Cape Fear Public Transportation Authority

MINUTES OF THE CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY July 14, 2005 Ms. Christine B. McNamee, Chair, Presiding

MEMBERS PRESENT Ms. Christine McNamee, Chair Mr. Jeff Bellows, Vice-Chair Ms. Laura Padgett Mr. William Bryden Ms. Maureen McCarthy Ms. Fannie Freeman

STAFF PRESENT Mr. Albert Eby, Director Mr. Arlanda Rouse, Assistant Director Ms. Raquel Wilson, Administrative Assistant Mr. Michael Kincaid, Finance Director

CONTRACT MANAGEMENT STAFF PRESENT Mr. Corey Johnson, General Manager, First Transit Mr. Lamont Jackson, General Manager Paratransit, First Transit

GUESTS PRESENT Ms. Dolores Williams, Assistant City Attorney, City of Wilmington Mr. Ricky Meeks, Citizen Ms. Lawless Bean, TDM Coordinator, City of Wilmington Mr. Andy Olsen, Attorney at Law Ms. Deborah Houston, NCDOT Mr. Mike Kozak, NCDOT Mr. Mike Kozlosky, Senior Transportation Planner, Wilmington Urban area MPO Ms. Hillary Brady, Talk PR Mr. John Wolfe, Citizen

CALL TO ORDER  Chairman McNamee called the meeting to order at 12:12 pm.

APPROVAL OF MINUTES  Mr. Bellows asked staff to revise the minutes to reflect his comment at the June 9, 2005 meeting concerning committee membership stating that committees could only be made up of 30 members.  A motion to approve the minutes from the June 9, 2005 regular meeting of the Cape Fear Public Transportation Authority as amended was made by Mr. Bellows. The motion was seconded by Mr. Freeman and carried unanimously.

Cape Fear Public Transportation Authority Official Meeting Minutes July 14, 2005

PUBLIC COMMENT  The Chair asked if anyone in attendance had public comment.  Hearing no comment, the Chair closed the public comment period.

EXECUTIVE COMMITTEE REPORT  Chairwoman McNamee reported that the committee had not met since the last meeting.  She stated that the committee would meet with the Director to develop a work plan and a list of priorities for staff for fiscal year 2005-2006.

FINANCE COMMITTEE REPORT  The Chair recognized Committee Chairman Mr. Bryden to present the report.  Mr. Bryden stated that the committee was investigating alternative revenue sources.

MARKETING COMMITTEE  The Chair recognized Committee Chair Ms. McCarthy to present the report.  Ms. McCarthy introduced Ms. Hilary Brady with Talk PR to present the report.  Ms. Brady introduced the mascot.  She stated that there would be a contest to name the mascot starting in August.  Ms. Brady stated that the Wilmington Star News would be advertising the contest.  Ms. Bradley stated the Committee and TalkPR were working on a “HOW TO RIDE”, and “BENEFITS OF RIDING” and “BUSINESS TO BUSINESS” brochures.  She stated that the public service announcements for “THE BENEFITS OF RIDING AND WHO IS WAVE” had finished production.  She also stated that the “HOW TO RIDE” public service announcement was scheduled for production during the week of July 25th.  Ms. Brady stated that the jingle was complete and asked Mr. Eby to play the jingle.  She stated that an urban version of the jingle was in production.  Ms. Brady stated that the advertising campaign was scheduled to begin on September 1st.  She stated that the television advertisement would run from September 1st until December 31st.  She stated that the advertisements would air on WECT and WWAY. Ms. Brady stated that the radio advertisements would air from September 1st until late January 2006.  She stated that the website design would be ready for review by July 22nd andand was scheduled to be published on September 1st.  Ms. Brady stated that the Trade Show Booth, collateral copywriting, the Power Point presentation and route map design were still in production.  She stated that an eight page annual report was being designed for inclusion in the Star News.  She stated that Mr. Eby would contact potential sponsors to offset the cost of the report.  Ms. McCarthy stated that she was seeking volunteers and paid employees to be the mascot.  She stated that the committee was pleased with the work done by TalkPR and was anxious for the marketing campaign to begin.  She stated that the committee discussed marketing Wave Transit to the New Hanover County Commissioners, explaining the benefits of a strong public transportation system in an effort to win support for future requests.  Mr. Eby stated that the Power Point would be ready in August, for presentation by the Chair to the Commissioners after this date.

