2015-04-13 Island Transit Board Meeting Workshop and Special Meeting Packet

19758 SR 20, Coupeville, WA 98239

MEETING NOTICE

TO: PTBA BOARD MEMBERS SUBJECT: Special Meeting and Board Workshop DATE: April 13, 2015 TIME: 9:30 AM - 11:30 AM LOCATION: Island Transit Operations & Administration Building

19758 SR 20, Coupeville

AGENDA

~ Call to Order Special Meeting and Board Workshop ~ Pledge of Allegiance ~ Introduction of Guests

~ Approval of April 11 , 2015 Workshop Items ~ Approval of April 11 , 2015 Special Meeting Business Items

WORKSHOP ITEMS

Phone: (360) 678-7771 Fax: (360) 544-3710 www .islandtransit.org [email protected] [email protected]

~ Workshop Item No. 1: Paratransit Program Update - Presentation by Dee Wells, Specialized Services Coordinator

~ Workshop Item No. 2: Parker Road I SR 20 I Island Transit Improvement Project -Presentation by Todd Carlson, WSDOT

~ Workshop Item No. 3: Communications System Update

~ Workshop Item No. 4: Budget/TOP Narrative Modifications. (Agenda Item from March 9, 2015 Workshop.)

PTBA Special Meeting and Board Workshop April 13, 2015 Page 1 of 10

~ Workshop Item No. 5: Board Policies & Procedures I Code of Conduct I Ethics. (Agenda Item from March 9, 2015 Workshop.)

~ Workshop Item No. 6: Status of Audit Findings and Resolutions. (Agenda Item from March 9, 2015 Workshop.)

SPECIAL MEETING BUSINESS ITEMS

~ Special Meeting Item No. 1: Resolution No. 6-15, a Resolution of the Board of Directors of the Island County Public Transportation Benefit Area Corporation (Island Transit) Amending the Island Transit Bylaws, Article II, The Governing Body - Board Composition. (Action Item from March 27, 2015 Board Meeting.)

~ Special Meeting Item No. 2: Future Status of Routes 411W and 411 C. (Action Item from March 27, 2015 Board Meeting.)

~ By majority vote, the meeting may be extended.

~ Adjournment

~ Next PTBA Board Regular Business Meeting will be on Friday, April 24, 2015, 9:30 AM, Island Transit Ops & Admin Building, 19758 SR 20, Coupeville.

~ Next PTBA Board Special Meeting - Workshop Session will be on Monday, May 11, 2015, 9:30 AM, Island Transit Ops & Admin Building, 19758 SR 20, Coupeville.

NOTE: The Island Transit Board of Directors may meet informally in workshop sessions (open to the public) to do concentrated strategic planning , to review forthcoming programs of the transit agency, receive progress reports on current programs or projects, or receive other similar information from the Executive Director, provided that all discussions and conclusions thereon shall be informal. The Board shall make no disposition of any item at a workshop meeting. Public comment is not normally allowed at workshop meetings, although the Board may allow or request participation .

PTBA Special Meeting and Board Workshop April 13, 2015 Page 2of 10

April 13, 2015 Special Meeting and Board Workshop

Subject:

Department:

Recommend:

Motion:

WORKSHOP ITEM NO. 1

Paratransit Program Update - Presentation by Dee Wells, Specialized Services Coordinator

Administration & Operations

No Recommendation

No Action

PTBA Special Meeting and Board Workshop April 13, 2015 Page 3 of 10


Subject:

Department:

Recommend:

Motion:

WORKSHOP ITEM NO. 2

Parker Road I SR 20 I Island Transit Improvement Project - Presentation by Todd Carlson, WSDOT


No Recommendation

No Action



Subject:

Department:

Recommend:

Motion:

WORKSHOP ITEM NO. 3

Communications System Update


No Recommendation

No Action

PTBA Special Meeting and Board Workshop April 13, 2015 Page 5of10


Subject:

Department:

Recommend:

Motion:

WORKSHOP ITEM NO. 4

Budget/TOP Narrative Modifications. (Agenda Item from March 9, 2015 Workshop.)


