July 27, 2022 Board Meeting Minutes

Aug 15, 2022 | HTMMTS Boards, HTMMTS Meeting Minutes

Regular Board Meeting Minutes July 27, 2022
Spring Lake Village Hall

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

Roll Call
Present: Craig Bessinger, Ashley Latch, Cathy Pavick, Bill Cargo, Gordon Gallagher, Chris Burns, Joel TePastte, Bill Cate, Kevin McLaughlin
Absent: Don Reis
Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Annelise Walker, Marketing Coordinator, Molly Hruskach, Human Resources Director, Trina Robinson, Consultant

Approval May 25, 2022 HTMMTS Board Meeting Minutes
Motion by Chris Burns, second by Joel TePastte, to approve the minutes of the May 25, 2022 meeting. Motion carries.

Approval of Regular Agenda
Motion by Chris Burns, second by Joel TePastte, to approve the agenda as presented. Motion carries.

General Business/Call to Audience
None

Discussion/Action of Payables Warrant and Financial Statements.
Motion by Chris Burns, 2nd by Kevin McLaughlin, to approve the payables warrant and financial statements as presented. Motion carries.

Discussion on Estimated Revised Budget.
No action necessary.

Discussion/Action on Revised Harbor Transit Policy and Procurement.
Motion by Bill Cargo, second by Chris Burns, to adopt the Revised Harbor Transit Policy and Procurement as presented. Motion carries.

Discussion/Update on Revised Harbor Transit Grant Management Policy
Motion by Bill Cargo, second by Joel TePastte, to approve the Revised Harbor Transit Grant Management Policy as presented. Motion carries.

Discussion/Action on Revised EEO Plan
Motion by Cathy Pavick, second by Joel TePastte, to approve the Revised Harbor Transit EEO Plan as presented. Motion carries.

Discussion/Action on RFP Proposal for Property and Right-of-Way Acquisition Services
Motion by Chris Burns, 2nd by Bill Cargo, to approve Land Matters as the Land Acquisition Consultant for HTMMTS. Motion Carries.

Discussion/Action on Revised Advertising Policy
Motion by Bill Cargo, second by Joel TePastte, to approve the Revised Harbor Transit Advertising Policy as presented. Motion carries.

Discussion Review of the 2022 Triennial FTA Review
Scott and his Team have completed the Triennial review with only 3 deficiencies being noted, all of which have been rectified to the FTA. Board Members thanked Scott and his Team for their work on the Triennial Review.

Marketing Report Annelise Walker
Annelise reviewed the Billboards that are promote Harbor Transit’s Beach Express and Lakeshore Trolley Services for the months of May, June, July and August. Billboards are located at the Intersection of M- 104 and 148th Street and North of Van Wagoner Road on US-31.
Annelise reviewed the Social Media Account growth with Facebook a 13.8% increase with 1,095 followers.
Advertising Bus Wrap from St. John’s Lutheran School was reviewed.

Human Resources Update Mollie Hruskach
Mollie discussed the need for Harbor Transit to put on 20 drivers before August 31, 2022. We have currently hired and retained 3 Bus Operators.
Harbor Transit is using BS & A Software for Applicant Tracking.
Human Resources is also looking at a retention program for current employees.

Operations Update Scott Borg
Scott shared ridership statistics going back to 2016, and reviewed Ridership by Municipality. Reviewed Mercy at the Lakes Ridership.
98.26 Ridership performance.
4 Crashes since the last Board Meeting. 3 Customer Complaints since the last Board Meeting.

