WSTA CLERKS OF THE AUTHORITY COMMITTEE MEETING
October 23-24, 2006
Snohomish County
Hosted by Community Transit

MINUTES 

MONDAY, OCTOBER 23, 2006

 ATTENDANCE:

  June Berry, C-Tran                              Roberta Hanson, Everett Transit
  Michelle Parvinen, WSTA                  Maria Hansen, Link Transit
  Rhodetta Seward, Intercity Transit  Brandi Heston, Grant Transit
  Rachel Katz, Jefferson Transit            Cathie Knox-Browning, Kitsap Transit
  Jan McBride, Community Transit     Mary Bower, Clallam Transit
  Treva Percival, Pierce Transit              Phyllis Andrew, Community Transit
  Susan Snowdy, Ben Franklin               Jo Sullivan, Lane Transit
  Mary Lozeau, Skagit Transit             

CALL TO ORDER 

Chair Roberta Hanson called the October 23, 2006, meeting to order at 9:02 a.m. at the administrative offices of Community Transit.  The October 24-25, 2005, minutes were discussed and approved.  

It was M/S/A by Marie Hansen and June Berry to approve the April 24-25, 2006, minutes.

WELCOME

Joyce Olson, CEO, Community Transit, welcomed the Clerks to the community.  She shared several points of interest and projects include:

Ø Community Transit celebrated their 30^thyear in 2006;

Ø BRT (Bus Rapid Transit) on Highway 99, partnering with the City of Everett – named “SWIFT” – with 18 stations;

Ø Advanced Public Transit systems with on-time transit, automatic vehicle locator and stop enunciator;

Ø In the middle of their 2007 budget preparation;

Ø SMART Card (partnering with six other agencies), a project that has been ongoing for approximately 13 years;

Ø Building a parking garage at Mount Lake Terrace; and

Ø The board Chair resigned from politics, therefore, leaving the board.  

INTRODUCTIONS

Attendees provided self introductions and welcomed our newest member, Mary Lozeau of Skagit Transit.

WELLNESS

Chris Beck, Human Resources Supervisor, introduced the Wellness Speaker, Ron Burt of Health Force Partnerships as well as Barbara Menia, Dietician.   Mr. Burt provided a handout “Wellness Programs and the Value of Being Proactive.  Chris and Ron shared a wealth of information regarding Community Transit’s Wellness Plan, levels of involvement, information about the Health Force Partners and explained why we should listen to the Community Transit Story.  Ron defined wellness, costs involved and the benefits reaped.  He provided statistics on the impacts on individual health care costs, average annual workers’ compensation costs and the relationship in reducing the respective costs through an effective wellness program.  He also shared keys to success and longevity of wellness plans, program goals, and the need for a variety of programs, early intervention, incentives and the need for an active, involved wellness committee.   

Chris shared their monthly calendars (example:  April is Stress and Humor Month! “Jest for the Health of it,” and indicated they conduct surveys and evaluations of their program by the participants). 

Barbara led us through a FUN exercise with paper plates and an overture, by which we could accelerate our heart rate while in our chairs.  Chris closed with a tour of their workout facilities (they have two on site).

PUBLIC RECORDS – LEGISLATIVE CHANGES

Greg Overstreet of the Attorney General’s Office was unable to attend.

MARKETING – GOOD AND BAD

Chair Hanson asked members to share good and bad marketing ideas – things that worked in their systems and perhaps some that were not as successful as hoped.  Members shared the following ideas:

Good:  First aid kits; fare free Saturdays; sturdy bags that snap shut; pass holders; stadium blankets; lawn chairs; radio and television ads; free fare days; direct mail; chip bag clips; coffee and donuts at different stops; beach balls; luggage tags;   bus banks; combs; special summer pass promotions; promotion of safe drivers to include internal ads within the buses, pins for their hats so customers know they are a safe driver; blinkers for dark mornings and evenings; promotion of coach operations when they reach their 1,000,000 miles national award – they also get their picture on the outside of the bus; vanpool tags; refrigerator magnets; Mr. Oxygen playing cards; attendance at fairs with give-aways and use of games such as Trivia or Plunko for prizes; representation at festivals; t-shirts.  Other specific ideas were Bach on the buses relative to a community’s Bach festival; Eagle logo on give-aways at county fair; “Dave Sez . . “ campaign; food donations on the buses; Toy Deployment in conjunction with local radio station and transit advertising on all toy drop boxes; television “powered by the people” tag line; “reunited 325 umbrellas with their owners” and how many are beginning to unwrap and why; DVD’s with snip-its of the different segments of the service to use with community presentations. 

