Area Transit District

MIDDLETOWN AREA TRANSIT Minutes for Thursday, August 16, 2018 Meeting Thomas A. Cheeseman Transportation Center, Middletown Area Transit Maintenance Facility, 91 North Main Street, Middletown, CT 1. Call to Order - B. Lawrence called the meeting to order at 6:12pm. Board Members Present: Beverly Lawrence; James Dunn (Arr. 6:21pm) Board Members Absent: None Voting Members Excused: None Guests Present: Samuel Gold, RiverCog, Tom Partalas, partner Seward and Monde; Edward Bailey, First Selectman, Middlefield Staff Present: Lisa Seymour, Administrator; Whitney Klare, Clerk Public Present: None. 2. Public Comments - None. 3. FY17 Audit Presentation by Seward and Monde for Board Approval - Tom Partalas presents regarding FY17 Audit. Review of MAT Statement of Net Position and MAT Statement of Revenues, Expenses and Changes in Net Position. Review of balance and income statement. MAT was operating at a financial deficit in 2016 and 2017. (J. Dunn Arr. 6:21pm) 4. Executive Session a. Discussion and possible action concerning attorney client privileged communication concerning personnel matters, in accordance with Connecticut General Statutes §1-200(6)(E) B. Lawrence MOVED to enter executive session regarding discussion and possible action concerning attorney client privileged communication concerning personnel matters, in accordance with Connecticut General Statutes §1-200(6)(E). J. Dunn SECONDED. MOTION PASSED unanimously. The board entered executive session at 6:28pm with L. Seymour in attendance. J. Dunn MOVED to exit executive session regarding discussion and possible action concerning attorney client privileged communication concerning personnel matters, in accordance with Connecticut General Statutes §1-200(6)(E). B. Lawrence SECONDED. MOTION PASSED unanimously. The board exited executive session at 6:42pm. No action was taken. 5. FY17 Audit Presentation by Seward and Monde for Board Approval Continued - Tom Partalas continues presentation regarding FY17 Audit. Discussion of prior period adjustments. Discussion of fixed route operating expenses. The allocation plan for 2018 has been approved for DOT. Material weakness was found in the federal audit. Discussion of findings. The main finding was that proper procurement procedures were not being followed. There were missing invoices and documents. Inventory was not being properly tracked or recorded under general ledger. MAT has new management and these issues have been corrected. A diesel mechanic has been hired which will correct inventory problem. The FY17 Audit is due December 31, 2018. L. Seymour commends T. Partalas for the hard work he has completed regarding the FY17 Audit. J. Dunn MOVED to accept the FY17 Audit as presented and move forward with submitting it to the appropriate federal and state agencies. B. Lawrence SECONDS. MOTION PASSED unanimously. (S. Gold exits at 6:57pm) (T. Partalas exits at 6:58pm) 6. Management Contract Approval - J. Dunn asks procedural questions regarding the contract and recommends that the contract is approved using a two-step process. Discussion. J. Dunn MOVED to accept the Sole Source proposal and authorize B. Lawrence and legal counsel to authorize contract; if significant or substantial changes have been made to contract it will be brought to the MAT board for final review. B. Lawrence SECONDED. MOTION PASSED unanimously. 7. Approval of Minutes of July 11, 2018 Meeting - J. Dunn MOVED to approve the minutes of the July 11, 2018 Meeting as presented. B. Lawrence SECONDED. MOTION PASSED unanimously. 8. Administrators Report- Lisa presents administrators report. Wesleyan University approached MAT and expressed interest in utilizing the MLINK route. Disussion regarding local UPASS program. Dial- A-Ride ridership has improved. No shows have significantly decreased. Currently MAT has 17 full time drivers. MAT has filled the full-time diesel mechanic opening. The diesel mechanic is currently completing the PMI’s in addition to daily repairs. L. Seymour will present her ideas about MLINK pulsing with other bus lines at the MAT board meeting in September. The Saturday route also needs to be adjusted. There will be a public hearing in October. 9. Financial Report- L. Seymour presents financial report. FY18 books will be closed on August 30, 2018 and the file will be sent to auditors. MAT has deferred to credit line for June, July and August because MAT is waiting for payment from DOT. Vehicle maintenance, materials and supplies costs will decrease next month because diesel mechanic has been hired. 10. Operations Report- L. Seymour presents operation report. DOT will have to approve any additional runs that MAT chooses to add to schedule. MLINK ridership will grow. In September 2018 L. Seymour will explain MAT routes and systems to Wesleyan students when they return to school. 10. Old Business - MAT has entered the soft-launch stage of the transit app. L. Seymour would be comfortable introducing the hard-launch of app at the public hearing October 1, 2018. 11. New Business - None. B. Lawrence MOVED to adjourn. J Dunn SECONDED. MOTION PASSED unanimously. Meeting adjourned at 7:46pm. Respectfully submitted by Whitney Klare