Director’s Report Scott Borg
Scott reported that Harbor Transit did not have any COVID-19 cases for the months of May and June 2022.
Scott reviewed that Routematch was sold to Tripspark and Harbor Transit was looking to complete an RFP for new Software.
Harbor Transit has 3 buses on order through the MDOT Pilot Program. We are hoping delivery is before September 1, 2022.
MDOT/Michigan State University Survey is being redone as the original survey was lost by the USPS. Coast Guard 2022 plans are in place and we anticipate a successful Coast Guard Festival.
Harbor Transit has 1 Bus Operator participating in the 2022 Bus Rodeo in Frankenmuth, MI.
Scott reviewed the open Board positons. The Harbor Transit Board currently has an Open At-Large Board Member Position and (LAC) Local Advisory Council Positon. We are looking for a LAC Member from the Village of Spring Lake.
Board Member Chris Burns asked if there has been any discussion on purchasing Electric Buses. Board Member Burns thanked Scott for having a concise agenda packet.

Next regularly scheduled Board Meeting will be held on September 28, 2022 at 4:30 PM at The City of Grand Haven 519 Washington Avenue Grand Haven, MI 49417.

March 23, 2022 Board Meeting Minutes

Aug 15, 2022 | HTMMTS Boards, HTMMTS Meeting Minutes

Regular Board Meeting Minutes March 23, 2022
Spring Lake Township Hall

Meeting Called to Order by President Craig Bessinger at 4:33 p.m.

Roll Call

Present: Craig Bessinger, Pat McGinnis, Cathy Pavick, Bill Cargo, Jerry Sias, Gordon Gallagher, Chris Burns
Absent: Joel TePastte, Kevin McLaughlin, Don Reiss
Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Annelise Walker, Marketing Coordinator, Theresa Dreese, Lead Dispatcher, Tom Burghardt, Operations Supervisor, Trina Robinson, Consultant

Approval of the January 26, 2022, HTMMTS Board Meeting Minutes
Motion by Cathy Pavick, second by Chris Burns, to accept the minutes from the Meeting held January 26, 2022. Motion carries.

Additions/Corrections to the Agenda
No changes or additions
Motion by Gordon Gallagher, second by Bill Cargo, to approve the agenda. Motion carries.

Public Comments
None

Payable Warrant and Financial Statements
Dana Appel reported on the statements and answered questions from Board Members.
Motion by Gordon Gallagher, second by Pat McGinnis to accept the Payable Warrant and Financial Statements as presented. Motion carries.

Approval of LAC Advisory Members.
Angie Davis will represent persons with a disability for the City of Grand Haven, MI, one-year Term. Lisa Greenwood will represent persons with a disability for the City of Grand Haven, MI, one-year term.
Heather Phillips will represent persons with a disability for Grand Haven Township, one-year term.
Moved by Pat McGinnis, second by Chris Burns, to approve the appointments as presented to the Local Advisory Council. Motion carries.
HTMMTS still has one opening that needs to represent the Village of Spring Lake.

Discussion/Action on HTMMTS Advertising Fee.
Annelise Walker offered a presentation on wrapping buses with advertisement. $100 per month for a twelve-month contract AND advertisers cover the cost of wrap/installation. Fresh Coast Design offered the best price to do the wrap ($1,912.80).
Motion by Pat McGinnis, second by Cathy Pavick, to approve the bus wrapping policy as presented by staff. Motion carries.
Annelise handed out promotional items to board members (stress squeeze bus, pens and magnets) Working with Ferry School classes in an interactive educational program – the kids have designed a route that they will be able to take as part of the program.

Harbor Transit – Muskegon Area Transit (MATS) Regional Study update.
Scott reported on the current state of the discussions about joint ventures between MATS and Harbor. Consultant will work with Muskegon to re-establish their agency as an Authority. There may then be further exploration of possible mutual efforts to collaborate.
Scott was asked to contact Jim Koens and Elizabeth Butler to discover other ways we might be able to help local employers secure reliable transportation for their employees.

Trolley Project # 2 -2022 Pilot Spring Lake Trolley Loop.
Loop will go to Fruitport and all the way around Spring Lake and out to Fisherman’s Parking Lot at the north pier. It will be calibrated to connect with the Buccaneer loop and the connection will be at the Holiday Inn.
Motion by Bill Cargo to approve the pilot project, support by Gordon Gallagher. Motion carries.