No Recommendation

No Action

PTBA Special Meeting and Board Workshop April 13, 2015 "age 6 of 10


Subject:

Department:

Recommend:

Motion:

WORKSHOP ITEM NO. 5

Board Policies & Procedures I Code of Conduct I Ethics. (Agenda Item from March 9, 2015 Workshop.)


No Recommendation

No Action



Subject:

Department:

Recommend:

Motion:

WORKSHOP ITEM NO. 6

Status of Audit Findings and Resolutions. (Agenda Item from March 9, 2015 Workshop.) Administration & Operations

No Recommendation

No Action

PTBA Special Meeting and Board Workshop April 13. 2015 l'age 8 of 10

Summary of 2013 State Accountability Audit Findings and Recommendations

In most areas that Island Transit was audited, the operation complied with applicable requirements and provided adequate safeguarding of public resources. Island Transit also complied with state laws and regulations and its own policies and procedures in the areas the State Auditor examined.

However, the state auditor identified areas in which Island Transit could make improvements in payroll. The auditor recommended that the Transit establish internal controls and processes to ensure:

Salary schedules are reviewed and approved by the Board.

Need for adequate oversight and monitoring over the Executive Director's position by the Board, which includes approval of salary, performance evaluations, and oversight of leave.

Compensation time is adequately tracked, monitored, and approved per an established policy.

These recommendations were included in the 2013 audit report as a finding.

Summary of Island Transit Responses to 2013 Accountability Audit Findings

Island Transit and the Board of Directors have established the following internal controls and processes to ensure compliance with applicable requirements and to provide adequate safeguarding of public resources:

Salary schedules for all transit employees are included in the annual budget for review and change and/or approval.

The Board will conduct adequate oversight and monitoring of the Executive Director by providing an annual performance evaluation and approval of salary, as well as oversight of leave, at the first Board of Directors meeting in November of each year according to Board policy.

Compensation time is adequately tracked and approved per Island Transit's Employee Policy Manual, Section 1.4.4.A- Exempt Administration Employees -

Audit Findings & Resolutions March 3, 2015

Page 1of2

Compensation Time (Comp Time). In order to track the comp time of salaried exempt employees, including the Executive Director, and maintain accuracy, these employees fill out weekly timecards for review and approval. The Board Chair will review the Executive Director's weekly timecard and provide approval.

Summary of Prior (2012) Annual Audit Findings

Island Transit did not adequately monitor the use of fuel cards or vehicles to ensure they are used only for official purposes. Vehicles assigned to employees for take-home purposes put the Transit at risk for misappropriation. Vehicles belonging to the Transit and assigned to employees as take-home vehicles were not marked as assets of the Transit, as required by RCW 46.08.065.

Status of Island Transit Response to 2012 Audit Findings

In conformance with RCW 46.08.65 (1), Island Transit has placed "Official Use Only" decals on the right and left sides of all Island Transit support and maintenance vehicles. (See Board Resolution No. 3-15.)

Island Transit fuels all vehicles at the main base facilities fueling station, thus ensuring strict record keeping of fuel use is maintained.

Island Transit has improved tracking and reporting over vehicle use.

Audit Findings & Resolutions March 3, 2015

Page 2 of 2

RESOLUTION NO. 6-15

A RESOLUTION of the Board of Directors of the Island County Public Transportation Benefit Area Corporation (Island Transit), amending Article II, The Governing Body - Board Composition, of the Island Transit Bylaws.

WHEREAS, the certain Island Transit employees are now represented by a labor organization as of March 2015; and

WHEREAS, per RCW 36.57 A.050, the labor organization may recommend one non-voting labor representative to serve on the Island Transit Board of Directors; and

WHEREAS, the Article II of the Island Transit Bylaws need to be amended to reflect the addition of a non-voting labor representative.

NOW THEREFORE, BE IT RESOLVED that the Board of Directors of the Island County Public Transportation Benefit Area Corporation (Island Transit), that Article II, The Governing Body - Board Composition, of the Island Transit Bylaws is hereby amended and superseded as follows;

Article II, The Governing Body- Board Composition.

