May 22, 2024 Board Meeting Minutes

Sep 4, 2024 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Multi-Modal Transportation System Board Meeting Minutes

May 22, 2024 Ferrysburg City Hall, Room #5, Ferrysburg, MI 49409

1. Meeting called to order by President Craig Bessinger at 4:30 PM.

2. Roll Call: Present: Craig Bessinger , Bill Cargo , Cathy Pavick , Ashley Latsch , Kevin McLaughlin , Will
Wittemore , Joel TePastte , Brady Selner
Absent: Gordon Gallagher , Bill Cate , Deanna McIntyre
Also Present: Scott Borg, Dana Appel , Annelise Walker , Bri an Woline

3. Approval of March 27, 2024 HTMMTS Board Meeting Minutes
Motion by McLaughlin, second by TePastte to approve the minutes of the March 27, 2024 meeting minutes. Motion carried.

4. Additions/Corrections to the Agenda: None.

5. Approval of Regular Agenda:
Motion by Pavick, second by TePastte to approve the agenda. Motion carried.

6. General Business/Call to Audience: None.

7. Consideration for Approval of Consent Agenda:
a.Approval of Payable Warrants
b.Filing/Receiving Financial Reports
c.Discussion/Action on Trolley Agreement with Village of Fruitport
i.Bill Cargo requested clarification on whether the agreement would cover
its operating costs. In response, Scott Borg provided insight by explaining
how Fruitport’s contribution is allocated towards the total annual
operating expenses for the trolley system. Borg further elaborated on the
cost allocation method, noting that Fruitport’s contribution is bas ed on
the actual costs associated with servicing the designated route.
ii.Craig Bessinger inquired about the potential flexibility of the 10:00 PM
trolley service ending time during periods of low demand, such as
inclement weather. Scott Borg explained that shifts may be shortened in
these circumstances.
d.Discussion/Action on Update to Personnel Manual
e.Discussion/Action on Update to Financial and Procurement Policy & Procedure
Manual (including FTA required procurement procedures)
f.Approval of Local Advisory Council Applicants
g.Filing/Receiving Local Advisory Council Meeting Minutes
Motion by Cargo, second by Selner to approve the Consent Agenda as presented. Motion carried.

8. New Business:
a. Harbor Transit Disadvantaged Business Enterprise (DBE) Program: The board reviewed and approved the DBE program with no discussion or amendments.
Motion by Cargo to approve Harbor Transit Disadvantage Business Enterprise (DBE) Program as presented, support by TePastte. Motion carried.

9. Reports:
a. Marketing: Annelise Walker presented information on upcoming summer events and a new trolley tracking tool that will available this summer.
b. Operations: Scott Borg provided a report on the overall growth in ridership, specifically noting an increase in riders traveling to the Trinity at the Lakes stop for medical appointments and by college students. The analysis also included a detailed breakdown of ridership based on origin and destination. Additionally, it was highlighted that there has been a notable reduction in the number of no-shows since the reintroduction of fares.
i. Will Wittemore inquired about pre-payment for no-show rides. Scott Borg addressed and clarified the policy, noting that payment is dependent on the LakeshoreGo app.
ii. Cathy Pavick identified a discrepancy in the ridership data totals. Scott Borg concurred.
c. Executive Director’s Report: Scott Borg acknowledged and commended Andrea Dumbrell on her successful completion of the Leadership Connect program. He also discussed the recent property damage incident at the 172nd Street facility, noting that compensation has been received from the former property owner. The funds will be used towards the new facility. Borg highlighted the submission of congressionally directed spending requests for the new facility to Congresswoman Hillary Scholten and Senator Gary Peters. Additionally, he mentioned the ongoing delay in receiving three buses that were ordered three years ago, with no update on their expected arrival.
i. Bill Cargo requested an update concerning the progress of the building project regarding EGLE (Environment, Great Lakes, and Energy). Scott Borg confirmed EGLE had completed their analysis in October of 2023.

