2016-03 skagit transit board packet march 2016

8/19/2019 2016-03 Skagit Transit Board Packet March 2016

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Burlington City Hall

Council Chambers833 So. Spruce StreetBurlington, WA 98233

Skagit Transit

Board Of Directors

Agenda

Regular Meeting

March 16, 20161:00 p.m.

1.

CALL TO ORDER

2. PLEDGE OF ALLEGIANCE

3. ROLL CALL OF MEMBERS

4. PUBLIC COMMENT

5. CONSENT / ACTION ITEMS

All matters listed within the Consent Agenda have been distributed to each member of the Skagit TransitBoard of Directors for reading and study, are considered to be routine, and will be enacted by one motionof the Board with no separate discussion. If separate discussion is desired, that item may be removedfrom Consent Action Items and placed on Regular Action Items by request.

a) Approval of Claims and PayrollJanuary Payroll Direct Deposit and Checks #15589-15605 ............................................... $568,818.55January Payroll Direct Deposit and Checks #15589-15601 ............................................... $569,218.55

b)

Approval of February Meeting Minutes ................................................................................... Page 3-6c) Approval of Claims and Payroll

February Payroll Direct Deposit and Checks #15613-15633 ............................................. $550,397.28February Direct Federal withholding transfer ..................................................................... $122,567.39February Claims Checks and ACH #31663 - #31761 ......................................................... $216,029.26

6. FULL DISCUSSION/ACTION ITEMS

a) Monthly Budget Update Report ................................................................................................... Page 7

b)

Grant Award WSDOT VIP ......................................................................... …………..……...…Page 8c)

Approve Purchase of Four Vanpool Vans ................................................................................... Page 9d) Resolution 2016-02 Sole Source Procurement for Remote Dark Fiber ................................ Page 10-11

7. EXECUTIVE SESSION

a) Property Feasibility Review

8. CITIZENS’ ADVISORY COMMITTEE REPORT

9. INFORMATION ITEMS

10. UNFINISHED BUSINESS

a) Per Diem Payment to Non-Voting Union Representative ................................................... Page 12-13

11. NEW BUSINESS

12. ADJOURNMENT


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RECORD OF THE PROCEEDINGS

SKAGIT TRANSIT BOARD OF DIRECTORS

Wednesday, February 17, 2016

The Skagit Transit Board of Directors met in regular session in Sedro Woolley on Wednesday, February 17, 2016Mayor Steve Sexton called the meeting to order at 1:00 p.m. followed by the Pledge of Allegiance, Roll Call, andIntroductions.

Members Present Staff PresentLauri Gere, City of Anacortes, Mayor Dale O’Brien, Executive DirectorSteve Sexton, City of Burlington, Mayor, Chair Troy Fair, Operation ManagerRick DeGloria, City of Burlington, Council Member Al Schaner, Maint. & Facilities ManagerKeith Wagoner, City of Sedro Woolley, Mayor, Vice Chair Mary Lozeau, Clerk to the BoardRon Wesen, Skagit County CommissionerLisa Janicki, Skagit County CommissionerWill Reichardt, Skagit County SheriffDale Ragan, City Mount Vernon, Council Member Member of Public: Soren Jensen, Labor Representative (non-voting member) Colette Arvidson

Members Absent Providing Legal Counsel:Kenneth Dahlstedt, Skagit County CommissionerJill Boudreau, City of Mount Vernon, Mayor

I Public Comment:None.

II Consent / Action Items:

a) Approval of Minutes

b) Approval of Claims and PayrollJanuary Payroll Direct Deposits and Checks # 15589 - # 15605 .................. $ 568,818.55January Direct federal withholding transfer ................................................ ...$ 121,160.66

January Checks and ACH # 31562 - #31662 ................................................ $227,244.91

Ms. Gere moved to approve all Consent / Action items. Mr. Wagoner seconded the motionThe motion passed unanimously.

IV Full Discussion/Action Items:

a) Monthly Budget Update

Mr. O’Brien reported Skagit Transit received $785,003 sales tax revenue in the month of January.This compares with $741,227 in January of 2015. This is a 5.91% or $43,776 increase over last yeawith a year to date increase of the same.

Mr. O’Brien stated expenses included Skagit Station improvement. Fuel is within budget and all otheexpenses were as expected.

