KITSAP TRANSIT BOARD OF COMMISSIONERS MEETING MINUTES OF MARCH 6, 2018 Board of Commissioners Present: Daugs, Leslie, City of Bremerton Council Member Erickson, Becky, Mayor, City of Poulsbo, Vice Chair Fuller, Mark, Teamsters Local No. 589, non-voting member Garrido, Charlotte, Kitsap County Commissioner Gelder, Robert, Kitsap County Commissioner, Chair - absent Medina, Kol, Mayor, City of Bainbridge Island Putaansuu, Rob, Mayor, City of Port Orchard Stern, Ed, City of Poulsbo Council Member Wheeler, Greg, Mayor, City of Bremerton Wolfe, Edward, Kitsap County Commissioner Staff Present: Jill Boltz, Clerk of the Board; Darrell Bryan, Marine Services Director; Jeff Cartwright, Human Resources Director; John Clauson, Executive Director; Ellen Gustafson, Operations Director; Steffani Lillie, Service and Capital Development Director; Charlotte Sampson, Executive Assistant/Deputy Clerk of the Board; Paul Shinners, Finance Director. Also Present: Ron Templeton, Legal Counsel 1. CALL TO ORDER: Vice Chairperson Erickson called the meeting of the Kitsap Transit Board of Commissioners to order at 8:30AM. 2. AGENDA REVIEW Vice Chairperson Erickson welcomed Bremerton City Council Member Leslie Daugs to the Board. 3. CHAIRPERSON'S COMMENTS None. 4. CITIZENS' ADVISORY COMMITTEE REPORT Operations Director Gustafson noted that the last CAC meeting was cancelled due to illness and weather. Gustafson reminded the Board about the joint Board/CAC meeting on March 29th. The agenda will include introductions, the role of the CAC, and discussion on the Comprehensive Route Analysis, Silverdale Transfer Center, and presentation of the ACCESS Survey. Minutes of March 6, 2018 Board Meeting 1
5. PUBLIC COMMENT Michael Williams, Bremerton, spoke to riding the bus to Silverdale and not having the ability to get back on the bus using a transfer slip. Williams stated the transfer slips should be allowed at every bus stop. Robert Dent, Olympic College student, spoke on behalf of another student who experiences the hardship of using public transit due to the lack of bus service in Seabeck. Jerry McDonald, Bremerton, spoke to an article regarding the Board Composition Review. McDonald shared population calculations: Manchester, Port Orchard, Bremerton, Olalla and Southworth at 67,000; Bremerton alone at 40,675 plus 16,000 at the shipyard; and Bainbridge Island, Silverdale, Kingston, Poulsbo, Hansville, Port Gamble and Seabeck with 60,876. In addition, Bremerton has the ferry terminals. Once the two additional fast ferries are running it will change the area and the addition of 1,500 new housing units in the next couple of years will make it busier downtown. McDonald spoke to the numerous public services in Bremerton and the people who use the service relying on public transportation. 6. CONSENT I ACTION ITEMS a. Warrants for January 2018 Warrant numbers transit fund 143954 to 144253 in the amount of $2,331,755 Warrant numbers ferry fund 600477 to 600550 in the amount of $2,475,334 Payroll transfers in the amount of $1,867,205 Automatic Clearing House (ACH) account payments in the amount of $45,106 Travel Advances in the amount of $1,173 b. Minutes of February 20, 2018 Board Meeting c. Resolution No. 18-07, Authorizing the Purchase of Van Pool & Van Link Vans d. Resolution No. 18-08, Authorizing 2nd Quarter 2018 Procurements e. Resolution No. 18-09, Declaring Transit Driver Appreciation Day Commissioner Garrido moved and Commissioner Putaansuu seconded the motion to approve the Consent Agenda. Discussion: None. Motion passed unanimously. 7. FULL DISCUSSION/ACTION ITEM: a. Resolution No. 18-10, Authorizing Bid Award- M/V Finest Refurbishment Executive Director Clauson explained this resolution gives staff authority to award a contract to the successful bidder for the refurbishment of the MN Finest. Three bids were received and the apparent low bid was $3.4 million, approximately $100,000 under budget. Clauson shared that the MN Finest is scheduled to be delivered in Victoria, B.C. on March 7th and there is crew awaiting delivery and transport directly to the successful shipyard. Minutes of March 6, 2018 Board Meeting 2
Commissioner Putaansuu moved and Commissioner Stern seconded the motion to adopt Resolution No. 18-10, authorizing staff to award the bid for MN Finest Refurbishment to Nichols Brothers Boat Builders. Discussion: Commissioner Medina asked for clarification on the Engineer's Estimate and the budgeted dollar amount. Clauson explained that the budget was established and the Engineer's Estimate was received subsequent to the budget. Commissioner Garrido thanked staff for the worksheet and noted the difference in the line items between each of the bids. Clauson concurred and could only assume that some shipyards have the ability to provide more of the services in house. Motion passed unanimously. b. Resolution No. 18-11, Authorizing the Purchase of 22-foot ACCESS Vehicles Executive Director Clauson explained that this resolution authorizes staff to purchase additional vehicles for the ACCESS program. Vehicle Maintenance Supervisor Griffey added that these ten new ACCESS coaches will replace ten coaches that are at end of life. These coaches will be a continuation of the propane project that has worked very well; the buses have been very reliable and have very good driver acceptance. Commissioner Putaansuu asked about the brand of the buses. Griffey replied they are Ford chassis. Clauson noted that Griffey is