November 25, 2024 Regular Board Meeting Minutes

Jan 10, 2025 | HTMMTS Boards, HTMMTS Meeting Minutes

Regular HTMMTS Board Meeting Minutes

November 25, 2024
City of Grand Haven

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

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

3. Additions/Corrections to the Agenda: Bessinger noted that Item 6, New Business, should be Item 7 and that Item 7, Old Business, should be Item 6.

4. General Business/Call to Audience Opened at 4:31 PM: Carrie Uthe addressed the Board on topics from the Local Advisory Council (LAC):
• Concerns about future plans for connections to other locations and transit systems, particularly Allendale and Holland.
• The need for a community liaison position within HTMMTS.
• A desire for extended HTMMTS operating hours up to 11:00 PM on weekdays.
• Openings on the LAC.
Closed at 4:37 PM

5. Consideration for Approval of Consent Agenda:
a. Approval of Sep 25, 2024 HTMMTS Board Meeting Minutes
b. Approval of Regular agenda (as amended — see item 3)
c. Approval of Payable Warrant
d. File/Receive Financial Report
e. Approval of FY2025/26 Estimated Budget
f. EEO Data
g. Approval of Updated Operations Policy to Include Code of Ethics
h. File/Receive Local Advisory Council Meeting Minutes
Motion by Cargo, second by TePasste to approve the Consent Agenda as presented. Motion carried.

6. Old Business: Discussion on Harbor Transit Laker Trolley Loop:
The board discussed the effects of fare reinstatement on ridership, the HTMMTS contract with the Village of Fruitport, route optimization efforts, exploration of ways to condense the deviated fixed route (Laker Loop), and marketing and outreach efforts.

7. New Business
a. Resolution to Approve 2027/29 State Transportation Improvement Program (STIP) Projects. Motion by Gallgher, second by Cargo to approve. Motion carried.
b. Resolution to Approve Safety Management System (SMS):
• Borg advised that SMS includes data analysis and measures for the safety of the bus operators.
Motion to approve by Cargo, second by TePastte. Motion carried.

8. Reports
a. Marketing Report (Annelise Walker)
• HTMMTS continues to offer a free rides promotion to encourage non-riders to try Harbor Transit.
• Community engagement efforts include visits to Four Pointes, participation in the annual Boomerang Career Fair and the Haunted Haven Halloween event.
• In December HTMMTS will use one of the Lakeshore Trolleys to provide weekend park-n-ride service for the Spring Lake Sparkle Festival.
• In January 2025 HTMMTS will provide a shuttle for the Grand Haven Winterfest.
b. Operations Report (Scott Borg)
• Total ridership continues to be down; currently by 18% from last year, 11% YTD.
• Trinity at the Lakes ridership is down in comparison to last year, but up from 2022.
• Monthly on-time ratings for pick-ups and drop-offs is at 93% and 92% respectively.
• No-shows continue a downward trend, thanks to improved rider communication and accountability.
• A Harbor Transit bus collided with a passenger vehicle, causing property damage but no injuries. There were no vehicle road calls.
c. Transportation Director’s Report (Scott Borg)
• Harbor Transit is scheduled for an FTA Triennial Review in 2025.
• Harbor Transit and the ASC Environmental Group submitted our Joint Permit Application on July 26, 2024, and we met with EGLE to review the project details on Oct 23. We are waiting further direction from EGLE regarding the next steps before submitting the final application to proceed with construction.
• The Phase 1 Environmental Site Assessment was updated on Oct 17; the draft Archaeology and Above Grounds Reports were submitted to FTA on Nov 11; and ASC estimates the NEPA Review will be ready to submit to FTA by Feb 2025.

9. Board Member Comments: None

10. Meeting Adjourned at 5:07 PM.

11. Next Regularly Scheduled Board Meeting: 4:30 PM, Jan 22, 2025, Grand Haven Township, 13300 168th Avenue, Grand Haven, MI 49417

September 25, 2024 Regular Board Meeting Minutes

Jan 10, 2025 | HTMMTS Boards, HTMMTS Meeting Minutes

Regular HTMMTS Board Meeting Minutes
September 25, 2024
City of Grand Haven

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

2. Roll Call:
Present: Craig Bessinger, Bill Cate, Ashley Latch, Kevin McLaughlin, Cathy Pavick & Will Whittemore
Absent: Bill Cargo, Gordon Gallagher, Deanna McIntyre, & Joel TePastte
Also Present: Dana Appel, Scott Borg, Tom Burghardt Jr., Annelise Walker, & Jim Koens (Muskegon Area Transit System)

3. Approval of July 24, 2024 HTMMTS Board Meeting Minutes.
Motion by Pavick, second by McLaughlin to approve the minutes of the July 24, 2024 meeting minutes. Motion carried.

