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Minutes_Transit Advisory Board 4 14 11Minutes The Dubuque Transit Advisory Board Meeting Thursday, April 14, 2011 4:15 p.m. to 6:00 p.m. Transit Advisory Board Members: ® Joel Lightcap Chair Federal Building Second Floor, Room 223 ® Rhonda Knight ® R.R.S. Stewart Others Present ® Barbara Morck The Jule Transit Director City of Dubuque ECIA Executive Director ® Gail Kuhle // Candace Eudaley ❑ Dave Heiar n Kelley Deutmeyer Matt Esser ® George Enderson ECIA ECIA Assistant Director Public Present None Call to Order The Dubuque Transit Advisory Board meeting was called to order by Chair, Joel Lightcap at 4:18 pm. Review /approve the agenda for the Thursday, April 14, 2011 Dubuque Transit Advisory Board meeting Motion by Esser, second by Enderson to approve the agenda for the Thursday, April 14, 2011 Dubuque Transit Advisory Board meeting. The motion passed unanimously. Review /approve the revised minutes of the Thursday, February 10, 2011 Dubuque Transit Advisory Board meeting Motion by Stewart, second by Knight to approve the minutes of the Thursday, February 10, 2011 Dubuque Transit Advisory Board meeting. The motion passed unanimously. Review /approve the minutes of the Thursday, March 10, 2011 joint meeting with the Human Resource Commission Stewart suggested that under other business discussion be held regarding the outcome of the joint meeting. Motion by Enderson, second by Esser to receive and file the minutes of the March 10, 2011 joint meeting with the Human Rights Commission. The motion passed unanimously. The minutes were received and filed. Review and approve the Oath of Office for R.R.S. Stewart Lightcap administered the Oath of Office to R.R.S Stewart as the newly appointed Dubuque Transit Advisory Board member. Motion by Knight, second by Enderson to approve the Oath of Office for R.R.S. Stewart. The motion passed unanimously. Manager's Report Review and recommendation of February and March 2011 statistical data Morck presented the statistical data for February and March 2011. She reported that for the month of February, the Jule provided approximately 35,806 rides and for the month of March the Jule provided 39,326 rides, for a year to date total of 302,783 rides. She continued with reviewing the trend on the Orange Line/Medical Loop noting that the ridership is starting to increase. Morck then highlighted the Government Assist category, stating that the Jule is required to report any government assistance, noting at this time, the Jule has not provided any assistance but the rides need to be documented. She then explained that government assist is when the Jule provides rides for the members of the government such as the police /emergency personnel or government dignitaries. Update on hiring a part time dispatcher Morck reported that Deb Pottebaum has been hired as the part-time dispatcher. She noted that Pottebaum has come to the Jule with numerous years of dispatch experience and has made an excellent transition into dispatching for the Jule. Update on Grants and Buses Morck explained that currently, the Jule cannot drawdown any funds from FTA due to the FTA Region 7 being behind on approving the Jule's DBE goals that were submitted last year. She indicated when those funds become available she will begin to draw them down. Morck reported that she toured the Indiana plant that is manufacturing the light duty buses. She indicated that she was really impressed with the Indiana factory's quality of work and that the first buses should be coming off the line today. The buses will be delivered as soon as the State of Good Repair and Clean Air funds are released. She noted that the light duty buses are ahead of production schedule. Morck continued with reporting on the medium duty buses, noting that in the second week of May she will be visiting the Kansas factory to inspection the medium duty buses. Morck then noted that the Gillig, fixed route buses, will be going into production around May 16, 2011. Morck stated that the RFP for the ARC transfer facility has been released and staff will be reviewing and awarding the contract and going out to bid for construction by the end of April. She indicated that the RFP for the Intermodal Facility has been released and all bids have been submitted. Staff will review the bid proposals and award the contract for the design, engineering and environmental studies for the Intermodal Facility. Morck reported that staff will be submitting a grant for a Mobility Coordinator. The Coordinator's duties will be to work with the Jule and the MTA in Clinton as well as East Dubuque to coordinate services and to provide mobility assessments. She noted that staff has submitted an Iowa Public Transit Infrastructure grant for approximately $400,000. The grant would be used to replace of a portion of Jule's roof that was damaged in last year's wind storm and for updating the sprinkler system. Morck continued with reviewing the financials for March 2011, noting that the financials will continue as a quarterly report. She noted that the Tri- Annual review will be held August 10 and August 11, 2011. She explained that the Tri - Annual Review is a required federal transit review that is preformed every two years. She explained that this will be the first review held under the new management. Discussion followed. R.R. S. Stewart questioned the trolley ridership numbers. Morck stated that the trolley does not run from November to May, therefore the trolley figures are the final ridership figures from end of the October service. Expos Morck reported that the Jule had participated in the City Wide Expo and the Elderly Service Expo. Other Business May meeting The May meeting will be held on Thursday, May 12, 2011 at 4:15 p.m. Morck noted that she would need a letter of support for the Mobility Coordinator applicant before the next meeting. Discussion followed. Motion by Stewart, second by Knight for staff to provide a letter of support for the Mobility Coordinator application. The letter will be sent through email to Transit Advisory Board members for their review and comments and then signed by the Chair, Joel Lightcap. The motion passed unanimously. Board member comments Spirit Times Stewart stated that she receives a newsletter "Spirit Times" from the City. Stewart said the Spirit Times is an employee's newsletter which updates the city employees on city events that are happening such as the City Expo. Kuhle noted that she would contact Randy Gehl about getting on the mailing list and then forwarding the newsletter to members of the Transit Advisory Board. Discussion followed. Public comments Transit Advisory Board or the Transit Board of Trustees Lightcap explained that at a previous meeting it was discussion was held regarding the official name of the Board. After speaking with Crenna Brumwell, City Attorney, it was noted that the Transit Board's official name is the Transit Advisory Board. He noted that at one time, the Board held the title of Transit Board of Trustee, but the duties of the Board and the title have changed. Lightcap explained that the current duties of the Board are to recommend or advise the City Council on grants and the purchase of new equipment. The Board's duties also include advising the City council on rates, fares or changes for the transportation of passengers. Discussion followed regarding the formality of the Transit Advisory Board meetings. It was suggested that when a quorum is not present, that roll call be taken and a note sent to the City letting them know that there was no meeting. Stewart asked if the Transit Advisory Board provided any information regarding the policy and procedures of the Transit Advisory Board to new board members. Discussion followed. Human Rights Commission meeting Steward stated that at the joint meeting with the Human Rights Commission discussion was held about holding a joint public fair or an event in August promoting the Jule and the Human Rights Commission. She indicated that the event was to be held on August 15, 2001 at Comiskey Park. She noted that at this time, no details have been formalized but it was suggested that maybe a contest will be held or a survey conducted to find out would influence people to ride the Jule. Discussion followed. Motion by Enderson, second by Knight to approve the concept of a public fair or event to be held in August 2011. The motion passed unanimously. Steward indicated that she will notify the Transit Advisory Board when the Human Rights Commission will hold a meeting to further discuss the public fair /forum. Freeway to Fun Morck explained that she may be asking to use some of the marketing funds to purchase wrist bands for the Freeway to Fun program. She stated that the Freeway to Fun programs allows anyone that is participating in a recreational program such as Leisure Services to ride the bus for free. Adjournment Motion by Stewart, second by Esser to adjourn the April 14, 2011 Dubuque Transit Advisory Board meeting. The motion passed unanimously. The meeting adjourned at 5:45 p.m. Respectfully submitted, These minutes passed, approved and adopted on this day of May, 2012. Joel Lightcap, Chairperson Dubuque Transit Advisory Board