems
  12. Health Fair
  13. CEO Report
  14. Executive Session
    It is anticipated that the Commissioners will vote to go into Executive Session to discuss the engagement of the current audit and potential legal actions. 
  15. Any Other Business Properly Brought before the Commissioners
  16. Next Scheduled Meeting (October 22, 2015)
  17. Other Business
  18. Adjournment

 

MINUTES

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District:  Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer, Richard Bangs, Director of Finance and Administration; Tia Gordon, Manager of Human Resources and Hal Alvord, Director of Maintenance and Facilities

The meeting was called to order at 9:02 AM and a quorum was determined to be present.  The meeting was temporarily recessed for the purpose of conduction of an open press conference introducing the fleet of new Gillig buses.  The meeting reconvened at 9:40 a.m. immediately following the conclusion of the event.

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of August 26, 2015
The minutes of the August 26, 2015 meeting of the Commissioners were unanimously approved. 

Introduction of Director of Maintenance and Facilities
Ms. Morton introduced Hal Alvord to the Commissioners.  Hal briefly thanked the Commissioners for the opportunity to serve the District. 

August Financial/Budget Related Items
Bottom line is negative at this point in time, but was expected due to higher costs in first few months.  Bottom line showed a loss of $72,735 versus expected loss of $61,549 for the two month period.  Difference is primarily in revenues which are 11,000 below expected.

Loss is expected to reverse in upcoming months due to fuel costs dropping substantially on October 31 and the new workers comp package coming in at $120,000 below prior year.

When questioned about health care costs by Mr. Miller, it was noted that the current policy has been extended until December 31 at a 3.5% increase and that we have a pre bid meeting for a new broker today to rebid the healthcare for January 1.

It was also discussed on the status of the funds form the revised TOD’s for the prior year and noted that all have been billed, but not received at this point in time.

It was also noted that the state has not completed its normal operating increases and these may not be received until somewhere between December and February.

August Ridership Related Items
Mrs. Carroll reported on continuing declines in fixed-route ridership with the largest decline occurring in commuter shuttle services. It is hoped with the hiring of a Manager of Planning and Marketing more outreach can be done to encourage better utilization of existing services. Also, the introduction of the new fleet of Gillig vehicles should serve as an opportunity to attract riders, as reliability and comfort will be greatly enhanced with these vehicles. Ridership continues to increase on door-to-door services.

FY 2015 Grant Application
It was noted that the grant has been completed and will be submitted this week for the 2015 capital grants.  This grant includes replacement for the 19 Orion busses, body on chassis vehicles, AVL funds, a facility study and an operational study.

CTDOT Correspondence Update
Ms. Morton reported that we received the TOD’s corresponding with the recent State correspondence.  Revised billing has been submitted accordingly.  Payment has yet to be received.  Year-end final projections were not ready for this meeting and will be addressed next month. 

Manager of Planning and Service Development/Marketing – Maintenance Position
Ms. Morton presented Phase III of her reorganizational plan which included the above referenced positions.  She explained that the Planning/Marketing positon was the last primary piece in the plan to cover the specific job duties of the retiring COO.  This position is essential given the declining ridership and upcoming COA study.  The position would be a full-time manager level position.

Currently there is a very big hole in the maintenance department pertaining to the purchasing of parts and inventory protocols and practices.  This needs to be brought up to acceptable inventory practices and standards.  The new full-time position will be a mid-level management positon.  The full position duties and title are not yet finalized.

The current restructuring has left us budget neutral.  These two new positions will be in place for approximately one year prior to the departure of the COO.  We have asked for funding from the State for Planning/Marketing positon but will probably not get a response until at least January.  However savings realized from fuel and W/C premiums will allow us to support these positions with in the budget until the departure of the COO.  Ms. Morton reminded the Commissioners that at this time there is no plan to replace the COO and this salary plus the benefits should nearly cover the complete cost of these positions.

The Commissioners unanimously approved the addition of the new positions and authorized Ms. Morton to begin the hiring process.

