RECORD OF THE PROCEEDINGS SKAGIT TRANSIT BOARD OF DIRECTORS. Wednesday, May 21, 2014

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1 RECORD OF THE PROCEEDINGS SKAGIT TRANSIT BOARD OF DIRECTORS Wednesday, The Skagit Transit Board of Directors met in regular session in Burlington on Wednesday,. Mayor Jill Boudreau called the meeting to order at 1:00 p.m. followed by the Pledge of Allegiance, Roll Call, and Introductions. Members Present: Commissioner Sharon Dillon; Auditor Jeanne Youngquist and Treasurer Katie Jungquist, Skagit County; Councilperson Keith Wagoner for Mayor Mike Anderson, City of Sedro Woolley; Mayor Steve Sexton and Councilperson Joe DeGloria, City of Burlington; Mayor Laurie Gere, City of Anacortes; Mayor Jill Boudreau and Councilperson Dale Ragan, City of Mount Vernon; and Debbie Gabriel, AFSCME Union President. Skagit Transit Representatives: Dale O Brien, Executive Director; Motoko Pleasant, Manager of Finance and Administration; Troy Fair, Manager of Operations; Ben Haigh, Manager of Maintenance and Facilities; Carolyn Chase, Planner; and Mary Lozeau, Clerk of Board. Members of the Public: I II Public Comment: Consent / Action Items: a) Approval of Minutes b) Approval of Claims and Payroll April Payroll Direct Deposits and Checks # # $ 526, April Direct federal withholding transfer......$ 115, April Checks # # $ 336, Commissioner Sharon Dillon moved to approve all Consent / Action items. Councilperson Dale Ragan seconded the motion. The motion passed unanimously. III Full Discussion/Action Items: a) Monthly Budget Update Motoko Pleasant reported Skagit Transit received $662,605 sales tax revenue in the month of April. This compares with $638,720 in April of This is a 3.7% or $23,885 increase over last year with a year to date decrease of.03% or $ Expenses included 2014 Property Taxes and Alger Park & Ride Project. Motoko noted fuel is at budget and all other expenses were as expected. Mayor Steve Sexton moved to approve the Monthly Budget Update. Mayor Laurie Gere seconded the motion. The motion passed unanimously. b) Report of Grant Projects and Awards Dale O Brien stated on September 15, 2010, the Board passed Resolution authorizing the Executive Director to sign Grant agreements upon Board approval of the report detailing the project, amount of grant award and budget impact to the agency. Dale reported Federal Section 5339 Pass Thorough Washington State DOT $191,502 has been awarded. This program provides capital assistance for Bus and Bus Facility related projects. The funds will be used for the purchase of a fixed route mid-size transit vehicle to assist in services operated in Sedro Woolley. Skagit Transit will match the grant with the purchase of a fixed route mid-size transit vehicle to assist in services

2 operated in Burlington. Dale stated Skagit Transit requested the capital assistance in preparation of expanding services currently performed by route 300 in Sedro Woolley and Burlington. The smaller vehicles can maneuver through narrower city streets, the services will assist in transporting passengers to destination within their cities and to transfer areas where they can access feeder services, route 300 can become a more direct and frequent transportation option between Sedro Woolley and Burlington. Dale stated Skagit Transit has been awarded $56,000 FHWA STP Funds Transferred to FTA Federal Section 5307 for the purchase and installation of a public address system and visual display monitor to assist in disseminating information to the traveling public at Skagit Station. Dale reported Skagit Transit also was awarded WSDOT Vanpool Investment $156,750 for the purchase of expansion vanpool vehicles to increase the Vanpool Program. Commissioner Sharon Dillon moved to approve Grant Projects and Awards. Mayor Steve Sexton seconded the motion. The motion passed unanimously. c) Commuter Service between Mount Vernon and March s Point Dale O Brien stated Effective June 28, 2014, Island Transit will no longer run a bus between March s Point, Anacortes and Skagit Station, Mount Vernon. This run is part of a longer route connecting Oak Harbor and Mount Vernon; Island Transit Route 411. Dale noted Route 411 is a commuter route with strong ridership. It is also an important connector for Skagit Transit Route 410; however, with grant funds expiring June 30th, Island Transit cannot afford to operate this route. Dale reported the two agencies had numerous discussions about what this service change would look like and prepared for a possible new route. Skagit Transit staff reviewed ridership numbers, determined annual cost of service, and developed a service schedule and time points. The route would be called the 40X. Dale noted similar to Skagit Transit s other commuter routes, it would be a direct trip between March s Point and Mount Vernon making infrequent stops. Dale stated if approved by the Board, Skagit Transit will begin public outreach and communication materials to ensure riders understand changes. Island Transit will be holding a public hearing where this service change will be discussed on June 5, Mayor Boudreau recommended this new service be under a six month consideration similar to other new service to Bow and Big Lake. Dale agreed to a six month review. Councilperson Keith Wagoner asked for ridership numbers. Carolyn Chase shared 135 Skagit County riders are using the service per day and 211 riders are coming off Island Transit to March s Point. Councilperson Wagoner stated the new service is getting out of the core service area. Dale answered the 410 route does support the core service area going to Skagit Station. Auditor Jeanne Youngquist stated she is aware of several county employees who depend on this route coming off Island Transit to 410 route to Mount Vernon. Mayor Laurie Gere moved to approve Commuter Service between Mount Vernon and March s Point with a six month evaluation. Commissioner Sharon Dillon seconded the motion. The motion passed unanimously. d) Resolution Annexation of the Shelter Bay Precinct Dale O Brien reported Shelter Bay residents circulated a petition to be included in the Skagit Public Transit Benefit Area before the 2014 General Election. Sufficient signatures were obtained and the proposition was put on the ballot in February In a 178 to 143 vote, the proposition was approved by Shelter Bay voters. Dale stated staff recommends approval of the inclusion of the Shelter Bay Precinct into the Skagit Public Transit Benefit District (PTBA) beginning ADA Paratransit service to the area July 1, Staff is in the process of evaluating ADA Paratransit needs through a survey being launched in cooperation with the Shelter Bay HOA. Dale noted no sales tax is anticipated from the inclusion of Shelter Bay into the PTBA. No budget impacts are anticipated in Expanding service to Shelter Bay will not require a vehicle purchase or hiring an additional driver in While service demand to Shelter Bay is yet unknown, Operations staff is confident that extraboard vehicles, operators, and funds are sufficient to provide Page 2 of 5 Board of Directors Meeting Minutes