Mr. Wagoner moved to approve the Monthly Budget Update. Mr. DeGlor ia seconded themotion. The motion passed unanimously.

b) South Fidalgo Service

Mr. Fair reported on January 20, 2016 the Board expressed interest in providing two days per weekservice to South Fidalgo Island on a six month trial period. At the December 15, 2015 Board meetingstaff proposed the South Fidalgo Connector as an alternative to a taxi-voucher program. Mr. Faistated this connector would be a demand-response service that is over and above what is required by


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Board of Directors Meeting Minutes February 17, 2016

the American with Disabilities Act. The connector would transport customers to and from points neatheir homes to the March’s Point Park & Ride where customers can access Skagit Transit’s bussystem. Rides would be shared whenever possible and all rides would be pre-scheduled. Mr. Faistated a pilot program six month trial period could be extended to twelve months with board approvalMr. Fair noted after the pilot trial period, the service would be continued or discontinued based onperformance. Mr. Fair recommended a June 1, 2016 start date and December 1, 2016 or May 312017 depending on extension option and performance. Mr. Fair stated service performance of twoboardings per revenue hour or greater. Preliminary service days and hours recommended by stafTuesday and Saturday and advance scheduling would be required. Mr. Fair noted customers couldschedule a ride up to four days in advance but no later the 4:00 p.m. the day before a ride is needed.

Mr. Fair stated staff recommends against providing service to South Fidalgo Island similar serviceknown as Pocket Service, was terminated in 2012 due to low ridership and a strategic decision tomove away from demand-response services that went beyond what was required by the Americanswith Disabilities Act (ADA). Pocket Service in South Fidalgo Island averaged 1.7 boardings per hourbetween 2010 and 2012, its last three years in operation. Mr. Fair noted the decision to move awayfrom providing rural transportation in areas with very low ridership was strategic. Doing so hasallowed the Agency to focus on the challenge of providing ADA paratransit service as required byFederal law. All transit agencies must provide complementary ADA paratransit within ¾ of the fixedroutes they operate to serve those that cannot access the fixed route, this service is known as ADAparatransit.

Mr. Fair stated approving service to the South Fidalgo Area would be a policy decision that runscounter to recent efforts by Skagit Transit to focus limited resources on productive fixed routes and

meeting our ADA paratransit requirements. Demand for ADA paratransit service is growing and wilcontinue to grow with our aging population. An ADA denial is any event where Skagit Transit isunable to fulfil a ride requested by an ADA client within an established time window. Mr. Fair reportedthere is no acceptable number of denials for a transit agency and staff has been working very hard tokeep denials at zero following a 2014 Federal Transit Administration audit finding.

Mr. Fair reported Skagit Transit receives service requests each year for rural out laying areas of theCounty and often these requests are for paratransit service. It is difficult to communicate that SkagitTransit cannot provide countywide coverage. The cost per boarding to operate demand-responseservices is very high as compared to operating fixed route transit. This is because fixed route transitis more efficient and typically operates in urban settings.

Mr. Fair informed the Board members Skagit Transit’s six year Transit Development Plan identifiesareas for new service. There are urban areas of Skagit Transit’s PBTA that are unserved or

underserved by public transit, East Mount Vernon, South Mount Vernon, and areas of Burlington andSedro Woolley. Skagit Transit hopes to expand service into these unserved and underserved areasThis planned expansion is laid out in Skagit Transit’s approved six year Transit Development Plan(TDP). Shifting resources to provide service in rural areas of the County could impact the Agency’sability to respond to latent demand for transit service in urban areas where a higher density of thepopulation resides.

Mr. Wagoner stated he supports staff recommendation and requested documentation from DOT orFTA that the taxi voucher program must be open to everyone. Mr. Wesen asked what the increasedcost is to provide extra service to South Fidalgo Island. Mr. Fair answered the estimated cost for thistype of additional service would include vehicle maintenance and depreciation, fuel, and manpower.Mr Wesen inquired how this would draw down the ability to provide ADA service to the rest of thecounty. Mr. Fair answered staffing would need to be increased and availability of vehicles. MrO’Brien added spare vehicles is a critical area of concern since it unknown when vehicles are in need

repair and out of service. Mr. O’Brien noted today staff has one spare vehicle available.

Ms. Gere asked what options are available for South Fidalgo residents. Mr. O’Brien answered staff isin favor of following planning documents for service expansion and South Fidalgo Island is not anarea planned for increased service at this time. Mr. O’Brien reminded the Board members IslandTransit Route 411W travels through this area to March’s Point Park & Ride. Mr. O’Brien stated inrecent discussions with Island Transit a stop could be added at the Shrimp Shack on Hwy 20 whichcould bring Fidalgo Island residents to March’s Point Park & Ride and they will have access to alSkagit Transit service from there.

