September 28, 2022 Board Meeting Minutes

Nov 16, 2022 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Multi-Modal Transportation System (HTMMTS)

Regular Board Meeting Minutes September 28, 2022 Grand Haven Community Center

Meeting Called to Order by President Craig Bessinger at 4:30 p.m.
Roll Call
Present: Craig Bessinger, Bill Cargo, Gordon Gallagher, Chris Burns, Joel TePastte, Bill Cate, Don Reis
Absent: Ashley Latch, Cathy Pavick, Kevin McLaughlin
Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Molly Hruskach, Human Resources Director, Trina Robinson, Financial Consultant, Tom Burghardt, Operations Manager. Carrie Uthe Local Advisory Council Chairperson

Approval May 25, 2022 HTMMTS Board Meeting Minutes
Motion by Gordon Gallagher, second by Joel TePastte, to approve the minutes of the July 27, 2022 meeting. Motion carries.
Additions/Corrections to the Agenda – None Scott Borg

Approval of Regular Agenda
Motion by Joel TePastte, second Bill Cate, to approve the agenda as presented. Motion carries.

General Business/Call to Audience – Craig Bessinger
None

Discussion/Action to file and receive Financial Statements.
Motion by Bill Cargo, second by Gordon Gallagher, to approve the financial statements as presented. Motion carries.

Discussion/Action of Payables Warrant.
Motion by Bill Cargo, second by Joel TePastte to approve the payables warrant as presented. Motion carries.

Discussion/Action on Final Budget Amendments FYE 2022.
Motion by Chris Burns, second by Joel TePastte to approve the final budget amendments FYE 2021/2022 the payables warrant as presented. Motion carries.

File/Review FY 2022/23 budget pre-implementation review of budget
No action necessary.

Discussion/Action regarding amendments to the Personnel Manual
Motion by Joel TePastte, second by Chris Burns, to approve the amendments to the Personnel Manual as presented. Motion carries.

Discussion/Action regarding MERS HCSP Agreement Amendment and Contribution Addendum.
Motion by Bill Cargo, second by Joel TePastte, to approve MERS HCSP Agreement Amendment and Contribution Addendum as presented. Motion carries.

Discussion/Action to elect or re-elect HTMMTS Board officers: President, Vice President, Secretary, and Treasurer
Motion by Bill Cargo, second by Gordon Gallagher, to approve election or re-election of HTMMTS Board officers as follows: President – Craig Bessinger, Vice-President – Bill Cargo, Secretary – Bill Cate, Treasurer – Gordon Gallagher. Motion carries.

Discussion/Action on Fiscal Year 2022-2023 Bi-Monthly Regular Meeting Dates
Motion by Chris Burns, second by Bill Cargo, to approve the fiscal year 2022-2023 Bi-Monthly regular meeting dates as presented. Motion carries.

Discussion/Action on Transportation Director 2022 Evaluation.
Motion by Chris Burns, second by Gordon Gallagher to approve Transportation Directors salary increase by one step effective September 21, 2022, and include any cost of living adjustments (COLA) when provided to Harbor Transit employees . Motion carries.

Discussion/Action appointing Sarah Wheeler as the LAC Representative for Spring Lake Village.
Motion by Chris Burns, second by Joel TePastte to appoint Sarah Wheeler to the LAC Board. Motion Carries.

Marketing Report Scott Borg
Scott Borg reviewed the Marketing Objectives.
1. Promote MATS and Harbor Transit connection at Trinity Health Village Lakes.
2. Communicate the benefits of Harbor Transit’s On Demand Service to increase the motivation to
ride.
3. Increase digital presence to reach more of the local population outside of the Facebook users.

Human Resources Update Mollie Hruskach
Mollie Hruskach explained that Harbor Transit has a RFP for a wage study to be completed. Chris Burns asked if the study would look beyond the bus operators and would the study take into account the wages of North West Ottawa County. Chris Burns recommended that request be a part of the wage study.
Staffing 12 open operator positions. 1 – fulltime dispatch position. We currently have a posting out for an Accounts Payable Specialist.

Operations Update Scott Borg
Scott shared ridership statistics going back to 2016, and reviewed Ridership by Municipality. 98.93 Ridership performance.
5 Crashes since the last Board Meeting.
0 Injuries since the last meeting.
4 Customer Complaints since the last Board Meeting.
1 Road call since the last Board Meeting.
Summer Trolley rides were 14,069 rides for the season.
Beach Express rides were 235 rides for the season.
Coast Guard Saturday had 3,423 rides, and 2,536 miles traveled.

EEO Applicant Data Mollie Hruskach
Scott Borg explained the FTA requires Transit Agencies to monitor and report this data to their Transit Boards Annually.
Harbor Transit had a total of 57 applicants, 27 males and 30 females for the open positions of bus operators, HR Director, and Dispatchers. The applicants were identified by race and gender.