Gillig Bus Update
Mr. Alvord reported that 9 of the 12 new Gillig buses have been delivered and all have passed the District’s acceptance inspection. Seven are registered. Two more will arrive Friday September 25, with the final bus about to leave the Gillig plant. We anticipate having all the buses on the property by September 30. Representatives of Gillig, Avail and Northeastern Communications are here this assist in getting the units ready for service. TSI will be here for camera calibration the week of October 12. We should have at least four buses ready to be put into service by week’s end. We have received approval to dispose of the Thomas buses and will do so as soon as we receive the appraisals; appraiser is here now. Those that run will be taken to Central Auto Auction. Those that do not run will be scrapped.

Procurement Update
Fuel Bid:  Mr. Bangs reported that we repriced our fuel bid and extended our contract to February 2017 at 2.15 per gallon.

Paving Bid:  Mr. Alvord reported bids are due September 30, 2015. Three firms attended the pre-bid meeting and a fourth visited after the meeting. In this process we found that we lack as-built drawings for the property. Mr. Alvord has contacted Ray Sullivan, project architect, to assist in finding as-builts and Gannett Fleming, project engineer, in attempt to gain answers to other facility questions.

Group Health Insurance Broker Update:  Ms. Morton reported that RFP for Broker Services for employee group insurance is on the street.  The pre-proposal conference is scheduled for 11:00 am September 24, 2015 and proposals are due October 7, 2015.

Supervisory Vehicles and Support Truck:  Supervisory vehicles and support truck. The two Ford Interceptor SUV have arrived. They have passed acceptance inspection and NTD decals are being affixed. Ms. Morton anticipates delivery of the new support truck in about a week.

HR Systems:  M. Morton reported that we were unable to come to successful negotiations with ADP and have moved on to the second highest ranked proposer. 

Health Fair:  
We will be hosting our first annual Health and Financial Wellness Harvest festival for all employees and their families on October 27th from 11am-5pm. We will have vendors from ConnectiCare, Cigna, Voya, Patriot National Bank, Norwalk Public Library, Occupational health services and the list is continuously growing. We will also be hosting a cook-out, raffle prizes and various give-a-ways. There will be free flu shots with insurance and biometric screenings.

CEO Report
Ms. Morton had nothing additional to report at this time. 

Executive Session
Ms. Morton reported it was anticipated that an executive session may be needed to discuss the engagement of the current audit and potential legal actions however she opted to report in public session.  Ms. Morton informed Commissioners regarding a potential contract dispute between Levitsky & Berney and Clermont & Associates regarding the performance of the District FY 2015 audit.  Ms. Morton advised that she believes that the correspondence sent to Clermont & Associates should clarify the District’s positon and the telephone conversation that she had with Levitsky & Berney will bring closure to any outstanding matters.  She noted that there were no signed contractual documents with any of the parties inclusive of letters of engagement.  Ms. Morton stated an RFP seeking proposals from auditing firms would be issued next week and that an audit extension request with OPM was filed. 

Any Other Business Properly Brought before the Commission
No other business was noted. 

Next Scheduled Meeting
The next meeting is scheduled for October 22, 2015 (Thursday), at 9:00 am.  

Adjournment      
The meeting adjourned at 10:25 am.

October 22, 2015 Meeting

10-22-15 | Agenda and Minutes

AGENDA

1. Public Comment

2. Approval of minutes of September 24, 2015

3. September Financial/Budget Related Items

4. September Ridership Related Items

5. HR Update:

Terminations
Open Operations Dispatcher
Open Foreman position
Open Mechanics
Temp Mechanic
Purchasing/Inventory Position
I-9 Self Audit
Annual Employee Recognition Dinner

6. Maintenance and Facilities Update - Disposal of Thomas Buses

7. AVAIL Update

8. Gillig Acceptance

9. Procurement Updates:

  • Paving Bid Award
  • Group Health Insurance Broker Award
  • HR Systems Award
  • Audit RFP and Special Meeting
  • Legal Services RFP