"SECTION 2.1 Board Composition. The governing body of the Corporation shall consist of a Board of six (6) members, five of whom shall be elected officials selected by and serving at the pleasure of the governing bodies within the area, and one who is a labor organization representative. The membership determined on the following basis:

a. Two (2) members who are elected officials of the governing body of the County; and

b. One (1) member from each of the incorporated cities of Oak Harbor, Coupeville, and Langley, for a total of three (3) members; and

c. One (1) ex officio non-voting labor union representative per Section 2.2 below.

Each member of the Board shall hold office until his or her successor has been selected as provided herein unless such person has been legally ineligible to hold such a position. Each governing body and the labor organization shall submit annually to the Chairperson of the Board of Directors of Island Transit the name of the selected representative by the first of February each year.

SECTION 2.2 Non-voting Labor Representative. In accordance with revisions made to RCW 36.57 A.050 there shall be one (1) non-voting labor representative recommended by the labor organization representing the public transportation employees. The non-voting member shall comply with all governing bylaws and policies of the Corporation . The Chairperson or Vice Chairperson of the Corporation will exclude the non-voting member from attending any executive session held for the purpose of discussing negotiations with labor organizations. The Chairperson or Vice Chairperson shall also have the ability to exclude the non-voting member from attending any other executive session ."

The remainder of the Bylaws shall remain in effect.

ADOPTED at an open public meeting of the Board of Directors of Island Transit on the 13th day of April , 2015.

APPROVED AS TO FORM: Rick Almberg, Chairman

Matthew Hendricks, Attorney Rick Hannold, Secretary

BYLAWS OF THE ISLAND COUNTY PUBLIC

TRANSPORTATION BENEFIT AREA CORPORATION

ARTICLE I NAME, POWERS, RIGHTS AND LIABILITIES

SECTION 1.1 Name. The name of the municipality duly established pursuant to the laws of the State of Washington shall be "ISLAND COUNTY PUBLIC TRANSPORTATION BENEFIT AREA CORPORATION" hereinafter referred to as the "Corporation ."

SECTION 1.2 Powers. Rights and Liabilities. By and in the corporate name, the Corporation shall have and exercise all powers, functions, rights and privileges now and hereafter given or granted to, and shall be subject to all the duties, obligations, liabilities and limitations now and hereafter imposed upon municipal corporations of the same class, by the Constitution and laws of the State of Washington , and shall have and exercise all other powers, functions, rights and privileges usually exercised by, or which are incidental to, or inhere in , municipal corporations of like character and degree. The Corporation shall have all powers possible to have under the Constitution and laws of this State.

ARTICLE II THE GOVERNING BODY - BOARD COMPOSITION

SECTION 2.1 Board Composition . The governing body of the Corporation shall consist of a Board of six (6) members, five of whom shall be elected officials selected by and serving at the pleasure of the governing bodies within the area, and one (1) who is a labor organization representative. The membership determined on the following basis:

a. Two (2) members who are elected officials of the governing body of the County; and

b. One ( 1) member from each of the incorporated cities of Oak Harbor, Coupeville, and Langley, for a total of three (3) members; and

c. One (1) ex officio non-voting labor union representative per Section 2.2 below.

Each member of the Board shall hold office unti l his or her successor has been selected as provided herein unless such person has been legally ineligible to hold such position. Each governing body and the labor organization shall submit annually to the Chairperson of the Board of Directors of Island Transit the name of selected representative by the first of February each year.

SECTION 2.2 - Non-voting Labor Representative In accordance with revisions made to RCW 36.57A.050 there shall be one (1) non-voting labor representative recommended by the labor organization representing the public transportation employees. The non-voting member shall comply with all governing bylaws and policies of the Corporation. The Chairperson or Vice Chairperson of the Corporation will exclude the non-voting member from attending any executive session held for the purpose of discussing negotiations with labor organizations. The Chairperson or

Page I of 4

Vice Chairperson shall also have the ability to exclude the non-voting member from attending any other executive session ."

ARTICLE Ill DUTIES OF THE BOARD AND BOARD MEETINGS

SECTION 3.1 Duties of the Board. The Board of the Corporation shall provide the policy and legislative direction for the Corporation and its administrators. The Board may create such departments or offices as it finds necessary or advisable and may determine the powers and duties of each department or office.

