January 24, 2024 Board Meeting Minutes

Mar 29, 2024 | HTMMTS Boards, HTMMTS Meeting Minutes

Regular Harbor Transit Multi Modal Transportation System (HTMMTS) Board Meeting Minutes

January 24, 2024
Grand Haven Township

1. Meeting Called to Order by President Craig Bessinger at 4:30 p.m.
2. Roll Call
Present: Craig Bessinger, Bill Cargo, Bill Cate, Bill Cousins, Gordon Gallagher, Deanna McIntyre, Cathy Pavick, & Will Whittemore
Absent: Ashley Latch, Kevin McLaughlin, & Joel TePastte
Also Present: Dana Appel, Finance and Compliance Director; Scott Borg, HTMMTS Director; Tom Burghardt, Operations Supervisor; Andrea Dumbrell, Human Resources Director; Annelise Walker, Marketing Coordinator; & Brian Woline, Finance Supervisor.
3. Approval of Nov. 15 2023 HTMMTS Board Meeting Minutes
Motion by Cargo, second by Gallagher to approve the minutes of the Nov. 15, 2023 Meeting Minutes. Motion carried.
4. Additions/Corrections to the Agenda.
Borg presented two additions to the agenda: Item 7c, Title VI, Program & Procedures, 2024; & Item 7d, Discussion/Action on Bank Signature Authorizations.
Motion by Cargo, second by Gallagher to approve additions to the agenda. Motion carried.
5. Public Hearing:
Opened by Bessinger at 4:31 PM. No public comments. Closed at 4:32 PM.
6. General Business/Call to Audience:
One resident shared a complaint about the availability of HTMMTS buses since the inception of the “Lakeshore Go” dispatch app. His children require transportation from their school in a Grand Haven Area Public Schools district to their home in Spring Lake. Since “Lakeshore Go” was implanted his children often have to wait up to an hour for a ride. There were no such problems before the new system was implemented.
7. Consideration for Approval of Consent Agenda
a. Discussion/action on Payable Warrants
b. Receive/file Financial Statements
c. Discussion/action on Title VI, Program & Procedures, 2024;
d. Discussion/action Bank Signature Authorizations to add Woline as an authorized signer of bank transactions
Motion by Cargo, second by Gallagher to approve the consent agenda. Motion carried.
8. New Business
a. Discussion/action Final FY Budget for 2024-25.
Motion by Cargo, second by McIntyre to approve the Final FY 2024-25 Budget as presented by Appel. Motion carried.
b. Discussion/action of 2024-25 Fee Schedule.
Motion by Cargo, second by McIntyre to approve the 2024-25 Fee Schedule as presented by Walker. Motion carried.
c. Discussion/action of 2024-25 Uniform Millage Rate Determination at .60 mills.
Motion by Cargo, second by Cousins to approve with Headlee Rollback at .60 mills per each municipality. Motion carried.
d. Discussion/action on the 2024-25 Resolution of Intent (due to MDOT by Feb 1, 2024.)
Motion by Cargo, second by Pavich to approve the 2024-25 Resolution of Intent as presented by Appel, Motion carried.
e. Discussion/action on 2024-25 Contract Clauses Certification
Motion by Cargo, second by Gallagher to approve. Motion carried.
f. Discussion/action on Emergency Purchase for Facility Makeup Air Unit.
Borg reported that the current unit either needs to be replaced at a cost of over $38,500 or repaired for $7,300. Motion by Gallagher, second by Pavich to approve repairs. Motion carried.
g. Discussion/action on Propane Contract.
Borg reported that Wesco submitted the lowest bid at $1.14/pound. Motion by Cousins, second by McIntyre to approve. Motion carried.
h. Discussion/review of the Local Advisory Council Minutes of 11/15/2023.
Motion by Gallagher, second by Cousins to receive the minutes. Motion carried.
i. Discussion/action of Hard Caps Resolution No. 2024-0124.
Motion by Cargo, second by Whittemore to approve as presented by Dumbrell. Motion carried.
j. Discussion/action on MDOT/West Plan/HTMMTS MOU.
Motion by Cargo, second by Gallagher to approve the Memorandum of Understanding between MDOT, West Michigan Metropolitan Planning Program & Harbor Transit as presented by Borg. Motion carried.
9. Reports
a. Marketing: Walker reported on current public education initiatives regarding the introduction of the Lakeshore Go app. She also highlighted significant increases in HTMMTS website traffic during the last two months of 2023.
b. Operations: Borg presented statistics on ridership as of the end of 2023. Total ridership is trending up, but is well behind pre-COVID pandemic statistics. On- time performance was at 98% or higher all year and no-shows are trending downwards, which he attributes to the new Lakeshore Go app. There was one crash, no injuries, and one vehicle road call since the last meeting.
c. Transportation: Borg reported on the successful implementation of the VIA Dispatch software and the Lakeshore Go app. HTMMTS has experienced a 20% drop in ridership since the return to fares, but that riders are making better use of their rides since they have to pay each time. The environmental NEPA Study for the new property is expected to be complete by late summer of 2024. HTMMTS is anticipating the arrival of three new buses, which have been on order since March 2021, by March 2024.
10. Board Member Comments
• McIntyre reported that Momentum clients are learning and liking the Lakeshore Go app.
11. Adjournment
Meeting adjourned by Bessinger at 5:15 PM.