10. Triennial Review

11. Executive Staff Performance Review

12. CEO Report

13. Any Other Business Properly Brought before the Commission

14. Special Meeting Telephone Conference Meeting (October 30, 2015)

15. Next Regularly Scheduled Meeting (November 24, 2015)

16. Adjournment

 

MINUTES

Attending

Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District Staff:  Kimberlee Morton, CEO; Nancy Carroll, Chief Operating Officer; Richard Bangs, Director of Finance and Administration; Tia Gordon, Manager of Human Resources; and, Hal Alvord, Director of Maintenance and Facilities

The meeting was called to order at 9:03 AM and a quorum was determined to be present. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of September 24, 2015
The minutes of the September 24, 2015 meeting of the Commissioners were unanimously approved. 

September Financial/Budget Related Items
Mr. Bangs presented the attached September financial report.  Year-to-date financial standing indicates we are currently $51,684 under budget.  However it was noted that we do have several open positions that are currently in the midst of the recruitment process.

September Ridership Related Items
Mr. Carroll presented the attached September ridership report.  Ridership continues to trend downward with the exception of paratransit services.  A discussion regarding the trend and the importance of the new position, Manager of Planning and Marketing and the COA study ensued. 

HR Update
Ms. Gordon reported the following terminations/separations:

  • Foreman – Performance and conduct;
  • Operations Dispatcher – Performance and conduct;
  • Driver Trainee – Performance and conduct;
  • Mechanic – Ms. Gordon reported the unexpected passing of one of our mechanics.  Immediate measures were taken to speak with each employee either in a group setting or individually, EAP services explained and extended a reminder of my open door policy to all employees. On-site EAP Grief counseling was made available to all employees.

She further reported the status of the open Operations Dispatcher and Open Foreman positions both which closed on Wednesday October 21, 2015. She is currently in the process of scheduling qualified candidates for interviews with the hiring managers. Two internal candidates for each position showed interest. 

Two new Diesel Mechanics have been hired and will start employment on October 26, 2015.  One part-time temporary mechanic has also been engaged to assist with bringing our bus preventative maintenance program into timely conformance.  This temporary engagement was discussed with the Union and they are in agreement.  

Ms. Gordon reported the Purchasing/Inventory Position description is currently under development.  

Ms. Gordon advised the I-9 self-audit was conducted to ensure compliance of our Employment Eligibility Verification responsibilities as an employer and is almost complete absent a few employee follow-ups.

Lastly she reported that we are currently seeking possible venues for an annual employee recognition dinner which will replace our current award and holiday gathering.  She has reached out to CTTransit and Greater Bridgeport Transit to combine our efforts by incorporating other transit companies.  Pricing will be analyzed and brought before the board for the next meeting. 

Maintenance and Facilities Update
Mr. Alvord reported on the disposal of the Thomas buses.  Four of the twelve are no longer on the property.  It has been a slow cumbersome process.  Hal noted that if the remaining vehicles are not sold by next week an alternative disposal will be addressed. 

AVAIL Update
Ms. Carroll reported that we have not provided system acceptance due to an unacceptable interface with Route Match.  The parties are working to resolve the matter. 

Gillig Acceptance
Ms. Carroll advised that all twelve vehicles were accepted and are in service.