Cape Fear Public Transportation Authority Official Meeting Minutes July 14, 2005

FACILITIES COMMITTEE REPORT  The Chair recognized Committee Chair Mr. Bellows to present the report.  Mr. Bellows stated that he would like to present the report in closed session.  The Chair asked that the report be tabled until the necessary administrative issues could be voted on by the Authority.

STAFF REPORT  Chairman McNamee recognized Mr. Eby to give the staff report.  Mr. Eby stated that the first item on the report was approval designating the Vice Chair to attest to documents in lieu of the Secretary from the present date until such time as the designation was rescinded by the Authority.  This delegation would authorize the Vice Chair to sign on behalf of the Secretary in the absence of the Secretary.  A motion was made by Ms. Padgett designating the Vice Chair to attest to documents in lieu of the Secretary.  The motion was seconded by Mr. Bryden and carried unanimously.  Mr. Eby stated that the next item on the report was the Budget and Finance Officer Designation.  He sought a motion designating Mr. Mike Kincaid, Wave Transit Finance Director as the Authority Budget and Finance Officer.  A motion to accept Mr. Kincaid as the Budget and Finance Officer was made by Mr. Bryden.  The motion was seconded by Mr. Bellows and carried unanimously.  Mr. Eby asked Mr. Kincaid to give the report on Fixed Asset Accounting.  Mr. Kincaid stated that Wave Transit was requesting approval for capitalization at the minimum level of $5,000.00.  Mr. Bellows asked how that compared to other entities.  Mr. Kincaid stated that he looked at comparable agencies and the prevalent level of capitalization was a minimum of $5,000.00.  He stated that the level was compliant with the North Carolina general statutes.  Mr. Eby stated that a capitalization level of $5,000.00 was compliant with Federal Transit Administration guidelines.  A motion to accept a $5,000.00 minimum capitalization level was made by Ms. Padgett.  The motion was seconded by Mr. Bryden and carried unanimously.  Mr. Eby presented the next item on the report which was the Community Transportation Program (CTP) Certification and Assurances.  He stated that NCDOT requires a Fiscal Year 2005 a Certification and Assurances for the Community Transportation (CTP) Section 5311 Program.  Mr. Eby stated that the Authority was compliant with the regulation under a similar FTA program.  The document certifies and assures that Wave Transit will comply with all Federal requirements in carrying out any project supported by an FTA grant or cooperative agreement.  Mr. Bellows motioned to accept the CTP Certifications and Assurances and authorize the Chair to sing the agreement on behalf of the Authority.  The motion was seconded by Ms. Padgett and carried unanimously.  Mr. Eby stated that the next item was an Interlocal agreement for a Group Self-Insurance Pool for Benefit Risk Sharing with the North Carolina League of Municipalities.  The agreement was necessary for Wave Transit to participate in the Municipal Insurance Trust for Authority employees which provide health and dental benefits to Wave personnel. Cape Fear Public Transportation Authority Official Meeting Minutes July 14, 2005

 Ms. Padgett motioned to accept the agreement and to authorize the Chair to sign the agreement on behalf of the Authority.  The motion was seconded by Mr. Bryden and carried unanimously.  Mr. Eby stated the next item was the Community Transportation Program Assistance Application.  He stated that approval was sought by staff for the NCDOT FY 2005-2006 Application for Community Transportation Program (CTP) Assistance for Federal Section 5311 and State Funding.  Mr. Eby stated that the original grant application and agreement were approved by the New Hanover County Commissioners in November 2004.  Adoption by the Authority was required since the Authority has been deemed designated recipient.  No changes to the application were made from the original submission by New Haonver County with the exception of the recipient.  Ms. McCarthy motioned to accept the CTP Assistance Application and authorize the Chair to sign the application on behalf of the Authority.  The motion was seconded by Mr. Bryden and carried unanimously.  Mr. Eby stated that the next item was the management agreement between Wave Transit and First Transit.  He stated that the Authority had already voted on the selection of the management contractor.  Staff was seeking a motion to allow the Chair to sign the agreement on behalf of the Authority.  Ms. Padgett motioned to allow the Chair to sign the agreement between Wave Transit and First Transit on behalf of the Authority.  The motion was seconded by Mr. Bellows and carried unanimously.  Mr. Eby stated that the next item on the report was the Assignment of the Agreement between The City of Wilmington and Transystems Corporation.  Site selection for the maintenance/transfer/administration facility was being performed by Transystems Inc. under a contract with the City of Wilmington.  The assignment would move the contract from the City to the Authority.  Mr. Eby stated that the total cost of the project was approximately $200,000.00 which included real estate broker fees, environmental review, preliminary design, and traffic impact analysis.  Ms. Padgett motioned to approve the assignment of the Site Recommendation Contract from the City of Wilmington to the Authority and authorize the Chair to sign the agreement on behalf of Wave Transit.  The motion was seconded by Mr. Bellows and carried unanimously.  Mr. Eby stated that the next item was the Special Section 5333(b) Warranty for Application to the Rural and Small Urban Program.  He stated that this was a contract with the State or other public body charged with allocation and administration of funds provided under the Community Transportation Program (CTP).  The agreement states that the Authority will not discriminate and outlines the rules for complaints regarding FTA assisted projects.  Compliance with labor laws and displacement of employees are also addressed in the warranty.  Ms. Padgett motioned to accept the Section 5333 (b) Warranty Program Application and authorize the Chair to sign the agreement on behalf of the Authority.  The motion was seconded by Mr. Bryden and carried unanimously. Cape Fear Public Transportation Authority Official Meeting Minutes July 14, 2005

