Sunset Empire Transportation District BOARD OF COMMISSIONERS BOARD ZOOM MEETING AGENDA THURSDAY MARCH 25, 2021 9:00 AM https://us02web.zoom.us/j/84203959772 1-877-853-5247 AGENDA: 1. CALL TO ORDER 2. ROLL CALL 3. CHANGES TO AGENDA 4. PUBLIC COMMENT (3-minute limit) 5. APPROVAL OF BOARD MEETING MINUTES 6. FINANCIAL REPORTS 7. REPORTS FROM CHAIR AND COMMISSIONERS 8. OLD BUSINESS 9. NEW BUSINESS a. Fare Collection as a Service Agreement b. ODOT Agreement 34737 Approval c. Request for Use of Transit Center Parking Lot 10. CORRESPONDENCE 11. EXECUTIVE DIRECTOR REPORT 12. LEADERSHIP TEAM REPORTS 13. ADJOURNMENT 1 SUNSET EMPIRE TRANSPORTATION DISTRICT COMMONLY USED ACRONYM LIST MARCH 2021 AASHTO AMERICAN ASSOCIATION OF STATE HIGHWAY AND TRANSPORTATION OFFICIALS ACT ACTUAL ACCTS ACCOUNTS ADA AMERICANS WITH DISABILITIES ACT ADS ADVERTISEMENTS AP ACCOUNTS PAYABLE APTA AMERICAN PUBLIC TRANSPORATION ASSOCIATION AR ACCOUNTS RECEIVABLE ASC ASTORIA SENIOR CENTER BG BACKGROUND BLDGING BUILDING BOC BOARD OF COMMISSIONERS BS BALANCE SHEET BUS REG FEE BUS REGISTRATION FEE CARES ACT CORONAVIRUS, AID, RELIEF, AND ECONOMIC SECURITY ACT CCC CLATSOP COMMUNITY COLLEGE CCCHD CLATSOP CARE CENTER HEALTH DISTRICT CCO COORDINATED CARE ORGANIZATION CK CHECK COMP COMPUTER CONF CONFERENCE CPCCO COLUMBIA PACIFIC COORDINATED CARE ORGANIZATION CRRSAA CORONAVIRUS RESPONSE AND RELIEF SUPPLEMENTAL APPROPRIATIONS ACT CRS CLATSOP REHABILITATION SERVICES CSR CUSTOMER SERVICE REPRESENTATIVE CTAA COMMUNITY TRANSPORTATION ASSOCIATION OF AMERICA CTE CENTER FOR TRANSPORTATION AND THE ENVIRONMENT DAV DISABLED AMERICAN VETERANS DHS DEPARTMENT OF HUMAN SERVICES DIST DISTRICT DLSM DRIVE LESS SAVE MORE DMAP DIVISION OF MEDICAL ASSISTANCE PROGRAM DOJ DEPARTMENT OF JUSTICE DOT DEPARTMENT OF TRANSPORTATION EQUIP EQUIPMENT FHWA FEDERAL HIGHWAY ADMINISTRATION FTA FEDERAL TRANSIT ADMINISTRATION GF GENERAL FUND HR HUMAN RESOURCES IGA INTERGOVERNMENTAL AGREEMENT INFO INFORMATION INT INTEREST IS INCOME STATEMENT Page 1 of 3 2 SUNSET EMPIRE TRANSPORTATION DISTRICT COMMONLY USED ACRONYM LIST MARCH 2021 INS INTEGRATED NETWORK SYSTEM IT INFORMATION TECHNOLOGY KTH KEY TRANSIT HUBS LCC LOWER COLUMBIA CONNECTOR LGIP LOCAL GOVERNMENT INVESTMENT POOL LGPI LOCAL GOVERNMENT PERSONNEL INSTITUTE LRCTP LONG RANGE COMPREHENSIVE TRANSPORTATION PLAN MAINT MAINTENANCE MBRC MILES BETWEEN ROAD CALLS MISC MISCELLANEOUS MM MOBILITY MANAGEMENT MOS MONTH MOU MEMORANDUM OF UNDERSTANDING NADTC NATIONAL AGING AND DISABILITY TRANSPORTATION CENTER NEMT NON-EMERGENT MEDICAL TRANSPORTATION NHMP NATURAL HAZARDS MITIGATION PLAN NRTAP NATIONAL RURAL TRANSIT ASSISTANCE PROGRAM NTI NATIONAL TRANSIT INSTITUTE NWACT NORTHWEST AREA COMMISSION ON TRANSPORTATION NWOTA NORTHWEST OREGON TRANSIT ALLIANCE OAR OREGON ADMINISTRATIVE RULES ODOT OREGON DEPARTMENT OF TRANSPORTATION OHA OREGON HEALTH AUTHORITY OHP OREGON HEALTH PLAN OrCPP OREGON COOPERATIVE PROCUREMENT PROGRAM ORS OREGON REVISED STATUTES OPTC OREGON PUBLIC TRANSPORTATION CONFERENCE OPTIS OREGON PUBLIC TRANSIT INFORMATION SYSTEM OPTP OREGON PUBLIC TRANSPORTATION PLAN OR OREGON OTA OREGON TRANSIT ASSOCIATION OTC OREGON TRANSPORTATION COMMISSION P&L PROFIT AND LOSS PARA PARA-TRANSIT PCA