 Busts:  Weebles; post-its (got posted all over the shelters); rulers.

MARKETING PLANS WITHIN NEXT THREE MONTHS

Systems shared their plans for the forthcoming 3-month period.   Plans included:

Ø     Toys for Angels

Ø     Holiday Banquet

Ø     Toy Deployment

Ø     Jingle Bus (candy canes distributed on a different route each day with free fare)

Ø     Operators wear holiday hats (3 to choose from)

Ø     Food Bank donations – some offer free fare with donations

Ø     Dash service (Legislative shuttle)

Ø     Inaugural Ball service

Ø     Lighting bus tour of homes

Ø     Toys for Tots

Ø     Operators wear Santa suits

Ø     Gingerbread House Wrap for parades

Ø     Sponsor family for the holidays

Ø     Adopt a platoon – fill-a bus

Ø     Shuttle to Senior Center Christmas Eve

Ø     Sweatshirt Contest – holiday – employees

LUNCH & TOUR

The group broke for lunch and participated in a wonderful tour of Community Transit facilities, topped off by tour leader Mr. Oxygene.  Each attendee received a Mr. Oxygene bobble-head and learned several new ways to greet folks.

AGENCY UPDATES

Susan Snowdy, Ben Franklin Transit

Susan reported that Ben Franklin completed their new fueling facility.  In 3-6 years, they should have a new administrative facility; they’ve been in their current facility 20 years.  They completed the transit center at the Three Rivers Convention Center, which is where they now conduct their board meetings.  Sales tax revenues are down, so staff will not receive COLAs this year, and they’ve placed a hiring freeze until revenue directions change. 

Mary Bower, Clallam Transit

Sales tax is up.  Mary started her IIMC over again.  The agency is locally funding buses and increased their operating reserve to 33% of the operating budget.   The agency is in negotiations at this time.   Clallam had two staffing changes and offered several ADA service change options.

June Berry, C-Tran

C-Tran went to a bi-annual budget.  This is their 25^th anniversary year.  They provided commuter riders and passengers with 25^th year pins.   They had secret riders and if the secret rider found you wearing your pin, you received a prize, with your name going into a big drawing for an annual pass.  There’s been much discussion regarding access over Columbia River:  is it rail or BRT – to connect C-Tran and Tri-Met. 

Operations moved into a 12,000 square foot modular in the back of the administration area.  They are undergoing branding and logo discussions.  They are in negotiations with their ATU membership.  A major concern involves medical insurance costs and who pays. 

June announced a job offer was made to Jeff Hamm of Salem Transit, to replace Lynne Griffith.

Maria Hansen, Link Transit

Link Transit is being very aggressive on grants and is completing a service expansion.  They increased fares from 50-cents to 75-cents, and in the 2-zone areas it increased from $1.00 to $1.50.   Link is conducting a pedestrian bridge study to see if it can sustain transit buses. 

Jan McBride

Community Transit is on an aggressive target to have their BRT up and running by the end of 2008 or early 2009.  Their long time board member and chair, Mayor of Lake Stevens, left the political arena, thus left the Community Transit board.  Community celebrates their 30^th year and displayed banners throughout their agency as well as at the entrance to their property.  The Mr. Oxygene program is a huge success.

For their 30^th anniversary, they conducted a community open house, similar to a street party.  Over 1,200 people attended, with attendees riding the buses through the wash.  They utilized hand paint and people placed their print on the side of a bus (out of washable paint).  Various departments, as well as the Board and the CAC had booths and provided tours. 

Matt, a great operator, won the International Roadeo.  His picture is displayed on a bus that routes through the communities.  And lastly, Jan indicated they’ve gone to the “people soft” budget tool, which now automated their process.

Michelle Parvinen, Washington State Transit Association

Michelle said she is attending college at The Evergreen State College, currently taking digital photography, working on her BA.  She should complete her degree in December.

Michelle shared some of her beautiful photography work.

Maintenance and Operations committees met earlier in the month.  The Human Resources committee meets on the 17^th in Vancouver.  A security meeting is scheduled for November 14 in Seattle.  They seek to form west and eastside chapters.

Michelle indicated the Roadeo went well and that there will be a new conference planner for 2007.  The conference will be held in Vancouver or Wenatchee.

WSTA is hiring a full-time, temporary legislative analyst, possibly a college student majoring in Political Science.  They are also amidst the 2007 budget preparation and are adding a new line item for leadership sessions for board members. 