Procurement Updates

  • Paving Bid Award:  Ms. Morton reported three bids were received by the submittal date of September 30, 2015.  All were determined responsive and responsible.  Competition was determined adequate.  The low bidder was Darien Asphalt Paving, Inc. at $58,810.00.  The District added a 12 percent contingency in the event change orders were necessary bringing the potential award to a total of $65,687.20.  The Commissioners unanimously approved a contract in the amount not to exceed $65,687.20 to Darien Asphalt Paving, Inc.
  • Group Health Insurance Broker Award:  Five bids were received by the submittal date of October 9, 2015.  All were determined responsive and responsible.  Competition was determined adequate.  Evaluation forms and ranking of proposals are contained in the procurement file.  Both Evaluators ranked CM Smith as the highest ranked proposer.  The evaluators requested that CM Smith send the proposed project liaison in for a final interview in the process.  The interview occurred on October 20, 2015 at 10:00 am.  After the interview both evaluators unanimously agreed that their original evaluation would stand and their recommendation was in favor of CM Smith.  The Commissioners unanimously approved contract execution in the amount of $141,300.00 for the first three year term to CM Smith Agency, Inc.  One two year renewal option is available to the District and will be considered at the time of the expiration of the initial period. 
  • HR Systems Award:  Ms. Morton reported that we had previously reported that we were unable to come to successful negotiations with ADP regarding several provisions.  ADP has reconsidered and provided acceptable modifications to the liability clauses regarding limitation of liability for monetary damages and early termination for anything other than reasonable cause.  For the record Ms. Morton requested that the Commissioners acknowledge the award to ADP for a three year contract period effective January, 2016 through December 31, 2018 in the amount not to exceed $82,850.11. Ms. Morton noted that this amount included a 5% contingency as the fee is contingent on the amount of employees and ancillary timeclock and related maintenance expenses.  The Commissioners unanimously voted to award to ADP in the amount of $$82,850.11. 
  • Audit RFP and Special Meeting:  Ms. Morton advised that the due date for audit responses is Friday, October 23, 2015.  It is anticipated that a recommendation for award will be ready for approval by the Commissioners on Friday, October 30, 2015.  The Commissioners agreed to conduct a Special Meeting on that date at 9:00 am for the purpose of awarding the Audit Contract.  The meeting would be noticed accordingly.
  • Legal Services RFP:  Ms. Morton noted that it time to issue proposals to secure legal counsel for the Norwalk Transit District.  Ms. Morton recommended that we seek one company to represent the District in all legal proceedings.  Her recommendation was based on the importance that when legal representation is made in any one particular area it is important that representation is made in consideration and knowledge of all District legal matters.  Commissioners unanimously advised Ms. Morton to pursue proposal development with the scope of work to include one firm representing all District interests. 

Triennial Review
Ms. Morton reported that our FTA triennial review is scheduled for April 20th and 21st and will be performed by Calyptus Consulting.  The extensive information package is due by December 11, 2015. Ms. Carroll will attend the training workshop pertaining to triennial preparation and will lead the review team.  To date all staff has received their original areas of responsibility for draft response preparation on November 10th.  At that time Ms. Morton will review all documents and make necessary edits. 

Executive Staff Performance Review
Ms. Morton informed the Commissioners that in December it is time to prepare performance reviews of the Executive Staff.  She requested guidance from the Commissioners regarding format and procedural protocols.  The Commissioners advised that they will provide feedback at a later date. 

CEO Report
Ms. Morton reported she attended the APTA annual conference earlier this month.  She noted the following highlights:

  • Participation in the Small Operations and Bus and Paratransit Operations Committees
  • Rides To Wellness Initiative between DOT and HHS
  • Products and Services Showcase
  • AdWheel Awards
  • Two Procurement Sessions
  • DBE Session
  • ADA Regulatory Circular Update
  • General, Opening and Closing Sessions
  • Gillig Plant Tour
  • Networking Opportunities

 

Any Other Business Properly Brought before the Commission
No other business was noted. 

Special Meeting Telephone Conference Meeting (October 30, 2015)
The Commissioners agreed to reconvene on October 30, 2015 at 1:00 pm.  It was noted that Commissioners Glickson and Miller would participate via telephone while the meeting will be held at the offices of the NTD via the telephone conferencing system. 

Next Regularly Scheduled Meeting (November 24, 2015)
The Commissioners requested that next meeting scheduled for November 24, 2015 (Tuesday), at 9:00 am. Be cancelled and rescheduled for 9:00 am on November 17, 2015. 

Adjournment
The meeting adjourned at 10:05 am.

