Board Meeting Minutes

Board of Directors Meeting Minutes

May 10, 2010

In Attendance,

Members

Jim Love, Chairperson

Kathy Gilbert, Vice-Chairperson

Jeromy Caldwell

Mark Collins

Staff & Guests

Judy Owens, Director

Mary Seppie, Accountant

Introductions

Mr. Love called the meeting to order at 6:00 p.m.with introductions.

Approval of May Agenda and April Minutes

Ms. Gilbert pointed out a correction in the April minutes. Under the Executive Session, the wording should be a “personnel issue” instead of an “employment issue”. Mr. Love also pointed out that he was listed as attending the April meeting when in fact he was absent. Ms. Seppie said she would change the errors in the minutes. A motion was made by Ms. Gilbert to accept the April minutes with the changes and the May agenda. Mr. Caldwell seconded the motion. All voted in favor and the motion carried.

Financial Report

A motion was made by Mr. Caldwell to accept Payroll and A/P checks 9003-9045 with voids 9005, 9011 and 9012. Ms. Gilbert seconded the motion. All voted in favor and the motion carried.

Old Business

Bid Opening for Saleof Bus

There were no bids received on the bus. Ms. Owens told the Board that Steve with Intermountain Coach told her he might be interested in purchasing the bus. Mr. Love said that he also knows another person who might be interested. Ms. Owens and Mr. Love will contact these two possible buyers and inform the Board at the next meeting.

New Bus Signage

The signs are on the new route bus and the Board members were all very pleased with the way they look. Ms. Owens said she would like all of the route buses to have the colorful signs so that they can be easily identified. She said she would also possibly have new signs put on the para-transit buses, but she wants to be sure that the fixed-route buses are the most visible in the community.

Route Bus Shelters

Ms. Owens informed the Board that once STAR is sure about what funding is going to be in place for the 2010/2011 year she will go forward with looking into shelters.

Route Changes

Ms. Owens said that she drove the red route with the possible changes. She said that it only added about 5 minutes, which would mean the driver would have about 10 minutes at the transfer point at the college. The new stops are not in place yet, but she wanted the Board to know what is being considered for the stops.

Funding from Cities and County

Ms. Owens attended the City of Green Riverand the City of Rock Springscouncil meetings. After meeting with both councils she feels confident that both of the cities will fund the

fixed- route again in 2010-2011. She told both councils that STAR did not spend as much as anticipated for 2009/2010 in the hopes that the money not used in 2009/2010 could be applied to the 2010/2011 year. The Sweetwater County Commissioners have not had a public budget meeting yet and Ms. Owens said she does not have any idea about the funding from the County at this point.

New Business

5311 Grant for FY 2010/2011

Ms. Owens presented the 5311 grant she would like to submit for the 2010/2011 fiscal year. STAR is asking for the same amount of 5311 funding as it asked for in the 2009/2010 year. Ms. Gilbert made a motion approving Ms. Owens to submit the grant application. Mr. Collins seconded the motion. All voted in favor and the motion carried.

New Phone System for STAR

Ms. Owens told the Board that she would like to purchase a new phone system. The current phone system is old and outdated, and the warranty service STAR is paying to Avaya only covers the main box, not the actual phones themselves. The Board told Ms. Owens to go ahead and prepare a request for bids. Ms. Owens will keep the Board posted on this issue.

Executive Session

No executive session was held.

Adjournment

The meeting was adjourned at 6:27 p.m.

Kathy Gilbert, Vice-Chairperson _____________________________

Laurie Watkins, Secretary Treasurer_________________________

MarySeppie, Recording Secretary__________________________

Board of Directors Meeting Minutes

June 7, 2010

In Attendance,

Members

Jim Love, Chairperson

Kathy Gilbert, Vice-Chairperson

Laurie Watkins, Secretary/Treasurer

Jeromy Caldwell

Mark Collins

Staff & Guests

Judy Owens, Director

Mary Seppie, Accountant

Introductions

Mr. Love called the meeting to order at 6:00 p.m.with introductions.

Approval of June Agenda and May Minutes

Ms. Owens asked to add “Audit Engagement Letter” under new business in the June agenda. Ms. Gilbert made a motion to accept the June agenda with the proposed change and the May minutes. Mr. Collins seconded the motion. All voted in favor and the motion carried.

Financial Report

A motion was made by Mr. Caldwell to accept Payroll and A/P checks 9046-983 with voids 9067 and 9083. Ms. Gilbert seconded the motion. All voted in favor and the motion carried.

Old Business

Saleof Bus

Ms. Owens informed the Board that STAR has still not sold the bus. Ms. Owens said that one possibility would be to use the bus as a trade-in when a new bus is purchased. After some discussion the Board decided that STAR should advertise the bus in a few different places and still try to sell the bus outright at this time.

Route Bus Shelters

Ms. Owens told the Board that she will not be moving forward with bus shelters until STAR knows what funding will be available for the next fiscal year. She will keep the Board posted on this issue.

Route Changes

The Board members were given copies of the routes with the new stops highlighted. These new stops will accommodate more riders and will still allow the drivers a short break at the transfer station.

Funding from Cities and County

Ms. Owens told the Board that she does not know yet what the cities and the county have decided for STAR’s fixed-route funding for the 2010/2011 fiscal year. She will know by June 15^th if the two cities will be funding the fixed-route, but the county does not have to have its budget submitted until July 20^th. Ms. Watkins asked about what STAR will do if the county does not come through on its funding. Ms. Owens said that she would address that along with the budget further down on the agenda.

New Phone System for STAR

Ms. Owens is still working on bids for the new phone system. She has only received two bids so far, and one does not include maintenance. She is hoping she will have more in place by the next Board meeting in July. She is hoping the bids will come in around $5,000.

New Business

Thank you to Jim Lovefor time served

The Board and Ms. Owens and Ms. Seppie thanked Mr. Love for all his years of service to the Board.

Review 2010/2011 Budget

Ms. Seppie told the Board that right now the budget is unbalanced. This is because STAR is not sure what funding it will be getting from FTA, the cities or the county. The unbalanced amount will possibly be used if the cities and counties do not fund STAR for the fixed-route and if the FTA does not grant the amount requested by STAR. STAR is receiving inter-city money that it received last year, but had not received in years before that, which is why the revenues are higher than normal. Eventually, STAR would like to be able to fund the fixed route primarily through federal funding and the funding from the cities and counties would decrease and would then be considered matching funds for the federal funding.

Mr. Collins asked if STAR should have something in place that allows STAR to expend funds in 2010/2011 without having a formal budget in place. A motion was made by Laurie Watkinsto accept the current unbalanced budget based on the information the Board has at the current time so that expenditures can be made in 2010/2011, with the budget to be reviewed and formally approved in July, 2010 after funding from FTA and the cities and counties have decided on STAR’s funding. Ms. Gilbert seconded the motion. All voted in favor and the motion carried.

Audit Engagement Letter