3 service to the area for the remaining five months of Once service has begun and demand is better understood, staff can evaluate whether riders can be accommodated within existing routes or if a new route is needed. If a new route is needed to service Shelter Bay, a budget increase may be requested in Councilperson Dale Ragan requested bringing this back to the Board in June when Commissioners Wesen, Dahlstedt, and Mayor Anderson are present since we have three substitutes on the Board today. Carolyn Chase, stated the Department of Revenue has a deadline and an approval next month would be a loss of three months revenue. Mayor Sexton stated all of our routes are subsidized and the residents at Shelter Bay pay sales tax wherever they shop. Mayor Sexton moved to approve Resolution Annexation of the Shelter Bay Precinct. Mayor Laurie Gere seconded the motion. The motion passed with Councilperson Dale Ragan opposed. e) Award Vehicle Graphics Contract # Ben Haigh reported Skagit Transit s existing Vehicle Graphics Contract F expired February 28, Request For Proposals (RFP) were published 12/20/13 for a new contract. Only two vendors, out of a possible ten, submitted proposals by the January 21st deadline, Mortenson Signs and Image360. Mortenson was the highest scoring Proposer with 275 points out of 300 vs. Image360 with 246 points. Award Recommendation Notices were issued January 30th and Board approval was to occur February 19th; however, Image360 filed a written protest on 2/6/14. Upon further review of the RFP requirements, product research, and meeting with the Protestor, Skagit Transit determined on 3/4/14 that it will proceed with another solicitation for these services. Ben stated RFP was published March 18th. By the April 14th deadline, two proposals were received again from only Mortenson and Image360. Inquiries were made to other vendors as to why they did not respond. Ben noted on April 28th, the Evaluation Committee participated in interviews/presentations by each Proposer and toured their facilities. Committee Members were: Mary Lozeau, Human Resources; Aggie Juarez, Facilities Supervisor; and Robert Gummere, Operations Supervisor. Ben reported the Committee determined that Mortenson currently offers the best overall value for Skagit Transit with their years of experience, quality and care that goes into everything they produce as artists of the trade, including the advantage of being able to accommodate our immediate needs by having four seasoned vehicle graphics applicators onsite versus Image360 s one onsite person who is primarily experienced in vehicle wraps and not decal applications. In order to meet our demands, Image360 would need to pull staff from their sister franchise companies in either Bellingham or the Sea-Tac area. This arrangement could lead to inconsistencies in quality requiring a possible redo, which leads to further vehicle downtime and extra expense. Image360 scored highest in Criterion #3, Price Proposal, but Mortenson scored highest in the other three Criteria: Approach & Understanding, Qualifications & Experience, and Responsiveness. Final scores determined that Mortenson is the highest scoring Proposer with 255 points out of a possible 300 vs. Image360 with 230 points. Councilperson Keith Wagoner inquired why the contract was not awarded to the lowest priced bidder and noted the criteria seemed subjective. Ben answered the Committee considers many factors in addition to price. An important factor the Committee measured was the skilled staff available with both bidders. One of the bidders has three staff members with fifteen year s experience and the other had just one staff member. Ben noted years of experience and the number of skilled staff was important to the Committee. Ben described the differences in the vinyl product used by both bidders. Councilperson Dale Ragan asked if RFP s are sent to potential bidders. Ben answered yes. Dale O Brien noted one of the reasons the graphics contract is critical to staff is new vehicle purchases the manufacturer does not apply graphics and staff prefers to have it done locally. Dale added damaged vehicles that require body work also need graphics re-applied. Mayor Laurie Gere moved to Award Graphics Contract to Mortenson Signs & Designs. Mayor Steve Sexton seconded the motion. The motion passed with Councilperson Keith Wagoner opposed. Page 3 of 5 Board of Directors Meeting Minutes

