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HomeMy WebLinkAbout03-21 Minutes Paducah Transit Authority Board of Directors Meeting Minutes March 17, 2021 CALL TO ORDER The monthly meeting of the Paducah Transit Authority (PTA) was called to order by Vice Chair – Tommy Whittemore at 3:07 p.m. Members present were Mark Davis, Bryan Carner, Terrance Adams, and Patrick White. Executive Director – Arthur Boykin and Chuck Simpson - Human Resources Director / Secretary to the Board Guest: Retired Board Member – Durwin Ursery Vice Chair – Tommy Whittemore led the Board in reciting the Pledge of Allegiance Public Comments: N/A REVIEW OF MINUTES Following the review of the January 2021 minutes (February meeting cancelled). Mr. Mark Davis made a motion to accept the January meeting minutes. Mr. Bryan Carner moved to second the motion and it passed with all members voting yes. REVIEW OF STATISTICAL AND FINANCIAL REPORTS Mr. Boykin directed the Board to review the combined January/February fixed route ridership noting that the most utilized routes were the yellow route followed by the blue route and the most utilized timeframe in January was 2p.m./3p.m. February was almost identical in route utilization yellow followed by blue in the same afternoon timeframe along with a notable 4p.m., utilization of the blue route. Mr. Boykin then reviewed the cash flow chart and pointed out that the current balance forecast was at $2.8 million. Mr. Boykin then conducted the January and February balance sheet reviews and informed the Board that presently PATS driver census is down as it related to the COVID impact, ridership is beginning to come back, PATS is still required to provide socially distanced-limited passenger transports which further affects PATS ability to provide timely transportation. PATS is presently advertising for drivers. Following the review of the statistical and financial reports for January/February Mr. Bryan Carner made a motion to approve. Mr. Terrance Adams moved to second the motion and it passed with all members voting yes. MANAGER’S REPORT Mr. Boykin informed the Board about the following transit business: GPS tracking equipment is presently being installed in the fixed route buses to assist customer service and dispatch timely data when clients call in to inquire about “where” the bus is. This will also help reduce radio traffic with the drivers when relaying information back to customer service and then to the client(s) on the phone. OLD BUSINESS Service Presentation: a plaque acknowledging service to the PATS Board was presented to retired Board Member Durwin Ursery. Federal Audit/State Management Review: virtual audit presently scheduled for June 3, 2021. Board Meeting Date & Vacancy: With the retirement of Durwin Ursery, PATS presently has an opening on the Board. The Board also formally discussed the request to move the monthly board meeting schedule to every third Wednesday each month. Following the discussion Mr. Mark Davis made a motion to approve the change to the monthly meeting schedule. Mr. Bryan Carner moved to second the motion and it passed with all members voting yes. Chuck Simpson was then instructed to make sure and provide the revised monthly meeting schedule to the designated contact at the Mayor’s office and notify the Paducah Sun and WPSD. Executive Session: Mr. Mark Davis made a motion to go into executive session as permitted by KRS 61.810 (l) (f). Mr. Bryan Carner moved to second the motion and it was approved with all members voting yes. Arthur Boykin and Chuck Simpson were excused from the session and recalled to board room upon completion of the session. Mr. Bryan Carner made a motion to come out of executive session. Mr. Terrance Adams moved to second the motion and it was approved with all members voting yes. No business items transacted during the executive session. Executive Director’s Performance Review: Vice Chair – Tommy Whittemore asked that the Board approve a 5% increase to the Executive Directors salary and be made retro-active to January 1, 2021. Mr. Mark Davis made a motion to approve the salary increase. Mr. Terrance Adams moved to second the motion and it passed with all members voting yes. NEW BUSINESS Coronavirus Response and Relief Supplemental Appropriations Act: (CRRSAA) funding $447,978 from KY-OTD is to be utilized first due to expiration date prior spending remaining CARES funding. Arthur prepared and presented a proposed essential workers COVID-19 pay incentive for PATS staff. KY-OTD has approved the proposal which must now be reviewed and approved by the Board. Following the review and discussion Mr. Terrance Adams made a motion to approve a one-time $3,000 essential workers hazard pay incentive payment to each PATS employee as proposed by the Executive Director. Mr. Patrick White moved to second the motion and it passed with all members voting yes. FY 22 Grant Application: Arthur reported that the $4.8million grant has been completed and submitted. New State Management Plan (simplified acquisition threshold): if expense is below $250,000 a price analysis or ICE will not be necessary. COVID-19 Transport: PATS will be providing services as requested by the State following clarification with KY-OTD. Review Performance Goals: previously completed with the Executive Director following the Executive Session prior to the Board approved salary increase. Review of January/February Bank Reconciliation Approval: The reviews were conducted by Vice Chair – Tommy Whittemore and Executive Director Arthur Boykin and each cash account statement was confirmed. Mr. Boykin then reviewed the credit card statements. A brief review of the vendor summary was then provided. Following the completion of the reconciliation review Mr. Bryan Carner made a motion to approve the account reviews. Mr. Terrance Adams moved to second the motion and it passed with all members voting yes. Next Board Meeting: April 21st at 3p.m. Adjourn – Mr. Mark Davis motioned to adjourn the meeting and Mr. Terrance Adams moved to second the motion. Meeting adjourned.