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.