ATTACHMENTS

October 30, 2015 Meeting

10-30-15 | Agenda and Minutes - Special Meeting

AGENDA

  1. Public Comment
  2. Approval of minutes of October 22, 2015
  3. Award of FY 2015-FY 2017 Annual Audit
  4. Executive Session
    It is anticipated that the Commissioners will vote to go into executive session to discuss personnel performance review matters.
  5. Adjournment

MINUTES

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District Staff:  Kimberlee Morton, CEO; Nancy Carroll, Chief Operating Officer; and, Richard Bangs, Director of Finance and Administration

The meeting was called to order at 1:06 PM and a quorum was determined to be present. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of October 22, 2015
The minutes of the October 22, 2015 meeting of the Commissioners were unanimously approved. 

Award of FY 2015 – FY 2017 Annual Audit
Ms. Morton informed the Commissioners that the District sought proposals from Certified Public Accounting firms to conduct the annual audit of the Norwalk Transit District’s financial statements, the Supplementary Schedule of Federal Financial Assistance and the Supplementary Schedule of State Financial Assistance for the years ending June 30, 2015, June 30, 2016 and June 30, 2017 with options for the years ending June 30, 2018 and June 30, 2019.  

The RFP was posted on the Norwalk Transit District website and Department Administrative Services website on October 1, 2015.  A bidders list was also developed for this procurement and proposal documents were directly emailed.  It also appeared in the Norwalk Hour newspaper on October 2, 2015.

Addendum 1 was issued on October 7, 2015 pursuant to questions received in response to the RFP.  Addendum 1 was sent to all interested proposers as well as posted on our website and the DAS website.

A pre-proposal conference was held on October 12, 2015.  Questions raised at the conference were documented in Addendum 2 and sent to all interested proposers as well as posted on our website and the DAS website on October 15, 2015.

Five proposals were timely received by the submittal deadline of October 23, 2015.  Competition was determined adequate.  Evaluation forms and ranking of proposals are contained in the procurement file.  Both Evaluators ranked Seward and Monde as the highest ranked proposer.  The evaluators requested that Seward and Monde send the proposed project liaison in for a final interview.  The interview occurred on October 30, 2015 at 10:00 am.  After the interview both evaluators unanimously agreed that their original evaluation would stand and their recommendation was in favor of Seward and Monde. 

Federal and State Suspension and Debarment checks were performed yielding no exclusions.  Insurance certificates were obtained and checked to determine that the contract limits were met. 

Ms. Morton requested that the Commissioners’ give consideration of award to Seward and Monde in the amount of $76,500.00 for the first three year.  One two year renewal option is available to the District and will be considered at the time of the expiration of the initial period.  Ms. Morton noted that the proposal was structured to allow for additional related ancillary services if needed at the rates as quoted in Seward and Monde’s proposal.  The Commissioners’ unanimously approved award to Seward and Monde in the amount of $76,500.00. 

Executive Session
A motion to recess the Public Meeting and move into Executive Session for the purpose of discussion of executive personnel performance reviews and related matters. 

The motion passed at 1:15 pm.

Present during the Executive Session were Norwalk Transit District Commissioners Miller and Glickson.  Also present were Norwalk Transit District staff Morton and Carroll.

The Public Meeting resumed at 2:20 pm. 

Adjournment
The meeting adjourned at 2:20 pm.

December 17, 2015 Meeting

12-17-15 | Agenda and Minutes

AGENDA

  1. Public Comment
  2. Approval of minutes of Special Meeting, October 30, 2015
  3. Financial Update
  4. Audit Update
  5. Approval Of Purchasing Procedures
  6. Approval of Administrative Systems Procedures
  7. Approval of Contract for the Weekly Rental of Maintenance Staff Uniforms
  8. Union Election Results
  9. Triennial Review
  10. AVL Update
  11. Director of Maintenance and Facilities Update
  12. Manager of Human Resources Update
  13. CEO Update
  14. Other Business
  15. Schedule of 2016 Commissioner Meetings
  16. Next Meeting
  17. Adjournment

 

MINUTES

Attending

Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District Staff:  Kimberlee Morton, CEO, Nancy Carroll, Chief Operating Officer, Richard Bangs, Director of Finance and Administration, Hal Alvord, Director of Maintenance and Facilities, and Tia Gordon, Manager of Human Resources

The meeting was called to order at 9:10 AM and a quorum was determined to be present. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of October 30, 2015
The minutes of the October 30, 2015 meeting of the Commissioners were unanimously approved. 

