Stephen F. Mitchell, Chairman
Presiding............................    

At 7:00 p.m., a quorum determined to be present; Mr. Mitchell called a Regular Meeting of the Board of Directors of the Greater Hartford Transit District (the "District") to order in the District's Multipurpose Room at Union Station, One Union Place, Hartford, Connecticut.  The following Directors were present: Joan Gamble (arrived at 7:01 pm), Bloomfield; Marilyn Pet, and Peter Bonzani, East Hartford ;James B. Brislin and Stephen F. Mitchell, Enfield; Gilbert Hayes (arrived at 7:04 pm), East Windsor; Jason Barone-Cichocki, Frank Lord, and Jesse J. Smith, Hartford; James R. McCavanagh and Paul McNamara, Manchester; William G. Hall and Kevin Chick, Newington; Kenneth Goldberg, Rocky Hill; Ferguson R. Jansen, Jr., Simsbury; Mary Oliver, Vernon; Richard F. Messenger, West Hartford.  District staff present were: Vicki L. Shotland, Executive Director, Kimberly A. Dunham, Director of Fiscal and Administrative Services; Sandra Sheehan, Director of Grants and Contract Administration, Patricia Williams, Director  of Paratransit, and Sam Wilson, Fleet Coordinator.  Also in attendance were Patrick Smith, Regional Vice-President and Linda DeLallo, General Manager representing First Transit, Inc. 

The Chairman next asked if there were any members of the public who wished to be heard.  There were none.   

Mr. Mitchell then asked those present to join him in a moment of silence in memory of Richard Dobmeier.  Ms. Dunham suggested the Board consider the installation of a plaque in memory of Mr. Dobmeier in the Transportation Center Hall of Fame.  Mr. Dobmeier was a member of the District’s Building Committee.  Ms. Oliver moved to accept the proposal for the memoriam.  The motion was seconded by Mr. Messenger.  The motion was approved by a unanimous vote of 38.29 yea, 0.00 nay and 0.00 abstentions. 

The Chairman acknowledged and welcomed two new board members: Kevin Chick from the Town of Newington and Jason Barone-Cichocki from the City of Hartford. 

After, Mr. Mitchell asked for consideration of the Minutes of the Regular Meeting of January 3, 2008.  Mr. Goldberg moved adoption of those Minutes.  Upon seconding by Ms. Oliver, the motion passed by a vote of 39.29 yea, 0.00 nay and 0.00 abstentions.  

The Chairman then requested presentation of the Monthly Financial Report. Ms. Dunham relayed that all contract documents with the State of Connecticut Department of Transportation (DOT) have been executed and payments on those contracts have either been received or are expected to be received promptly. Interest earned fiscal year-to-date has been nearly $44,000 and this trend is expected to continue for the duration of the year. Mr. Mitchell reiterated that this is due in large part to the agency using a new banking provider.                

Event parking income remains consistent with the prior year’s total, however overall parking revenue exceeds last year for the same period by $21,000. The District has set aside a small portion of revenues for contingency purposes, as there presently is no dedicated funding stream in place for parking lot capital projects. Ms. Oliver asked what expenditures were included in the Professional Services line item, and Ms. Dunham responded that payments to Propark America for the management of the lot constitute the majority of that expense amount. The Chairman asked if there were any further questions or comments on the financial report. As there were none, Mr. Messenger moved acceptance of the monthly financial report as presented, which was seconded by Mr. Bonzani, and accepted by a unanimous vote of 39.29 yea, 0.00 nay and 0.00 abstentions. 

Ms. Dunham requested the Board consider the adoption of a Resolution No. GHTD-07-FTA-2 authorizing filing and acceptance of Federal Grants.  This resolution has already being adopted by the Board.  The change being sought is in the person that will have authority to enter into applications and agreements for federal grants.  Mr. Mitchell requested a copy of the resolution be attached to the Minutes. Mr. Goldberg made a motion to adopt the resolution.  The motion was seconded by Mr. Messenger and approved by a unanimous vote of 39.29 yea, 0.00 nay and 0.00 abstentions. 

Mr. Mitchell asked for the Staff Reports.  Ms. Shotland proceeded to introduce Mr. Patrick Smith and Ms. Linda DeLallo of First Transit, Inc.  Mr. Smith provided the Board with a short and informal presentation of services that First Transit provides to the District.  

Ms. Shotland spoke briefly about an incident that took place last week whereby the Wawarme site experienced phone system failure to which AT&T was not able to respond in a timely manner.  Although the staff from the District as well as that of First Transit tried to alleviate the inconvenience to the passengers, it proved to be a very difficult day for all.  Due to the inconvenience to the District’s passengers the Connecticut Department of Transportation has approved a fare free day to be randomly selected within the next few weeks to offset hardships that many passengers experienced because of the telephone failure. 