10. Board Member Comments: None.

11. Meeting Adjourned: 4:45 PM.

Next Regularly Scheduled Board Meeting: 4:30 PM, July 24, 2024, Village of Spring Lake Administrative Offices, 102 West Savidge Street, Spring Lake, MI 49456.

July 24, 2024 Board Meeting Minutes

Jul 31, 2024 | HTMMTS Boards, HTMMTS Meeting Minutes

Regular HTMMTS Board Meeting Minutes

July 24, 2024
Village of Spring Lake

Meeting called to order by President Craig Bessinger at 4:30 PM.

Roll Call:
Present: Craig Bessinger, Bill Cargo, Bill Cate, Gordon Gallagher, Ashley Latch, Deanna McIntyre, Cathy Pavick, & Brady Selner
Absent: Kevin McLaughlin, Joel TePastte, & Will Whittemore
Also Present: Dana Appel, Scott Borg, Tom Burghardt Jr., & Annelise Walker.

Approval of May 22, 2024 HTMMTS Board Meeting Minutes.
Motion by Gallagher, second by Pavick to approve the minutes of the May 22, 2024 meeting minutes. Motion carried.

Additions/Corrections to the Agenda: None.

Approval of Regular Agenda:
Motion by Pavick, second by Gallagher to approve the regular agenda. Motion carried.

General Business/Call to Audience: None.

Consideration for Approval of Consent Agenda:
– Discussion/Action of Payable Warrant
– File/Receive Financial Report
– File/Receive FY2024 Estimated Final Budget
– Discussion/Action of Updated Personnel Manual
– Discussion/Action of No-Show & Cancellation Policy
Motion by Gallagher, second by Cargo to approve the Consent Agenda as presented. Motion carried.

Reports:
Marketing (Walker):
Lakeshore Trolley use and tracking information is available on the Transit app. She also highlighted advertising for the trolley and Beach Express on radio and social media, an engaged rider survey through the Lakeshore-Go app, and the Coast Guard Festival park-and-ride promotion.
HTMMTS sponsored a children’s activity/craft table at the July 3 Farmers Market.
Four-Pointes has purchased a bus wrap that will be installed in August and Eastown Auto has renewed their wrap contract.

Operations (Borg):
Overall ridership continues a downward trend in comparison with pre-pandemic levels. Resumption of fare collection may be a factor. Also, the GHAPS school year ending in May this year as opposed to June in previous years, which reduced June’s ridership. Cargo expressed concerns about the downward trend in 4 out of the last 6 months and suggested that HTMMTS staff needs to address it. Gallagher suggested a review and discussion at the November board meeting.
No-shows are down significantly over last year and on-time performance (both pick-ups and drop-offs) is holding steady at approximately 90%.
There was one bus crash without injuries due to a bus driver error. This crash also generated a road cal for towing.

Transportation (Borg):
Thanks to Appel and other HTMMTS staff for their hard work on the construction grant that was awarded on July 16. $16,252,400 in Federal Grant Funding was awarded and MDOT will match 20%.
The Bus Order that Harbor Transit placed on November 3, 2021 was finally filled on July 10, 2024. These units will be in service within the next couple of weeks.
The ASC Environmental Group sent the FTA an Environmental Class of Action request for the property located on 172nd Ave in Grand Haven, Township. This request went to the FTA on July 17, 2024. ASC submitted the Environmental Class of Action as a Categorical Exclusion meaning the categories of actions do not involve significant environmental impacts and are exempt from detailed environmental review.
Harbor Transit sent out an RFP for Construction Manager at Risk to seven contractors in West MI with responses due by August 9, 2024.

Board Member Comments:
Bessinger advised that Borg’s annual performance review is due soon.
Pavick extended congratulations to HTMMTS staff for their work of the grant application. She commented on a Local Advisory Council desire to see a Harbor Transit connection to Allendale. This would provide access to the greater Grand Rapids area, including the airport, as well as transportation for GVSU students. She also advised that a facility manager be involved in design and development of the new operations center.