The next regularly scheduled meeting is Mar 27, 2024, at Spring Lake Township, 102 W. Savidge St., Spring Lake, MI 49456.

November 15, 2023 Board Meeting Minutes

Jan 31, 2024 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Multi-Modal Transportation System (HTMMTS)
Regular Board Meeting Minutes
City of Grand Haven

1. Meeting Called to Order by President Craig Bessinger at 4:30 p.m.

2. Roll Call
Present: Craig Bessinger, Bill Cargo, Bill Cate, Bill Cousins, Gordon Gallagher, Ashley Latch, Deanna
McIntyre, Cathy Pavick, Joel TePastte, & Will Whittemore
Absent: Kevin McLaughlin
Also Present: Scott Borg, HTMMTS Director; Dana Appel, Finance and Compliance Director; Andrea Dumbrell, Human Resources Director; Trina Robinson, Consultans; Annelise Walker, Marketing Coordinator; and Brian Woline, Accounting Supervisor.

3. Additions/Corrections to the Agenda.
None.

4. General Business/Call to Audience
None

5. Consideration for Approval of Consent Agenda:
a. Approval of Sep 27, 2023 HTMMTS Board Meeting Minutes
b. Approval of Regular Agenda
c. Approval of Payable Warrant
d. File/Receive Financial Report
e. Approval of FY2024/25 Estimated Budget
f. EEO Data
g. Approval of Updated Fare Policy
h. Approval of Cash Management Policy
Motion by Cargo, second by Gallagher to approve the consent agenda. Motion carried.

6. New Business:
a. Approval of Website and App Terms of Use Policy. The transition to the Lakeshore Go App requires the institution of a terms of use policy. Among other things, this policy limits Harbor Transit’s liability, protects Harbor Transit’s content, prevents abuse, and declares governing law. Motion by Cargo, second by TePasste to approve the Website and App Terms of Use Policy. Motion
carried.
b. Approval of Website and Mobile Application Use Privacy Policy. Similar to the above, this policy reduces legal penalties, lawsuits, repetitional damage, and cybersecurity risks related to Harbor Transit’s website and app. Motion by Pavich, second by Latch to approve the Website and Mobile Application Terms of Use Policy. Motion carried.
c. Resolution to amend the Financial Institutions
Motion by Cargo, second by Gallagher to approve Resolution No. 2023-1115 amending the list of financial institutions with which Harbor Transit does business as presented by Borg. Motion carried.
d. Resolution to amend the Personnel Manual
Motion by TePasste, second by Cousins to approve Resolution No. 2023-1115.1 amending the Personnel Manual to remove credit history reviews and add service awards and retirement gifts as presented by Dumbrell. Motion carried.
e. Resolution to amend Harbor Transit’s No-Show Policy
Motion by Cargo, second by McIntyre to approve Resolution No. 2023-1115.2 amending Harbor Transit’s No-Show Policy requiring all passengers to pay for missed rides as presented by Borg. Motion carried.

7. Reports
a. Marketing Report: Walker updated the board on recent current marketing efforts, highlighting the introduction of the Lakeshore Go App to the community. A new advertiser, Little Red House has purchased a bus wrap and two interior panels.
b. Operations Report: Borg reported that ridership is still down when compared to pre-COVID numbers, but continues to improve. No-shows continue to be a concern, but based on the experience of the Traverse City transportation system, the implementation of Lakeshore Go should cut the rate of no-shows dramatically. There have been no bus crashes or injuries since the last HTMMTS regular meeting. Two complaints and two compliments were received.
c. Transportation Director’s Report: Borg shared highlights of his report, including his appointment to the Four Pointes Board of Directors, the implantation of Computer Aided Dispatch (CAD) software, the current status of the Environmental NEPA study for the new property, and the receipt of four new buses. (Five were shipped, but one was returned because of damage in shipping.)

11. Board Member Comments:
• Borg introduced the new HTMMTS Accounting Supervisor, Brian Woline.

12. Meeting adjourned. Meeting adjourned by Bessinger at 4:53 PM.

The next regularly scheduled meeting is Jan 24, 2024, at Grand Haven Township, 13399 168th Ave., Grand Haven, MI 49417.

September 27, 2023 Board Meeting Minutes

Jan 31, 2024 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Multi-Modal Transportation System (HTMMTS)

September 27, 2023 Regular Board Meeting Minutes

1. Meeting Called to Order by President Craig Bessinger at 4:30 p.m.

2. Roll Call
Present: Craig Bessinger, Bill Cargo, Bill Cate, Ashley Latch, Deanna McIntyre, Joel TePastte, & Will Whittemore.
Absent: Chris Burns, Gordon Gallagher, Kevin McLaughlin, & Cathy Pavick.
Also Present: Scott Borg, HTMMTS Director; Dana Appel, Finance and Compliance Director; Tom Burghardt Jr., Operations Superintendent; Andrea Dumbrell, Human Resources Director; Annelise Walker, Marketing Coordinator; Trina Robinson, Consultant; Matt Guinn, Safety Coordinator; and Shonda Walski, Dispatch Mobility Supervisor.