HTMMTS Building update.
Found 7.2 acres at the corner of Ferris and US-31; we are doing an appraisal with local funds to try to establish a value to help us negotiate.

Operations Update.
Scott reported on ridership numbers and accident incidents.

Transportation Directors Report – Scott Borg
Opening conference is June 30, exit conference in July. Will be a very busy two-week period.
LAC meeting was on February 16. The new members appointed tonight will be very valuable. Next meeting is May 18 at 1:15 p.m. at the Grand Haven Community Center.

Board Members Comments:
Patrick McGinnis reported that Grand Rapids Community College is interested in possible connections between MAX and Harbor to get students back and forth between the systems and to the GRCC Lakeshore Campus in Holland. He will pass along contact information to Scott.

Next regularly scheduled Board Meeting will be held on May 25, 2022 at 4:30 PM at City of Ferrysburg Administrative Office, 17290 Roosevelt Road.

May 25, 2022 Board Meeting Minutes

May 28, 2022 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Multi-Modal Transportation System

Regular Board Meeting Minutes May 25, 2022 Ferrysburg City Hall

Meeting Called to Order by President Craig Bessinger at 4:33 p.m.
Roll Call
Present: Craig Bessinger, Pat McGinnis, Cathy Pavick, Bill Cargo, Gordon Gallagher, Chris Burns, Don Reiss, Joel TePastte, Bill Cate
Absent: Kevin McLaughlin
Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Annelise Walker, Marketing Coordinator, Theresa Dreese, Lead Dispatcher, Tom Burghardt, Operations Supervisor, Molly Hruskach, Human Resources Director, Trina Robinson, Consultant, Carrie Uthe, Advisory Council

Approval March 23, 2022 HTMMTS Board Meeting Minutes
Motion by Bill Cargo, second by Chris Burns, to approve the minutes of the March 23, 2022 meeting. Motion carries.

Approval of Regular Agenda
Motion by Bill Cargo, second by Chris Burns, to approve the agenda as presented. Motion carries.

General Business/Call to Audience
None
Discussion/Action of Payables Warrant and Financial Statements.
Motion by Bill Cargo, second by Chris Burns, to approve the payables warrant and financial statements as presented. Motion carries.

Discussion/Action on Financial Update and Statistics.
No action necessary.

Discussion/Action on Amended Capital Projects for FY2022.
Motion by Bill Cargo, second by Chris Burns, to approve the proposed amendments to the Capital Budget for 2022 FY as presented. Motion carries.

Discussion/Update on RFP Proposal for Required Service for Right Away and Land Acquisition Services.
No action necessary.

Board Approval of Progressive A/E Contract.
Motion by Bill Cargo Chris Burns to approve the contract. Motion carries with Pat McGinnis voting no.

Discussion/Update on Local Advisory Council Meeting held on May 18, 2022.
Carrie Uthe was present and remains a tireless advocate of Transit services in Northwest Ottawa County. The Advisory Council is alive and well and will continue to meet quarterly.

Marketing Report Annelise Walker
Annelise distributed new trolley brochures and the 2020-2021 Annual Report. She also shared a customer service survey that showed very favorable responses. MSU is doing a survey for us this summer in cooperation with MDOT.

Operations Update Scott Borg
Scott shared ridership statistics going back to 2017.
99.33% on time performance
Five crashes since our last meeting, injured passenger from acceleration before passenger was seated, scooter rode off the bus and a few disciplinary actions.

Director’s Report

• Scott introduced Molly Hruskach, new Human Resources Director.
• Heavy COVID infections at Harbor Transit. Unfortunate news about RouteMatch – they will no longer be actively supporting the software.
• Will have results of the triennial audit at the July meeting.
• Safety Committee is now empowered at Harbor Transit, and they will be supported (within reason) by leadership.

