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.