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1 Minutes of the Regular Meeting of the Board Of MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY AND ITS SUBSIDIARIES June 22, 2017 A. Roll Call and Determination of Quorum The meeting was called to order at 12:16pm by Chairman Geoff Astles who determined that a quorum was present. Present on Roll Call: CountyofMonroe BillFaber = 5votes CountyofMonroe DonJeffries = 5votes County of Monroe Kelli O’Connor = 5 votes * City of Rochester William Ansbrow = 2 votes * City of Rochester Jerdine Johnson = 2 votes City of Rochester William McDonald = 2 votes County of Genesee Paul Battaglia = 2 votes County of Livingston Milo I. Turner = 2 votes County of Ontario Geoff Astles = 3 vote County of Orleans Henry Smith = 1 vote County of Seneca Edward W. White = 1 vote County of Wayne Michael P. Jankowski = 3 votes CountyofWyoming RichKosmerl = 1vote Amalgamated Transit Union Tracie Green = 0 votes *Due to their recent appointments by the New York State Legislature these Commissioners have not yet had time to file their Oath of Office with the Department of State and thus our ineligible to vote on any items at this meeting. Total Votes Possible 34 Total Votes Present 28 Votes Needed for Quorum 18 1 Others Present: Scott Adair, Chief Financial Officer David Belaskas, Director of Engineering & Facilities Management Ken Boasi, Director of Scheduling Tom Brede, Public Information Officer Bill Brunet, Conduent Mike Burns, Director of Accounting & Payroll Bill Carpenter, Chief Executive Officer David Cook, VP of Procurement Jay Corey, Director of Maintenance Support Operations Daniel DeLaus, General Counsel Michael DeRaddo, Director of Regional Operations Christopher Dobson, VP of Finance Justin Feasel, Manager of Purchasing Amy Gould, VP of People Krystle Hall, Director of People Performance & Development Reggie Hill, Manager of Field Operations Laura Kenyon, Supervisor of Communications & Marketing Jeff Luce, Communication Systems Engineer Christian Mahood, Director of Information Technology Scott Masucci, Inventory & Warranty Manager Kelly Schmidt, Executive Assistant to the CEO Janet Snyder, Labor Relations Director James Stack, Executive Director, GTCS Julie Tolar, Director of Service Planning Miguel Velazquez, Chief Operating Officer B. Adoption of the Agenda On motion of Commissioner Jankowski, seconded by Commissioner Battaglia, the Agenda was unanimously adopted. C. Approval of Minutes On motion of Commissioner Faber, seconded by Commissioner O’Connor, the following minutes were unanimously approved. RGRTA Compensation Committee Meeting Minutes of May 4, 2017 Quarterly Board Meeting Minutes of May 4, 2017 RGRTA Compensation Committee Meeting Minutes of June 5, 2017 2 D. CEO Report Bill Carpenter, Chief Executive Officer, presented the monthly CEO Report as reflected in the power point presentation, a copy of which is attached to these Minutes. Regarding the presentation on RTS Transit System Redesign: Commissioner Jankowski asked if the redesign will encompass the regionals as well. Miguel Velazquez, Chief Operating Officer stated that it will just be for RTS Monroe. Commissioner Ansbrow asked if at some point the Commissioners could be provided with the Stakeholder strategy and the outline of the process to do that. Miguel Velazquez, Chief Operating Officer, stated that things we will be working with the consultant on is who the stakeholders should be and what the project plan should look like. We can certainly share that information with the Commissioners when it is available. On motion of Commissioner Faber, seconded by Commissioner Kosmerl, the CEO Report was accepted by unanimous vote. E. Financial Report Scott Adair, Chief Financial Officer, presented the financial report, a copy of which is attached to these Minutes. On motion of Commissioner O’Connor, seconded by Commissioner Faber, the Financial Report was accepted by unanimous vote. F. Proposed Resolutions Resolution Authorizing the Award of contract for a System Re-Design Study and an Origin- Destination Study, RGRTA 35-2017 Commissioner Faber asked if we have any results from those who have used this firm. Miguel Velazquez, Chief Operating Officer stated that we do not have the results but we have spoken with other agencies and asked them about study quality and process. Commissioner Faber would be interested in seeing some of the results or the effect of the change. Commissioner Smith asked if the 6 responses out of 50 proposals are typical. Miguel Velazquez, Chief Operating Officer, stated that we try to cast a wide net with the hopes of getting as many proposals as possible. Commissioner White asked if they were the lowest responsive bidder and if not where were they in the price. Miguel Velazquez, Chief Operating Officer, stated that they were in the middle of the proposed prices. 