PERSONAL CARE ATTENDANT PM PREVENTATIVE MAINTENANCE PTAC PUBLIC TRANSPORTATION ADVISORY COMMITTEE PTD PUBLIC TRANSIT DIVISION PTSP PUBLIC TRANSPORTATION SERVICE PROVIDER QE QUALIFIED ENTITY QTR QUARTER RAC RULES ADVISORY COMMITTEE RC RIDECARE Page 2 of 3 3 SUNSET EMPIRE TRANSPORTATION DISTRICT COMMONLY USED ACRONYM LIST MARCH 2021 REHAB REHABILITATION RFP REQUEST FOR PROPOSALS RFQ REQUEST FOR QUOTES RIBTC RURAL AND INTERCITY BUS TRANSPORTATION CONFERENCE SDAO SPECIAL DISTRICTS ASSOCIATION OF OREGON SDIS SPECIAL DISTRICTS INSURANCE SERVICES SETD SUNSET EMPIRE TRANSPORTATION DISTRICT SETD GF SUNSET EMPIRE TRANSPORTATION DISTRICT GENERAL FUND SETD GEN SUNSET EMPIRE TRANSPORTATION DISTRICT GENERAL FUND SIP SERVICE IMPROVEMENT PROGRAM SSP/0401 ACCOUNT FROM OREGON DEPARTMENT OF HUMAN SERVICES STF SPECIAL TRANSPORTATION FUND STIF STATEWIDE TRANSPORTATION IMPROVEMENT FUND STIP STATEWIDE TRANSPORTATION IMPROVEMENT PROGRAM STN STATEWIDE TRANSPORTATION NETWORK STP SURFACE TRANSPORTATION PROGRAM TAC TECHNICAL ADVISORY COMMITTEE TAC TRANSPORTATION ADVISORY COMMITTEE (STF/5310/STIF) TCTD TILLAMOOK COUNTY TRANSPORTATION DISTRICT TECH TECHNOLOGY TGM TRANSPORTATION AND GROWTH MANAGEMENT TO TRANSPORTATION OPTIONS TPJCC TONGUE POINT JOB CORPS CENTER TRB TRANSPORTATION RESEARCH BOARD TSP TRANSPORTATION SYSTEMS PLAN VETP VETERANS ENHANCED TRANSPORTATION PROGRAM YTD YEAR TO DATE ZEB ZERO EMISSION BUS ZEP ZERO EMISSION PROPULSION ZEBRA ZERO EMISSION BUS RESOURCE ALLIANCE Page 3 of 3 4 Sunset Empire Transportation District Board of Commissioners (2)(d) To conduct February 25, 2021 Zoom Board Meeting Minutes 1. CALL TO ORDER - Chair Tamra Taylor called the meeting to order at 9:01 AM. 2. ROLL CALL: Present: Chair Tamra Taylor, Secretary/Treasurer Pamela Alegria, Commissioner Diana Nino, Commissioner Debbie Boothe-Schmidt, Commissioner Rebecca Read Commissioner Charles Withers and Tracy MacDonald excused Staff: Executive Director Jeff Hazen, Chief Operating Officer Paul Lewicki, Executive Assistant Mary Parker, Paratransit Supervisor Jennifer Geisler, Transportation Options Specialist Kathy Kleczek, Human Resources Manager Sue Farmer, Mobility Manager Jason Jones 3. CHANGES TO AGENDA- No changes. 4. PUBLIC COMMENT (3 minutes)- No comments. 5. APPROVAL OF THE JANUARY 28, 2021 BOARD MINUTES AND FEBRUARY 17, 2021 BOARD WORK SESSION MINUTES- JANUARY 28, 2021 BOARD MEETING MINUTES Commissioner Read moved to approve the January 28, 2021 Board Minutes. Commissioner Alegria seconded the motion. Discussion- Commissioner Alegria said the wording of the second sentence in the Financial Reports minutes needs to be corrected. It will be changed to: “Hazen and Kelley will meet this afternoon to discuss reimbursements.” Roll Call Vote: Name Taylor MacDonald Alegria Boothe-Schmidt Nino Withers Read Aye x absent x x x absent x 5 Nay Motion passed unanimously FEBRUARY 17, 2021 BOARD WORK SESSION MINUTES Commissioner Booth-Schmidt moved to approve the February 17, 2021 Work Session Minutes. Commissioner Read seconded the motion. Discussion- The date in the heading of the minutes should be changed to February 17, 2021. On page 8 on line 10 the word “only” should be added. Roll Call Vote: Name Taylor MacDonald Alegria Boothe-Schmidt Nino Withers Read Aye x absent x x x absent x 5 Nay Motion passed unanimously 6. FINANCIAL REPORTS- 1 5 a. DECEMBER 2020- Financial Officer Kelly Smith presented the December 2020 Financial Reports and asked if there were any questions. Commissioner Nino asked about the listed phone reimbursement. Kelly said this was for a payment we made on a phone line that was transferred to Tillamook. Tillamook then reimbursed us for the payment. Commissioner Boothe-Schmidt moved to approve the December 2020 Financial Reports as presented. Commissioner Alegria seconded the motion. Discussion- Commissioner Alegria asked what the difference between 1299 AR Conversion and 1210 Accounts Receivable System on page 13. Kelly said she will look that up and report back. Roll Call Vote: Name Taylor MacDonald Alegria Boothe-Schmidt Nino Withers Read Aye x absent x x x absent x 5 Nay 0 Motion passed unanimously b. JANUARY 2021-Financial Officer Kelly Smith presented the January 2021 Financial Reports and asked if there were any questions. Commissioner Nino asked why there was still a payment owed for August 2020 for Salon Boheme when they have made many monthly payments. Kelly stated that Salon Boheme had prepaid for August through December so it should clear off. Commissioner Nino also asked if the amount taken off Mary Parker’s card is the total amount of the fraudulent charges. Mary said yes it was the total amount. Commissioner Alegria asked if a number in parenthesis is the same as a minus and if so, could all the reports have the parenthesis used consistently. Kelly said she will try to format all reports to have parenthesis instead of a negative sign. Commissioner Boothe-Schmidt moved to approve the January 2021 Financial Reports as presented. Commissioner Nino seconded the motion. Discussion-None Roll Call Vote: Name Taylor MacDonald Alegria Boothe-Schmidt Nino Withers Read Aye x absent x x x absent x 5 Nay 0 Motion passed unanimously 7. REPORTS FROM CHAIR AND COMMISSIONERS a. Chair Taylor-Reported that the Executive Director Evaluation Committee has met, and the forms have been sent out. b. Commissioner Alegria-Reported that the SDAO conference was an excellent conference especially Julie on the Board Meeting session. c. Commissioner Withers- Absent d. Commissioner Boothe-Schmidt-Nothing to report. e. Commissioner Nino-Reported that she had attended Special Districts Association of Oregon Conference and said it went very well and she was very impressed. Nino added that the technology worked well, and she had no problems with it and stated that she got a lot of value out of the sessions. Commissioner Nino also reported that she had picked up her County Elections packet and had some questions which Mary answered after checking with the Clerks and Elections office. Nino added that this will be her first election. f. Commissioner Rebecca Read-Amended her original “nothing to report” comment and reported that she had attended the SDAO Conference and found it very effective. She said she would like 2 6 the Board to someday use the information from the conference. Commissioner Read also said that she would like to have a