Financial Update
Mr. Bangs told the Commissioners that the year-end has closed and financial reports reflecting the year-end and current financial standing will be presented in full at the January meeting.  Due to the triennial submittal, financial reports are delayed and the department is currently in catch-up mode.

He additionally advised of the upcoming meeting this afternoon with Michael Guerrera from ConnDOT to go over budget numbers for this fiscal year.  The topic of discussion will be the letter of approval from Mike Sanders for the additional positions and how to include them in our new allotment, the switch of JARC funds for the Evening and Sunday shuttles to be included in core funding and Coastal Link funding.

Fuel savings have kicked in as of November 1st with our weekly fuel delivery costs dropping from just over $23,000 per truckload to just over $18,000 per truckload.  This savings will continue through August 2016.

Ms. Morton reported that the District received a request for payment for the unauthorized work performed by the former auditor.  Ms. Morton worked with legal counsel to prepare a response.  We have yet to receive a response.

Audit Update
Mr. Bangs reported our new audit firm Seward & Monde has completed their initial review.  They have requested and been sent additional documents and the audit is moving forward and should be completed on schedule in early January.

Approval of Purchasing Procedures
Ms. Morton presented the revised Purchasing and Contract Procedures for consideration which included a comprehensive rewrite.  The majority of the rewrite was procedural in nature and adheres to recent compliance updates published by the FTA.  She highlighted the following significant policy changes that were incorporated. 

  • All formally procured projects resulting in contracts in excess of $25,000 will require the formal approval of the NTD Board of Commissioners at a publically convened meeting.
  • The following delegations of authority have been made for the approval of all purchases in excess of $200.
  • Requisitioner
  • Director of Finance (Budgetary Approval in excess of $10,000)
  • Department Head
  • CEO
  • Petty cash shall be used for incidental purchases of $200 or less
  • The requirements for solicitation of quotations are waived for emergency situations providing the cost is no more than $15,000.  Any circumstances directly affecting bus operations, public health, public safety or the environment which cannot be repaired or replaced using normal purchasing procedures without causing undue harm, hardship or significant additional cost would constitute an emergency.  An example would be the Senior Foreman calling in a contractor to make critical repairs to the heating system during a winter weekend to avoid frozen pipes.  All emergency purchases exceeding $15,000 must be submitted to the CEO for processing of a formal sole source waiver of the competitive procurement process. 
  • Changes to the previous procurement method thresholds endorsed by the Commissioners have also been formally included.

Approval of Administrative Systems Procedures
Mr. Bangs reported the following enhancements to the Administrative System Procedures which include cash handling procedures and armored car services.

Approval of Contract for the Weekly Rental of Maintenance Staff Uniforms
Mr. Alvord reported the results of the request for quotations for the rental of maintenance staff uniforms and ancillary matt cleaning.  Three quotes were obtained, one from the incumbent.  The low bidder was UniFirst in the amount of $31,246.80 for a three year contract term. An additional contingency was added in the amount of $3,124.68 to support losses and new employees.  The Commissioners unanimously voted in support of the contract award to UniFirst in the total amount of $34,371.48.

Union Election Results
Ms. Morton presented the Commissioners with a copy of the results of the recent election of Union Officers.  She informed the Commissioners that she extended her congratulations to the new President via telephone and will be meeting with him and his fellow officers on her return in January.

Triennial Review
Ms. Morton turned the floor over to Ms. Carroll as she was the primary lead for the Triennial Review.  Ms. Carroll reported that a partial submittal was made by the initial deadline of December 11, 2015 with the remaining submittal made by December 15th.   The onsite audit will be held on April 20-21, 2016

AVL
Ms. Carroll reported that a resolution was agreed to regarding the paratransit software integration and burn testing will begin January 4th.  Ms. Carroll demonstrated the preliminary real-time consumer application that was in testing. 

