January 26, 2022 Board Meeting Minutes

Jan 31, 2022 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Multi-Modal Transportation System (HTMMTS)

Regular Board Meeting Minutes January 26, 2022
Grand Haven Township Hall

Meeting Called to Order by President Craig Bessinger at 4:30 p.m.

Roll Call
Present: Craig Bessinger, Pat McGinnis, Cathy Pavick, Kevin McLaughlin, Bill Cargo, Don Reiss, Jerry Sias
Absent: Joel TePastte, Gordon Gallagher, Chris Burns
Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Jason Mitchell, Vredeveld Haefner

Approval of the December 1, 2021, 2021 HTMMTS Board Meeting Minutes
Motion by Bill Cargo, second by Jerry Sias, to accept the minutes from the Meeting held December 1, 2021, thereby independently approving all actions taken at that meeting by the full Board (no quorum on December 1). Motion carries.

Additions/Corrections to the Agenda
No changes or additions
Motion by Don Reiss, second by Cathy Pavick, to approve the agenda as amended. Motion carries.

Public Hearing
Chair Bessinger opened a public hearing at 4:35 p.m. on the Harbor Transit Fiscal Year 2022-2023 Budget Dana Appel presented the 2022-23 budget and answered Board Member questions.
Close Public Hearing at 4:41 p.m.

New Business
Discussion/Action of Financial Audit 2021
Jason Mitchell from Vredeveld Haefner presented the Audit to the Board. Added to fund balance nearly $1 million, but this is largely a result of money received in ARPA and CARES Act funding (non- recurring). Mr. Mitchell reported that there were no audit findings or issues and he would qualify this as a clean audit. Motion by Bill Cargo to accept the Audit for 2021-22, second by Kevin McLaughlin. Motion carries.

Discussion/Action of Final FY Budget 2022-2023
Dana again presented the proposed 2022-2023 budget and answered Board Member questions. Cash balances are up to approximately $2.4 million as of the end of the fiscal year ending September 30, 2021. Aiming for $3.5 million to secure on-hand resources for an eventual building project. At the end of the new FY (September 30, 2023), we should be at $3 million, and Dana would like to restrict at least $1.5 million of these surplus funds to be dedicated to the new building project.
Moved by Bill Cargo to approve the 2022-2023 budget as presented, second by Jerry. Motion carries.

Discussion/Action of 2022/2023 Fee Schedule
$1.50 in advance/$2.50 same day
$.75 in advance/$1.25 same day for various discounted rate.
Moved by Bill Cargo to approve passenger and advertising rates as presented, second by Cathy Pavick. Motion carries.

Discussion/Action of 2022/2023 Uniform Millage Rate Determination
Motion by Bill Cargo to set transit millage rate at .6 mills for 2022-2023, second by Pat McGinnis. Motion carries.

Discussion/Action of 2022/2023 FY Resolution of Intent
This is a resolution to establish that the System intends to apply for and secure funding from various governmental sources to provide local transit services.
Motion by Bill Cargo to approve the Resolution of Intent as presented, second by Kevin McLaughlin. Motion carries.

Discussion/Action of 2022-2023 Contract Clauses Certification
This resolution establishes compliance with Federal contract guidance – it is required by MDOT that all sub-grantees maintain compliance.
Motion by Bill Cargo to approve the Contract Clauses Certification as presented, second by Kevin McLaughlin. Motion carries.

Discussion/Action of Calendar Year 2022 Resolution to Adopt the Annual Exemption Option

Public Act 152 requires that the Board pass an annual resolution to authorize the health care premium share that is over the hard cap and below the required 20% employee contribution.
Motion by Bill Cargo, second by Kevin McLaughlin, to adopt the annual PA 152 exemption resolution as presented. Motion carries.

Discussion/Action of Accounts Payable and the Financial Statements
Motion by Bill Cargo, second by Jerry Sias, to accept the Accounts Payable and Financial Statements. Motion carries.

Discussion/Action of Grants Management Policy
Motion by Pat McGinnis to approve Grants Management Policy, second by Bill Cargo. Motion carries.

