Salem Area Mass Transit District BOARD OF DIRECTORS AGENDA

Transcription

1 Salem Area Mass Transit District BOARD OF DIRECTORS Thursday, September 27, :30 PM Regular Meeting City of Salem - City Council Chambers 555 Liberty Street SE, Salem OR, AGENDA A. CALL TO ORDER & NOTE OF ATTENDANCE B. PLEDGE OF ALLEGIANCE Ron Christopher C. ANNOUNCEMENTS & CHANGES TO AGENDA D. PUBLIC COMMENT - Each person s comments are limited to three (3) minutes. E. CONSENT CALENDAR 1. Approval of Minutes [Action] a. Special Meeting of August 13, b. Regular Meeting of August 23, F. ITEMS DEFERRED FROM THE CONSENT CALENDAR G. ACTION ITEMS 1. Budget Committee Citizen Member Appointments Citizen Advisory Committee Member Appointments H. INFORMATION ITEMS 1. Keizer Transit Center Update 2. Presentation of New District Website I. REPORTS 1. Board Subcommittee Report.. a. Board Work Session of August 13, Capital Projects Report [Receive and File] J. BOARD & MANAGEMENT ISSUES 1. General Manager 2. Board President 3. Board of Directors K. EXECUTIVE SESSION Members of the media permitted to attend an Executive Session are requested not to report, disclose or publish the content of any Executive Session pursuant to ORS (4)(5). Pursuant to ORS (2)(f) and ORS (2)(h) the Board will meet in Executive Session to consider information or records that are exempt from disclosure by law; and consult with attorney(s) designated by the governing body regarding their legal rights and duties in regard to current litigation or litigation that is more likely than not to be filed. L. ADJOURNMENT

2 Salem Area Mass Transit District Board of Directors Meeting Agenda September 27, 2012 Page 2 Salem Area Mass Transit District 2012 Board of Director Goals Short-Term (less than five years): 1. Seek new sustainable revenue sources in order to increase service levels 2. Cultivate additional business and community partnerships a. Brown bag lunch series with local governments b. Brown bag lunch series with community and business leaders c. Town Hall Forums 3. Make the budget document user-friendly, easily understood, and transparent 4. Work with cities on transportation enhancements Long-Term (more than five years): 1. Conduct a long-term facility needs assessment and plan 2. Research and review additional transit delivery service models such as rapid transit or fixed guideway options 3. Incorporate the Transportation Growth Management study recommendations for coordinated regional connectivity 4. Partner with local non-profits to identify transit service needs and grant opportunities Approved: February 23, 2012 BOARD MEETING PROCEDURES CONSENT CALENDAR AND AGENDA ITEMS All items on the Consent Calendar will be adopted as a group by a single motion unless a Board member requests to withdraw an item for discussion. Action on items requested for discussion will be deferred until after adoption of the Consent Calendar. Comments on specific items will be taken after the staff report and before Board discussion for each agenda item. APPEARANCE OF INTERESTED CITIZENS & AGENCIES Time is designated on every Board agenda for questions or statements by persons in the audience on any items of Board business, including those items appearing on the agenda which are subject to public hearing. Individual citizens will be invited to come forward in a manner similar to that prescribed for public hearings and make any statement they wish, being limited to three minutes. Members of any agency wishing to make statements should submit their statement in writing to the Clerk of the Board per the agenda deadline below. At the designated meeting, the agency representative will be invited to come forward to speak for a limit of five minutes on their item. TO GET ITEMS ON THE AGENDA All communications and matters that appear on the Board agenda must be submitted to the Clerk of the Board by noon on Wednesday, one week prior to the Board meeting. You are encouraged to mail, or bring your written communication to Salem-Keizer Transit, 925 Commercial St. SE, Suite 100, Salem, OR 97302; SKT@cherriots.org. SPECIAL ACCOMODATIONS Those individuals needing special accommodations such as sign or other language interpreters to participate in the Board meeting must request such services at least 48 hours prior to the meeting. Please direct your request to the Clerk of the Board at Hearing impaired please call Oregon Telecommunications Relay Service, 711. PROCEDIMIENTOS DE LA REUNIÓN CALENDARIO DE CONSENTIMIENTO Y ARTÍCULOS DE AGENDA Todos los artículos en el Calendario de Consentimiento serán adoptados como grupo por un única propuesta a menos que un miembro de la Junta solicita retirar un artículo para discusión. La acción sobre artículos solicitados para discusión serán diferidos hasta después de la adopción del Calendario de Consentimiento. Comentarios sobre artículos específicos serán adoptadas tras el informe de personal y antes de la discusión de la Junta para cada orden del día. COMPARECENCIA DE LOS CIUDADANOS Y AGENCIAS INTERESADAS Este es el tiempo designado en cada orden del día de la Junta para preguntas o declaraciones por las personas en la audiencia, de cualquiera de los puntos de los asuntos de la Junta, incluyendo aquellos puntos que aparecen en el orden del día que estén sujetos a una audiencia publica. Se le invita a los ciudadanos individuales a presentarse en una forma similar a los prescritos para las audiencias públicas y a hacer cualquier declaración que deseen, estando limitadas a (3) minutos. Cualquier miembro de una agencia que desee hacer declaraciones en ese momento debe enviar la información al personal de la Junta de acuerdo a los plazos abajo mencionados. En la reunión designada, el miembro de la agencia será invitado a presentarse para hablar, con un límite de (5) minutos en su asunto. PARA TENER ASUNTOS EN EL ORDEN DEL DIA Para que todas las comunicaciones y asuntos aparezcan en el orden del día de la Junta, deben ser enviados al personal de la Junta antes del mediodía del miércoles de la semana previa a la reunión de la Junta. Si Ud. tiene algún asunto que quiera presentar ante la Junta en el futuro, le animamos a mandarlo por correo o traer una comunicación por escrito al Distrito de Transito del Área de Salem, 925 Commercial St. SE, Suite 100, Salem, OR 97302; ; SKT@cherriots.org. NECESIDADES ESPECIALES Aquellos individuos que necesiten servicios especiales como Interpretes para el lenguaje de señales u otros, para participar en la reunión de la Junta, deben solicitar dichos servicios al menos 48 horas antes de la reunión. Por favor dirigir su solicitud al Secretario de la Junta al Las personas sordas por favor llamar al Servicio de Telecomunicaciones de Oregon, 711. NEXT REGULAR MEETING DATE: Thursday, October 25, 2012 at the City of Salem Council Chamber SAMTD Board of Director regular meetings are televised and can be viewed on CCTV s website: Board meeting agenda packets and schedules for these public meetings can be found on our website at AGENDA.Doc 9/25/2012 8:46:31 AM Salem Area Mass Transit District ~ 925 Commercial St SE, Suite 100 ~ Salem, OR Phone (503) ~ Board of Directors Address: Board@cherriots.org