Mr. Wesen stated East Mount Vernon has been mentioned as an area planned for additional serviceand asked what that involves. Mr. Fair answered planning documents have identified a need to serve


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the residential area of Skagit Highlands. Mr. O’Brien added South Mount Park & Ride and the newcounty jail have also been identified in planning as areas for additional service in 2017. SherifReichardt inquired if staff is aware of additional areas requesting similar service to South FidalgoIsland. Mr. Fair answered Alger, Samish Island, Big Lake and areas outside of Sedro Woolley. MrFair noted if residents in these areas can get to our service area to a bus stop or Park & Ride we canserve them.

Sheriff Reichardt asked staff if South Fidalgo would be the first choice to expand service compared toother areas identified as needing additional service. Mr. O’Brien answered staff would concentrate oneast Mount Vernon. Mr. Sexton noted this is an important point to consider if the Board agrees to

expand in South Fidalgo Island. Mr. Sexton questioned if we serve the first group to request serviceor prioritize the requests according to planning documents. Mr. O’Brien noted this is the challengestaff is faced with frequently and noted increased service is needed in Burlington, Sedro Woolley, andhigh urbanized areas of Mount Vernon. The focus is to build foundation in urbanized areas and thenthe outlying areas. Mr. Wesen stated he understands the challenges being discussed andappreciates work and planning efforts of staff.

Mr. Wesen moved to approve demand response service in the South Fidalgo Island area as apilot program at a level of 16 revenue hours per week beginning June 1, 2016 and endingDecember 1, 2016 at which time the Board may decide to extend the pilot program anadditional six months or unt il May 31, 2017. At the end of the pilot period the service wileither be terminated or continued based on performance. The service should meet or exceedtwo boardings per revenue hour during to pilot period. Ms. Gere seconded the motion. Themotion passed with Mr. Wagoner, Ms. Janicki, and Sheriff Reichardt opposed.

c) Report of Grant Projects

Mr. O’Brien stated on September 15, 2010, the Board passed Resolution 2010-09 authorizing theExecutive Director to sign grant agreements upon Board approval of the report detailing the projectamount of grant award and budget impact to the agency. The Federal Fiscal Year 2015 FTA Section5307 and 5339 program funds allocated to Skagit Transit $325,843 from Puget Sound RegionaCouncil.

Mr. O’Brien explained the project consists of design and engineering services to remodel the newlyacquired facility located at 11784 Bay Ridge Drive in Burlington, to accommodate all of SkagitTransit’s maintenance, operations and administration activities. Mr. O’Brien reported Skagit Transitcompleted a feasibility study in March 2015. The study identified the agency’s needs for the nex

twenty plus years. Three potential sites were identified as suitable and ranked based on weightedcriteria. Preliminary estimates for design, engineering were included in the feasibility study for allthree sites. The number one ranking site, which was recently purchased by Skagit Transit has anestimated design and engineering remodel cost estimate of $537,000.

Mr. O’Brien noted this is a multi-year phase project and additional funds from Federal Fiscal Yea2016 FTA Section 5307 and 5339 program funds apportioned to Skagit Transit from Puget SoundRegional Council will be programed in the future.

Mr. Wagoner asked where the match money comes from. Mr. O’Brien answered it comes from locafunds.

Ms. Janicki moved to approve the grant projects and authorize the Executive Director to signthe grant agreement. Mr. Wagoner seconded the motion. The motion passed unanimously.

VI Citizens’ Advisory Committee

VII Information Items:

a) County Connector Update

Mr. O’Brien reminded the Board members the Office of Financial Management (OFM) has monies forthe Regional County Connector $500,000.00 for both Skagit Transit and Island Transit. Thedistribution of the monies have been pending due to Island Transit’s lack of fare boxes. It has been


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approved by OFM to release the monies when Island Transit installs fare boxes on their RegionaConnector buses. Mr. O’Brien stated Island Transit has proposed three round trips per day to Everettthe 411C Camano Island to Skagit Station, and 411W Oak Harbor to March’s Point with a $2.00 farewith a transfer. Island Transit has proposed to Skagit Transit to honor their transfer and theipassengers can travel on to Anacortes or Mount Vernon. Mr. O’Brien noted an area of concern is onthe return trip from Mount Vernon to March’s Point Skagit Transit charges a $1.00 fare.

b) Per Diem Payment to Non-Voting Union Representatives

Mr. Jensen stated he reviewed the RCW 36.57A regarding Public Transit Benefit Area non-votingunion representative board members and his interest in attending executive session. Mr. Jensenstated he understands that an executive session regarding labor negotiations would exclude him fromattending. Mr. Jensen requested a decision be made prior to each executive session or annually toexclude non-voting union representative from attending. Mr. O’Brien noted the board chair or co-chaimay exclude the non-voting member from attending any executive session.

