May 26, 2016 Meeting

5-26-16 | Agenda and Minutes

AGENDA

  1. Public Comment
  2. Approval of minutes of April 28, 2016
  3. Introduction of HR Manager
  4. Audit Presentation
  5. Line of Credit
  6. Ridership Update
  7. Title VI Plan Approval
  8. Proclamation establishing the 11th annual national “Dump the Pump Day”
  9. Memorandum Of Agreement between the City of Norwalk Transit District regarding the Metropolitan Area Network
  10. Liability Insurance Renewal
  11. Budgeting Process
  12. Cash Flow Analysis
  13. Restructuring Plan
  14. CEO Update
  15. Any Other Business Properly Brought before the Board
  16. Old Business
  17. Next Meeting June 23, 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; Lynette Brayboy, Manager of Human Resources; 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. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none. 

Approval of Minutes of April 28, 2016
The minutes of the April 28, 2016 meeting of the Commissioners were unanimously approved as presented. 

Introduction of HR Manager
Ms. Morton formally introduced Lynette Brayboy.  Lynette provided a brief summary of her background and advised that most of her time has been spent on learning our systems, protocols and policy. 

Audit Update
Ms. Morton introduced Tom Partalas and Michele Loso, Partners with the auditing firm of Seward and Monde that worked directly on NTD’s FY 2015 audit.  They presented copies and reviewed the finalized financial statements, federal and state single audit reports, the management letter and related correspondence.

Ms. Morton noted that the audit engagement resulted in an additional $8,700 in additional expenses as a result of the work by the auditors to close the FY 2015 year.  The total audit expense was $33,700. 

Line of Credit
Ms. Morton advised that the line of credit has yet to be fully secured.  We have are currently on an extension and the loan documents are in underwriting.  The bank has requested a legal opinion regarding who secures the debt in the event of a closure.  Ms. Morton advised that she pointed them to the governing statutes and has referred the opinion to legal counsel.  The bank additionally assured her that this will not impact the line of credit. 

Ridership Update
Ms. Carroll distributed the attached ridership analysis.  She reported ridership continues to decline with the exception of paratransit services.

Title VI Plan Approval
Ms. Carroll reviewed the updated plan prepared Stephanie Scavelli.  It was noted that Ms. Scavelli had to cover another important planning meeting on a project in which the District will be a partner.  Ms. Carroll and Ms. Morton noted that Ms. Scavelli had done a superb job on the project.  The Commissioners unanimously approved the Title VI Civil Rights Update. 

Dump The Pump Day
This is the 11th annual National Dump the Pump Day.  The day encourages people to ride public transportation to power community growth, drive economic development and revitalize neighborhoods.  In honor of Dump the Pump Day on June 16th the District will offer free rides to customers boarding between the hours of 2:30 pm and 4:30 pm on all local Wheels services.  We will seek a host of free public service announcements through local radio and TV networks as part of an advertisement campaign.  It is anticipated the revenue loss to be approximately $500 but free marketing opportunities will be the tradeoff. The Commissioners adopted the attached proclamation establishing the 11th annual national “dump the pump day.”

Agreement between the City of Norwalk and the District regarding the Metropolitan Area Network
Ms. Morton reported that this is a continuation of a previous agreement with the City who has contracted with Advanced Networking, Inc. originally in December 2004 for the provision of telecommunications services in connection with the City’s implementation of a City-wide, Metropolitan Area Network.  The original agreement included the District.  The new agreement is effective May 12, 2016 with the existing provider for a new term of five years with two, 2 year options for a total of 9 years of contracting opportunities.  The five year cost is $39,150.00 or $1,957.50 per quarter beginning July 1, 2016.  It is the recommendation of our IT Manager to continue this ongoing contractual relationship which will provide for ongoing integration into the City’s network which currently provides us access to view the cameras located on the hub and our property.  Additionally the City will provide additional access to numerous camera feeds and other key traffic management information maintained by DPW.  Other alternative uses can include internet and telephone services.  The alternatives will be investigated over the next year by our IT Manager.  The Commissioners unanimously approved the continuation of the agreement. 