Director of Maintenance and Facilities Update
Mr. Alvord informed the Commissioners that the Paving project was complete with the exception of the parking lot crack filling for weather related reasons to avoid any negative implications the crack repair is currently on hold.

Mr. Alvord advised that he was working with Signal Outdoor Advertising and Building and Land Technology to install additional shelters in the City.  Additionally a shelter lighting campaign was underway as it was noted that there were a number of shelters without adequate lighting.

Mr. Alvord reported a 50% savings on pest control services and the development of a Shop Stock Agreement.

Lastly Mr. Alvord reported the Facility Assessment RFQ was under development.

Manager of Human Resources Update
Ms. Gordon reported the following activity since the last meeting.

Terminations: 
•         Fixed route driver trainee, hit a parked car
•         Fixed route driver trainee, resigned no explanation, unavailable to reach for exit interview – believe it is due to quality of driving expected. 

Open positions: 
•         Procurement Specialist
•         Manager of Planning

New Hires/Promotions:

  • At our last meeting we reported that two new mechanics and a former mechanic will be joining us part-time. All three have joined and are transitioning nicely.
  • Our foreman position has been filed with an internal promotion. Keon Evans who is close to obtaining his Master Mechanic Certification, he has been with the organization just under two years.
  • We have made an offer to a third mechanic that will be filling Keon’s position; he has accepted the offer and will begin on December 21st.

Retirements:

  • Long-term employee, Staff Accountant, Stewart Keene, announced his retirement effective February 1st.

Open Positions:

  • Purchasing/Inventory
  • Planning and Marketing
  • Staff Accountant

HRIS

  • We have undergone several analyses and ran a test payroll. We are on schedule for our payroll to go live for the first payroll of 2016. We will begin with Payroll and Time & Attendance for our initial roll-out and then we will move forward with the other modules (i.e. recruiting, performance, benefits, etc.) after the successful payroll transition.

Employee Advisory Committee (EAC)

  • The EAC was created in an effort to maintain diversity and inclusiveness throughout the District. The EAC is comprised of representation from each employee group, Maintenance, Administration, ADA Dispatch, Bus Operations, ADA Shuttle Drive and Bus Operators.

Open Enrollment

  • The window for open enrollment has now closed. All benefit plans have remained the same with a few minor enhancements ($5.00 generic prescription drugs and $40 24/7 access to doctors via phone or video chat); the rate increases for employees were no more than a total of $1.97 for medical and dental combined.

CEO Update
Ms. Morton reported the filing of an Unfair Labor Practice by the Union regarding a claim that the company was allowing maintenance Foreman to perform Union work.

Ms. Morton provided the Commissioners with a formal invitation to the WestCOG legislative breakfast and encouraged them to attend.  She directed them to contact Ms. Gordon if interested. 

Ms. Morton provided the Commissioners with a copy of the thank you note received from the Sposta Family and she especially thanked Ms. Gordon for her assistance in making this difficult situation a little bit easier for the family.

Other Business
No other business was noted.

Schedule of 2016 Commissioner Meetings
The attached schedule of meetings for the upcoming year was unanimously approved by the Commissioners.

Next Meeting
The next meeting is scheduled for January 28, 2016 at 9:00 am at the offices of the Norwalk Transit District.

Adjournment
The meeting adjourned at 9:45 am.

 

 

 

NORWALK TRANSIT DISTRICT

PUBLICATION OF CALENDAR YEAR 2016

COMMISSIONER MEETINGS

 

January 28, 2016

February 25, 2016

March 24, 2016

April 28, 2016

May 26, 2016

June 23, 2016

July 28, 2016

August 25, 2016

September 22, 2016

October 27, 2016

November 17, 2016**

December 15, 2016**

 

**Meetings are scheduled for the fourth Thursday of every month except in November and December which will be held on the third Thursday of the month.