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HomeMy WebLinkAbout01-19-2022Paducah Transit Authority �O Board of Directors Meeting Minutes January 19, 2022 PR 2 4 2022 CALL TO ORDER The monthly meeting of the Paducah Transit Authority (PTA) was called to order — Tommy Whittemore at 3p.m. Members present were Kiesha Curry, Mark Davis, Bryan Carver, and Patrick White. Executive Director — Arthur Boykin and Chuck Simpson - Human Resources Director / Secretary to the Board Guests: David Hampton and Ashley Simmons with Kemper CPA Group. 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 December 2021 minutes, Mr. Bryan Carver made a motion to accept the December meeting minutes. Mr. Mark Davis moved to second the motion and it passed with all members voting yes. REVIEW OF STATISTICAL AND FINANCIAL REPORTS • Mr. Boykin informed the Board that the current cash flow forecast balance was at $3.3 million through the end of the week. PATS is presently anticipating $133,000 from Medicaid but will not be receiving any funding from KY -OTD due to being at the financial threshold maximum this month. At present the line item budget is in good condition, there are no excess expenses impacting the budget at this point in the fiscal year. Mr. Boykin then provides an over view of the P&L noting that 401 Federal Grant was not applicable this year, the 461 Medicaid funding had increased by comparison and is still affected by ongoing COVID protocol. It was also noted that for the moment contract revenue is meeting expenses. Gasoline is up by 31%, however, per line item budget, the increased expense at this point in the fiscal year is not exceeding the budget allowance. Following the review of the statistical and financial reports, Mr. Bryan Carver made a motion to approve. Mr. Patrick White 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: • Ridership YTD was reported at 456,000 compared to 378,000 last year. Arthur noted that December ridership was up by 1,016 and up by 8,000 YTD. Fixed Route is presently up by 3,000 riders at this time. The most utilized fixed bus route lines for the month were the blue route followed by the yellow route. The most utilized hour was the 3p.m., yellow route. • There were no vehicle accidents/incidents to report at this time. 1 OLD BUSINESS 1. FY2021 Audit Presentation — David Hampton and Ashley Simmons with Kemper CPA Group presented the summary audit review for Board discussion: * Independent Auditors Report (page 1) * Internal Controls Report (page 14) * No deficiencies found along with the auditors disclaimer * PATS found to be in compliance with each Federal program It was also noted that net assets increased in FY21, impacted by sale of vehicles, capital assets decreased. Expenses were well managed, improving the cash position. Following the review and discussion of the auditor's report, Mr. Mark Davis made a motion to approve. Mr. Bryan Carner moved to second the motion and it passed with all members voting yes. NEW BUSINESS 1 Annual Drug & Alcohol Policy Review: Arthur informed the Board that it was time for the annual review noting that the testing percentages of 10% for alcohol and 50% for drug remain in effect for 2022. At this time there were no updates or revisions to provide during the review. 2 Title VI Policy Review: the Board was informed that after recently hiring two caucasian females PATS is currently compliant. 3 Annual Review of Procurement/Purchasing & Contracting Policy: Arthur provided a brief review of the current procurement policy noting there were no revisions at this time. 4 Board Personnel Committee: Arthur requested that the personnel committee participate in the selection process of the Assistant Director position. 5 Review of the December Bank Reconciliation: The reviews were conducted by Vice Chair — Tommy Whittemore and Executive Director Arthur Boykin. Arthur reviewed each cash account statement was confirmed. The credit card charges were then reviewed followed by the vendor summary. Following the completion of the reconciliation review Mr. Mark Davis made a motion to approve the account reviews. Mr. Patrick White moved to second the motion and it passed with all members voting yes. 6 Executive Session: Mr. Mark Davis made a motion to go into executive session as permitted by KRS 61.810 (1) (f). Mr. Bryan Carner moved to second the motion and it was approved with all members voting yes. Arthur Boykin and Chuck Simpson were then excused from the session and were recalled upon completion of the session. Mr. Bryan Camer motioned to come out of executive session. Mr. Patrick White moved to second the motion and it was approved by all members voting yes. No business items transacted during the executive session. 2 Executive Director's Performance Review: Mr. Mark Davis recommended that the Executive Director's salary be increased by 5% and retroactive to January 1, 2022 pending Board approval. Mr. Patrick White motioned to approve the 5% increase. Mr. Bryan Career moved to second the motion and it passed with all members voting yes. 8 Next Board Meetine: February 16th at 3p.m. Adjourn — Mr. Mark Davis motioned to adjourn the meeting and Ms. Kiesha Curry moved to second the motion. Meeting adjourned. Claudia Meeks From: Chuck Simpson <csimpson@paducahtransit.com> Sent: Thursday, April 21, 2022 3:01 PM To: Claudia Meeks Subject: Minutes, finally... Attachments: 01-22 Minutes.doc Claudia: As a follow up to our most recent correspondence, I am pleased to inform you that the PATS Board did meet on April 20th, however, as you recall the Board was unable to meet during the months of February and March, therefore I am just now able to provide you with the approved meeting minutes from January, 2022. Sincerely, Chuck Simpson "Confidentiality and Proprietary Information Notice: This e-mail, including attachments, is covered by the Electronic Communications Privacy Act (18U.S.C. 2510-2521) and contains confidential information belonging to the sender which may be legally privileged. The information is intended only for the use of the individual or entity to which it is addressed. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution or the taking of any action in reliance of the contents of this information is strictly prohibited. If you have received this electronic transmission in error, please immediately notify the sender by return e-mail and delete this message from your computer / electronic hand held device or arrange for the return of any transmitted information."