Director’s Report Scott Borg
Scott reported that Harbor Transit had 1-Covid Case in the months of July and August.
Harbor Transit has 3 buses on order through the MDOT Pilot Program. We are hoping delivery is before the end of the year. Chassis and Chips are delaying the bus orders. Harbor Transit has since ordered 3 buses and will expect delivery in calendar year 2024.
Borg reviewed the Trinity at the Lakes Ridership to Muskegon. The rides have increase monthly since the start of the project in March 2022.

Harbor Transit provided transportation for the Folds of Honor Collegiate 54 Hole Individual Golf event. 272 rides on Monday and 172 rides were provided on Tuesday.

Potential location for the new facility is in Grand Haven Township on 172nd Ave. There is a Memorandum of Understanding with the owner.

Coast Guard Festival 2022 was successful due to the excellent work by the Harbor Transit Employees. Harbor Transit has 1 Bus Operator participating in the 2022 Bus Rodeo in Frankenmuth, MI.

Scott reviewed the open Board positons. The Harbor Transit Board currently has an Open At-Large Board Member Position.

Board Member Gordon Gallagher said he liked seeing the crash reports and expressed he had interest in knowing what the Trolley mileage was for the year.

Board Member Chris Burns talked about the narratives on the trolley and said she would work on a volunteer to narrate for the Spring Lake Trolley.

Board Member Bill Cargo expressed a concern over the Beach Express not being a good use of Harbor Transit resources.

Next regularly scheduled Board Meeting will be held on November 16, 2022 at 4:30 PM at The City of Grand Haven 519 Washington Avenue Grand Haven, MI 49417.

July 27, 2022 Board Meeting Minutes

Aug 15, 2022 | HTMMTS Boards, HTMMTS Meeting Minutes

Regular Board Meeting Minutes July 27, 2022
Spring Lake Village Hall

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

Roll Call
Present: Craig Bessinger, Ashley Latch, Cathy Pavick, Bill Cargo, Gordon Gallagher, Chris Burns, Joel TePastte, Bill Cate, Kevin McLaughlin
Absent: Don Reis
Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Annelise Walker, Marketing Coordinator, Molly Hruskach, Human Resources Director, Trina Robinson, Consultant

Approval May 25, 2022 HTMMTS Board Meeting Minutes
Motion by Chris Burns, second by Joel TePastte, to approve the minutes of the May 25, 2022 meeting. Motion carries.

Approval of Regular Agenda
Motion by Chris Burns, second by Joel TePastte, to approve the agenda as presented. Motion carries.

General Business/Call to Audience
None

Discussion/Action of Payables Warrant and Financial Statements.
Motion by Chris Burns, 2nd by Kevin McLaughlin, to approve the payables warrant and financial statements as presented. Motion carries.

Discussion on Estimated Revised Budget.
No action necessary.

Discussion/Action on Revised Harbor Transit Policy and Procurement.
Motion by Bill Cargo, second by Chris Burns, to adopt the Revised Harbor Transit Policy and Procurement as presented. Motion carries.

Discussion/Update on Revised Harbor Transit Grant Management Policy
Motion by Bill Cargo, second by Joel TePastte, to approve the Revised Harbor Transit Grant Management Policy as presented. Motion carries.

Discussion/Action on Revised EEO Plan
Motion by Cathy Pavick, second by Joel TePastte, to approve the Revised Harbor Transit EEO Plan as presented. Motion carries.

Discussion/Action on RFP Proposal for Property and Right-of-Way Acquisition Services
Motion by Chris Burns, 2nd by Bill Cargo, to approve Land Matters as the Land Acquisition Consultant for HTMMTS. Motion Carries.

Discussion/Action on Revised Advertising Policy
Motion by Bill Cargo, second by Joel TePastte, to approve the Revised Harbor Transit Advertising Policy as presented. Motion carries.

Discussion Review of the 2022 Triennial FTA Review
Scott and his Team have completed the Triennial review with only 3 deficiencies being noted, all of which have been rectified to the FTA. Board Members thanked Scott and his Team for their work on the Triennial Review.

Marketing Report Annelise Walker
Annelise reviewed the Billboards that are promote Harbor Transit’s Beach Express and Lakeshore Trolley Services for the months of May, June, July and August. Billboards are located at the Intersection of M- 104 and 148th Street and North of Van Wagoner Road on US-31.
Annelise reviewed the Social Media Account growth with Facebook a 13.8% increase with 1,095 followers.
Advertising Bus Wrap from St. John’s Lutheran School was reviewed.

Human Resources Update Mollie Hruskach
Mollie discussed the need for Harbor Transit to put on 20 drivers before August 31, 2022. We have currently hired and retained 3 Bus Operators.
Harbor Transit is using BS & A Software for Applicant Tracking.
Human Resources is also looking at a retention program for current employees.

Operations Update Scott Borg
Scott shared ridership statistics going back to 2016, and reviewed Ridership by Municipality. Reviewed Mercy at the Lakes Ridership.
98.26 Ridership performance.
4 Crashes since the last Board Meeting. 3 Customer Complaints since the last Board Meeting.