SECTION 3.2 Board Officers. The majority of the whole membership of the Board shall select a Chairperson and Chairperson Pro Tempore. The Chairperson shall hold office until the first Board meeting in the month of February of each year. These officers may, if re-elected , serve more than one term . The duties of the Chairperson are more specifically set forth in Article IV of the By-Laws.

SECTION 3.3 Meeting and Meeting Notice.

a. Regular meetings. The time and place of meetings of the Board shall be established by a Resolution of the Board. Such Resolution may also specify the appropriate notification of such meetings.

b. Special Meetings. Special meetings may be called at any time by the Chairperson or by a majority of the whole Board . The notification of such meeting must be delivered to each Board member and others requiring notification under the State Statute (RCW 42.30.080) at least twenty four (24) hours before the time of such meeting unless otherwise provided for under the laws of the State of Washington. The requirements of RCW 452.30.080 now and as hereafter amended shall be adhered to regarding such meetings.

c. Executive Session (Meetings). The Board may hold executive sessions if such sessions are not otherwise prohibited by state statues.

SECTION 3.4 Quorum. A majority of all the members of the Board shall constitute a quorum for the transaction of business.

SECTION 3.5 Parliamentarv Procedure. Unless otherwise governed by the provisions of these By-Laws or laws of the State of Washington , Roberts Rules of Parliamentary Procedure shall govern the conduct of all Board meetings. The Chairperson or his/her designee shall be the Parliamentarian .

SECTION 3.6 Board Acting as a Bodv. The Board shall act as a body in making its decision and announcing them. No member shall speak or act for the Board without prior authorization of the Board except as otherwise provided for in these By-Laws.

SECTION 3.7 Records of Board Meetings.

a. Minutes. The proceedings of the Board Meetings shall be recorded and maintained. The minutes shall consist primarily of a record of the action taken. Prior to the adoption of the minutes, copies of the proposed minutes shall be forwarded to all Board members prior to the next regular meeting for their reference and/or correction. At the next regular meeting , the Board shall consider

Page 2 of 4

the minutes for adoption or necessary corrections.

b. Resolution. Every action of the Board of a general or permanent nature and every action otherwise required by state statute shall be by Resolution or motion.

SECTION 3.8 Committees. The Chairperson, from time to time, may appoint Board members to serve on standing or special committees. At the time of the appointment of such Board members, the Chairperson shall state the objective of the committee and the date upon which a report shall be issued to the Board . The Chairperson shall be an ex-officio of all such committees.

ARTICLE IV DUTIES OF THE CHAIRPERSON

SECTION 4.1 The Chairperson shall preside at all meetings of the Board. In the event of the Chairperson's absence or inability to preside, the Chairperson Pro Tempore shall assume the duties of presiding over the meetings of the Board ; provided, however, if the Chairperson is to be permanently unable to preside, the Board shall select a new Chairperson for the remainder of the Chairperson's term.

SECTION 4.2 The Chairperson shall act as spokesman for the Corporation and shall act as its representative at meetings with other organizations, committees and other such activities unless such representative shall otherwise be authorized by the Board ; provided, however, the Chairperson may delegate to any Board member the duty of being a spokesman or representative for the Corporation. The Chairperson or his/her designated Board member acting as a spokesman or representative shall make no pronouncements that will obligate or commit to the Corporation except as provided by these By-Laws or pursuant to the authorization of the Board.

SECTION 4.3 The Chairperson shall be the chief executive and administrative officer of the Corporation until a Director is selected by and approved by the Board or when the Corporation is without a Director. When the Chairperson is acting as the chief executive and administrator of the Corporation, all persons employed or contracting serve with the Corporation will be selected or discharged by the Chairperson , subject to the approval of the Board .

ARTICLE V DIRECTOR

SECTION 5.1 Appointment and Removal of Director. The Board may appoint and remove the Director. The Director shall perform such administrative duties specified in these By-Laws and such other administrative duties as may be designated from time to time by the Chairperson .

