Board of Directors Meeting Minutes
October 10, 2011
In Attendance,
Members
Kathy Gilbert, Chairperson
Steve Shea, Vice-Chairperson
Mark Collins, Secretary/Treasurer
Richard Baxter, III
Staff & Guests
Judy Owens, Director
Mary Seppie, Accountant
Dustin Druce, Auditor from Hall, Noble and Associates
Gary Bailiff, SweetwaterCountyCommissioner
Introductions
Ms. Gilbert called the meeting to order at 5:00 p.m.with introductions.
Approval of October Agenda and September Minutes
Mr. Collins wished to have the September minutes amended to reflect the following change under the section headed Advertising on Shelters and Buses:
Current: Mr. Collins said that STAR should give the customer the specifications of the bus
advertising space and charge them a $25 installation and removal fee anytime the ad
is taken off of or put on the bus.
Amended: Mr. Collins said that STAR should give the customer the specifications of the bus
advertising space and charge them a $25 installation/removal fee.
Mr. Shea also asked to have the September minutes amended to reflect under Board Comments that SF Phosphates is now Simplot. Ms. Seppie said she would make the noted changes. Mr. Collins made a motion to accept the September Board minutes with the noted changes. Mr. Shea seconded the motion. All voted in favor and the motion carried. Mr. Shea made a motion to accept the October agenda. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
Audit Review from Hall, Noble and Associates
Dustin Druce from Hall, Noble and Associates was the auditor on the 2010/2011 audit. Mr. Druce went over the audit report with the Board. STAR received an unqualified audit opinion and there were not any material findings or reportable conditions. The Board thanked Mr. Druce for his time and thanked Ms. Seppie and Ms. Owens for their work that contributed to the clean audit report.
Financial Report
A motion was made by Mr. Shea to accept Payroll and A/P checks 9712-9751 with void 9725. Mr. Baxter seconded the motion. All voted in favor and the motion carried. Mr. Collins inquired about a few of the budget items. Ms. Seppie explained them and told Mr. Collins that the budget was printed before one of the accounts was adjusted for the month and that he will be able to see the correct amounts next month.
Old Business
Johnson-Fermelia Company (JFC)-Review of Bus Shelter Improvement Project
Joe Lison, engineer for JFC, was going to present to the Board but was called to jury duty. Ms. Owens is hoping he will be able to present at the November Board meeting but told the Board that work on the improvements will not actually begin until at least next spring so there is some time flexibility.
Advertising on Shelters and Buses
Ms. Owens sent some proposed advertising pricing to the Board members in their packets to review. There was some discussion on the costs of design. The Board decided that the cost to design the advertisement should be the customer’s responsibility. The Board also stated that Ms. Owens has the final authority to decide if a design is appropriate for the buses, shelters, and/or benches. If she has any question on appropriateness she can present it to the Board for its opinion. Mr. Collins was concerned that the additional workload placed on Ms. Owens to oversee the advertising might take her away from more important issues. Ms. Owens said she felt that she could do the work, but would like the advertising to be at least six months so that it will not be so hard to keep track of when contracts are due. She also said that she would like the Board to approve some sort of price structure, but that she will need to get approval from the City of Rock Springsbefore STAR can advertise on the benches and shelters. She will attend the next council meeting and ask. The Board liked the pricing (see page 4) that Ms. Owens proposed for the six month and twelve month advertising contracts. Mr. Shea made a motion to accept the six month and twelve month advertising contract prices, with the cost of designing the add and a $25 installation/removal fee to be paid in full by the customer. Mr. Collins seconded the motion. All voted in favor and the motion carried.
New Business
No New Business
Board Comments
There were no Board comments.
Executive Session
The regular session adjourned at 5:40and an executive session was held to discuss employee issues. The executive session ended at 5:49and the regular session re-convened.
Adjournment
Mr. Collins made a motion to adjourn the meeting at 5:50 p.m.