Mr. Jensen requested payment or per diem be arranged to compensate the non-voting boardmember from labor organization. Mr. Jensen suggested a two hour payment be made for attendingboard meetings. Mr. O’Brien stated staff conducted a survey among other Washington Transitagencies. The survey had thirteen responses and four agencies pay per diem for attending boardmeetings. Mr. Wesen inquired if we are allowed to choose which members are paid. Mr. Raganstated if the labor representative wants to be paid for attending the meeting the union can

compensate him. Mr. Sexton requested another survey to determine if all board members are paid o just the non-voting union representative and the RCW be distributed to all board members prior toMarch meeting.

VIII Unfinished Business:

Ms. Arvidson stated she recalled hearing at previous meetings Island Transit cannot stop anywhereexcept Oak Harbor and March’s Point and asked for clarification. Mr. O’Brien agreed that has beendiscussed and explained the 411C is classified as an express run. Express runs must travel five milesbetween stops cannot open their doors less than five miles apart. Mr. O’Brien noted in recent meetingswith Island Transit two stops at least five miles apart have been identified as areas to safely make a stopalong Hwy 20. The Shrimp Shack and Sharp’s Corner are possibilities for safe stops. Mr. O’Brien notedin the past Island Transit has done flag stops anywhere a passenger flags the driver. Mr. O’Brien added

for safety reasons Skagit Transit has never done flag stops.

VIIII New Business:

None.

Chair Sexton adjourned the meeting at 1:46 p.m.

Mayor Steve Sexton, Chair

Skagit Transit Board of Directors Attest:

_______________________________Mary Lozeau,Clerk of Skagit Transit Board


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Skagit Transit Board MeetingMarch 16, 2016

SKAGIT TRANSIT

TO: Skagit Transit Board of Directors

FROM: Motoko Pleasant, Manager of Finance and Administration

SUBJECT: Budget Update for February 2016

INFORMATION:

The monthly budget reports are presented for your review. Items of interest are:

Revenues:Skagit Transit received $989,453 sales tax revenue in the month of February. This compares with

$956,487 in February of 2015. This is a 3.45% or $32,966 increase over last year with a year to date

increase of 4.52 % or $76,742. Skagit Transit also received $38,157 Federal Grant reimbursement.

Expenses:

Annual Maintenance Fee for Trapeze and MITEL Software

Annual Membership – WSTA and EDASC

Capital Expenses:

Bus Shelter Pads

Fuels Currently under budget.

All other expenses were as expected.

The Reserve Accounts currently are:Feb 2016 Feb 2015

Operating $ 2,097,533 $ 2,093,257Facilities 400,000 400,000Capital Replacement 3,864,404 3,856,418 Non-Designated 2,168,783 2,164,729Total Reserves = $ 8,530,720 $ 8,514,404

RECOMMENDATION:

Staff recommends the Board approve the monthly budget reports.

BUDGET IMPACT:

None.


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SKAGIT TRANSIT


FROM: Dale O’Brien, Executive Director

SUBJECT: Report of Grant Projects and Awards

INFORMATION:

On September 15, 2010, the Board passed Resolution 2010-09 authorizing the ExecutiveDirector to sign grant agreements upon Board approval of the report detailing the project,amount of grant award and budget impact to the agency. The following grant has beenawarded:

Washington State DOT Vanpool Investment Program (VIP) – GCB 2627 - $104,500Capital assistance for the purchase of expansion vanpool vehicles to support Skagit

Transit’s Vanpool Program. The WSDOT VIP match requirement is 5% of the total project costs.WSDOT VIP has implemented a per vehicle unit cost cap. For sole petroleum fuel powered vehicles WSDOT’s reimbursement will not exceed $26,125 per vehicle.

RECOMMENDATION:

Staff recommends the Board approve the grant projects and authorize the ExecutiveDirector to sign the grant agreements.

BUDGET IMPACT: The impact to the budget is dependent on the per vehicle unit price. The minimum the impact will be $5,500.Details of matching amounts will be presented in the report to the Board to approve the purchase.


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SKAGIT TRANSIT


FROM: Al Schaner, Maintenance and Facilities Manager

SUBJECT: Approve Purchase of Four (4) Vanpool Vans

INFORMATION:

To assist in the continuation of Skagit Transit’s Vanpool Program, Skagit Transit has receivedgrant funds (GCB2327) from the Washington State Department of Transportation (WSDOT)to purchase 4 Expansion vans in 2016.