Director’s Report Scott Borg
Scott reported that Harbor Transit did not have any COVID-19 cases for the months of May and June 2022.
Scott reviewed that Routematch was sold to Tripspark and Harbor Transit was looking to complete an RFP for new Software.
Harbor Transit has 3 buses on order through the MDOT Pilot Program. We are hoping delivery is before September 1, 2022.
MDOT/Michigan State University Survey is being redone as the original survey was lost by the USPS. Coast Guard 2022 plans are in place and we anticipate a successful Coast Guard Festival.
Harbor Transit has 1 Bus Operator participating in the 2022 Bus Rodeo in Frankenmuth, MI.
Scott reviewed the open Board positons. The Harbor Transit Board currently has an Open At-Large Board Member Position and (LAC) Local Advisory Council Positon. We are looking for a LAC Member from the Village of Spring Lake.
Board Member Chris Burns asked if there has been any discussion on purchasing Electric Buses. Board Member Burns thanked Scott for having a concise agenda packet.

Next regularly scheduled Board Meeting will be held on September 28, 2022 at 4:30 PM at The City of Grand Haven 519 Washington Avenue Grand Haven, MI 49417.

March 23, 2022 Board Meeting Minutes

Aug 15, 2022 | HTMMTS Boards, HTMMTS Meeting Minutes

Regular Board Meeting Minutes March 23, 2022
Spring Lake Township Hall

Meeting Called to Order by President Craig Bessinger at 4:33 p.m.

Roll Call

Present: Craig Bessinger, Pat McGinnis, Cathy Pavick, Bill Cargo, Jerry Sias, Gordon Gallagher, Chris Burns
Absent: Joel TePastte, Kevin McLaughlin, Don Reiss
Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Annelise Walker, Marketing Coordinator, Theresa Dreese, Lead Dispatcher, Tom Burghardt, Operations Supervisor, Trina Robinson, Consultant

Approval of the January 26, 2022, HTMMTS Board Meeting Minutes
Motion by Cathy Pavick, second by Chris Burns, to accept the minutes from the Meeting held January 26, 2022. Motion carries.

Additions/Corrections to the Agenda
No changes or additions
Motion by Gordon Gallagher, second by Bill Cargo, to approve the agenda. Motion carries.

Public Comments
None

Payable Warrant and Financial Statements
Dana Appel reported on the statements and answered questions from Board Members.
Motion by Gordon Gallagher, second by Pat McGinnis to accept the Payable Warrant and Financial Statements as presented. Motion carries.

Approval of LAC Advisory Members.
Angie Davis will represent persons with a disability for the City of Grand Haven, MI, one-year Term. Lisa Greenwood will represent persons with a disability for the City of Grand Haven, MI, one-year term.
Heather Phillips will represent persons with a disability for Grand Haven Township, one-year term.
Moved by Pat McGinnis, second by Chris Burns, to approve the appointments as presented to the Local Advisory Council. Motion carries.
HTMMTS still has one opening that needs to represent the Village of Spring Lake.

Discussion/Action on HTMMTS Advertising Fee.
Annelise Walker offered a presentation on wrapping buses with advertisement. $100 per month for a twelve-month contract AND advertisers cover the cost of wrap/installation. Fresh Coast Design offered the best price to do the wrap ($1,912.80).
Motion by Pat McGinnis, second by Cathy Pavick, to approve the bus wrapping policy as presented by staff. Motion carries.
Annelise handed out promotional items to board members (stress squeeze bus, pens and magnets) Working with Ferry School classes in an interactive educational program – the kids have designed a route that they will be able to take as part of the program.

Harbor Transit – Muskegon Area Transit (MATS) Regional Study update.
Scott reported on the current state of the discussions about joint ventures between MATS and Harbor. Consultant will work with Muskegon to re-establish their agency as an Authority. There may then be further exploration of possible mutual efforts to collaborate.
Scott was asked to contact Jim Koens and Elizabeth Butler to discover other ways we might be able to help local employers secure reliable transportation for their employees.

Trolley Project # 2 -2022 Pilot Spring Lake Trolley Loop.
Loop will go to Fruitport and all the way around Spring Lake and out to Fisherman’s Parking Lot at the north pier. It will be calibrated to connect with the Buccaneer loop and the connection will be at the Holiday Inn.
Motion by Bill Cargo to approve the pilot project, support by Gordon Gallagher. Motion carries.

HTMMTS Building update.
Found 7.2 acres at the corner of Ferris and US-31; we are doing an appraisal with local funds to try to establish a value to help us negotiate.

Operations Update.
Scott reported on ridership numbers and accident incidents.

Transportation Directors Report – Scott Borg
Opening conference is June 30, exit conference in July. Will be a very busy two-week period.
LAC meeting was on February 16. The new members appointed tonight will be very valuable. Next meeting is May 18 at 1:15 p.m. at the Grand Haven Community Center.

Board Members Comments:
Patrick McGinnis reported that Grand Rapids Community College is interested in possible connections between MAX and Harbor to get students back and forth between the systems and to the GRCC Lakeshore Campus in Holland. He will pass along contact information to Scott.

Next regularly scheduled Board Meeting will be held on May 25, 2022 at 4:30 PM at City of Ferrysburg Administrative Office, 17290 Roosevelt Road.