There was some discussion about a grant which Michelle will not be able to utilize.

Treva Percival, Pierce Transit

Treva shared that Sandy Byers has been very busy with WMCA, attending a conference in Oregon, the IIMC conference, and a conference in Alaska.  Sandy describes this year as a year of change for the WMCA with many financial challenges.  There are three board positions open.  Treva chairs the membership committee.  Sandy hopes to run for a Region 9 International position.

Treva indicated that Pierce uses VPIC, products for records (laser) and they’ve asked if they could sponsor one of the Clerks meetings, pay for a speaker, and allow them 15-minutes on the program. 

Pierce is involved with finding a document management provider.   They utilized a consultant who will help identify needs and assist them with an RFP for management of the system. 

Pierce welcomed Lynne Griffith.  They’ve conducted two staff retreats with topics of discussion to include “The 5 Dysfunctions of a Team.”  The Vice President of Human Resources, Marnie Slakey, is retiring December 1.  They will hire a Government Affairs person.    

Pierce will host the annual WSTA meeting in November.  They are working on the Peninsula Park-&-Ride project in conjunction with the opening of the new bridge.  They’ve awarded a contract to Motorola for their mobile communication system.   They are piloting the purchase of hybrid buses to try in their fleet.  Treva passed around their updated PT Facts brochure.

Chair Hanson adjourned the meeting at 5:00 p.m.  The day concluded with dinner at Arnies. 

TUESDAY, OCTOBER 24, 2006

Chair Hanson reconvened the meeting at 9:02 a.m.,Tuesday, October 24, 2006. 

ATTENDANCE: All present. 

AGENCY REPORTS – Continued

Rachel Katz, Jefferson Transit

Rachel shared that Jefferson Transit is developing plans for a new facility and are in the final stages of an offer on some property.  They hope to break ground in 2009.  Their annual budget dropped from 13.5 million to 9 million.  Jefferson is talking with Clallam Transit and Kitsap Transit regarding express service.  They received four Ameri-vans for ADA service.  Rachel needs to administer a records management program by July or return money to the State (grant funds).   She indicated they are researching structure for their Citizen Advisory Committee.  Members of the committee are visiting other CACs.

Roberta Hanson, Everett Transit

Roberta announced they promoted Tom Hingson as their new Transportation Service Director for the city.  They are undergoing many changes and restructuring.  Everett is in the process of upgrading their payroll system.  They completed their triennial review with no deficiencies cited.  They had an 8% service increase; a fare change which included decreasing fares, and a 9% increase in ridership.  They are rebranding their Paratransit service.  By the end of 2007, they will have 13 low-floor buses.  Everett Transit is partnering with Community Transit on the BRT services.  They are involved in the Smart Card process, which is being beta tested for 6 months.

Cathie Knox-Browning, Kitsap Transit

Drivers approved their contract after two years without one.  Cathie celebrated her 10^th year with Kitsap Transit.   Jeff Cartwright, from their Operations Supervisors force, was hired as the Human Resources Director.

Cathie worked on a 3/10^th of a percent sales tax referendum for ferry service due to go to the voters in February.  They also worked on reducing their PTBA boundaries.  She indicated their DAL (ACCESS) will continue to be countywide even though the PTBA will more outline the Urbanized Growth Area.  They completed their triennial review.  A comment resulting from the review was their public comment policy needed to be in writing.  She also shared they have a program in place that when an employee recommends someone for a position and they are hired into the position, completing probation, the referring employee receives a $100 finders fee.  Cathie is working on a Deputy Clerk position to be shared by the agency. 

Ridership is down with many people now stationed off base.  Dick Hayes was out of the office for several weeks. 

Brandy Heston, Grant Transit

Brandy shared their system placed cameras on the buses, that fare box revenue increased and complaints are down.

Grant will celebrate their 10^th anniversary.  The system is conducting an environmental study in the Moses Lake area for a possible new facility in 2009.  They recently purchased two MCI’s and will receive six new low-floor Gilligs in 2007.  They implemented a vanpool program with two starting in October and are receiving five more vans.   Ridership is up 25% for the year. 

Mary Lozeau, Skagit Transit

Mary commented she’d been with Skagit for six months.   Her responsibilities include human resources, vanpool, marketing and Clerk to the Board.  They have 88 employees.  They run a Bellingham and Everett connector.  They implemented a fare revision of 50-cents to 75-cents effective October 1.  Skagit’s work on the Chuckanut park and ride is going well with construction starting in 2007, and plans to use the park and ride in 2008. 