Farewell Pat McGinnis. Scott read a nice tribute to Mr. McGinnis who is resigning his position in Grand Haven to accept a similar position in the City of Portage.

Next regularly scheduled Board Meeting will be held on July 27, 2022 at 4:30 PM at the Village of Spring Lake Administrative Offices, 102 West Savidge Street, Spring Lake, MI 49456

January 26, 2022 Board Meeting Minutes

Jan 31, 2022 | HTMMTS Boards, HTMMTS Meeting Minutes

Harbor Transit Multi-Modal Transportation System (HTMMTS)

Regular Board Meeting Minutes January 26, 2022
Grand Haven Township Hall

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

Roll Call
Present: Craig Bessinger, Pat McGinnis, Cathy Pavick, Kevin McLaughlin, Bill Cargo, Don Reiss, Jerry Sias
Absent: Joel TePastte, Gordon Gallagher, Chris Burns
Also Present: Scott Borg, Harbor Transit Director, Dana Appel, Finance and Compliance Director, Jason Mitchell, Vredeveld Haefner

Approval of the December 1, 2021, 2021 HTMMTS Board Meeting Minutes
Motion by Bill Cargo, second by Jerry Sias, to accept the minutes from the Meeting held December 1, 2021, thereby independently approving all actions taken at that meeting by the full Board (no quorum on December 1). Motion carries.

Additions/Corrections to the Agenda
No changes or additions
Motion by Don Reiss, second by Cathy Pavick, to approve the agenda as amended. Motion carries.

Public Hearing
Chair Bessinger opened a public hearing at 4:35 p.m. on the Harbor Transit Fiscal Year 2022-2023 Budget Dana Appel presented the 2022-23 budget and answered Board Member questions.
Close Public Hearing at 4:41 p.m.

New Business
Discussion/Action of Financial Audit 2021
Jason Mitchell from Vredeveld Haefner presented the Audit to the Board. Added to fund balance nearly $1 million, but this is largely a result of money received in ARPA and CARES Act funding (non- recurring). Mr. Mitchell reported that there were no audit findings or issues and he would qualify this as a clean audit. Motion by Bill Cargo to accept the Audit for 2021-22, second by Kevin McLaughlin. Motion carries.

Discussion/Action of Final FY Budget 2022-2023
Dana again presented the proposed 2022-2023 budget and answered Board Member questions. Cash balances are up to approximately $2.4 million as of the end of the fiscal year ending September 30, 2021. Aiming for $3.5 million to secure on-hand resources for an eventual building project. At the end of the new FY (September 30, 2023), we should be at $3 million, and Dana would like to restrict at least $1.5 million of these surplus funds to be dedicated to the new building project.
Moved by Bill Cargo to approve the 2022-2023 budget as presented, second by Jerry. Motion carries.

Discussion/Action of 2022/2023 Fee Schedule
$1.50 in advance/$2.50 same day
$.75 in advance/$1.25 same day for various discounted rate.
Moved by Bill Cargo to approve passenger and advertising rates as presented, second by Cathy Pavick. Motion carries.

Discussion/Action of 2022/2023 Uniform Millage Rate Determination
Motion by Bill Cargo to set transit millage rate at .6 mills for 2022-2023, second by Pat McGinnis. Motion carries.

Discussion/Action of 2022/2023 FY Resolution of Intent
This is a resolution to establish that the System intends to apply for and secure funding from various governmental sources to provide local transit services.
Motion by Bill Cargo to approve the Resolution of Intent as presented, second by Kevin McLaughlin. Motion carries.

Discussion/Action of 2022-2023 Contract Clauses Certification
This resolution establishes compliance with Federal contract guidance – it is required by MDOT that all sub-grantees maintain compliance.
Motion by Bill Cargo to approve the Contract Clauses Certification as presented, second by Kevin McLaughlin. Motion carries.