3. Additions/Corrections to the Agenda.
None. Motion by TePastte, second by McIntyre, to approve the agenda as submitted. Marion carried.

4. Public Hearing: Review of public comments about reinstatement of fares.
Opened at 4:32 PM. Walker shared an overview of the results of on-line surveys and comments regarding the reinstatement of fares. Surveys and comments were in favor of fare reinstatement overall. There were no members of the public present for the meeting.

5. Close public hearing at 4:37 PM.

6. General Business/Call to Audience
None

7. Consideration for Approval of Consent Agenda:
a. Approval of Aug 31, 2023 HTMMTS Special Board Meeting Minutes
b. Approval of Regular Agenda
c. Approval of Payable Warrant
d. File/Receive Financial Report
e. Approval of FY2023 Final Amended Budget
f. Review FY2023/24 Budget pre-implementation review of budget.
i. Capital Projects
ii. COLA-Wage Scale
iii. Goal Targets
g. Approval of FY2023/24 Bi-Monthly Regular Meeting Dates
h. Approval of MERS HCSP agreement amendment and contribution addendum
i. Approval of John Phillips LAC representative At Large Member
Motion by Cargo, second by Latch to approve the consent agenda. Motion carried.

8. Old Business
a. Discussion/Update on 172nd Ave Property: Borg reported that HTMMTS closed on the purchase of the property and he anticipates that environmental studies will be complete in November 2023. He also reported that SHAPE Corporation may be interested in purchasing part of the property.
b. Discussion on Harbor Transit/Muskegon Area Transit meeting point at Trinity at the Lakes: Borg reported that ridership is trending up for this year. This location is 1.6 miles outside of Harbor Transit’s service territory and the cost per mile to pick up at Trinity at the Lakes is $5.26 per mile. “Justice 40” is a USDOT program that makes grants available, but it not available in northwest Ottawa County. HTMMTS’s service to Muskegon County may make Justice 40 grants available. HTMMTS is also working with the Tri-Cities
Chamber of Commerce in an effort to engage local corporate human resource departments to encourage use of the Harbor Transit/Muskegon Area Transit connection.
c. Discussion/Action of reinstatement of passenger fares.
Motion by Cargo, second by TePasste to approve the reinstatement of passenger fares. Motion carried.

9. New Business:
a. Discussion/Action on Executive Director Pay Increase
Motion by TePasste, second by Whittemore to approve the Transportation Director’s salary increase by one step, effective Sep 21, 2023, and include any Cost-of-Living Adjustments (COLA), when provided to Harbor Transit’s employees. Motion carried.
b. Discussion/Action on Executive Director Employment Agreement
Motion by Cargo, second by Latch to approve the proposed 2023 Employment Agreement with Director Borg and authorize the agreement be executed by President Bessinger. Motion carried.
c. Discussion/Action to elect or re-elect HTMMTS Board Officers: President, Vice-President, Secretary, and Treasurer. Cargo declined another term as Vice President, suggesting Latch as Vice President and Latch agreed. Motion by Cargo, second by Whittemore to elect/re-elect Bessinger as President, Latch as Vice President, Cate as Secretary and Gallagher as Treasurer. Motion carried.
d. Discussion/Update on Aug 16, 2023 LAC Meeting
Borg summarized the last meeting of the LAC, pointing out that there is an opening on the council for a resident of Ferrysburg

10. Reports
a. Marketing Report: Walker updated the board on recent current marketing efforts, including the heavy use of the Coast Guard Festival Park-N-Ride service on Aug 1, the growth in social media (Facebook) advertising and the upcoming Boomerang Career Event on Tuesday, Oct 10, 2023.
b. Operations Report: Borg reported that ridership is still down when compared to pre-COVID numbers, but improving. There has been one bus crash since the last HTMMTS regular meeting. Two complaints and two compliments were received.
c. Transportation Director’s Report: Borg shared highlights of his report, including Coast Guard Saturday ridership, shuttle transportation for the Folds of Honor Golf Tournament, and the 48th anniversary of Harbor Transit. Of special note is the anticipated delivery of new buses, three (3) of which have been on order for nearly three years. Delivery of a total of eight (8) new buses is expected in Oct.

11. Board Member Comments:
• TePastte thanked Borg for his leadership.
• Whittemore welcomed new HTMMTS employees Guinn and Walski

12. Meeting adjourned.
Motion by Cate, second by TePastte to adjourn at 5:02 PM. Motion carried.

The next regularly scheduled meeting is Nov 15, 2023, at Grand Haven City Hall, 519 Washington Ave., Grand Haven, MI 49417.