SECTION 5.2 Duties of the Director. The powers and duties of the Director of the Corporation shall be:

a. To have general supervision over the administrative affairs of the Corporation;

b. To appoint and remove at any time employees of the Corporation .

c. The Board may cause an audit to be made of any department or office of the Corporation and may select the persons to make it;

Page 3 of 4

d. To attend all meetings of the Board at which his/her attendance may be required by that body;

e. To recommend for adoption by the Board such measures as he/she may deem necessary or expedient;

f. To prepare and submit to the Board such reports as may be required by the Board or as he/she may deem it advisable to submit to that Board;

g. To keep the Board fully advised of the financial condition of the Corporation and its future needs;

h. To prepare and submit to the Board a proposed budget for the fiscal year and to be responsible for its administrative adoption;

i. To perform such other duties as the Board may determine by Resolution.

ARTICLE VI SEVERABILITY

If any provision of these By-Laws, or its application to any person or circumstances is held invalid, the remainder of these By-Laws, or the application of the provision to other persons or circumstances is not affected.

ARTICLE VII AMENDMENTS

These Amended By-Laws, as adopted by the Board of the Island County Public Transportation Benefit Area Corporation, may be revised or amended at any regular or special meeting of the Board by a vote of the majority of the whole membership of the Board; provided that copies of the proposed revisions or amendments shall have been available to each Board member at least one (1) week prior to the regular or special meeting at which proposed revisions or amends are to be acted upon.

The foregoing Amended by-Laws of the Island County Public Transportation Benefit Area Corporation, consisting of four pages, have been adopted and approved by the majority of the whole Board and shall supersede all past By-Laws or Amended By-Laws of the Corporation.

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'Pot -n:s (I) 0 a. e a.

N -n:s (I) 0 a. e Q.

End Points

Distance

Trips Reduction

Service Reduction /o

Annual Cost

6 Month Cost

Island Transit Tri-County Connector Proposals

3/27/2015

Tri County Connector - Whldbey Tri County Connector - Camano 411W 411C

Harbor Station to Marches Point Skagit Station to Mount Vernon

18.5 mi. one way 19.25 mi. one way

13 Trips to 3 Trips. 9 Trips to 3 Trips.

77% 67%

$68,891.33 $74,656.13

$34,445.67 $37,328.06 Ridership would be significantly impacted by a reduction in cross-county routes.

End Points Harbor Station to Deception Pass

Distance 12 mi. one way

Trips Reduction 13 Trips to 6 Trips. 9 Runs Suspended.

Service Reduction % 74%

Annual Cost $84,534.71

6 Month Cost $42,267.36

Proposal 2 assumes no additional state funding. Up to four Whidbey and Camano operators will be affected by either proposal.

Prepared by: Paul Arand, IT Financial Analyst. Date: 3/23/2015

Total Proposal Cost

$143,547.46

$71,773.73

$84,534.71

$42,267.36

Island Transit Direct Cost

411 W Service 3/23/2015

Proposal 2: 411W -To Deception Pass - 6 Runs (Reduced Service)

Total Miles Mileage one way Mileage/1 Trip Mileage/1 day Mileage/yr.

Total Hours Hours per day Hours per year

Wage Cost Bud. Wage/Hr. Bud. Wage and Benefits/Hr. Direct Wage Cost

Fuel Cost Fuel - Gallons Fuel - Cost/Gallon Direct Fuel Cost

Materials Cost Ma int. Cost I mi. Direct Maint. Cost

Total Annual Direct Cost

Total 6 Month Direct Cost

Direct Cost per mile Direct Cost per hour

x 2 x 6 x 255

0.46154 x 255

$23.45 x $33.77

x $4.00

x $0.38

Prepared by: Paul Arand, IT Financial Analyst Date: 3/23/2015

Harbor Station to Deception Bridge

12 24 144

36,720

5.35 1,365

$46,101.11

6,120

$24,480.00

$13,953.60

$84,534.71

$42,267.36

$2.30 $61.92

Proposal 2

Whldbey to Deception Pass

Harbor Station WGH North

Liberty Marttet

camano to SKAT Teny's Comer

P&R

Rite Aid

Skagit Stllllon

Banta Rd

Sbglt St:lllon

Comet Bay I I CometBay I

SKATm ca.nano

... Aid

Ten,'s Comer

P&R

Deception Pass to Whldbey

Banta Rd Liberty Mn et WGH North

Harbor Station

Proposal 2

Proposed Harbor NB Avg SB Avg Total Avg I Vllhldbey Service I Total Station Rider/Day Rider/Day Rider/Day Hours Service