Discussion/Action of ADA & Reasonable Modification Policy
Motion by Pat McGinnis to approve ADA & Reasonable Modification Policy, second by Bill Cargo. Motion carries.

Discussion/Action of Title VI Policy
Motion by Pat McGinnis to approve Title VI Policy, second by Bill Cargo. Motion carries.

Discussion/Action of EEO Policy
Motion by Pat McGinnis to approve EEO Policy, second by Bill Cargo. Motion carries.

Discussion/Action A/E Services
Scott Borg explained that we sought bids and received three proposals, interviews were held with two of the firms, and administration is recommending Progressive AE for the architect of record for the coming building project.
Pat McGinnis stated that he believed it was a betrayal of the public trust to hire the same firm to build the building that was used to offer the advice that a building was needed, and he would not be supporting this action.
Motion by Bill Cargo to execute a contract with Progressive AE, second by Cathy Pavick.
Yes: Craig Bessinger, Cathy Pavick, Kevin McLaughlin, Bill Cargo, Don Reiss, Jerry Sias No – Pat McGinnis
Motion carries.

Discussion/Action Fare Policy
This is required by the Federal Government and was discovered during preparation for the triennial review by the Federal Transportation Administration.
Motion by Bill Cargo to approve the Fare Policy as presented, second by Cathy Pavick. Motion carries.

Discussion/Action Procurement Policy
This is required by the Federal Government and was discovered during preparation for the triennial review by the Federal Transportation Administration.
Motion by Bill Cargo to approve the Procurement Policy as presented, second by Cathy Pavick. Motion carries.

Discussion/Action Appointing Kevin McLaughlin to the MPO Policy Board/WMSRDC representing Harbor Transit
Motion by Pat McGinnis to appoint Kevin McLaughlin to the MPO Policy Board to represent Harbor Transit, second by Bill Cargo. Motion carries.

Personnel Manual Update Drug-Free Workplace
This action would reflect FTA requirements.
Motion by Cathy Pavick, second by Don Reiss, to approve the update to the Drug-Free Workplace policy. Motion carries.

Old Business
Discussion/Action to approve 2022 – 2025 Harbor Transit Strategic Plan
Motion by Jerry Sias to approve the 2022 – 2025 Harbor Transit Strategic Plan, second by Don Reiss. Motion carries.

Marketing Update Annelise Walker – Annelise not present so a brief verbal report was offered by Scott Borg.

Transportation Director’s Report – Scott Borg

• We’ve had a few “limited service” days during recent inclement weather.
• West Michigan Regional study will recommend the Muskegon system break from the County
  and re-establish service for those entities that desire the service. Merger does not appear to be a workable solution. We will continue to study opportunities.
• The land acquisition effort continues to be a struggle.
• 23 items on the triennial audit; it was delayed one year so it is technically a four-year audit.
• Two at large positions available, one for the Board and one for the Advisory Committee. Please pass interest along to Scott if you have someone in mind.

Board Members Comments:
Board members made complementary remarks about staff and system performance.

Next regularly scheduled Board Meeting will be held on March 23, 2022 at 4:30 PM at Spring Lake Township Office, 102 West Savidge Street, Spring Lake, MI 49456

December 1, 2021 Board Meeting Minutes

Dec 6, 2021 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Multi-Modal Transportation System (HTMMTS) Regular Board Meeting Minutes

DECEMBER 1, 2021 GRAND HAVEN CITY HALL 519 WASHINGTON AVENUE

Meeting Called to Order by President Craig Bessinger at 4:35 p.m.

Lack of a quorum was noted; notes from tonight’s meeting can be authenticated by majority vote at next meeting with quorum.

Roll Call
Present: Craig Bessinger, Pat McGinnis, Gordon Gallagher, Bill Cargo
Absent: Joel TePastte, Jerry Sias, Cathy Pavick, Don Reiss, Chris Burns

Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Annelise Walker, Marketing Coordinator, Tom Burghardt, Driver, Teresa Dreese, Dispatch Lead, Carrie Uthe, Local Advisory Council Chair, John Stern, former employee interested in at-large Board seat

Approval of September 22, 2021 HTMMTS Board Meeting Minutes
Motion by Cargo, second by Gallagher to approve the minutes of September 22, 2021. Motion carries.

