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HomeMy WebLinkAbout02-19 Minutes Paducah Transit Authority Board of Directors Meeting Minutes of February 27, 2019 CALL TO ORDER The monthly meeting of the Paducah Transit Authority (PTA) was called to order by Board Vice Chair – Tommy Whittemore at 3:03PM. Members present were Durwin Ursery, Mark Davis, Terrance Adams, Bryan Carner, and Patrick White. Executive Director – Arthur Boykin and Chuck Simpson – Human Resources Director / Secretary to the Board 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, 2019 minutes, it was noted that word “approximately” needed to be removed from item #7 under new business referencing the Executive Directors performance review. With the correction to the minutes Mr. Bryan Carner made a motion to accept the January 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 directed to the Board to the cash flow chart and stated that the current balance was at $1.8 million and barring any unforeseen expenses the cash flow balance is projected to be at $1.6 million at the fiscal year end. A review of the balance sheet was then conducted and Arthur reminded the Board about his previous report about the financial impact of the conclusion of the Olmsted Dam van transportation and the change in the United Airline flight schedule that resulted in the termination of the pilot/crew hotel transportation. Mr. Boykin then proceeded to provide a cash accounts summary review followed by the P&L YTD comparison. It was noted that the P&L was impacted by a previous special events/quilt show trolley service and admin wages had been briefly impacted by the Operations Manager vacancy. Following the review of the statistical and financial reports Mr. Mark Davis 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 reviewed ridership data with the Board noting that January ridership was up 4.62% . It was then reported that there has been a shift in ridership that had been utilizing the demand response service now using the fixed bus route service. Arthur pointed out that the order of the most utilized routes being the Yellow Line route to the mall area, the Blue Line to the south side of town, and the Red Line to the community college / Lone Oak area. Gillig Bus Purchase Process: The Board was informed that it is customary for Gillig to conduct a pre-production meeting and the best option was to be on site at Gillig to actually see and make decisions prior to the start of the scheduled November, 2019 assembly process. Due to the $1,730, 952.00 cost the Board agreed that Arthur should attend the pre-production meeting with the understanding that travel and lodging expenses would be necessary. Homeland Security Assessment: The Board was reminded that PATS had participated in a TSA presentation in November, 2018 and as a result TSA met with Arthur to offer their services. As a result a proposed security plan for PATS will be presented for Board review when it is completed. Paducah Citizens Academy: Arthur requested and received Board consent to participate in the City of Paducah program on Thursdays from 6 to 8p.m., beginning in March. TVA Leadership Academy: Arthur also received Board support to attend a three day training event in April. OLD BUSINESS Title VI Policy: Second reading/review. Following the review of procedure Mr. Mark Davis made a motion to accept PATS Title VI Policy. Mr. Bryan Carner moved to second the motion and it passed with all members voting yes. Procurement, Purchasing, & Contracting Policy: Arthur provided the annual review regarding the necessity of this policy noting the procedure for addressing expenses less than $2,500 up through proposed expenditures at and above $10,000 requiring approved Board Member signatures and the necessity of the bidding/contracting procedures. Mayor Harless Board Appointment: The Board was informed that Arthur had recently met with the Mayor regarding two expired Board positions and provided a copy of the reappointment of Thomas Whittemore through June 30, 2022. At present Board Member Durwin Ursery is to continue to serve on the Board until further notice. NEW BUSINESS Annual Drug & Alcohol Policy Review: The current State wide policy update issued in 2018 remains in effect. All Safety Sensitive employees are subject to this policy. It was noted that the random drug testing rate for 2019 was increased to 50% due to FTA/DOT monitoring of the overall increase in positive drug tests. Alcohol testing remains at 10%. Following the review and discussion Mr. Bryan Carner made a motion to approve the Drug & Alcohol Policy. Mr. Terrance Adams moved to second the motion and it passed with all members voting yes. FY20 Grant Filing Resolution: following the presentation and obtaining the required Board signatures, Mr. Mark Davis motioned to approve the resolution. Mr. Bryan Carner moved to second the motion and it passed with all members voting yes. The second resolution of discussion pertained to the Executive Directors authorization to execute the grant contract. Following the presentation and after obtaining the required signatures, Mr. Bryan Carner motioned to approve the authorization. Mr. Patrick White moved to second the motion and it passed with all members voting yes. Ride to Work Bus Pass: the Board was informed of a potential deviated route service. Arthur stated that he must first review similar services provided by other transit agencies to determine the fiscal viability and review how the service would work within PATS operating hours. January, 2019 Bank Reconciliation Approval: The reviews were conducted by Board Member – Bryan Carner and Executive Director Arthur Boykin and each cash account statement was confirmed. Arthur then reviewed the credit card statement and vendor summary. Following the completion of the reconciliation review Mr. Terrance Adams made a motion to approve the account reviews. Mr. Patrick White moved to second the motion and it passed with all members voting yes. Next Board Meeting: March 27, 2019 Adjourn – Mr. Mark Davis motioned to adjourn the meeting and Mr. Terrance Adams moved to second the motion. Meeting adjourned.