4. Additions/Corrections to the Agenda:
• Correct Item 7c to FY2024 and Item 7d to FY2024/25. Change the title of Item 9a to “Discussion/Action on Executive Director Performance Appraisal.”

5. Approval of Regular Agenda:
Motion by Pavick, second by McLaughlin to approve the regular agenda as corrected. Motion carried.

6. General Business/Call to Audience: None.

7. Consideration for Approval of Consent Agenda:
a. Discussion/Action of Payable Warrant
b. File/Receive Financial Report
c. Approval of FY2024 Final Amended Budget
d. Review FY2023/24 Budget pre-implementation review of budget.
i. Capital Projects
ii. COLA-Wage Scale
d. Approval of Fiscal Year 2024-25 Bi-Monthly Regular Meeting Dates
Motion by McLaughlin, second by Cate to approve the Consent Agenda as presented. Motion carried.

8. Old Business
Discussion on Harbor Transit Laker Trolley Loop at the November Meeting

9. New Business
a. Discussion Action on Executive Director Performance Appraisal
• Dumbrell reported that Borg’s review was completed on Sep 10 and thanked all review participants. The Board approved an evergreen agreement last year so the Board will not have to approve an employment agreement any longer. The appraisal was a 360-degree appraisal and Scott received high scores from all. Scott is at the top of the wage scale, and he will receive a COLA increase beginning October 1.
• Pavick and McLaughlin thanked and congratulated Borg.
b. Discussion/Action to elect or re-elect HTMMTS Board Officers: President, Vice President, Secretary, and Treasurer. Pavick moved that all current officers be nominated and elected to serve another year, second by McLaughlin. Motion carried.
c. Discussion/Action on Propane Contract
• Borg reported that Wesco submitted the lowest bid for propane for FY2024/25/26 at $1.1385 per gallon.
• Motion to approve by Latch, second by Pavick. Motion carried.
d. Discussion/Action on Construction Manager at Risk
• Borg recommended awarding the Christman Company the contract as Construction Manager at Risk for Harbor Transit’s new facility project and to instruct the Harbor Transit Executive Director to being contract agreement as presented.
• Motion to approve by McLaughlin, second by Pavick. Motion carried.

10.Reports
a. Marketing Report (Annelise Walker)
• HTMMTS is offering a free rides promotion to encourage non-riders to try Harbor Transit.
• HTMMTS is now advertising in the Four Pointes monthly newsletter.
• All municipalities within our service area will include information about HTMMTS in their newsletters.
• HTMMTS will participate in the Boomerang Career Event at Grand Haven High School.
• The new rate for bus wraps will be $200 beginning Oct 1, 2024 (up from $100).
b. Operations Report (Tom Burghardt Jr.)
• Total ridership continues to be down; currently by 22% YTD.
• Trinity at the Lakes ridership is comparable to previous years.
• Monthly on-time ratings for pick-ups and drop-offs is at 89% and 94% respectively.
• No-shows are down considerably, thanks to improved rider communication and accountability.
• There were no safety incidents since the last board meeting.
c. Transportation Director’s Report (Scott Borg)
• Rides on Coast Guard Saturday totaled 5,016, an increase of 823 over 2023.
• Rides for the Folds of Honor Golf Tournament totaled 1,307, a slight decrease from 2023 (1,371), but higher than 2022 (516).
• Aug 18 was Harbor Transit’s 49th Anniversary.
• The ASC Group is currently working on the NEPA Study for the 172nd Ave. property. The FTA granted a Categorical Exclusion (CE), but the property must still undergo a review to ensure no extraordinary circumstances exist that could lead to significant environment issues. ASC estimates that the NEPA will be completed by Apr or May 2025, so ground breaking could take place by May or June.
• The Assistant Superintendent of Human Resources for GHAPS sent an email to parents advising that they don’t believe Harbor Transit is a viable transportation option for elementary and intermediate school students. Borg estimates this caused a reduction in ridership of about 50. Borg and Appel are working with GHAPS to mitigate this situation and assure GHAPS that Harbor Transit want to continue working with them.

9. Board Member Comments: None

10. Meeting Adjourned at 5:05 PM.

11. Next Regularly Scheduled Board Meeting: 4:30 PM, Nov 20, 2024, City of Grand Haven, 519 Washington Ave, Grand Haven, MI 49417

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.