Meeting Adjourned at 4:50 PM
Next Regularly Scheduled Board Meeting: 4:30 PM, Sep 25, 2024, City of Grand Haven, 519 Washington Ave, Grand Haven, MI 49

March 27, 2024 Board Meeting Minutes

Jul 24, 2024 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Board Meeting Minutes

March 27, 2024
Spring Lake Township

1. Meeting called to order by President Craig Bessinger at 4:30 PM.

2. Roll Call:
Present: Craig Bessinger, Bill Cate, Gordon Gallagher, Deanna McIntyre, Cathy Pavick, Brady Selner, & Will Whittemore
Absent: Bill Cargo, Ashley Latch, Kevin McLaughlin, & Joel TePastte
Also Present: Dana Appel, Scott Borg, Andrea Dumbrell, Peter Haefner, & Annelise Walker.

3. Approval of Jan 24, 2024 HTMMTS Board Meeting Minutes.
Motion by Gallagher, second by Pavitch to approve the minutes of the Jan 24, 2024 meeting
minutes. Motion carried.

4. Additions/Corrections to the Agenda: None.

5. General Business/Call to Audience: None.

6. Consideration for Approval of Consent Agenda:
a. Approval of FY2024 Amended Budget
b. Approval of FY2024 Capital Grant Projects
c. Approval of New Brochure Advertising Fee
d. Approval of Payable Warrant
e. Receive/File Financial Statements
f. Receive/File LAC Meeting Minutes
Motion by Gallagher, second by Cate to approve the Consent Agenda as presented. Motion
carried.

7. New Business:
a. Discussion/Action on the Harbor Transit 2023 Financial Audit:
Peter Haefner of Vredeveld Haefner LLC presented a summary of his findings in the 2023
Financial Audit. The audit went smoothly and the Harbor Transit staff was very helpful.
Motion by McIntyre, second by Gallagher to accept the 2023 Financial Audit as presented.
Motion carried.
b. Discussion/Action one Harbor Transit’s Section 125 Cafeteria Plan Policy:
Human Resource Director Andrea Dumbrell presented a report on the 125 Cafeteria Plan
Policy for health insurance options. Currently, there are 18 HTMMTS employees receiving
insurance benefits under the plan.
Motion by Gallagher, second by McIntyrer to approve the Section 125 Cafeteria Plan
Policy as presented. Motion carried.

8. Reports:
a. Marketing: Annelise Walker provided copies of the 2022-23 Annual Report to the
members. She reported on the most recent visit to/from students from Ferry/Voyager
Elementary School under a partnership with the Tri-Cities Chamber of Commerce. She also
highlighted a Public Service Announcement (PSA) program whereby charitable
organizations can advertise programs inside busses for up to 90 days at no charge.
b. Operations: Scott Borg presented data on various aspects of ridership. Overall ridership is
still lower than pre-pandemic levels, but appears to be trending upwards. They have
started tracking on-time performance, both for pick-ups and drop-off; overall they are
trending at 89% on-time in both categories. No-shows have been greatly reduced, thanks
to the Lakeshore Go App. There was one crash with an injury in Feb 2024, as well as two
calls for road service.
c. Transportation: Scott Borg reported on:
• Current Congressionally Directed Spending Requests through the office of US Senator
Gary Peters for FY2025. HTMMTS made it through the first two rounds last year, but
did not make the final cut.
• The Michigan Municipal League (MML) conducted a loss control visit in Jan 2024 with
no recommendations.
• VIA will track On Time Performance a (OTP) by both arrival and departure times.
• Environmental NEPA Study Preliminary Building Footprint: Harbor Transit is currently
working with Progressive AE to develop a foot print for the Environmental Firm to work
with. This will allow the firm to complete the NEPA on only the land that Harbor
Transit intends to use and will result in an overall cost savings for the study. NTH
Environmental estimates the NEPA process will not be completed until late summer
2024.

9. Board Member Comments:
• Cathy Pavick commended Dana Appel on the results of the Financial Audit.
• Brady Selner commented he was looking forward to working with the board.

10. Meeting Adjourned at 5:08 PM

11.Next Regularly Scheduled Board Meeting: 4:30 PM, May 22, 2024, City of Ferrysburg, 17520
Ridge Ave, Ferrysburg.