Mr. Brislin suggested a phone contract and performance guarantee be part of the RFP language for Paratransit Services in the future as an effort to prevent this from happening again.  Mr. Barone-Cichocki asked about the number of telephone lines and type of hardware and software currently in use.    Ms. Shotland indicated the District had just completed software and hardware upgrades for the Wawarme site.  Mr. Jansen suggested looking into other communication providers for future agreements.  Ms. Shotland noted that there was a competitive bid process for the current services procured. 

Ms. Shotland next apprised the Board of the ADA Operational Summary included in the Board packet.   Mr. Jansen asked for the definition of a cancelled trip.  Ms. Williams responded by saying that a trip may be cancelled up to the day before for any reason.  Mr. Mitchell stated the number of No-Shows appears to be a large concern and a strain on the allocation of resources.   Mr. Smith explained the Trapeze software process for trip cancellations.   Mr. Jansen asked if there was habitual abuse of the cancellation policy and if there were any ramifications to those actions.  Ms. Williams indicated that there are a small number of individuals that abuse the cancellation policy. 

Ms. Sheehan reported that the District took delivery and acceptance of twenty (25) new buses.  Approximately twenty of the vehicles are currently in service.  These vehicles differ from the current fleet as they are gasoline powered vehicles.  The District is currently in the process of setting up an off-site fueling program to accommodate these vehicles.   Ms. Shotland explained that there were no diesel vehicles available through any source due to a year long dispute between the engine and the body-on-chassis manufacturers.  

Ms. Sheehan provided an update of the procurement activities the District has undertaken.  Ms. Sheehan reported a new contract had been awarded for security services for unarmed guards at the Union Station Transportation Center.  Security Services of Connecticut (SSC) was the selected vendor.  SSC contract commenced March 1, 2008.  In addition, the District is in the process of reviewing qualification statements form Architect and Engineering firms.  The selected firm will assist the District in determining the HVAC needs of Union Station and in the preparation of specification documents.  In addition, the firm will make recommendations relative to improvements to the bus berthing area. 

Ms. Sheehan indicated the District is in the process of preparing a request for proposals for a firm to serve as exclusive agent for the sale of transit advertising space on the interior and exterior of the fleet on vehicles.  The selected firm will be responsible for selling advertisement, placing and maintaining materials and collecting revenues from the advertising sales.  Ms. Pet stated that she is not in favor of this program.  Mr. Jansen expressed his concerns relative to complete advertisement coverage of a vehicle.  Ms. Sheehan stated the RFP includes language prohibiting advertisement that may result in public criticism of the District and any advertisement related to alcohol or tobacco  Ms. Sheehan said it will be a direct application of vinyl signs; some of the signs can be on the sides or back of the bus.  Mr. Lord cautioned against being visually offensive.  Ms. Oliver asked if this program included town vehicles and if the District was looking for a marketing agency to perform this work.  Ms. Shotland indicated that at this time the program is limited to ADA vehicles only.  Ms. Sheehan said the RFP is written in such a way as to allow a marketing firm or a transit advertising firm to propose.  Mr. Lord asked to see a mock up of a bus with advertisement signs on it.  Ms. Shotland suggested the RFP be modified to request advertisement samples and asked if the Board would like a copy of the RFP when it is released.  Mr. Mitchell said it was a good idea as several board members expressed concerns with potential aesthetic issues. 

The Board was informed the Drug and Alcohol testing program RFP was scheduled for release on March 15^th and submissions were due on April 15^th.  Mr. Mitchell asked which firm was currently providing these services for the District.  Ms. Dunham stated that Foley Service and the Lexington Group provide the lab testing and employee assistance program. 

Ms. Sheehan provided a brief update of the status of the grant projects.  The District has been working with the City of Hartford in completing the contract documents for a CMAQ program.  This program is to fund the purchase of bike parking racks and lockers to be installed around the city at transit related locations such as bus stops. 

Also, the District continues to work with the Town of Enfield on the proposed Intermodal Facility.  The District has assisted the Town in the preparation of solicitation documents for the selection of an architect and engineering firm to prepare a master plan and conduct a site selection analysis and NEPA process.  Qualification statements are due March 26^th and the Town expects to negotiate a contract by the end of April. 

The Board was informed that District staff has had several discussions and meeting with Vernon Town officials regarding the intermodal center.  The new town administration has expressed concerns with the current site and is not in favor of it.  They are proposing a new site that is more in accordance with the Town’s approved Master Plan and Vision for the Rockville Downtown area.  The District will be working with the town as they go through the internal process of obtaining approval for the new site.  A public hearing, part of the internal approval process, is scheduled to take place this month. 