the employee that provided the initial research and presentation on propane vehicles. The propane buses are performing outstanding, with less maintenance, cleaner burning [engines] and are less expensive to operate. Commissioner Daugs asked what the expected lifespan is of the new vehicles. Griffey explained the expected life is 150,000 miles but are operated routinely to 250,000 through good maintenance. Commissioner Medina noted that the funding is provided through a State grant and questioned if it was entirely paid for by the grant. Clauson clarified there is no local match for this grant. Commissioner Garrido moved and Commissioner Putaansuu seconded the motion to adopt Resolution No. 18-11, authorizing staff to purchase ten {10) twenty-two {22) foot ACCESS vehicles through the Washington State Department of Enterprise Services. Discussion: None. Motion passed unanimously. c. Resolution No. 18-12, Approving Procurement Policy Changes Executive Director Clauson explained the update to the procurement policy is in response to the Federal Government change to the definition of a "micro purchase." Minutes of March 6, 2018 Board Meeting 3
Commissioner Medina questioned why, in terms of our procurement policy, it is necessary to make the Federal changes. Clauson explained we are not obligated to make the changes; however, it does make it easier if the policies are in alignment with the Federal Government and noted this is a Triennial year. Commissioner Medina moved and Commissioner Wolfe seconded the motion to adopt Resolution No. 18-12, approving changes to Kitsap Transit's procurement policies as presented. Discussion: None. Motion passed unanimously. d. Resolution No. 18-13, Authorizing Delegation of Signature Authority Executive Director Clauson explained this resolution provides authority to the Executive Director to add or delete department directors from Kitsap Transit's accounts. Vice Chairperson Erickson asked about the current practice. Finance Director Shinners added that this resolution is on behalf of the bank, which is now requiring a formal resolution as opposed to the informal process and past practice. The alternative would be to come to the Board every time a director changes position and it is staff's opinion that is makes most sense to delegate that authority to the Executive Director. Commissioner Putaansuu moved and Commissioner Daugs seconded the motion to adopt Resolution No. 18-13, approving the delegation of assigning bank account signature authority to Kitsap Transit's Executive Director. Discussion: None. Motion passed unanimously. e. Presentation: ACCESS Customer Survey Results Operations Director Gustafson presented the background and results of the survey. The survey is conducted yearly using 10% of recent trips selected randomly. This year 107 passengers were contacted by phone. The categories include customer service, drivers, equipment and overall grade. The ratings were scored on a scale of 1 to 5, with 5 being the highest score. Overall Customer Service: 79% of the ratings were at a 5 Trip Quality/Driver Feedback: 89% of the ratings were at a 5 Overall Grade: 97% of customers gave a grade of A or B Commissioner Daugs questioned how many people participated in the survey. Gustafson explained 107 phone calls were made representing a little more than 10% of the daily ridership; daily weekday ridership is 750 and 250 on a Saturday. Daugs asked if any of the low ratings provide an opportunity for improvements and goal setting. Gustafson stated that every year, when the results come out, there is a conversation on what needs to be improved upon and goals are set. Commissioner Medina noted and commended staff for the majority, 61%, "A" ratings. Minutes of March 6, 2018 Board Meeting 4
Vice-Chairperson Erickson asked if there were any areas that should be looked into further. Gustafson shared that she would like to look into the level of patience that customer service assistants offer people. Busy days and being short staffed due to illness could be factors. Work schedules have been adjusted to ensure they are doing the best job possible, but this is an area to look into further. Vice Chairperson Erickson commended staff for getting such a great rating in the service to our most vulnerable population. 8. PROGRESS REPORTS a. Draft Financial Reports through January 2018 b. Capital Work in Progress c. Fuel Costs Report through February 2018 9. STAFF INFORMATION/EMPLOYEE RECOGNITION a. Employee Recognition: Recognizing January 2018 Driver of the Month in Routed -Kevin Kuhnhenn Operations Manager Jordan introduced Kevin Kuhnhenn. Kevin has been with Kitsap Transit since September 2016 and this is his first he was enjoying driving so much and was able to help people out, interact and be of service much more than he thought. Kevin currently serves on the Safety Committee and his personal goal is to better himself on the little things he encounters every day. Recognizing January 2018 Driver of the Month in ACCESS- Damien Sabado Jordan introduced Damien Sabado. Damien has been with Kitsap Transit since 2011, this is his fourth time as Driver of the Month, and he was the 2013 Driver of the Year. He has served on the Safety Committee and he has earned his 4-year Safety Award. Damien would like to work for Kitsap Transit for another 30 years and retire to travel the world. Jordan mentioned that Damien is part of a legacy, following both his mother and grandmother as Kitsap Transit employees. Damien mentioned that the last time he was in front of the Board, he said he was going to become a Driver Mentor Trainer, which he did and has two trainees with him today. Vice Chairperson Erickson commented that it is the people who work at Kitsap Transit who make Kitsap Transit great and the importance of recognizing staff. b. February 2018 report from KT's state lobbyist Vice Chairperson Erickson asked Executive Director Clauson to speak on the Legislative Report. Minutes of March 6, 2018 Board Meeting 5