Skagit developed several new positions and has openings for a grant and contract administrator as well as a planner, lube technician and facilities technician.  The planner will be responsible for the agency’s CAC.   Mary requested copies of other agencies organizational charts.

Phyllis Andrew, Community Transit

Phyllis added a couple of comments to Jan’s report, to include that the agency provided local scene shirts to be worn on Fridays.  They used a scene from each of their 19 cities.  Community also won three APTA awards this year.

Jo Sullivan, Lane Transit

The EM-X bus, a new flyer with doors on both sides, is due to arrive October 23.  They’ve scheduled an unveiling on the 26^th to employees.  They had hoped to start the new BRT service on December 17; however, it’s been postponed to the end of December or early January.  They’ve started the second line by the Hospital to Springfield, and have the third line chosen. 

Eugene will hold the 2008 Olympic Trials; Lane Transit will provide special services during the trials.  Lane, like many other systems, is experiencing difficulty in hiring diesel mechanics.  They began a new training program to train general service workers as mechanics.  They have several marketing promotions going on, one of which is “Smart Ways to School,” utilizing business energy taxes.  They are providing passes for students in Springfield and Eugene.  Feedback indicates the parents appreciate it and the system is seeing the numbers of kids on buses growing.

Jo joined the Oregon Municipal Association (OMAR), which proved to be a great networking opportunity.  Lane is looking at electronic and email management.

Rhodetta Seward, Intercity Transit

Rhodetta reported that Intercity Transit’s CAC welcomed five new members in July.  She indicated the commitment of the members has been high with 18 of 19 members attending their peak summer month meeting in July.  Two new board members are being welcomed, former Link Transit General Manager, Tom Green and Martin Thies.  

Intercity Transit celebrated their 25^th year with several events.  Ridership is up 13% and rebranding work continues.  Intercity Transit won two first place APTA awards for branding and their Dash Legislative shuttle service.   As other systems, Intercity Transit is heavily marketing to youth, developing a new pass design, Circuit City, with cool logo and colors, and at a significant reduced cost.  

Intercity Transit held several fun United Way events with a mystery auction, used book and video sale, a spaghetti cook-off and several other events.  The agency experienced a 128% increase in giving over the past three years. 

Intercity Transit is installing a new radio (CAD/AVL) system, and is in the midst of extensive training.  In September, the board changed the mission and vision statements of the agency, followed with a plan to share the new statements with employees, riders and the public.  The agency purchased 4.5 acres of land next door for expansion purposes.  A Training Coordinator (new position) and Human Resources Director (replacement) were hired.  The new HR Director comes from the City of Portland.  The next major project for the agency is researching and pursuing a mobile surveillance system for the fleet.

PLANS FOR THE SPRING CLERKS MEETING

The group discussed several options for the next four meetings, based on the fact that three members will retire in the near future.  Members agreed to the following schedule:

ð  April 23/24, 2007            Vancouver      C-Tran                  June Berry

ð  October 22/23, 2007       Eugene             Lane Transit       Jo Sullivan

ð  April 21/22, 2008            Richland         Ben Franklin      Susan Snowdy

ð  October 20/21, 2008      Mt. Vernon     Skagit Transit       Mary Lozeau

ELECTIONS

 It was noted for the record that effective November 2006, Maria Hansen will serve as Chair and Rhodetta Seward, Vice Chair.  Nominations were requested for Secretary.  There was unanimous support for Treva Percival as Secretary.  No formal action was required – Treva graciously accepted the position.

TRAINING

Members brainstormed possible training ideas for the next meetings.   Ideas included:

ð  Document Management with Jennifer Smith, half day (Treva could make contact)

ð  Safety/Security at the Front Desk

ð  Managing Your Boss (Fred Pryor Training)

ð  Succession Planning for Our Positions (where are we with identifying our replacements)

 CONTACTING OTHER MEMBERS

 It was agreed members need to reach out to those not in attendance and those who’ve not been for some time.  Susan agreed to contact Jan Watson, Spokane Transit; Roberta will contact Vicki Esser, Whatcom; Rhodetta will contact Kathy Cook, Mason; Mary Lozeau will contact Island Transit.

 ADJOURNMENT

 Roberta thanked everyone for attending.  With no further items of business to come before the Clerks, she adjourned the meeting at 11:20 a.m.

Respectfully submitted by:
Rhodetta Seward
Intercity Transit

WSTA staff is happy to provide information and answer questions.

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