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.