Liability Insurance Renewal
Ms. Morton advised the District Broker, USI, is currently in the process of quoting all of the liability insurance coverages that expire July 1st.  

Ms. Morton noted that the W/C quotes are in and the renewal premium with the existing carrier has dropped by $34,000 due to positive experience during the past year. 

Lastly our review resulted in several adjustments that may impact the overall cost of our premiums and related expenses due to required adjustments in following areas.

  • 457 Plan Labor Management trust Fiduciary Liability Coverage
  • Section 125 Plan (tax deferred compensation plan) update
  • New Flood Insurance coverage in the amount of $3,300 due to our close proximity to the 100 year flood plain
  • Forgery or Alteration (Theft) from $25,000 to $250,000

Budgeting Process
Ms. Morton reported that budgets are due on June 3, 2016 to CTDOT.  She reported preliminary work has begun however she noted that we are still waiting on information from CTDOT regarding final FY 2015 so we can perform a true operating budget for FY 2016.  Ms. Morton noted that under circumstances can we be in a deficit spending situation.  Due to timing of the budget we will submit our draft budget and look for the Commissioners endorsement at the next meeting.

Cash Flow Analysis
Ms. Morton distributed and reviewed in detail the cash flow analysis.  She advised the Commissioners that CTDOT is fully aware of the situation and she would keep them informed of the current situation.

Restructuring Plan
Ms. Morton presented a revised organizational chart and a financial analysis of all changes to date.  The changes represent a breakeven position. 

After completing the final job descriptions for the open operations and finance positions it was determined that the operations position should be downgraded from a Chief Operating Officer position to a Director of Transportation and the finance position upgraded to a Chief Finance and Administration Officer. 

Additionally our plan includes a possible revision to the ADA Dispatcher that recently became vacant.  This position would be changed to a new position entitled Paratransit Coordinator.  Responsibilities would include ADA dispatcher functions during peak times, part-time Paratransit Specialist duties including oversight of the Paratransit Specialist and additional specific KPI reporting and program oversight duties.  The Paratransit Specialist would be changed from part-time to full-time status.  The Commissioners unanimously approved the recommended changes. 

CEO Update
Ms. Morton reported that the State is well aware of our financial position.  They understand that June 15th is critical.  She reported they are working on things and are preparing the TOD for the new positions. 

Ms. Morton reported two dates for contract negotiations are set for May 31st and June 14th.  Ms. Morton noted that the medical increased approximately $125,000 over the previous year effective January 1st.  It is important to keep in mind that this does not coincide with the union contract year therefore the union has already realized a $62,500 contractual increase. 

Ms. Morton reported we received our State Sub Area Apportionment Agreement for our Federal FY 2016 Capital grants.  Total Federal of $2,160,000, State $540,000 for a total of $2,700,000 for the purchase of Admin Capital/Misc. Support, three 30 foot replacement busses, ongoing GPS AVL Project and Facility Improvements. 

Ms. Morton she attend a four day advanced Procurement System and Financial Management Training sponsored by FTA next week.  It was a beneficial refresher.  She further advised that she had the opportunity to meet with FTA staff for a one-on-one briefing. 

Ms. Morton reported that the Employee appreciation event held on Sunday, May 22, 2016 was well attended and received.  She thanked Commissioner Glickson for his attendance and words of welcome. 

Ms. Morton provided a copy of the 2016 CACT Annual Meeting & Awards Luncheon invitation.  She informed the Commissioners that internal nominations for awards were under consideration and encouraged. 

Other Business
No other business was noted.

Next Meeting
The next meeting is scheduled for June 23, 2016 at 9:00 am at the offices of the Norwalk Transit District.

Adjournment
The meeting adjourned at 10:00 AM.