Executive Director Clauson reported that Kitsap Transit's bill regarding bonding requirements passed through the legislature and is on its way to the Governor for signature. The anticipated cost savings is in excess of $100,000 for the bonding requirement of the two Bremerton route vessels, and the cost savings has yet to be determined on the vessels for the other two routes. Dylan Doty will be present at the next meeting to provide an update on the legislative session. Commissioner Wheeler questioned whether the bills listed are supported by Kitsap Transit. Clauson explained the one bill related to bonding was supported by Kitsap Transit; the others were followed because of their potential impact to transit. Commissioner Medina questioned the sales tax revenue actuals matching the budgeted revenue exactly. Finance Director Shinners explained that sales tax is accrued at exactly the budgeted amount for the first two months because it takes two months to collect the sales tax. 10. OTHER PUBLIC COMMENTS Roger Gay, South Kitsap, spoke to the lack of questions asked during the discussion on the MN Finest, the potential for Southworth and Kingston routes exceeding the Bremerton route and the need for Kitsap Transit and Kitsap County to plan for the growth now. Jerry McDonald, Bremerton, suggested putting Drivers of the Month on the website and the need to promote public relations. Michael Williams, Bremerton, spoke to the cost of the MN Finest and refurbishment costs and thanked Mayor Erickson for chairing the meeting. 11. FOR THE GOOD OF THE ORDER: Commissioner Wheeler asked about staff policy for answering questions from the public. Executive Director Clauson stated staff is working on a process to provide answers to the public. Commissioner Daugs asked if there is a time frame to respond to the questions from the public. Clauson stated the schedule would be to provide the information at the next Board meeting. Some questions are easier to answer and others may take some staff research. Vice-Chairperson Erickson spoke to the reluctance of providing specific dates and times on projects and setting an expectation on projects. Erickson agreed that a response to citizen comments and the need to document the response is important. Commissioner Medina asked how transfers work. Clauson explained that transfers are transfers and are not passes. Transfers are intended to allow an individual to complete a trip in one direction, when there is a need to transfer from vehicle to vehicle, and are not intended to be used for a round trip. Transfers have a two-hour window, but are not intended for round-trip use. Minutes of March 6, 2018 Board Meeting 6
Medina asked why the transfers can only be used at a transfer center and not at all bus stops. Clauson explained, citing safety concerns when transfers at all stops were allowed in the past. Medina asked if this is a Board policy or a staff level policy. Clauson explained it is a Board decision and part of the Fare Policy. Commissioner Putaansuu added that an ORCA card provides a two-hour transfer. Commissioner Wolfe asked if there is any impact to Kitsap Transit from Senate Bill 6354: Allowing counties to request ferry capital improvement funds without creating ferry districts. Clauson explained it does not impact Kitsap Transit directly and asked to defer a more detailed answer when Dylan Doty is present. Commissioner Stern asked for an update on the Board Composition Review Committee, specifically who is serving and if there has been any preliminary discussion on a timeframe to report back to the Board. Clauson reported that the representatives are: Mayor Medina, Bainbridge Island; Councilmember Daugs, City of Bremerton; Commissioner Wolfe, Kitsap County; Mayor Putaansuu, City of Port Orchard; and Mayor Erickson, City of Poulsbo. The meeting is scheduled for Thursday, March 8th at 2:00PM at Kitsap Transit Harborside Building. The Committee will need to decide on a chair and a secretary and there is no required timeline for completing the task. Commissioner Wolfe asked for clarification on the statutory requirement and the expectations for the committee. Legal Counsel Templeton explained there is a statutory requirement for the Board Composition to be reviewed every four years. One member from each of the component jurisdictions is selected to serve on the Committee. The Board shall consist of a minimum of one elected official from each of the component jurisdictions and up to nine members. There are five mandatory Board positions with the four cities and the County, leaving four positions for the Committee to decide on how they will be allocated. 12. ADJOURN: Vice Chairperson Erickson adjourned the meeting at 9:31AM. ADOPTED by the Board of Commissioners of Kitsap Transit at a regular meeting thereof, held on the 3rd day of April, 2018. ATTEST: Becky ~e Chairperson Clerk of the Board Minutes of March 6, 2018 Board Meeting 7