3 BOARD OF DIRECTORS Salem Area Mass Transit District August 23, 2012 Index of Board Actions Action Page Moved to direct the Second Reading of Ordinance by title. 2 Moved to close the Public Hearing Moved to close the Public Hearing that began at the July 26, 2012 Board meeting and continued to the August 23, 2012 Board meeting receiving citizen testimony regarding proposed changes to the fare structures, fare programs, and fare levels as described in Attachment B pursuant to ORS (3). 2-3 Moved to adopt Ordinance to repeal Ordinance and establish a revised fare structure, rates and effective date that must be established to ensure the continued safe and efficient operations of the District 3 Moved to pull the minutes for the July 26, 2012 Board meeting from the Consent Calendar to make a correction on page 4 in the last paragraph where it should read Director Krebs worked out of state and did not attend the picnic but did attend the work session. He said that citizens in his subdistrict had a grass roots meeting to discuss starting a petition to get a bus stop at the corner of 12 th Street and Madrona Madison. He will support their efforts. 3 Moved to approve the minutes of the July 26, 2012 Board meeting as corrected. 3 Moved to authorize the General Manager to finalize negotiations and enter into a not-to-exceed $110,000 contract with the City of Salem for Police Services. 3 [Regular Board meetings are video recorded and are available for viewing on the CCTV website at Minutes of the Board of Directors Meeting Salem Area Mass Transit District August 23, 2012 Page 1

4 MINUTES BOARD OF DIRECTORS Salem Area Mass Transit District August 23, 2012 City of Salem City Council Chambers 555 Liberty Street SE, Salem Oregon Board Members Present Jerry Thompson, President Bob Krebs Doug Rodgers Kate Tarter Marcia Kelley Steve Evans Absent: Ron Christopher Staff Present Allan Pollock Paula Dixon Sadie Carney Steve Dickey Sue Quick Linda Galeazzi Jared Choc Jared Isaksen Chad Fosnight Roxanne Rolls Ben Fetherston, SAMTD Legal Counsel CALL TO ORDER AND NOTE OF ATTENDANCE A. 6:30 PM Attendance was noted and a quorum was present. PLEDGE OF ALLEGIANCE B. Director Evans led the Pledge of Allegiance. ANNOUNCEMENTS C. None PUBLIC COMMENT D. None SECOND READING OF ORDINANANCE #12-02/PUBLIC HEARING E. Changes to Fare Structure, Rates and Effective Date Staff report: Steve Dickey, Director of Transportation Development gave the staff report from pages 3-16 of the agenda. He noted that the Public Hearing to receive testimony from citizens on the subject of Ordinance regarding proposed changes to the fare structures, fare programs, and fare levels had been open for 30 days since the July 26, 2012 board meeting. Motion: Moved to direct the Second Reading of Ordinance by title. Motion by: Director Rodgers Seconded by: Director Tarter Vote: Motion Passed Aye: 6 Nay: 0 6:32 PM President Thompson asked if anyone in the audience was there to testify about the changes to the fares and noted that the Board received written testimony from citizens at the July 26 th meeting. Testimony: There was no testimony. Motion: Moved to close the Public Hearing that began at the July 26, 2012 Board meeting and continued to the August 23, 2012 Board meeting receiving citizen testimony regarding proposed changes to the fare structures, fare programs, and fare levels as described in Attachment B pursuant to ORS (3). Minutes of the Board of Directors Meeting Salem Area Mass Transit District August 23, 2012 Page 2