Ms. Shotland provided an update on the Northwest Corridor Study and the recent Charrette that took place in the District offices with the consultant and specific stakeholders.  Ms. Shotland also stated that she had a preliminary meeting with the CT State Commissioner of Economic and Community Development and the President of the Connecticut Development Authority to discuss future conceptual plans for Union Station and the transportation center in relationship to transit oriented development. 

Ms. Dunham provided an update on leasehold activity. Aquastone Graphics, which had recently negotiated a contract for expanded space, has notified the District that they are unable to move forward with that intended expansion and will be leaving the building altogether. Peter Pan Bus Lines and the District are continuing to negotiate a long-term contract.   

As previously discussed, a large number of vehicles in the fleet have exceeded their useful life and the agency has been working on an action plan to offer those vehicles for sale to the town/agency operating them. The District has received concurrence from the Federal Transit Administration (FTA) on its methodology to determine a fair market value (FMV) and letters have been drafted to such effect. The operator will be advised of a purchase price per bus, at 80% of the FMV because the local match had already been paid by the towns when the vehicles were initially purchased. Mr. Mitchell spoke to the fact that FTA is requiring this action by the District and that the average FMV is surprisingly low for the age and condition of the vehicles. The board was updated on this matter to prepare for potential questions posed to them as representatives of their respective communities. 

Ms. Dunham relayed to the board that in order to comply with the Government Accounting Standards Board (GASB) recommendation to recognize an actuarially developed liability for post retirement benefits such as health insurance in our audit report, the District had solicited proposals from actuarial firms. The initial year costs were found to be excessive for the staffing situation within this agency. As the GASB pronouncements are meant to encourage that pertinent financial information be included in the audit report for the benefit of its end users and we are under no obligation to comply, the District has decided to approach the FTA, Connecticut DOT, and the Board of Directors to request concurrence with our having a departure from the GASB45 requirements in the FY2008 audit report. Accordingly, Mr. Mitchell recommended that the board agree to accept the proposal to waive the requirements, which was motioned by Ms. Oliver, seconded by Mr. Barone-Cichocki, and accepted unanimously by a vote of 39.29 yea, 0.00 nay, and 0.00 abstentions. 

The board was updated on the upcoming FTA Triennial Review next week including an overview of the process and note was made that the entire staff has spent a significant amount of time over the past 6-8 weeks preparing for the review.  

Ms. Pet reported for the Spruce Street Parking lot Committee that a new short term rate (“Kiss and Go”) will take effect on April 1, 2008.  There will be a rate of $.50 for parking in the lot for a period of thirty minutes or less.  The intention is to generate more parking lot revenue and to help deter people from blocking Spruce Street as they attempt to drop off and/or pick up passengers. 

Ms. Shotland briefly told Board Members of an upcoming movie that will be filmed at Union Station specifically inside the transportation center and on the Amtrak platform.  The film crew will be here for approximately one week.  The District will be preparing an agreement and expects to charge a usage fee. 

There was no update from the Transportation Committee meeting this past month. Mr. Mitchell did ask if there were any volunteers to replace Ms. Cassidy who no longer served as the District’s representative on the Transportation Committee.  Mr. Brislin, Mr. Jansen and Mr. Hayes expressed interest in the open position. 

Mr. Mitchell briefly discussed the current outstanding Freedom of Information Commission complaint that all Board members were notified of.  Mr. Mitchell stated that he represented the District at the hearing on Monday, March 3, 2008 before an FOIA hearing officer.  Mr. Mitchell stated that the District will comply with the Commission’s decision when it is released.  Mr. Jansen asked how much has this complaint cost the District?  The response was approximately $8000.00 for legal fees to date. 

Mr. Mitchell asked the Board if there was any other business that Board members would like to discuss.  Mr. Mitchell indicated that the Nomination Committee will be meeting shortly and the Committee will be accepting nominations for officers of the Board of Directors under the appropriate section of the District’s By-Laws.  Mr. Jansen suggested that the District consider driver training for teenagers as a growth vehicle since the motor vehicle rules are changing and becoming more stringent. 

Mr. Mitchell also requested a change in date of the Annual Meeting originally scheduled for May 8, 2008.  The proposed date is May 14^th which is a Wednesday.  Mr. Hall moved to change the Annual Meeting date to May 14^th. Upon Mr. Messinger seconding the motion, it was passed by a vote of 37.29 yea, 2.00 nays (Ms. Gamble) and 0.00 abstentions. 

There being no further business brought before the Board, Ms. Oliver moved that the Meeting be adjourned.  Upon seconding by Mr. Bonzani, the motion passed by a vote of 39.29 yea, 0.00 nay, and 0.00 abstention. The Meeting was adjourned at 9:01 p.m. 

Respectfully submitted, 

_______________________

James R. McCavanagh

Secretary

Adopted as amended on: 5/14//08