3 Commissioner Faber asked if there is a protection clause in case the new system does not work. Commissioner Battaglia stated that we are not purchasing the system that we are just purchasing the study and recommendation and it is up to us as to what the system will look like. RGRTA 35-2017: On motion of Commissioner Jeffries, seconded by Commissioner Battaglia, the aforementioned Resolution, a copy of which is attached to these Minutes, was unanimously approved. Resolution Authorizing the Award of a Contract for a Vanpool Program, RGRTA 36-2017 Commissioner Kosmerl asked who holds the options to renew the contract. Maggie Brooks, VP of Strategic Initiatives stated that the Authority(did they not correct that by saying both parties could cancel the contract with appropriate notice) holds the options to renew the contract with Enterprise. Commissioner Jankowski asked after the three year contract is up and the renewals, how much will it cost the authority to continue with this program. Maggie Brooks, VP of Strategic Initiatives, stated that it depends on the number of vans and we will be working with Enterprise to come up with a contract. After the three years we will have a better idea of how much that will cost us. At this point we are looking at an approximate cost of $60,000 which will support 8-10 vans. Commissioner Jankowski asked what it means when we say sustainable model. Maggie Brooks, VP of Strategic Initiatives, responded that Enterprise is a turnkey model and our subsidy is will be determined during the annual budget process. Commissioner Ansbrow asked if he could get information on the subsidy cost per mile and our base service. Scott Adair, Chief Financial Officer, stated that he could get him that information. Commissioner White asked if Enterprise provides indemnity to us. Maggie Brooks, VP of Strategic Initiatives, responded that they are responsible for all liability. Commissioner Kosmerl asked how Enterprise is going to roll out the process to reach all 8 of our counties. Maggie Brooks, VP of Strategic Initiatives, responded that is something we will sit down with Enterprise and go over and understand how they are going to reach our rural areas. RGRTA 36-2017: On motion of Commissioner Battaglia, seconded by Commissioner Kosmerl, the aforementioned Resolution, a copy of which is attached to these Minutes, was unanimously approved. Resolution Authorizing a Joint Service Agreement with the City of Rochester, RGRTA 37-2017 Commissioner Jankowski asked what we are sponsoring with the money we are putting into this. Maggie Brooks, our sponsorship gives us signage and identification on the six stations. Commissioner Jankowski asked if the city is sponsoring the other locations. Maggie Brooks responded several companies have stepped up and have started sponsoring these locations as well. 4 Commissioner White asked if Zagster is providing indemnification for us and how are we going to enforce the helmet laws. Dan DeLaus, General Counsel, responded that yes they are providing indemnification. It is not our responsibility for folks to follow the helmet laws, I am sure Zagster has something in place when customers purchase a membership that requires them to obey those laws. Commissioner Smith is there any opportunity to reach out to the towns for this program as well. The City of Rochester is initiating this because of a CMAQ grant and this program may expand into other towns down the road. RGRTA 37-2017: On motion of Commissioner Jeffries, seconded by Commissioner Jankowski, the aforementioned Resolution, a copy of which is attached to these Minutes, was unanimously approved. Resolution Authorizing the Award of a Contract to Integrate the existing CAD/AVL System with the new Voice and Data Communications Systems, RGRTA 38-2017 Commissioner Smith asked once the system is out into place, how long will it be before it will need to be replaced or upgraded. Christian Mahood, Director of Information Technology we continually make sure we are upgrading the system and are doing hardware and software upgrade and will be specially designed for RTS. Commissioner White asked if they were the lowest bidder. Christian Mahood, Director of Information Technology stated that this is a sole source. Commissioner Jankowski asked when the last time we bought equipment was. Christian Mahood, Director of Information Technology, stated that it was in 2008. RGRTA 38-2017: On motion of Commissioner Kosmerl, seconded by Commissioner Faber, the aforementioned Resolution, a copy of which is attached to these Minutes, was unanimously approved. G. Consent Resolutions Resolution Authorizing a Joint Service Agreement with Orleans County for use of a Radio Base
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