Board of Directors Meeting Minutes
April 8, 2013
In Attendance,
Members
Jim Love, Vice-Chairperson
Richard Baxter III
Kathy Gilbert
Staff & Guests
Judy Owens, Director
Mary Seppie, Accountant
County Commissioner Gary Bailiff
Introductions
Mr. Love called the meeting to order at 5:00 p.m.with introductions.
Welcome Kathy Gilbertas STAR’s new Board Member
The Board welcomed Ms. Gilbert to the Board. Ms. Gilbert was appointed by the Sweetwater County Commissioners to finish Ms. Watkins’ term.
Approval of April Agenda and March Minutes
It was noted that Mr. Love was listed in attendance in the minutes of the March meeting but he was not present at that meeting. Ms. Owens asked to have Zone Payments added under New Business on the April agenda. Mr. Baxter made a motion to approve the March minutes with the correction and the amended April agenda. Ms. Gilbert seconded the motion. All voted in favor and the motion carried.
Financial Report
A motion was made by Ms. Gilbert to accept Payroll and A/P checks 10371-10407 with voids 10376, 10377, 10401, 40402, and 10403. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
Old Business
New Bus Arrival
Ms. Owens told the Board that STAR received the new bus. The new Ranger and video surveillance system have already been installed and the bus is in service.
New Business
Set Minimum Bid for the Saleof Bus #65
Ms. Owens informed the Board that STAR will be selling bus #65. She contacted SweetwaterCountyto see if STAR could include the bus in SweetwaterCounty’s bid package. If not, she would like to have approval to put an ad in the Wyoming Classified Ad Network (WYCAN . Commissioner Bailiff said he will bring it up at the next CountyCommissioner’s meeting.
The Board discussed the amount of a minimum bid. Ms. Gilbert made a motion for Unit 65 to have a minimum bid of $4,500. In her motion she also stated that STAR will include the minimum $4,500 bid with SweetwaterCounty’s bidding process if the county allows it with the second option of the bid being advertised in the WYCAN. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
FTA 5311 Grant/Authorizing Resolution
Ms. Owens told the Board that she is requesting $554,338 in 5311 funding for the 2013-2014 5311 grant. STAR’s matching funds to secure this amount are $315,752, making a total operating budget of $890,090. Mr. Baxter made a motion to approve Steve Shea’s signature on the 5311 Authorizing Agreement which will authorize Ms. Owens to be in charge of the grant. Ms. Gilbert seconded the motion. All voted in favor and the motion carried.
SweetwaterCountyFunding Request
Ms. Owens informed the Board that STAR is requesting $131,100 from SweetwaterCountyfor the 2013-2014 fiscal year. Ms. Owens told the Board that the contracts with the City of Green River, the City of Rock Springs, SweetwaterCountyand the ChildDevelopmentCenterare used as matching funds to secure the federal grants that STAR receives.
Signature Cards from RSNB
Ms. Gilbert made a motion to approve the Board signing the new RSBN signature cards for the checking account and the money market account. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
Zone Payments
Ms. Owens told the Board STAR is broken out into four zones for the area is serves. Right now the cost is $2.00 for a ride in Zone 1, Zone 2 is $4.00, Zone 3 is $6.00, and Zone 4 is $8.00. She would like the Board to evaluate increasing the rates in Zone 2, Zone 3, and Zone 4. She is proposing that Zone 2 (i.e., the airport, Superior) be increased to $5.00, Zone 3 be increased to $10.00, and Zone 4 be increased to $20.00. She said that the local taxi company charges $130 to take a person from the Rock Springs Wal-Mart to the general store in Farson. Mr. Love brought up the point that STAR would actually be incurring the cost of four trips because the bus would have to deadhead on the way to the destination and on the final trip back. Ms. Owens said that even though some of these costs are covered with federal funding, she feels that with the increasing costs of fuel, repairs, driver wages, etc. it may benefit STAR to increase rates. After some discussion the Board decided to table the issue until the next Board meeting.
Executive Session
Commissioner Bailiff left the meeting and an Executive Session was held lasting from 5:30until 5:52 p.m.
Regular Session Re-convened at 5:53
Adjournment
The meeting was adjourned at 5:53 p.m.