5 Motion by: Director Tarter Seconded by: Director Rodgers Vote: Motion Passed Aye: 6 Nay: 0 6:40 PM Public Hearing Closed DELIBERATION OF PUBLIC HEARING AND ORDINANCE F. Discussion: President Thompson reviewed the process the District went through to get public feedback about fare structure changes at open houses held around the community and at several work sessions. Motion: Moved to adopt Ordinance to repeal Ordinance and establish a revised fare structure, rates and effective date that must be established to ensure the continued safe and efficient operations of the District. Motion by: Director Krebs Seconded by: Director Evans Vote: Motion Passed Aye: 6 Nay: 0 CONSENT CALENDAR G. Pull the July 26, 2012 Minutes from the Consent Calendar Motion: Moved to pull the minutes for the July 26, 2012 Board meeting from the Consent Calendar to make a correction on page 4 in the last paragraph where it should read Director Krebs worked out of state and did not attend the picnic but did attend the work session. He said that citizens in his subdistrict had a grass roots meeting to discuss starting a petition to get a bus stop at the corner of 12 th Street and Madrona Madison. He will support their efforts. Motion by: Director Krebs Seconded by: Director Tarter Vote: Motion Passed Aye: 6 Nay: 0 Motion: Moved to approve minutes of the July 26, 2012 Board meeting as corrected. Motion by: Director Krebs Seconded by: Director Tarter Vote: Motion Passed Aye: 6 Nay: 0 ACTION ITEMS 6:45 PM I. Contract with the City of Salem for Police Services Staff Report: Presented by Sue Quick, Director of Operations from page 23 of the agenda. Discussion: There was discussion about the cost savings to the District with a reduction in the police department s service hours. The contract for on-call services with the downtown patrol unit is a part of a new security model in partnership with District staff and G4S Security. District staff and G4S officers will be on duty from the start of business to closing. The downtown patrol unit will be on-call from 12:00 p.m. to 9:00 p.m. when the last bus leaves the transit mall. The one-year contract is retroactive to July Comments: Evans, Rodgers, Tarter, Kelley, Quick Motion: Move to authorize the General Manager to finalize negotiations and enter into a not-to-exceed $110,000 contract with the City of Salem for Police Services. Motion by: Director Krebs Seconded by: Director Evans Vote: Motion Passed Aye: 6 Nay: 0 Minutes of the Board of Directors Meeting Salem Area Mass Transit District August 23, 2012 Page 3

6 INFORMATION ITEMS J. None REPORTS K.1 Work Plan Progress Report 4 th Quarter Staff Report: Presented by Jared Choc, Strategic Planning/Technology Services Manager from pages of the agenda. K.2 Performance Report 4 th Quarter Staff Report: Presented by Jared Choc from pages of the agenda Discussion: There was discussion about the fare revenue, ridership, and accidents. In fiscal year , Cherriots buses traveled about 2.5 million miles. There were zero preventable accidents in the third quarter and less than one per 100,000 miles in the first, second and fourth quarters. This was significantly low enough that the District s safety record earned them national recognition among all of the transit districts according to the American Public Transportation Association (APTA). Non-youth, fixed route ridership has remained relatively consistent across the years while non-youth pass sales increased. A significant decrease occurred in youth ridership with the loss of the Department of Energy s Business Energy Tax Credit (BETC) student bus pass program. Youth fares and BETC proceeds at $900,000 represented a substantial portion of the FY 2011 revenue that was lost. Paratransit rides increased with the addition of clients from Marion County s DD53 program that transitioned from Wheels to CherryLift service. Comments: Krebs, Evans, Kelley, Rodgers, Quick, Pollock K.3 Finance Report 4 th Quarter Staff Report: Presented by Jared Isaksen, accountant from pages of the agenda. The preliminary financial status of the District in FY 2012 indicates that Passenger Fares, excluding BETC revenue, were almost 10% over budget and $600,000 over last year. The District received all of the property taxes budgeted for at an increase of $100,000. Other revenue is $1 million below budget due to BETC credits which have not yet been sold. The District will receive $400,000 of the $450,000 in BETC credits that have been sold. Under Expenses, Personnel Services was well under budget by $400,000 from the previous year due to lower medical expenses. Capital Outlay was under budget by $1 million due to projects having been started later than anticipated. Fuel for CARTS was under budget but fuel for CherryLift was over budget by $125,000 due to the increased DD53 ridership. Both CNG and diesel fuel were under budget. CNG was $100,000 less than a year ago due to a change in the fleet. Overall FY 2012 will be a positive starting point for FY The final financial report will be available in November K.4 Rideshare Year-End Report for FY 2012 Staff Report: Presented by Roxanne Rolls, Rideshare & Outreach Coordinator from pages of the agenda. Yearend statistics showed: Total Users of the Carpool Data Matches at 1,024; Non SOV Miles at 848,805; Ridematch searches at 1,929; and Ridematch requests sent totaling 738. Minutes of the Board of Directors Meeting Salem Area Mass Transit District August 23, 2012 Page 4

7 Discussion: Comments: There was discussion about exploring a potential outreach opportunity to incorporate a Drive Less Connect Widget to the Work Source Oregon web site so that people looking for work could also register for the ridesharing program. Director Tarter K.5 Capital Projects Report The Capital Projects Report from pages of the agenda was received and filed. K.6 Board Subcommittee Report Oregon Metropolitan Planning Organization Consortium (OMPOC) Director Krebs prepared a written report to Board members in an . Mid-Willamette Valley Area Commission on Transportation (MWACT) Director Kelley reported that the commission received updates on greenhouse gas proposals and construction of the Woodburn interchange. They discussed the new STIP process and membership in MWACT. A public celebration for construction of the Newburg-Dundee bypass is planned for August 29 th at 10:00 a.m. Salem River Crossing Oversight Team (Director Krebs) The oversight team received testimony and answered questions about construction timelines, costs and funding of the river crossing project. A straw vote of the team resulted in support for the #4-D alternative that connects Salem Parkway to Pine Street, Hickory Street and Marine Drive to Hwy 22. Director Krebs abstained from the vote and advocated for more consideration of a transit alternative. Mr. Pollock said the Board will need to discuss the kinds of solutions they can support. The community will look for other solutions when they hear about the costs and funding for the project at $500-$600,000. The District has an opportunity to recommend transportation demand management alternatives, whether it be more transit, bus rapid transit, other transit or other alternatives that together would not cost as much. Director Krebs recommended they schedule a river crossing presentation at the Board s October 24th meeting and give some feedback to this time sensitive issue. League of Women Voters Transit Study (Directors Tarter, Krebs, and Evans) The transit study committee met today and is getting to a point where they will form their stand on transportation. Directors Tarter and Krebs agreed that the transit study report was a very good product and supports transit s mission. Kroc Access Study Project Director Tarter reported there was no meeting but they will hold public hearings in the future and may want to make a presentation to the Board. There were no meetings for the Special Transportation Fund Advisory Committee, Mid- Willamette Valley Council of Governments Board of Directors, Salem-Keizer Area Transportation Study Policy Committee (SKATS), and Community Transit Task Force. BOARD AND MANAGEMENT ISSUES L.1 General Manager s Report Cherriots Connect Day: Employees and family members painted the house of a fellow employee on August 4 th Ninety-seven volunteer hours were donated to this project. The yearend audit has been completed and will be available for review. The ground breaking ceremony for Keizer Transit Center was held on August 8 th and construction work has begun. A website to see the progress of construction can be viewed at Mr. Pollock attended the American Public Transportation Association (APTA) Small Operations Steering Committee planning session. He will moderate the Small Operations Minutes of the Board of Directors Meeting Salem Area Mass Transit District August 23, 2012 Page 5

