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Sunline Transit Agency Board of Directors Meeting 25 September 2013

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Sunline Transit Agency Board of Directors Meeting 25 September 2013 Wednesday, September 25, 2013 3:00pm Kelly Board Room 32-505 Harry Oliver Trail Thousand Palms, CA 92276 NOTE: IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, IF YOU NEED SPECIAL ASSISTANCE TO PARTICIPATE IN THIS MEETING, PLEASE CONTACT SUNLINE AT (760) 343-3456. NOTIFICATION 48 HOURS PRIOR TO THE MEETING WILL ENABLE SUNLINE TO MAKE REASONABLE ACCOMMODATION TO ENSURE ACCESSIBILITY TO THIS MEETING. THE CHAIR REQUESTS THAT ALL CELLULAR PHONES AND PAGERS BE TURNED OFF OR SET ON SILENT MODE FOR THE DURATION OF THE BOARD MEETING. AGENDA TOPICS RECOMMENDATION 1. Call to Order Chairman Glenn Miller 2. Flag Salute 3. Roll Call 4. Presentations a) Employees of the Quarter (Donald Bradburn) b) Recognition of Maintenance Employee (Mike Morrow) 5. Finalization of Agenda 6. Public Comments Receive Comments (NOTE: Those wishing to address the Board should complete a Public Comment Card and will be called upon to speak.) SunLine Transit Agency Board of Directors Meeting Agenda September 25, 2013 Page 2 NON AGENDA ITEMS Anyone wishing to address the Board on items not on the agenda may do so at this time. Each presentation is limited to 3 minutes. AGENDA ITEMS Anyone wishing to address specific items on the agenda should notify the Chair at this time so those comments can be made at the appropriate time. Each presentation is limited to 3 minutes. 7. Board Member Comments Receive Comments Any Board Member who wishes to speak may do so at this time. - - - - - - - - - - - - - - - - - - - - - - INFORMATION - - - - - - - - - - - - - - - - - - - - - - - 8. FY 2013 Budget Report (CJ Smith) Information Report to the Board on the year end, unaudited FY 2013 budget. (Page 1) - - - - - - - - - - - - - - - - - - - - - - - - - - - - -ACTION - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 9. Approval of Minutes Approve a) Minutes of the July 31, 2013 Board of Directors Meeting (Pages 2-17) b) Minutes of the September 9, 2013 Special Board of Directors Meeting. (Pages 18-19) c) Minutes of the September 13, 2013 Special Board of Directors Meeting. (Pages 20-23) 10. Review and Approve of General Manager Employment Approve Agreement (Jeffrey Goldfarb) Board to review and approve the employment agreement for the new General Manager. 11. Approval of Conference Expenses (CJ Smith) Approve Request to the Board to approve transit conference expenses and accommodations of employees attending transit conferences. (Pages 24-25) 12. FY 2014 Budget Amendment (CJ Smith) Approve Request to the Board to approve the attached FY 2014 budget amendment. (Pages 26-29) 13. Agreement with Apollo Video Technology Approve (Apolonio Del Toro) Request to the Board of Directors to grant authority to the Interim General Manager to execute an agreement with Apollo Video Technology for a Bus Camera Recording System. (Pages 30-31) 14. Purchase of New Phone System (CJ Smith) Approve Request to the Board to approve award of contract for a new phone system. (Pages 32-33) SunLine Transit Agency Board of Directors Meeting Agenda September 25, 2013 Page 3 15. Ratification of Bus Shelter Site Improvement Change Approve Orders (Joe Forgiarini) Request to the Board to ratify the change orders for site improvements at locations receiving new bus shelters. (Pages 34-35) 16. New Transit Service Proposals-North Indio and Desert Approve Edge (Joe Forgiarini) Request to the Board to approve, in principle, new deviated fixed route Service in North Indio and modification to existing Line 15 in Desert Edge. (Pages 36-43) 17. Agency Safety Security Plan (Donald Bradburn) Approve Request to the Board to approve the Agency Safety Security Plan (separate attachment). (Page 44) 18. Administration Building – Board Room Design Approve (Rudy LeFlore/Tommy Edwards) Request to the Board to approve the proposed design of the Board Room in the new Administration building. (Page 45) 19. Adoption of SunLine Fleet and Facilities Plan 2013 Approve (Joe Forgiarini) Request to the Board to adopt the SunLine Fleet and Facilities Plan (separate attachment). (Pages 46-47) 20. Establishing Board Meeting Dates for 2014 Approve (Carolyn Rude) Request to the Board to approve Board meeting dates for 2014. (Pages 48-49) - - - - - - - - - - - - - - - - - - - - - RECEIVE & FILE - - - - - - - - - - - - - - - - - - - - - - - - 21. Agency Pension Audit (Donald Bradburn) Receive and File Request to the Board to receive and file the Pension Audit of the Agency (separate attachment). (Page 50) 22. Consent Calendar Receive and File All items on the Consent Calendar will be approved by one motion, and there will be no discussion of individual items unless a Board Member requests a specific