Area Transit District

MIDDLETOWN AREA TRANSIT Minutes for Wednesday, October 10, 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 6:01pm. Board Members Present: Beverly Lawrence; James Dunn Board Members Absent: None Voting Members Excused: None Guests Present: Susan Bransfield, First Selectwoman, Town of Portland; Edward Bailey, First Selectman, Town of Middlefield Staff Present: Lisa Seymour, Administrator; Steve Bochinski, Supervisor, Whitney Klare, Clerk Public Present: None. 2. Roll Call- Quorum is present. 3. Public Comments - None. 4. Acceptance of Minutes of September 12, 2018 Meeting - J. Dunn requests that language is adjusted to convey that board members “accept” rather than “approve” reports listed in the minutes. J. Dunn MOVED to accept the minutes of the September 12, 2018 meeting as amended. B. Lawrence SECONDED. MOTION PASSED unanimously. 5. Administrators Report - L. Seymour presents administrators report. Valda Ramdial is MAT’s new Finance Manager. She will start attending Board meetings next month. DOT has resumed payments and all reporting/billing is up to date. Valda will take over this portion of Finance in upcoming months. The server has been secured according to the auditor’s recommendation. The cage that surrounds the server has been fully enclosed and locked. The key is also secured. The Corrective Action Plan for the 2017 audit has been accepted by FTA. MAT is now accepting credit cards for ticket purchase. Medical insurance is up for renewal. The rates decreased and the benefits increased. The Board will approve medical insurance renewal in November 2018. Discussion of CACT expo and interest expressed in attending active shooter training. MAT will go to public hearing in November 2018. 6. Financial Report - L. Seymour presents financial report. Auditors are working on FY18 audit. Everything is running more within budget except for ADA. DOT has paid the first quarter. Liberty Bank is very pleased with credit line and it has been reopened for use. Discussion of fare box revenue and vending machines. 7. Operations Report - L. Seymour presents. S3 has the highest ridership. L. Seymour will email a spreadsheet of this past year’s ridership to the board. J. Dunn MOVED to accept both the finance and operations report. B. Lawrence SECONDED. MOTION PASSED unanimously. 8. Approval of Accounting Policies and Procedures - L. Seymour presents the Accounting Policy and Procedures Manual. This document has been updated according to audit recommendations. J. Dunn states that the personnel information should be removed from this document and added to the personnel policy instead. J. Dunn recommends considerably condensing the “Processing New Hires” section. J. Dunn recommends adding a statement near the beginning of the manual that states that the common practices must comply with OPM and the federal and the state accounting procedures. B. Lawrence recommends adding a statement that explains the depreciation for equipment is recorded based on yearly audit. J. Dunn asks that the Board attorney review it. J. Dunn MOVED to table the accounting policies and procedures manual approval until the November 2018 board meeting at which time board will review an amended version of the manual in addition to a legal review. B. Lawrence SECONDED. MOTION PASSED unanimously. 9. Old Business - MAT having difficulty with the AVL system shutting down on a regular basis. Routematch is continuing to overbook. L. Seymour will speak with Routematch later this week. Discussion of bus study. The Bus Study committee has selected a contractor and they will begin the study shortly. The contract is being negotiated. Discussion of AAA grant for seniors. MAT does not have the resources for this grant. Discussion of utilizing municipal grant for seniors instead. L. Seymour will further research. 10. New Business - Discussion of Middletown having sole responsibility of credit line and putting this in writing for the sake of other towns. L. Seymour will discuss with J. Shapiro. 11. Adjournment - J. Dunn MOVED to adjourn. B. Lawrence SECONDED. MOTION PASSED unanimously. Meeting adjourned at 7:05pm.