8 meeting at the upcoming APTA Annual Conference in Seattle. Meetings have been held with Marion County and Structural Preservation Systems to finalize the remediation contract for the Courthouse Square project. A joint board meeting with the Marion County Commissioners is tentatively planned for September 12 th Open House at the West Salem Roth s is scheduled for August 29 th from 3:00-7:00 p.m. regarding the route and service changes made in that area. Oregon Transit Association s fall conference is in Seaside on September The conference conflicts with the Board s work session on September 10 th so the consensus of the Board was to cancel their work session. L.2 Board President President Thompson attended a webinar hosted by APTA on July 27 th about MAP-21, the Surface Transportation Authorization Law. He attended the Keizer Transit Center groundbreaking, the special board meeting and the work session held on August 13 th. L.3 Board of Directors Director Evans attended the groundbreaking ceremony, the special board meeting and work session, the CANDO neighborhood association meeting and the West Salem Neighborhood Association meeting where they reviewed the service changes to the West Salem area. He plans to attend the August 29 th open house and ride the buses in West Salem to hear comments from riders about the changes to the service. He also received two positive s about the new REDLine service. Director Tarter attended the SEDCOR meeting, the special meeting and work session, and the groundbreaking ceremony. Director Tarter and her family also experienced a house fire in August. She thanked her neighbor, Annalivia Palazzo and others who have helped to make sure that they were okay. Director Rodgers was busy with work-related issues this month so was not able to attend the groundbreaking ceremony but was able to attend the special meeting and work session. Director Krebs attended the Association of Oregon Rail and Transit Advocates in Portland. He attended the groundbreaking ceremony and neighborhood night out meetings where the neighborhood association presented him with a petition to restore a bus stop in the vicinity of 12 th Street and Madrona. He met with Mr. Pollock and the River Crossing Task Force, and he attended an OMPOC meeting in Bend. Director Kelley attended the groundbreaking ceremony and an MWACT meeting. She also participated in a trail blazing project at Fairmont Height Park in her neighborhood along with several football players from Willamette University who came to help with the project. M. ADJOURNED 7:46 PM Respectfully submitted, Jerry Thompson President Minutes of the Board of Directors Meeting Salem Area Mass Transit District August 23, 2012 Page 6

9 Attn: Clerk of the Board 925 Commercial St SE, Suite 100 Salem OR Phone: (503) ext Website: Application for Vacant Budget Committee Citizen Position OPEN POSITIONS: Subdistricts 2 and 4 LENGTH OF APPOINTMENT: July 1, June 30, 2015 NAME: ADDRESS: TELEPHONE: (Day) (Evening) How long have you resided at this address? Are you a registered voter? A. BACKGROUND Please provide a brief biography of your personal and professional background as it applies to the Budget Committee in the following areas: 1. Education 2. Work Experience S:\6\Galeazzi\Budget Committee (B.3.2)\Appointments\Application-Budget Com Subdistrict 2-4.Doc 9/5/2012 4:19 PM

10 3. Community Involvement (Include participation on Boards and Committees) 4. Other (Anything else you would like the Board to consider in reviewing your application, i.e., why you want to serve on the Budget Committee?) Date: Signature: S:\6\Galeazzi\Budget Committee (B.3.2)\Appointments\Application-Budget Com Subdistrict 2-4.Doc 9/5/2012 4:19 PM

11 For Board Meeting of September 27, 2012 Agenda Item # G.1 MEMO TO: FROM: THRU: SUBJECT: BOARD OF DIRECTORS LINDA GALEAZZI, ADMINISTRATIVE SECRETARY ALLAN POLLOCK, GENERAL MANAGER BUDGET COMMITTEE VACANCIES Issue Shall the Board reappoint Bill Holmstrom to the Budget Committee as a citizen member representing Subdistrict #4? Background and Findings There are two citizen member vacancies on the Budget Committee representing Subdistrict #2 and Subdistrict #4 due to their terms ending June 30, District Bylaws provide for filling vacancies on the Committee at the discretion of the Board as follows: a. A Qualified Elector must be a registered voter 18 years of age or older who resides within the Subdistrict, or within the District at-large. b. The Board member representing the Subdistrict of the vacancy may recommend to the Board the appointment of a qualified elector. The Board then moves to accept or reject that appointment; or c. The Board member representing the Subdistrict of the vacancy may call for applications for the Budget Committee. Bill Holmstrom has agreed to accept re-appointment to the Budget Committee. Bill has served on the Budget Committee as a citizen member since September 27, 2009, and was voted Chair of the Committee in Recommendation Director Rodgers recommends that the Board reappoint Bill Holmstrom to the Budget Committee as a citizen member representing Subdistrict #4 for a three-year term beginning July 1, 2012 and ending June 30, Proposed Motion I move that the Board reappoint Bill Holmstrom to the District s Budget Committee as a citizen-member representing Subdistrict #4 for a three-year term beginning July 1, 2012 and ending June 30, G.1 MEMO Budget Committee Vacancy Sub#4.Doc 9/21/2012 8:29 AM

