10-22-15 | Agenda and Minutes
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:
Open Operations Dispatcher
Open Foreman 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)
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.
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.
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.
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.
Ms. Carroll advised that all twelve vehicles were accepted and are in service.
- 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.
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.
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.
The meeting adjourned at 10:05 am.