 Mr. Eby stated that the next item was the extension of the lease agreement between Wave Transit and the City of Wilmington.  He stated that the lease agreement for facilities, equipment and vehicles would be extended from July 1, 2005 until June 30, 2006.  Ms. Freeman motioned to accept the extension of the lease agreement between the City of Wilmington and Wave Transit and authorize the Chair to sign the agreement on behalf of the Authority.  The motion was seconded by Ms. Padgett and carried unanimously.  Mr. Eby stated that the next item was the Extension of the lease agreement between Wave Transit and New Hanover County.  Mr. Eby stated that that NCDOT was reviewing the document and felt that some requirements were not addressed in the agreement.  He stated that staff was waiting for clarification from NCDOT before finalizing the lease extension with New Hanover County.  Mr. Eby stated that the next item was the Management Agreement between Wave Transit and New Hanover County.  He stated that this agreement defined the terms and responsibilities under which the Authority provides public transportation services to the County.  Ms. Padgett motioned to accept the management agreement between Wave Transit and New Hanover County and authorize the Chair to sign the agreement on behalf of the Authority.  The motion was seconded by Ms Freeman and carried unanimously.

OTHER BUSINESS  Chairwoman McNamee stated that she and Mr. Bellows and Mr. Eby had met with CFCC Board members and staff to discuss how the Authority could assist the College with transportation services.  She stated that the goal of the meeting was to make the college aware of the Castle Hayne Shuttle that serves the downtown and northern campuses.  Ms. McNamee stated that Wave Transit and CFCC discussed providing CFCC students with a semester bus pass at a discounted price.  She also stated that the CFCC Board members were interested in having more classes scheduled at the North Campus.  The College stated that the shuttle generally met the needs of their students, faculty and staff, with the exception of evening service.  Mr. Eby stated that the shuttle currently does not run past 6:30 pm.  The College would like service at 9:30 pm.  Mr. Eby stated that the Authority could include a route deviation of the Seahawk Shuttle to the CFCC North Campus and then back to the Downtown Campus at 9:30 pm.  Ms. Padgett made a motion to authorize staff to prepare a $45 semester pass (3 1/2 months) for CFCC students and a route deviation for the Seahawk Shuttle to go to CFCC North Campus and then to CFCC Downtown Campus.  The motion was seconded by Mr. Bryden and carried unanimously.

CLOSED SESSION  Chairwoman McNamee asked for a motion to go into closed session to discuss the property acquisition.  A motion to go into closed session pursuant to NC GS § 143-318.11(5) was made by Mr. Bryden. Cape Fear Public Transportation Authority Official Meeting Minutes July 14, 2005

 The motion was seconded by Ms. Padgett and carried unanimously.  The Authority entered into closed session at 1:30 pm.  A motion to end the closed session and return to open session was made by Ms. Padgett.  The motion was seconded by Ms. Freeman and carried unanimously.  The regular meeting of the Authority resumed at 1:45 pm following a fifteen minutes of closed session.

SCHEDULING OF NEXT MEETING  Hearing no further business, a motion was made by Ms. McCarthy to adjourn.  The motion was seconded by Ms. Freeman and carried unanimously.  The next meeting of the Authority was scheduled for August 11, 2005 at 12:00 pm in the Wave Transit Conference Room.

Respectfully Submitted,

Albert Eby Director /rw