12 ORS ¹ Budget Committee (1) Except as provided in ORS (Governing body of certain municipal corporations to be budget committee), the governing body of each municipal corporation shall establish a budget committee in accordance with the provisions of this section. (2) The budget committee shall consist of the members of the governing body and a number, equal to the number of members of the governing body, of electors of the municipal corporation appointed by the governing body; if there are electors fewer than the number required, the governing body and the electors who are willing to serve shall be the budget committee; and if there are no electors willing to serve, the governing body shall be the budget committee. (3) The members of the budget committee shall receive no compensation for their services as members of such committee. (4) Appointive members of the budget committee may not be officers, agents or employees of the municipal corporation. (5) Appointive members of a budget committee that prepares an annual budget shall be appointed for terms of three years. The terms shall be staggered so that, as near as practicable, one-third of the terms of the appointive members end each year. (6) Appointive members of a budget committee that prepares a biennial budget shall be appointed for terms of four years. The terms shall be staggered so that, as near as practicable, one-fourth of the terms of the appointive members end each year. (7) If any appointive member is unable to serve the term for which the member was appointed, or an appointive member resigns prior to completion of the term for which the member was appointed, the governing body of the municipal corporation shall fill the vacancy by appointment for the unexpired term. (8) If the number of members of the governing body is reduced or increased by law or charter amendment, the governing body of the municipal corporation shall reduce or increase the number of appointive members of the budget committee so that the number thereof shall be equal to but not greater than the number of members of the governing body. To effect a reduction, the governing body of the municipal corporation may remove such number of appointive members as may be necessary. The removals shall be made so that the number remaining will be divided into three, if the terms of the appointive members are governed by subsection (5) of this section, or four, if the terms of the appointive members are governed by subsection (6) of this section, equal or approximately equal groups as to terms. In case of an increase, additional appointive members shall be appointed for such terms so that they, together with the members previously appointed, will be divided into three or four, as appropriate under this section, equal or approximately equal groups as to terms. (9) The budget committee shall at its first meeting after its appointment elect a presiding officer from among its members. [Formerly ORS ¹ (Title not available: statute has been repealed or renumbered.) [1963 c.576 6; 1973 c.61 1; 1979 c.310 2; 1997 c.308 6; 2001 c ; renumbered (Budget committee) in 2011] G.1 ORS Budget Committee.Docx 9/21/2012 8:29 AM

13 RESOLUTION 90-1 BYLAWS 22-2 Budget Committee. Pursuant to the requirements and provisions of Section of Oregon Revised Statutes, a budget committee shall consist of the Board and a like number of qualified electors of the District who shall be appointed pursuant to the following: 1) Prior to the first meeting of the Budget Committee in any given year, vacancies in the office of appointive members of the committee shall be filled by appointment of the Board. 2) Appointments to the Committee may, at the discretion of the Board be made as follows: a) The Board member representing the subdistrict of the vacancy may recommend to the Board the appointment of a qualified elector. b) The Board member representing the subdistrict of the vacancy may call for applications for the Budget Committee. In this event, the procedures outlined in Rule 10, Board Vacancies, will be followed. c) Appointive members of the Budget Committee shall be appointed for terms of three years, and subsequently, upon recommendation of the Board members and subject to Board approval, may be reappointed to such position. RULE 10. BOARD VACANCIES a. The Board shall follow the procedures outlined in this Rule in appointing directors to fill vacancies; provided, however, that in the event that a Board member resigns on a date after the date on which the election is held for that Board member s subdistrict and prior to the date the duly elected director is to take office, the Board may appoint the Board member-elect to serve the remainder of the unexpired term of the Board member who resigned. In any other case of a vacancy for any cause in the office of a director, the remaining members of the Board shall appoint a resident of the affected subdistrict until June 30 of the next odd-numbered year at which time a director shall be elected to serve the remainder of the unexpired term or new term. b. Upon receipt of the resignation of a Board member, or when a vacancy occurs for some other reason, the Board shall declare the position to be vacant and cause to be published a public notice of such vacancy, inviting applications to be filed by all interested and qualified candidates who are residents of the subdistrict in which the position is being vacated. c. The Board shall establish a date when all applications must be filed with the District. d. After the date for filing has expired, the General Manager will set a time for all candidates to be interviewed by the Board. Prior to the interview, the General Manager will inquire and report back to the Board whether all candidates are eligible to serve. e. When the Board is satisfied it has reviewed all the applications, the presiding officer will call for a nominating ballot of those qualified persons making application and will then declare nominations closed. Each Board member shall vote for one person from among the nominees. Those persons who receive the two largest number of votes shall be designated as nominees for the final electing ballot, provided, however, that any nominee receiving four (4) votes shall be considered elected to fill the vacancy. f. Ballots shall be written ballots by each Board member. The tally shall be publicly called in reporting the ballot outcome. g. The nominee receiving a majority vote of the Board shall be appointed to the vacant position until June 30 of the next odd-numbered year in which a director shall be elected to serve the remainder of the unexpired term or new term G.1 Res 90 Rule 10 And 22 Budget Committee.Docx 9/21/2012 8:30 AM