5:35 8.2 4.4 6.3 6:35 13.9 9.7 11.8 7:35 11.1 4.9 8 8:35 7.9 12.5 10.2 9:35 9.9 7.5 8.7

5.4 48 5.1 11:35 10.2 7.9 9 2.00 9.9 14.2 12 3:00 10.4 13.6 12 '400 11 .8 11 .2 11 .5 5:00 10 10.5 10.3 6.00 73 6.9 7.1 I Cut 7of13 trips and and cut service between Deception Pass & March's Point 7 00 4.7 4.8 4.7 I totals 74% 411W service cutback

= I NBAYg I SBAvg c.n.no ProposM Tot.llAYI Service Tolal P&R Rlden1>ay RlcleriDllr Rldeno., Hours Senk:e Hours

1.7 4.5 .0 1.6 8.6

5.0 2.6 7.7 4.3 3.9 8.2 4.8 6.8 11 .5 3.8 7.2 11 .( 2.6 4.6 7.2 1.8 3.8 55 1.6 4.0 5 61 Cut 9 of 9 trips totals 100-.4 411C service cutback

Proposal 2


411W Service 3/23/2015

Proposal 1: 411W - 3 Runs (Reduced Service)

Total Miles Mileage one way Mileage/l Trip Mileage/1 day Mileage/yr.




Materials Cost Maint. Cost I mi. Direct Maint. Cost




x 2 x 3 x 255

x 255

$23.45 x $33.77

x $4.00

x $0.38


Harbor Station to Marches Point

18.5 37 111

28,305

4.56 1,163

$39,265.43

4,718

$18,870.00

$10,755.90

$68,891.33

$34,445.67

$2.43 $59.25

Proposal 1


411 C Service 3/23/2015

Both Proposal 1: 411C - 3 Runs (Reduced Service)

Total Miles Mileage one way Mileage/1 Trip Mileage/1 day Mileage/yr.




Materials Cost Ma int. Cost I mi. Direct Maint. Cost




x 2 x 3 x 255

x 255

$23.45 x $33 .77

x $4.00

x $0.38


Terry's Corner to Skagit Station

19.25 38.5 115.5

29,453

5.09 1,298

$43,829.18

4,909

$19,635.00

$11,191.95

$74,656.13

$37,328.06

$2.53 $57.52

Proposal 1

Harbor Station WGHNorth

Whldbey to March's Point

Liberty Market Banta Rd Comet Bay

Camano to SKAT Teny's Comer P&R

Rlt9 Aid

Arrive March's

Point

Whldbey Proposed Harbor I NB Avg SB Avg Total Avg Service Total Station Rider/Day Rider/Day Rider/Day Hours Service Hours

5:35 6.2 4.4 6.3 1.52 hours/run 4.56 6:35 13.9 9.7 11.8 7:35 11 . 1 4.9 6 8:35 7.9 12.5 10.2 9:35 9.9 7.5 8.7 10:35 5.4 4.8 5.1 11 .35 10.2 7.9 9 2:00 9.9 14.2 12 3:00 10.4 13.6 12 4'00 11 .6 11 .2 11 .5 5:00 10 10.5 10.3 6:00 7.3 6.9 7.1 700 4.7 4.8 4.7 I Cut 10of13 trips totals 77% 411W service cutback

Proposed Terry's I A CMMnO Comer VII SB Avg TotlilAvg Service Totlil

P&R RklerlDay RldtlffDlly Rlderlo., Hours SerAce Hours 2.6 1 7 4.5 1.67 hours/run 5.01

6:45 1 7.0 1.6 8.6 5.0 2.6 7 7

9:56 4.3 3.9 8.2 4.8 6.6 11 .5

3:30 3.8 7.2 11.0 2.6 4.6 72 1 6 3.6 5.5 1.6 4.0 5.6 Cut 6 of9 trips totals &r..4 411C service cutback

2015-04-13 Island Transit Board Meeting Workshop and Special Meeting Packet

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Transcript of 2015-04-13 Island Transit Board Meeting Workshop and Special Meeting Packet