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HomeMy WebLinkAbout05-28-13 Galavan / Streamline Advisory Board MinutesStreamline Advisory Board Minutes May 28 , 2013 ; HRDC Board Room 8:30 to 10:00 Board Members Present: Merle Phipps, Vicky York, Billy dove, David Kack, Chris Budeski, Suzanne Winchester, Colleen Lindner (via conference call). Board Members with excused absence: Patty G., Seth Ward, William Hoch Board Members not present: Scott Birkenbuel Others Present: Lee Hazelbaker, Sunshine Ross, Jeff Rupp, Dan Martin Call to Order: Meeting is started at 0830 for discussion. We are short 1 for a quorum, awaiting conference call in. A portion of the discussion below was held while awaiting quorum. 0851 Colleen L. on conference call and meeting officially called to order. Public Comment: None Approval of Previous Minutes: Motion to approve the minutes by David K., seconded by Colleen L. Request from Sunshine to correct the funding of a transit position from $20,000 to $70,000. Minutes are approved with this correction. Presentation(s) : None Discussion Items: Billy Dove from ASMSU introduced himself and confirmed he will be able to attend the Advisory Board meetings throughout the 2013 summer. Welcome Billy. Smyth Fund Request- Lee H.: The Greater Gallatin United Way has chosen not to fund Galavan for the upcoming year. The reason given for not funding is going to require some further clarification, Lee and one of the HRDC Board members are looking into this. This change in funding leaved Galavan’s budget with $23,000 less than anticipate as mentioned in the Director’s Report. Lee had suggested a onetime emergency withdrawal from the principal of the Smyth fund of $25,000. Chris B. gave an explanation to the new members of the Board as to the history of the Smyth fund. In the past we have only used the interest from this account and that monies from this account can only be used for Galavan. David K. mentioned that a trans aid Grant from Montana State in the amount of $27,000 has become available, so we do not need to move forward with a request from the Smyth fund. There was discussion around the need to clarify what deficiencies we had with the Gallatin United Way (GUW) application process for the future. Jeff R. mentioned that we should plan on having a couple board members present during next year’s application process. Operations Recommendations: Operations and budget committees met together and understand that $30,000 to $40,000 will be available to spend on services. The Ops committee recommended that: The extra hour we run on Red, Yellow and Blue during the normal semester be extended to year round Monday through Friday. Late night would modify 2 loops Thursday Friday and Saturday as opposed to just Thursday. The 2 combined suggestions amounts to an estimated $35,000. An additional option discussed would be to add Red on Saturday’s (that alone was projected to cost around $35,000.) This may be something that could be added after 6 months and fuel and maintenance along with Federal monies were at reasonable levels. David K. made a motion to approve recommendations 1 and 2 above. Seconded by Colleen L. Motion passes. Reports: Directors/Coordinators report Still looking for a transit specialist. We are currently running short on Galavan drivers. We have lost our dispatcher. We have done some interviews, we had 21 applicants and it looks promising. Several with previous dispatch experience. Treasurer’s report- David Kack Galavan: 83% of year done. 78% of predicted expenditures. Forcasting possible operating surplus of several thousand dollars. We have done a good job meeting the demand with 4 buses. We may need to add ½ to full bus in the future. Demand is increasing we may need to budget to meet this in the future. We anticipate having around 53,000 left in the bank at the end of the year. Streamline: 83% of year done. 77% of predicted expenses. 29,000 surplus forcast. We still don’t know where repairs and maintenance will put us. There was a question regarding pull cords on the buses. How does a driver know when someone wants to get off. We have a total of 14 buses, in the peak we have 8 on the street. If everything is working the 4 buses from the Park stay out of service. Should we talk about adding pull cords to the buses? There seemed to be an agreement that this would be a good thing. It was asked that could Lee put together a projection of getting all the cords working in the buses and bring to next meeting. Looking at a $9,600 operating deficit for Galavan next year. Taking out United Way and putting in the Trans aid. Streamline looking at a $14,000 operating surplus. Even if we get approval for the Gillig bus in September this would probably not occur until 2015. There was some discussion around repair and maintenance cost this year. Dan feels part of the reason costs were down some were we have newer buses (some under warranty). Chris mentioned we need to be very cautious in keeping our bank account healthy going forward. Jeff mentioned we cannot assume the increased federal dollars will be the norm going forward. The surface transportation bill is through 2015 Vicky York made a motion to approve the treasures report, second by Suzanne, the motion carries. Secretary’s report-Merle Phipps Nothing to report. Late Night report – Colleen asked who could help us put our changes into a time table. Dan M. will start working on this. Also for the rest of the summer we would like to reverse the direction of the last run on late night. This would help to increase utilization (makes a shorter run to campus). Subcomitte Reports: Operations- Colleen and Lee working on putting together brochures. Marketing – Colleen Lindner We had a meeting on the 21st. We have all the changes to go in the schedule. We talked about our advertising rollout for the new schedule and what kind of media to use. The designer has all the changes. We decided not to go with drop down pages. We are taking out the little individual maps and keeping the all-inclusive map in the back. We thought new routes would take place August 12th. Trying to be proactive on getting new changes out before school starts. The first videos went to Soundpro. Still having some problems, some of the old ones working. Do we have a price on hardwiring the monitors? Sunshine to send quote to Colleen. Paratransit – Suzanne Winchester Nothing to report Budget – Bylaws – Merle Phipps Nothing to report. Nominations – Colleen Lindner Need one rider to fill disability rider. Public Stakeholders – Jeff Rupp Nothing. For the Good of the Bus MSU looking for a campus parking transportation shuttle in that they are moving their “F” permit further out. We have been asked to price out the cost if we could provide a shuttle that would go by the football stadium, North on 11th to Grant, to Sub. Kate Lamb (MSU senator) asked about the potential for airport service. At least during the main breaks, Thanksgiving, Christmas, spring etc. We have asked ASMSU to come to this board and express their needs. Next Meeting – June 25th 0830