14 This resolution rescinds Resolutions #80-1, adopted by the Board on February 7, 1980; #82-15, adopted October 28, 1982; #83-1, adopted by the Board on January 5, 1983; and #87-3, adopted on March 26, Adopted by the Board of Directors this 25th day of January, Resolution Date Action Change Feb 26, 1998 Amend Rule 7 Conflict of Interest Feb 26, 1998 Adopt Rule 15 Executive Session Policy Dec 16, 1999 Amend Rule 5.1 Employee Ineligibility Jan 20, 2000 Amend Rule 5 Eligibility & Duties Rule 9 Election of Officers Rule 11 Regular Meetings Rule 21 Smoking Rule 22 Committees Apr 30, 2001 Amend Rule 10 Board Vacancies Nov 26, 2001 Rule 1.1 Legal Name Nov 14, 2002 Amend Rule 11.1 Meeting Dates & Time Oct 23, 2003 Amend Rule 1.2 Other Name Change G.1 Res 90 Rule 10 And 22 Budget Committee.Docx 9/21/2012 8:30 AM

15 Attn: Clerk of the Board 925 Commercial St SE, Suite 100 Salem OR Phone: (503) ext Website: Application for Vacant Budget Committee Citizen Position OPEN POSITIONS: Subdistricts 2 and 4 LENGTH OF APPOINTMENT: July 1, June 30, 2015 NAME: ADDRESS: TELEPHONE: (Day) (Evening) How long have you resided at this address? Are you a registered voter? A. BACKGROUND Please provide a brief biography of your personal and professional background as it applies to the Budget Committee in the following areas: 1. Education 2. Work Experience S:\6\Galeazzi\Budget Committee (B.3.2)\Appointments\Application-Budget Com Subdistrict 2-4.Doc 9/5/2012 4:19 PM

16 3. Community Involvement (Include participation on Boards and Committees) 4. Other (Anything else you would like the Board to consider in reviewing your application, i.e., why you want to serve on the Budget Committee?) Date: Signature: S:\6\Galeazzi\Budget Committee (B.3.2)\Appointments\Application-Budget Com Subdistrict 2-4.Doc 9/5/2012 4:19 PM

17 For Board Meeting of September 27, 2012 Agenda Item # G.2 MEMO TO: FROM: THRU: SUBJECT: BOARD OF DIRECTORS SADIE CARNEY, DIRECTOR OF COMMUNITY RELATIONS ALLAN POLLOCK, GENERAL MANAGER CITIZEN ADVISORY COMMITTEE Issue Shall the Board appoint members to the Citizen Advisory Committee (CAC)? Background and Findings At the December 8, 2011 Board meeting, the Board of Directors approved Resolution #11-13 to formally authorize new Bylaws under Attachment A for the creation of a Citizens Advisory Committee. Board outreach efforts and a plan of action for committee formation was discussed at the July 9, 2012 Board Work Session. During the same work session, a tentative date of October 2012 was set for the first meeting of the Citizen Advisory Committee. Per the Board s direction, significant effort was taken to advertise and promote membership opportunities to serve on the Committee: Three advertisements ran in the Statesman Journal, including the Sunday edition. Announcements appeared in the Salem Area Chamber of Commerce e-newsletter, Keizer Chamber of Commerce e-newsletter, and on the SEDCOR website. An earned media piece appeared in the Statesman Journal, and on the City of Salem neighborhood association newsletter. s were distributed through Salem-Keizer Transit mailing lists and through Board of Directors networks. Targeted outreach specific to rider groups at Chemeketa Community College, the Latino Business Alliance, and to members of the Salem and Keizer Chambers of Commerce was conducted. Additional invitations have been extended to potential applicants based on their public comments. The District received nineteen applications for the CAC overall which are listed in Attachment B. Demographic characteristics of the applicant pool are represented in Attachment C. In accordance with the Bylaws half of the applicants are recommended for one year appointments and half are recommended for a two year appointment. Recommendation That the Board appoints members to the Citizen Advisory Committee as listed in Attachment B effective October 1, Proposed Motion I move that the Board appoint members listed in Attachment B to the Citizen Advisory Committee; and that their term of office begins October 1, G.2 MEMO CAC Appointments.doc 9/21/ :08 AM

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19 For Board Meeting of September 27, 2012 Agenda Item # G.2 SAMTD Board of Director BYLAWS Excerpt.. RULE 22. COMMITTEES a. The president, from time to time, or the Board, by majority vote of its members at any meeting, may appoint Board members and other interested private citizens and representatives of groups and organizations to serve on standing or special committees. At the time of appointment of such members, the president shall state the purpose and duties of the committee. Any committee authorized by the Board shall perform the duties prescribed by the Board at the time the committee was created and shall be subject to the direction and control of the Board. All committees shall have a chairperson elected as shown in Attachments A and B hereto. Recommendations of such committees shall be considered as advisory only. b. The purpose of each standing advisory committee, any conditions expressed by the District on the committee's organization or conduct, the membership and terms of appointment, and procedures for filling vacancies, shall be included as attachments to these bylaws. c. Except as may be specifically directed elsewhere in the bylaws, all provisions of these bylaws shall apply to committees and their meetings to the extent relevant, substituting "committee" for "Board", "committee members" for "directors", and "committee chairperson" for "president". d. All members of the Board and committees serve without compensation. e. Standing committees composed solely of members of the Board may not have more than three (3) members, and their sole purpose shall be to arrive at a specific recommendation for action to be taken by the full Board G.2 Res 90 Rule 22 Committees.docx 9/21/ :08 AM page (20A)

