February 25, 2016 Meeting

2-25-16 | Agenda and Minutes

AGENDA

  1. Public Comment
  2. Approval of minutes of January 28, 2016
  3. Audit Update and Extension
  4. Financial Update
  5. Director of Maintenance and Facilities Update
  6. Manager of Human Resources Update
  7. Manager of Transportation Operations Update
  8. CEO Update
  9. Consideration to Continue in Executive Session to discuss the Performance Review and Compensation of the CEO and COO.
  10. Consideration of the Performance Review and Compensation of the CEO and COO
  11. Any Other Business Properly Brought before the Board
  12. Next Meeting March 24, 2016
  13. Adjournment


MINUTES

Attending

Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District Staff:  Kimberlee Morton, CEO; Nancy Carroll, Chief Operating Officer; Hal Alvord, Director of Maintenance and Facilities; 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 January 28, 2016
The minutes of the January 28, 2016 meeting of the Commissioners were unanimously approved. 

Financial Update
Ms. Morton reported we continue to make corrective actions in the Department from the account payables perspective.  In large part this is credited to our temporary Staff Accountant.  We have posted the job internally and intend to make the final decision soon. 

A complete standing of our current fiscal position will be presented on closure of the FY 2015 audit as this will serve as the foundation for the current year.  The remaining item to address for FY 2014 is the allocation methodology to be used for salaried expenses.  Ms. Morton reported she has scheduled a meeting with CTDOT on Tuesday, March 1, 2016, to seek further guidance and concurrence. 

Mr. Hill continues to work at a minimum one day a week and up to a maximum of two days if possible.  He has begun the process of educating the staff accountant on some of the higher end financial reporting processes and procedures. 

In response to the Commissioners inquiry if we had received State funding that we were anticipating, Ms. Morton replied affirmatively but noted that we were on solid ground temporarily as other payments are tied to the completion of the audit.   

Audit Update
Ms. Morton reported that she filed a request for an additional audit extension through March 2016.  It is the final extension as we are very close to finalizing the audit.   

Director of Maintenance and Facilities Update
Mr. Alvord reported the status on the following projects. 

  • Bus wash repair
  • Internal inspection of fire sprinkler system
  • Boiler repair
  • Examination of bird prevention in parking garage
  • Fleet Standardization

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

Separations:

  • Manager of Transportation Operations - Resignation

Open positions:

  • Director of Transportation Operations
  • Staff Accountant

New Hires/Promotions:

  • Final Mechanic slot filled, hired February 16th.
  • Procurement Specialist scheduled to begin February 29th.
  • Manager of Planning and Marketing scheduled to begin March 14th.
  • Jean MomPremier promoted from ADA/Shuttle driver to Wheels Driver.
  • Monica Decker promoted to Full-Time Driver.

Ms. Morton extended her congratulations to all. 

Employee Advisory Committee (EAC) 
Our first meeting took place on Monday, February 1st. We discussed the Employee awards celebrations and the potential changes to what has been done in the past to make it more inclusive, enhancing communication throughout the organization, safety issues (referred to the safety committee), and all employee meetings.

Manager of Transportation
Ms. Carroll reported the following activity during the previous month on behalf of Ms. DeLallo. 

  • New Run Bid is ready to go into effect on March 7, 2016. New run bid addresses long days for drivers with split shifts. All runs are 12.25 hours or less instead of the 15.17 hours

 

  • Metro-North schedule changes to take effect on April 3rd is still a work in progress.  Hopefully there will be minimal changes to our schedule.

 

  • AVAIL Integration with RouteMatch is continuing.  We remain at 90% accuracy regarding prediction algorithms.

 

CEO Update
Ms. Morton reported the primary focus this month has been the audit.  Both Ms. Morton and Ms. Carroll have spent a significant amount of working closely with the auditors and preparing and analyzing required information.  Any down time at this point has been spent on employee union/administrative issues.

Unfair Labor Practice
Ms. Morton reported that the District met with the Union on Monday, February 22, 2016 regarding the Unfair Labor Practice filing that claims the company was allowing maintenance Foreman to perform Union work.  She was happy to report that the Union agreed to withdraw the filing.

Union Negotiations
Ms. Morton advised that she broached the subject of a one year contract extension covering limited cost centers.  She requested that they submit their minimal requirements.  The Union is taking this under consideration.

Cell Phone Bank
Ms. Morton reported that the cell phone bank provides emergency communications to those in need by providing emergency cell phones to victims of abuse through law enforcement partners nationwide.  The District would donate cell phones left in our lost and found bank beyond our date for destruction of items in our care (30 days).  The Cell Phone Bank ensures that all sensitive data is completely and securely erased.  In the unlikely event that data is made public Norwalk is released from all liability as a result of the donated item. 

Consideration to Continue in Executive Session
Ms. Morton presented the Commissioners with an affidavit from the CEO and COO declaring their desire to have their performance review and compensation discussed in Executive Session.  Both employees further indicated they did not wish to be in attendance unless specifically requested by the Commissioners.  At 9:50 AM the Commissioner Miller and Glickson unanimously supported the continuance of the meeting in Executive Session. 

No formal action was taken in Executive Session which concluded at 10:15 AM.  A motion to immediately reconvene the Regular Meeting was unanimously passed. 

Consideration of the Performance Review and Compensation of the CEO and COO
The Commissioners voted to adopt the matter discussed in Executive Session relative to the performance review of the COO.  The Commissioners unanimously supported the recommendation made by Ms. Morton as contained in her performance review of Ms. Carroll with an effective date of January 1, 2016. 

The matter relative to the performance and compensation of the CEO was discussed and moved to the next regularly scheduled meeting in March. 

Other Business
No other business was noted.

Next Meeting
The next meeting is scheduled for March 24, 2016 at 9:00 am has been cancelled and rescheduled for Tuesday, March 22, 2015 at the offices of the Norwalk Transit District.

Adjournment
The meeting adjourned at 10:20 AM.