March 22, 2016 Meeting

3-22-16 | Agenda and Minutes

AGENDA

  1. Public Comment
  2. Approval of minutes of February 25, 2016
  3. Audit Update
  4. Financial Update
  5. Ridership Update
  6. Director of Maintenance and Facilities Update
  7. Manager of Human Resources Update
  8. Manager of Planning & Marketing Update
  9. Triennial Review
  10. Restructuring Plan
  11. FTA Annual Certification and Assurances
  12. 401k/457 Plans
  13. CEO Update
  14. Consideration to Continue in Executive Session to discuss the Performance Review and Compensation of the CEO
  15. Consideration of the Performance Review and Compensation of the CEO
  16. .Any Other Business Properly Brought before the Board
  17. Next Meeting April 28, 2016
  18. 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; Tia Gordon, Manager of Human Resources; and, Stephanie Scavelli, Manager of Planning and Marketing

The meeting was called to order at 9:05 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 February 25, 2016
The minutes of the February 25, 2016 meeting of the Commissioners were unanimously approved. 

Audit Update
Ms. Morton reviewed the final draft audit report.  It is anticipated that the auditors will be available at the April meeting to make a final presentation.  

Financial Update
Ms. Morton presented FY the FY 2016 financial report through February 2016. 

Mr. Hill continues to work at a minimum one day a week.  We have also engaged the services of another accountant to assist with grant reconciliation.  Our Junior Accountant has begun training on the account payable process and a determination will be made if she has the skillset required for the job.  Ms. Morton advised she will finalize her corrective action no later than April 2, 2016. 

Ridership Update
The ridership update was tabled.

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

  • Our Procurement Specialist is on board and is making great strides regarding inventory process and procedures
  • Beginning reviews of bus shelters and stops to see which need work
  • Working with Planning and Marketing Manager, and Signal Outdoor Advertising to locate additional shelters.
  • Started making visits to other transits
  • Generally prepping for Triennial Review

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

  • Separations: 
    ADA Dispatcher
  • Open positions: 
    Director of Transportation Operations
    ADA Dispatcher
  • New Hires/Promotions:
    Procurement Specialist Joe Gurrieri began work on February 29th.
    Manager of Planning and Marketing Stephanie Scavelli began on March 14th.
  • Workplace Survey
    The purpose of this survey is:
    1. to have a base line on how everyone feels about working at NTD and that we identify our strengths and weaknesses; and
    2. attain bragging rights in being one of the Top Work Places of 2016 in the Fairfield County.
  • Employee Service Awards
    May 22, 2016 has been selected for the event to be held at the Double Tree Hotel in Norwalk.  This represents the conclusion of transportation week.  The event will be held on Sunday and will begin at 7:00 pm.  
  • 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 Planning & Marketing
Ms. Scavelli reported that in her newly created position of Manager of Planning and Marketing she endeavors to develop NTD into a public transit system fit for the 21st century.  Her current goal is to gain an in-depth knowledge of NTD’s fixed route and paratransit services and a clear understanding on how the agency delivers such services.

She further advised that the 2013 Title VI program expires this spring and she has begun updating the plan to be submitted in May 2016.

Commissioner Glickson requested an update on the AVL project.  Ms. Carroll responded that we remain at a 90% accuracy rate and continue to stand our ground regarding the interface with Route Match. 

Triennial Review
Ms. Morton noted that the District has been selected for two additional in-depth specialty reviews for the ADA and DBE program areas.  Staff is working on these responses in addition to additional requests for information.  The review is scheduled for April 20th and 21st. 

Restructuring Plan
Ms. Morton presented the updated organizational chart which includes the recommended change that eliminates the Manager of Transportation and adds the Chief Operating Officer positon that will include the duties of the eliminated positon. 

Ms. Morton also reported that she still has not made a final decision on the Director of Finance position as further time is needed to evaluate the Department’s overall effectiveness as the duties continue to transition. 

FTA Annual Certifications and Assurances
Ms. Morton explained that before FTA may award federal assistance for public transportation in the form of a federal grant certain pre-award Certifications and Assurances are required.  Ms. Morton provided the Commissioners with a copy of the FY 2016 annual certifications executed by our legal counsel so the parties would be informed of the responsibilities of the District.  She advised that the Board must further authorize a representative to select and sign its Certifications and Assurances and bind the NTD’s compliance.  Commissioner Miller made a motion to authorize CEO, Kimberlee A. Morton, as NTD’s authorized representative to select and sign all certifications and assurances that NTD must provide to support each application it submits to FTA for federal assistance during federal fiscal year (FY) 2016.  The motion was seconded by Commissioner Glickson and passed unanimously.

401k/457 Plans
Ms. Morton reported that currently the Union 401k plans investments are managed by Kolinsky Wealth Management, LLC.  LAR Pensions is the TPA plan administration which includes filing the form 5500 and VOYA is the record keeper that holds the assets.  Kolinsky also assumes liability as a plan fiduciary.  Managements’ 457 Plan is held with ICMA-RC and they do not assume fiduciary responsibility.  Ms. Morton has requested that Kolinsky Wealth Management conduct a competitive process utilizing a bundled approach to investments, recordkeeping and administration.  Providers will be evaluated based on the diversity, quality and cost of investment options in each of the plans and the ability to offer both 401k and 457 plans. 

The Commissioners engaged in discussion regarding how the current plans are setup.  Ms. Morton advised that our investment manager would present a full analysis of the results prior to any decision being made regarding any changes.  Results should be forthcoming in April.

CEO Update
Ms. Morton reported that again this month the primary focus was the audit. 

A final investigation as the last step of the grievance process was completed and presented to the Union.  The decision was accepted by the Union.

Attended FOI training offered by the City of Norwalk.

Union Negotiations
Ms. Morton advised that we have provided the Union with the information that was formally requested.  We still wait to hear from the Union regarding of a scaled down contract renewal for a one year term. 

Consideration to Continue in Executive Session
Ms. Morton presented the Commissioners with an affidavit from the CEO declaring her desire to have her performance review and compensation discussed in Executive Session.  She further indicated she did not wish to be in attendance unless specifically requested by the Commissioners.  At 9:45 AM Commissioners’ Miller and Glickson unanimously supported the continuance of the meeting in Executive Session. 

No formal action was taken in Executive Session which concluded at 10:05 AM.  A motion to immediately reconvene the Regular Meeting was unanimously passed. 

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

Other Business
No other business was noted.

Next Meeting
The next meeting is scheduled for April 28, 2016 at 9:00 am at the offices of the Norwalk Transit District.

Adjournment
The meeting adjourned at 10:15 AM.