item be pulled from the calendar for separate discussion. The public may comment on any item. a) Checks over $1,000 for July, August, 2013 (Pages 51-56) b) Credit card statement for August, 2013 (Pages 57-59) c) Monthly Budget Reports for June, 2013 (Page 60) d) Ridership Report for July, August, 2013 (Pages 61-64) e) SunDial Operational Notes for July, August, 2013 (Pages 65-66) SunLine Transit Agency Board of Directors Meeting Agenda September 25, 2013 Page 4 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 23. General Manager’s Report 24. Next Meeting Date October 23, 2013 12 o’clock Noon – Kelly Board Room 32-505 Harry Oliver Trail Thousand Palms, CA 92276 25. Closed Session a) Closed Session – Conference with Legal Counsel- LIABILITY CLAIMS pursuant to subdivision (b)(3)(C) of Government Code Section 54956.9 – Claimant: The Auto Club (as subrogee for Michael Pappas); Agency Claimed Against: SunLine Transit Agency. 26. Adjourn SunLine Transit Agency DATE: September 25, 2013 INFORMATION TO: Finance Committee Board of Directors FROM: Director of Finance RE: FY 12/13 Year End Budget Update Fiscal Year End Update FY 12/13 was a challenging year for the Agency, specifically in the Department of Finance. During the last few months, the department has worked extremely hard to improve the current accounting situation. With the support of the Interim General Manager and other department Directors, we have been able to make strides in the right direction. FY 12/13 closed $20,000 over budget. This can be attributed to expenses being under budgeted and some inconsistencies in the budget planning process. In attempt to ensure accuracy of the FY 13/14 budget, all of the Directors were involved in the budget planning and preparation process. During the latter part of the year, we were also able to correct many of the errors that were found, implement additional checks and balances, and stabilize departmental personnel. We've approved additional training, implemented monthly team building and reaffirmed roles and responsibilities. We have also started to streamline the procurement process, develop boilerplate templates for contracts, and strengthen internal controls. The Department of Finance will regularly conduct analysis and assessments to identify areas to improve as we continue throughout this year. Although we have made good progress, we still have a lot of work ahead of us and we are confident that we will successfully get the job done. CJ 1 MINUTES Sunline Transit Agency Board of Directors Meeting July 31, 2013 A regular meeting of the Sunline Transit Agency Board of Directors was held at 12:00pm on Wednesday, July 31, 2013 in the Kelly Board Room at Sunline Transit Agency, 32-505 Harry Oliver Trail, Thousand Palms, CA 92276. 1. Call to Order The meeting of the Sunline Transit Agency Board was called to order at 12:00 p.m. by Chairman Glenn Miller. 2. Flag Salute Councilmember Paul Lewin led all in a salute to our flag. 3. Roll Call Completed. Members Present Glenn Miller, Chairman, Councilmember, City of Indio Kathy DeRosa, Mayor, City of Cathedral City Yvonne Parks, Mayor, City of Desert Hot Springs Paul Lewin, Councilmember, City of Palm Springs G. Dana Hobart, Councilmember, City of Rancho Mirage Robert Spiegel, Councilmember, City of Palm Desert Douglas Hanson, Councilmember, City of Indian Wells Don Adolph, Mayor, City of La Quinta Eduardo Garcia, Mayor, City of Coachella John J. Benoit, Supervisor, County of Riverside Members Absent None. Guests: Linda Hurly, MGO Accountants Barrett Newkirk, The Desert Sun Mohammad Farooq, Desert City Cab Mark Triplett, Desert City Cab Harry lncs, American Cab Greg Klibanov, American Cab Michal Brock, Yellow Cab Bill Meyer, Yellow Cab Anna May Moss, Public Joanne Helms, Public Shirley Bales, Public Josue Pineda, Public Joran Pineda, Public 2 MINUTES SunLine Transit Agency Board of Directors Meeting July 31,2013 Page2 Larry Villalobos, Public Perfecto Henriquez, Public Staff: Roger Snoble, Interim General Manager Jeffrey Goldfarb, Legal Counsel Carolyn Rude, Special Asst. to the G.M./Cierk of the Board Rudy LeFlore, G.M.'s Management Staff Analyst Tommy Edwards, Contracting Officer Technical Representative Polo DelToro, Director of Operations CJ Smith, Interim Director of Finance Don Bradburn, Director of HR Mike Morrow, Director of Maintenance Mike Jones, Taxi Cab Administrator Joe Forgiarini, Director of Planning Stephanie Buriel, Senior Administrative Assistant Harman Singh, Assistant Taxicab Administrator II Kosmos Argiropoulos, Motor Coach Operator Anthony Garcia, Motor Coach Operator Esterio Gonzales, Motor Coach Operator Rick Barone, Procurement Officer David Manriquez, Facilities Maintenance Assistant Fran DePalo, Administrative Assistant Armando Ozuna, Supervisor/Dispatcher Joseph Friend, Senior IT & Systems Analyst Vanessa
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