20 CITIZEN ADVISORY COMMITTEE - APPLICANT LIST For Board Meeting of September 27, 2012 Agenda Item # G.2 ATTACHMENT B 1. Eddie Plourde 1 year term 2. Eric Braman 1 year term 3. James Alderson 1 year term 4. John Gear 1 year term 5. John Hammill 1 year term 6. Marc Nisenfeld 1 year term 7. Richard Stevenson 1 year term 8. Robin Grupper 1 year term 9. Terrence Pratt 1 year term 10. Adele Honeyman 2 year term 11. Anna Cimaglio 2 year term 12. Christine Bell 2 year term 13. Cynthia Jewitt 2 year term 14. Edward Kale 2 year term 15. Erin Burns 2 year term 16. Greg Azure 2 year term 17. Mark Knecht 2 year term 18. Michael DeBlasi 2 year term 19. Moses Drake 2 year term Term length was assigned to create a balance of gender, age groups, employment status, neighborhoods, and ridership patterns over time. Student applicants were, by default, assigned a one year term G.2 CAC Attach B (2).docx 9/21/ :08 AM

21 For Board Meeting of September 27, 2012 Agenda Item # G.2 ATTACHMENT C CITIZEN ADVISORY COMMITTEE - DEMOGRAPHIC INFORMATION 14 Employment Employed Unemployed Retired Gender Male Female G.2 CAC Attach C.Docx 9/21/ :08 AM

22 For Board Meeting of September 27, 2012 Agenda Item # G.2 Age in Years Under Transit Use G.2 CAC Attach C.Docx 9/21/ :08 AM

23 For Board Meeting of September 27, 2012 Agenda Item # G.2 Race Native American/Native Alaskan Asian/Pacific Islander African American Caucasian Hispanic/Latino G.2 CAC Attach C.Docx 9/21/ :08 AM

24 Keizer Transit Center Construction Update September 27, 2012

25 Construction Progress August 8 th Photo September 26 th Photos

26 Accomplishments to Date The large pile has been completely removed! Compaction on bus driving lanes has begun Underground utilities started, will be complete on October 2 nd Building footings formed and poured

27 2 Week Look Ahead Geothermal Wells Site Electrical Trenching starting Excavate Trash Enclosure Footing Pour stem walls on building Building foundation insulation Fine Grade Building Pad Slab on Grade

28 Time-Lapse Video

29 Project Schedule Construction Start Pile Completely Removed Building Construction Begins Asphalt and Concrete Shelter Installation Project Signage Final Completion Aug 8, 2012 Sept 13, 2012 Sept 13, 2012 Oct 30, 2012 Dec 19, 2012 Jan 21, 2013 Feb 7, 2013

30 For Board Meeting of September 27, 2012 Agenda Item # I.1 MEMO TO: FROM: SUBJECT: BOARD OF DIRECTORS ALLAN POLLOCK GENERAL MANAGER BOARD MEMBER COMMITTEE REPORT Issue Shall the Board report on their committee participation and meetings attended? Background and Findings Board members are appointed to local, regional, or national committees. Board members also present testimony at public hearings on specific issues as the need arises. After these meetings, public hearings, or other activities attended by individual members on behalf of SAMTD, time will be scheduled for an oral report/update. The following activities have designated board member representation: Board/Committee Mid-Willamette Valley Council of Governments Board of Directors (MWVCOG) Salem-Keizer Area Transportation Study Policy Committee (SKATS) Oregon Metropolitan Planning Organization Consortium (OMPOC) Salem River Crossing Oversight Committee Mid-Willamette Valley Area Commission on Transportation (MWACT) Special Transportation Fund Advisory Committee (STFAC) League of Women Voters Transit Study Kroc Access Study Project Other public hearings or activities Director(s) President Thompson Director Krebs Director Krebs Director Krebs Director Kelley President Thompson Directors Tarter, Krebs, and Evans Director Tarter All Recommendation Receive and File Proposed Motion None I.1 Board Committee Report.Docx 9/21/2012 8:24 AM

31 Salem Area Mass Transit District BOARD OF DIRECTORS ~ Work Session ~ Monday, August 13, 2012 Salem-Keizer Transit Administration Office, Suite Commercial St. SE, Salem, OR Summary Board Members Present Staff Present Guests Jerry Thompson, President Bob Krebs Doug Rodgers Kate Tarter Marcia Kelley Ron Christopher Steve Evans Allan Pollock Paula Dixon Steve Dickey Sue Quick Chad Fosnight Charlie Clarke Jared Isaksen Linda Galeazzi Bill Holmstrom CALL TO ORDER 6:19 PM The work session was called to order immediately following the Special Board meeting. ANNOUNCEMENTS None 1. KEIZER TRANSIT CENTER UPDATE Staff Report: Chad Fosnight, Capital Projects Manager Board members received an overview of the schedule for construction of the Keizer Transit Center. PNC bid on the project and is under contract with a six-month construction window. They are currently working on erosion control and construction fencing, and getting permits into place. Mass excavation begins August 30 th and by January 30, 2013 there should be substantial completion of the punch list. A time-lapse camera has been installed on the Starbucks building so that live images can be taken of the construction progress automatically every 15 minutes. Viewers cans see the progression on the Cherriots website. Comments: Christopher, Kelley, Thompson, Pollock, Fosnight 2. THE REDLINE SERVICE UPDATE Staff Report: Sue Quick, Director of Operations In eight full days of ridership on the REDLine service, with word of mouth advertising, there were 285 riders who paid $254 in donation fares. Starting October 1 st the donation fare will change to a regular fare of $1.00. Dial-A-Ride service will also have a $1.00 per trip fare. Staff continues to get input from the Summary of the Board Work Session Salem Area Mass Transit District August 13, 2012 Page 1