Kathy Gilbert, Chairperson_____________________________
Mark Collins, Secretary Treasurer_________________________
MarySeppie, Recording Secretary__________________________
Board of Directors Meeting Minutes
November 14, 2011
In Attendance,
Members
Kathy Gilbert, Chairperson via telephone
Steve Shea, Vice-Chairperson
Laurie Watkins
Richard Baxter, III
Staff & Guests
Judy Owens, Director
Mary Seppie, Accountant
Gary Bailiff, SweetwaterCountyCommissioner
Introductions
Mr. Shea conducted the meeting due to Ms. Gilbert not being physically present. Mr. Shea called the meeting to order at 5:00 p.m.with introductions.
Approval of November Agenda and October Minutes
Ms. Watkins made a motion to approve the November agenda and the October minutes. Ms. Gilbert seconded the motion. All voted in favor and the motion carried.
Financial Report
A motion was made by Ms. Watkins to accept Payroll and A/P checks 9752-9779 with voids 9765, 9768 & 9769. Ms. Gilbert seconded the motion. All voted in favor and the motion carried.
Old Business
Johnson-Fermelia Company (JFC)-Review of Bus Shelter Improvement Project
Ms. Owens noted one date change that will need to be made in the final project agreement but said that she did not see any other changes. She told the Board members that she would like to have them approve the agreement but that she would not be able to approach the Rock Springs City Council until Tuesday, November 15th. . STAR will only go forward with the project if the City Council approves of the improvement project. Ms. Gilbert made a motion to accept the final improvement project document pending approval by the Rock Spring City Council. Mr. Baxter seconded the motion. All voted in favor and the motion carried.
Advertising on Shelters and Buses
Ms. Owens told the Board that she will also discuss advertising on the shelters with the Rock Springs City Council to be sure that they approve of the advertising that STAR is considering on the shelters. She will let the Board know what the City Council decides at the next STAR Board meeting.
New Business
Approval of 2012 Holidays
The Board was given a list of the proposed 2012 holidays. Ms. Watkins noted that there were two grammatical errors in the list. Ms. Owens said she will make the changes. Mr. Baxter made a motion to approve the 2012 holiday schedule. Ms. Gilbert seconded the motion. All voted in favor and the motion carried.
Review of Ride Guides
The office staff at STAR prepared three documents for the STAR riders:
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The General Rider’s Policy Guide
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The Door-to-Door Service Rider’s Guide
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The Fixed Route Service Rider’s Guide
These guides will help passengers understand the rules and policies of the different services that STAR provides. Ms. Owens and Ms. Seppie asked the Board members if they saw any changes that needed to be made. Mr. Shea pointed out a few grammatical changes and Ms. Watkins gave Ms. Seppie her copy of the documents of the changes she would like to see. Ms. Owens and Ms. Seppie will make the noted changes and asked the Board to further review the documents for any other changes. This way the final revised guides can be approved at the next meeting.
Board Comments
Mr. Baxter asked how much the shelters will cost STAR. Ms. Owens said that the last shelters were between $5,000 and $6,000 but that STAR only plans to put shelters up after the bus stop improvements are completed. If there is money left after the improvements, that money will be used for the shelters. If there is not money left, STAR will apply for another grant.
Executive Session
The regular session adjourned at 5:30and an executive session was held to discuss employee issues. The executive session ended at 5:35and the regular session re-convened.
Employee Incentive Bonus and Audit Bonus
Ms. Gilbert made a motion to approve a 6% employee work incentive bonus to be paid on November 17thfor all employees who have been employed by STAR more than six months. Mr. Baxter seconded the motion. All voted in favor and the motion carried. Ms. Watkins made a motion to approve bonuses to net $600 each for Ms. Owens and Ms. Seppie for a clean, unqualified audit report for the June 30, 2011fiscal year. Mr. Baxter seconded the motion. All voted in favor and the motion carried. Ms. Owens and Ms. Seppie thanked the Board for their generosity.
Adjournment
The meeting was adjourned at 5:36 p.m.
Kathy Gilbert, Chairperson_____________________________
Mark Collins, Secretary Treasurer_________________________
MarySeppie, Recording Secretary__________________________