Discussion/Action of Calendar Year 2022 Resolution to Adopt the Annual Exemption Option

Public Act 152 requires that the Board pass an annual resolution to authorize the health care premium share that is over the hard cap and below the required 20% employee contribution.
Motion by Bill Cargo, second by Kevin McLaughlin, to adopt the annual PA 152 exemption resolution as presented. Motion carries.

Discussion/Action of Accounts Payable and the Financial Statements
Motion by Bill Cargo, second by Jerry Sias, to accept the Accounts Payable and Financial Statements. Motion carries.

Discussion/Action of Grants Management Policy
Motion by Pat McGinnis to approve Grants Management Policy, second by Bill Cargo. Motion carries.

Discussion/Action of ADA & Reasonable Modification Policy
Motion by Pat McGinnis to approve ADA & Reasonable Modification Policy, second by Bill Cargo. Motion carries.

Discussion/Action of Title VI Policy
Motion by Pat McGinnis to approve Title VI Policy, second by Bill Cargo. Motion carries.

Discussion/Action of EEO Policy
Motion by Pat McGinnis to approve EEO Policy, second by Bill Cargo. Motion carries.

Discussion/Action A/E Services
Scott Borg explained that we sought bids and received three proposals, interviews were held with two of the firms, and administration is recommending Progressive AE for the architect of record for the coming building project.
Pat McGinnis stated that he believed it was a betrayal of the public trust to hire the same firm to build the building that was used to offer the advice that a building was needed, and he would not be supporting this action.
Motion by Bill Cargo to execute a contract with Progressive AE, second by Cathy Pavick.
Yes: Craig Bessinger, Cathy Pavick, Kevin McLaughlin, Bill Cargo, Don Reiss, Jerry Sias No – Pat McGinnis
Motion carries.

Discussion/Action Fare Policy
This is required by the Federal Government and was discovered during preparation for the triennial review by the Federal Transportation Administration.
Motion by Bill Cargo to approve the Fare Policy as presented, second by Cathy Pavick. Motion carries.

Discussion/Action Procurement Policy
This is required by the Federal Government and was discovered during preparation for the triennial review by the Federal Transportation Administration.
Motion by Bill Cargo to approve the Procurement Policy as presented, second by Cathy Pavick. Motion carries.

Discussion/Action Appointing Kevin McLaughlin to the MPO Policy Board/WMSRDC representing Harbor Transit
Motion by Pat McGinnis to appoint Kevin McLaughlin to the MPO Policy Board to represent Harbor Transit, second by Bill Cargo. Motion carries.

Personnel Manual Update Drug-Free Workplace
This action would reflect FTA requirements.
Motion by Cathy Pavick, second by Don Reiss, to approve the update to the Drug-Free Workplace policy. Motion carries.

Old Business
Discussion/Action to approve 2022 – 2025 Harbor Transit Strategic Plan
Motion by Jerry Sias to approve the 2022 – 2025 Harbor Transit Strategic Plan, second by Don Reiss. Motion carries.

Marketing Update Annelise Walker – Annelise not present so a brief verbal report was offered by Scott Borg.

Transportation Director’s Report – Scott Borg

• We’ve had a few “limited service” days during recent inclement weather.
• West Michigan Regional study will recommend the Muskegon system break from the County
  and re-establish service for those entities that desire the service. Merger does not appear to be a workable solution. We will continue to study opportunities.
• The land acquisition effort continues to be a struggle.
• 23 items on the triennial audit; it was delayed one year so it is technically a four-year audit.
• Two at large positions available, one for the Board and one for the Advisory Committee. Please pass interest along to Scott if you have someone in mind.

Board Members Comments:
Board members made complementary remarks about staff and system performance.

Next regularly scheduled Board Meeting will be held on March 23, 2022 at 4:30 PM at Spring Lake Township Office, 102 West Savidge Street, Spring Lake, MI 49456