32 Comments: riders about where they would like to go and on what days for future planning purposes. Last year, after evaluating the ridership data for this population, postcards were sent to the riders to find out if they would use this service. There are no special qualifications, like there is for CherryLift service, other than being a senior citizen or a person with a disability; and CherryLift riders are encouraged to transition to the REDLine service which runs to 6:00 p.m. The REDLine buses will be branded by October 1 st and a grand opening will be held to formally announce the new service. Board members were interested to know the trends of the service when that information is available. They also discussed whether it was possible to get donations from the stores they service or from foundations; or do something with advertising on the buses. Tarter, Evans, Rodgers, Quick, Pollock 3. SEPTEMBER SERVICE CHANGES UPDATE Staff Report: Steve Dickey, Director of Transportation Development Bus stops along the new routes have been sited and bus stop poles go in on Friday, August 17 th. Transit operators bid on work for the new service, and outreach plans are in the works. There was a quarter page article in the West Salem newspaper and there will be one in next month s paper as well. Comments: Kelley, Pollock 4. TRIENNIAL REVIEW REPORT Staff Report: Allan Pollock, General Manager The Triennial Review focused on the District s compliance in 24 areas of Urbanized Area Formula Grant activities related to FTA-funded projects that is required by the Federal Transit Administration (FTA) of the United States Department of Transportation (USDOT). There were eight deficiencies found and the District will make the necessary improvements according to the FTA s corrective actions and timelines. Comments: Tarter, Thompson, Dickey, Pollock 5. SERVICE SUGGESTIONS FROM TRANSIT OPERATOR RICH BEEBE Staff Report: Sue Quick, Director of Operations Transit Operator, Rich Beebe sent a letter with ideas for service improvements to the Board that they reviewed at the July 25 th board meeting. Staff was asked to review Mr. Beebe s comments and bring background information for Board review to the August 13 th work session. A draft of a letter written by President Thompson to Mr. Beebe was reviewed and signed. Staff will also provide the Board with a report of all the service improvements made since FY Board members liked the idea of responding formally to Mr. Beebe and hoped it would encourage ideas from other transit operators who are the eyes on the streets. Mr. Pollock spoke about the District s recognition programs. Comments: Evans, Kelley, Rodgers, Dickey, Pollock 6. SERVICE REQUEST FOR 12 th /MADRONA STREETS Staff Report: Director Bob Krebs Director Krebs received a petition from the Morningside Neighborhood Summary of the Board Work Session Salem Area Mass Transit District August 13, 2012 Page 2

33 Comments: Association requesting that a bus stop location be restored at 12 th Street and Madrona Avenue. The petition was entered into the record [herein given as Attachment A and by this reference made a part of these minutes]. Staff goes through a process to determine bus stop locations that will include outreach for more neighborhood input and input from school administrators at an elementary school located in the vicinity. Staff will report back at the next work session. Rodgers, Thompson, Krebs, Pollock 7. BUDGET COMMITTEE APPOINTMENTS Staff Report: Allan Pollock, General Manager Discussion: There are two citizen member vacancies on the budget committee with terms ending June 30, 2012 for Subdistrict #2 and #4. Board members representing those subdistricts bring their recommendations to fill those positions at a regular board meeting. The District asked legal counsel to review the Bylaws and statutes to see if budget committee member terms could be adjusted so that terms beginning July 1 st and ending June 30 th could begin October 1 st and end September 30 th, for example. This would give Board members time to speak to candidates about the time and commitment involved once the budget process is done in June. Comments: Christopher, Pollock 8. GENERAL MANAGER S COMMENTS Staff Report: Allan Pollock, General Manager The District and Marion County will meet again via conference call with Structural Preservation Systems to discuss the scope of work, and terms and conditions of the remediation contract for Courthouse Square. Because the contract has not yet been finalized, remediating the transit mall first may be delayed due to the weather. Points in the contract still being negotiated are deflection issues and finishes; despite that, when the contract has been cleaned up, they will bring it back to the Boards for approval. An August meeting of the Community Transit Task Force has been postponed until staff has information to share about a survey of the community that is being organized. A meeting date with the Marion County Commissioners is tentatively scheduled for September 12 th. Comments: Board members who plan to attend the American Public Transportation Association s annual meeting from September 30 th to October 3 rd in Seattle, Washington will need to RSVP by September 7 th so that travel arrangements can be made. Krebs, Kelley, Thompson, Pollock 9. MEETING ADJOURNED 7:49 PM Respectfully submitted, Linda Galeazzi Administrative Secretary/Clerk of the Board Summary of the Board Work Session Salem Area Mass Transit District August 13, 2012 Page 3

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35 For Board Meeting of September 23, 2012 Agenda Item # I.2 Capital Projects Update Keizer Transit Center September P&C Construction has made excellent progress in clearing the site of the large mound of fill. Sanitary and water utilities have begun being tapped and installed. In addition, we have begun placing the sub-base of the building footprint. It is anticipated that the building footings and stem walls will be poured by the end of September. August P&C Construction was the low bidder on the construction for the Transit Center. On Tuesday, August 7 th a contract was executed with P&C and notice to proceed was issued. The ground breaking ceremony was held on August 8 th which was a momentous event for the project. P&C anticipates an accelerated schedule which means project completion in late winter/early spring. July The design process has been completed and the bid documents were released on June 26 th. A pre-bid meeting was held on July 10 th where approximately 20 firms attended. The bids are due July 24 th and the apparent low bid will be presented at the July 26 th Board meeting. The groundbreaking ceremony has been scheduled for August 8 th. Courthouse Square September Contract negotiations are ongoing. Both County and Transit staff met with the Owners Rep and Structural to begin identifying the areas on each floor where floor levelness will need to be addressed. Additionally, Transit staff will be working with Carlson Veit (Architect) to begin identifying a scope of work to make tenant improvements on the 5 th floor. August Contract negotiations are still ongoing with Structural Preservation Systems. July All of the remaining items left in Courthouse Square has been removed. Staff is meeting internally to determine what changes will need to be made to work spaces to make it more efficient. Both County and Transit staff are working with Structural to finalize the contract so that work can begin I.2 Capital Project Update-SEPT 2012.Docx 9/21/2012 8:24 AM