Skagit Transit maintains a Master Contracts Usage Agreement (MCUA) with the StateDepartment of Enterprise Services (DES) in order to utilize their competitively let contracts

for various items and services, in accordance to State and federal procurement regulations.This is the preferred method for public agencies procuring property and services as it alleviatesthe redundancy and cost of the public body conducting its own competitive process for thesame items or services, and the State can offer more economical pricing through its multipleawards and expanded purchasing power.

State Contract #03613 is available for the purchase of 12 & 15-Passenger vans from twoContractors: Bud Clary Chevrolet, Longview, WA offers the Chevy Express 12 & 15 passenger van; and Columbia Ford/Nissan, Longview, WA offers the 12-Passenger FordTransit T35 van.

RECOMMENDATION:

Approve the purchase of 4 vans from Columbia Ford/Nissan through Washington StateContract #03613.

BUDGET IMPACT:

Four, 12-Passenger Vans @ $28,021 each $112,084Added Options @ $5,364 each $ 21,456

TOTAL Purchase Price $133,540

*Note: Rideshare vehicles are tax exempt per RCW 82.08.0287

TOTAL Grant Reimbursable $104,500

Total Skagit Transit Funds $ 29,040

Prepared by Rhonda Wahlgren, CPPB


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SKAGIT TRANSIT


FROM: Chris Chidley, Information Technology (IT) Manager

SUBJECT: Resolution #2016-02 Regarding Sole Source Procurement for Remote DarkFiber

INFORMATION:

Skagit Transit has been doing business with Wave Business Solutions, LLC (formerly Black RockCable) since 2011 and has two existing Dark Fiber Lease Agreements for the South Mount VernonPark and Ride and Chuckanut Park and Ride. IT has determined a need for dark fiber-opticservices at the Alger Park and Ride and March Point Park and Ride. This is necessary to integrateall of Skagit Transit’s security cameras into one network system with remote access.

Currently, there are no security cameras at March Point Park and Ride because there are noservices available to support them. For the Alger Park and Ride, Skagit Transit has been using aDSL connection to link the security cameras to our LAN. This type of connection is very slowand prevents us from setting up the cameras for offsite archiving like we have at Chuckanut andSouth Mount Vernon. Staff currently has to drive out to Alger to retrieve video. Sites connectedwith dark fiber are 100 times faster than DSL and allow for remote video retrieval.

Wave recently offered Skagit Transit dark fiber service to the Alger and March Point facilities fora monthly service fee per site with no connection or construction costs. The proposed agreementis for 5 years with automatic renewal periods on a month-to-month basis. Service fees willcommence as each site is connected.

In compliance with Skagit Transit’s Procurement Policy, Section 4-306, a contract may beawarded without competition when it is determined there is only one single responsible source forthe required item, property or services.

RECOMMENDATION:

Approve Resolution #2016-02 authorizing the sole source procurement of dark fiber optic servicesfrom Wave Business.

BUDGET IMPACT:

Cost Per Month for Dark Fiber

Alger Park and Ride Fiber $ 392

March Point Park and Ride Fiber $ 785

Total Cost $ 1,177

Total Purchase Price – 5 Year Term $70,620

Prepared by Rhonda Wahlgren, CPPB


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RESOLUTION NO. 2016-02

A RESOLUTION OF THE SKAGIT TRANSIT BOARD OF DIRECTORS

AUTHORIZING A SOLE SOURCE PROCUREMENT FOR DARK FIBER

WHEREAS, Skagit Transit has existing agreements for dark fiber-optic services with Wave

Business Solutions, LLC (formerly Black Rock Cable), a corporation with offices in the Pacific Northwest

offering advanced fiber-optic network solutions to its customers; and

WHEREAS, Skagit Transit has identified a need to integrate the security cameras from the Alger

Park and Ride, and future cameras for the March Point Park and Ride, into the existing camera network

with remote access; and

WHEREAS, the Board has approved, and Skagit Transit has established, procedures for the

purchase of goods and services through non-competitive negotiated sole source procurements.

NOW, THEREFORE, BE IT RESOLVED AND IT IS HEREBY ORDERED that Skagit

Transit’s Contracts Administrator be authorized to proceed with sole source acquisition from Wave

Business Solutions for dark fiber for the two park and ride facilities identified above.

PASSED in open public meeting this 16th day of March, 2016.

SKAGIT TRANSIT SYSTEM

SKAGIT COUNTY, WASHINGTON

By_______________________________

Steve Sexton, Board Chair

By________________________________Dale S. O'Brien, Executive Director

ATTEST TO FORM:

_____________________________

Mary Lozeau

Clerk of Skagit Transit

APPROVED AS TO FORM:

______________________________

Richard J. Langabeer

Attorney to Skagit Transit

2016-03 skagit transit board packet march 2016

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