4 f) Approve Purchase of Three Cutaway Buses Ben Haigh stated on December 18, 2013, the Board approved the 2014 Budget that included capital expense projections for the purchase of three paratransit cutaway buses. One of the buses will be purchased with GCB1636 State Special Needs formula grant funds approved by the Board on October 16, 2013 to support expansion of paratransit services. Ben stated Skagit Transit maintains a Cooperative Purchasing Agreement with the State of Washington to purchase goods and services from their competitively let contracts and intends to purchase three 2014 Startrans Chevrolet Senator buses from Emmett Koelsch (EK) Coaches, Mukilteo, WA through State Contract #06209 titled Public Transportation Vehicles, Light to Medium Duty Accessible Cut-away Transits. Two of these will replace Vehicles #735 and #736. Ben reported staff received a quote of $108, per bus from EK Coaches based on the current Contract base price plus available options selected by staff and all order requests will be reviewed by the Office of State Procurement prior to order placement with the Vendor. Commissioner Sharon Dillon moved to approve the Purchase of Three Cutaway Buses from EK Coaches. Mayor Steve Sexton seconded the motion. The motion passed unanimously. g) Approve Purchase of Two Staff Service Vehicles Ben Haigh reported the 2014 budget approved by the Board on December 18, 2013 includes funds for the purchase of three staff service vehicles; however, only two are needed to replace Vehicles #917 and 918. In 2013, Vehicle 918 was flagged for surplus but was instead transferred from the Administrative Dept. to Operations for assisting with Coach Operator shift changes. Ben stated staff plans to replace these two 2005 Ford Taurus vehicles with 2014 Ford Escape models from Columbia Ford, Longview, WA through WA State Contract #03613, Category 3 for Utility Vehicles. Skagit Transit maintains a Cooperative Purchasing Agreement with the State of Washington in order to purchase goods and services from their competitively let contracts. Mayor Boudreau inquired how staff determined what model to purchase. Dale answered the Escape has wheel drive which the supervisors need during the winter months. Councilperson Ragan asked what types of upgrades were added. Ben stated the 1.6 engine. Councilperson Keith Wagoner moved to approve the purchase of two staff service vehicles from Columbus Ford. Councilperson Dale Ragan seconded the motion. The motion passed unanimously. h) Approve Purchase of Nine Vanpool Vans Ben Haigh stated on February 25, 2014, Skagit Transit was awarded State grant funds for six expansion vehicles to assist in the continuation of Skagit Transit s Vanpool Program. Washington State DOT Vanpool Investment Program awarded grant #GCB1809 in the amount of $156,000 with a 10% match requirement. Ben stated at this time, Skagit Transit will be purchasing two 7-Passenger vans with this grant. Ben noted Skagit Transit maintains a Cooperative Purchasing Agreement with the State of Washington in order to purchase goods and services from their competitively let contracts and intends to purchase three 15-Passenger 2014 Chevrolet Express 3500 PV Extended Vans and six 7- Passenger 2014 Dodge Grand Caravan SE minivans under Category 4, Vans from State Contract # Mayor Steve Sexton moved to approve the purchase of nine vanpool vans through Washington State Contract # Commission Dillon seconded the motion. The motion passed unanimously. Page 4 of 5 Board of Directors Meeting Minutes

5 i) Resolution Disposal of Surplus Vehicles Ben Haigh informed the Board eight surplus vehicles have been identified for disposal. Seven vanpool vans and one staff vehicle that have been declared as excess and exceeded their useful lives and scheduled to be replaced with new vehicles. Staff requests disposal of these assets by sale through an open or sealed bid auction. Pursuant to RCW 46.70, the Auctioneer shall be a licensed and bonded Vehicle Dealer. Ben noted the only auction house in close proximity for transferring the vehicles is Berglund and Jones Auctioneers, Inc. in Bellingham. Auction dates to be arranged at a later date. Councilperson Keith Wagoner moved to approve Resolution Disposing of Surplus Vehicles. Mayor Laurie Gere seconded the motion. The motion passed unanimously. IV Citizens Advisory Committee Report Carolyn Chase reported she attended the last committee meeting. Topic discussed was about transportation day at the mall. Dale noted a fixed route bus will be inside the mall a week prior to transportation day. The committee will take a summer sabbatical in June, July, and August. V Information Items: Carolyn Chase informed the Board staff has been coordinating with Whatcom Transit Authority to align fares on the 80X route between Bellingham and Mount Vernon. The plan is to reduce the number of fare types and products. Changes are expected to go into effect fall of VI Unfinished Business: Dale O Brien stated staff has conducted a market study on fair market value for square footage for a deli type of business for the Skagit Station deli. Dale noted a vendor has expressed interest in the deli space and staff will be meeting soon to discuss details. VII New Business: Mayor Jill Boudreau adjourned the meeting at 1:55 p.m. Attest: Mayor Jill Boudreau, Chair Skagit Transit Board of Directors Mary Lozeau, Clerk of Skagit Transit Page 5 of 5 Board of Directors Meeting Minutes