Jim Love, Vice-Chairperson _________________________________________
Kathy Gilbert, Board Member ______________________________
MarySeppie, Recording Secretary__________________________________
Board of Directors Meeting Minutes
May 13, 2013
In Attendance,
Members
Steve Shea, Chairperson
Richard Baxter III
Kathy Gilbert
Staff & Guests
Judy Owens, Director
Mary Seppie, Accountant
County Commissioner Gary Bailiff
Introductions
Mr. Shea called the meeting to order at 5:00 p.m.with introductions.
Approval of May Agenda and April Minutes
Ms. Gilbert made a motion to approve the April minutes and the May agenda. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
Financial Report
A motion was made by Mr. Baxter to accept Payroll and A/P checks 10408-10453 with voids 10424 and 10426. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
Old Business
Increase fares for Zones outside of Zone 1
At the last meeting, the issue of increasing the zone rates was tabled. Ms. Owens had suggested that Zone 2 (i.e., the airport, Superior) be increased to $5.00, Zone 3 be increased to $10.00, and Zone 4 be increased to $20.00. Ms. Gilbert made a motion to increase the zones as proposed with the new zone rates to be effective 7/1/2013. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
Saleof Bus 65
SweetwaterCountyagreed to put bus 65 in the County’s auction. Ms. Owens will inform the Board about the date of the auction as soon as she knows.
New Business
RFP for New Audit Firm
Ms. Owens informed the Board that Ms. Seppie contacted Hall, Noble and Associates recently to see when the audit would be performed and to start the process of getting an engagement letter. Ms. Seppie spoke to Dustin Druce who told her that the cost to perform the audit for the 2013 fiscal year would be $10,000. Last year the cost of the audit was $7,500. Mr. Druce said that the firm had a meeting in November and felt that STAR’s audit price was set too low to cover the costs of the audit. Because this was such a large increase, Ms. Owens and Ms. Seppie felt that STARshould probably put out an RFP for the 2013 audit. The RFP was advertised in the local paper and also sent to two firms via e-mail who said they would be interested in submitting a proposal. The RFP was due by today, May 13th. Only one firm submitted an RFP. McGee, Hearne, & Paiz, LLP out of Cheyennesubmitted a proposal. If STARentered into a one year contract the cost would not exceed $9,500 and would be less if the cost of the audit was actually less to perform than expected. If a three year contract was signed, the cost of the audit would be $8,500, $9,000 and $9,500 for the years ended June 30, 2013, 2014, and 2015, respectively. The Board discussed the issue. Ms. Gilbert made a motion for STARto sign a three year contract with McGee, Hearne & Paiz for audit services for the years ending June 30, 2013, June 30, 2014, and June 30, 2015. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
Director’s Compensatory (Comp) Time
Ms. Owens told the Board that when she was first hired by STAR, she was told to track her time each week that exceeded 40 hours. She has been tracking the time since she started and said that she doesn’t really expect that STARwill be able to pay her full amount of the comp time but she would like to be able to use some of it. Ms. Seppie’s question on the comp time is how it should be accrued in the financial records. At this time it is not accrued, but Ms. Seppie said that she feels that it should be accounted for and that Ms. Owens should be compensated for the time either by pay or by taking the time since that was the intent when the terms were originally discussed. Mr. Shea asked if Ms. Owens had records of her comp time and about how much it ended up being per year. Ms. Owens said she keeps track of her time but does not know how far back she has kept the old records. She said that most of the time was accumulated when she first started working for STARbecause there was so much that had to be done to get STARrunning efficiently. She said she will try to locate all of the comp time documentation for the Board. Ms. Gilbert also asked Ms. Owens if the comp time was a term in her original contract that was signed by the Board when she was hired. Ms. Owens said she will find some of her past documentation and inform the Board at the next meeting.
Board Comments
There were no Board comments.
Executive Session
There was no Executive Session held.
Adjournment
Ms. Gilbert made a motion to adjourn the meeting. The meeting was adjourned at 5:25 p.m.
Steve Shea, Chairperson _________________________________________
Kathy Gilbert, Board Member ______________________________
MarySeppie, Recording Secretary__________________________________