Additions/Corrections to the Agenda
None

Approval of Regular Agenda
Motion by McGinnis, second by Gallagher to approve the agenda as printed. Motion carries.

General Business / Call to Audience
None

Discussion on Estimated Budget FYE 2022/2023
Dana presented an update to the 2022/2023 budget and answered questions; this item will be on the January 26, 2022 agenda to formally amend the fiscal year budget.

Discussion/action on Payable Warrant.
Moved by Cargo to approve Payables Warrant, second by Gallagher. Motion carries.

File/Receive Financial Statements.
Dana commented that we are very early in the new fiscal year and there is not much variance to report.

Discussion/Action Resolution of MDOT Master Agreement 2022-0063.
Motion by Gallagher, second by Cargo, to approve MDOT Master Agreement 2022- 0063. Motion carries.

Discussion/Action Approval of Propane Contract with Wesco, Inc.
Crystal Flash advises that we might do better next year if we request proposals for two years.

Motion by Gallagher to approve propane contract with Wesco, Inc. as presented, second by Cargo. Motion carries.

Vehicle Sale to City of Grand Haven and City of Battle Creek Transit.
Staff is recommending sale of two surplus trolleys with de-minimus value to the City for $1 each and two minivans to Battle Creek Transit for $2,500 each.Motion by Cargo, second by Gallagher, to approve sale of two fully depreciated trolleys with no market value to Grand Haven for $1 each and two minivans to Battle Creek for $2,500 each. Motion carries.

Discussion/Action on Inter-Local Agreement to allow Public Transportation Across Jurisdictional Boundaries.
Motion by Cargo, second by Gallagher, to approve Inter-Local Agreement to allow Public Transportation Across Jurisdictional Boundaries. Motion carries.

Scott reported that we are looking at expanding hours so we can better serve industry. We need to evaluate this pilot effort for at least one year to better understand potential for future expansion. This effort is in concert with the ongoing study underway at WMSRDC. Gordon and Pat asked that there be some outreach to local industry to make sure we are being responsive to their needs.

Change in Harbor Transit Policy Training Pay.
Scott explained that he would like to add language to the training manual to provide training pay to Harbor Transit Employees who are deemed qualified to train employees. Motion by Gallagher, second by Cargo to approve pay differential for hazardous pay as recommended by staff. Motion carries.

John R. Stern – At Large Harbor Transit Board Member.
Postponed until January meeting.

Old Business – Discussion/Action to Approve Preliminary Harbor Transit Strategic Plan.
Planning took place in May of this year.Motion by Cargo, second by McGinnis, to approve the draft plan for the years 2022 – 2026. Motion carries.

Marketing Update – Annelise Walker
Pushing messaging out about safety of riding on Harbor Transit.
Taking advantage of giving opportunities: Salvation Army angel tree location! Customers can stop in and pick out a tag and then deliver a gift back to Harbor Transit.
Lakeshore Trolley name was adopted following community engagement.

Operation Director’s Update – Melvin Barkley
Melvin accepted a job with the Detroit Transit operation; he will be missed. Go State. Ridership remains low compared to pre-pandemic levels. On time performance has been drastically impacted in November due to lane closures over bridge.

Transportation Director’s Update – Scott Borg
Promotions of Tom and Theresa noted.
West Michigan Regional Transit study. Workshops have been held in October and November. Consulting firm will make recommendations this month. If a new structure is agreed upon we will be asked to act in early 2022.
Currently negotiating with Progressive AE to be our consultant as we continue to work on plan to purchase property and build a new facility.
Dispatch is doing productivity training.

December 17, 2021 at 11:00 a.m. desert bake off: Board Members are asked to come and taste test.

Dana reported that Harbor Has a Heart will be packing toys at the Salvation Army – Board Members are also encouraged to assist.

Next regularly scheduled Board Meeting will be held on January 26, 2022 at 4:30 PM at Grand Haven Charter Township, 13300 168th Avenue, Grand Haven, MI 49417.