The MetroWest Regional Transit Authority (MWRTA) Advisory Board met on Monday, April 26, 2021, at 11:00 am at the call of Joseph Nolan, Advisory Board Chair/Wayland. Due to the continuing COVID-19 pandemic, the meeting was held virtually, with Advisory Board members and the public provided access via global.gotomeeting.com.
A roll call of members present was conducted by Eva Willens, Deputy Administrator. In attendance were: Ed Burman/Ashland-Vice Chair, Thatcher Kezer/Framingham, Larry Jacobs/Holliston, Kristina Johnson/ Hudson (joined at 11:13 am), Trish Pope/Marlborough, John K. Higley/Sherborn, Joseph Nolan/Wayland - Chair, Colette Aufranc/Wellesley, Jean MacQuiddy/Weston, Carole Mullen/Hopedale.
Also participating: Paul Spooner/MetroWest Center for Independent Living (MWCIL), Ed Carr/Administrator, Eva Willens/Deputy Administrator, John Glynn/CFO, Patrick Moynihan/General Counsel, Daniel Fitch/IT Consultant, Joy Glynn/Grants Manager, Paula Doucette/ Financial Assistant, Linda Murtagh/ Executive Asst./HR Manager, Gerry Hartwell/Facilities Director, Ieshia Price/Director Travel Training and Sr. Relations, Emily Van DeWoestine/Director of Fixed Route, Intermodal and Marketing.
Not participating: Michael Walsh/Milford, Karen Adelman-Foster/Natick, Martin Healey/Southborough, Debra Galloway/Sudbury- Clerk, Mary Jo Lafreniere/Hopkinton. Dover/Advisory Board designee TBD.
With a quorum declared present, the meeting was called to order at 11:06 am with Chair Joseph Nolan presiding.
A motion was made by Mr. Burman of Ashland: Approval of minutes from the Advisory Board Meeting of January 25, 2021. Second by Ms. Aufranc of Wellesley. The vote passed.
Mr. Nolan requested any public comments from the audience. No public comments were presented.
Mr. Carr presented the following items:
1) Currently, there are 110 employees at MWRTA, with a COVID-19 infection rate of 1% (13 employees). There has been a 90% vaccination rate with 10% refusing the vaccine; Mr. Burman of Ashland set up a vaccination site, and MWRTA provided site info to all employees. He reported that the community vaccination collaborative will hold a clinic during the week in Westborough with 1300 appointments available to the MetroWest Community. Mr. Burman will forward the link to MWRTA and Advisory Board members.
2) FEB (Front Entrance Blandin) Project is underway and going well. Completion is expected by September 2021.
3) Due to available assessment funds in Hopkinton, Dial-A-Ride Service will expand into their community.
4) Registration of ridership for a transportation pilot project that will provide demand response service coordinated between MWCIL and MWRTA, has begun.
5) MWRTA CatchConnect Microtransit Service is underway in Wellesley, providing service Monday through Friday and in Framingham and Natick on Sundays. This pilot service has started with an intentionally contained ridership area in order to collect data. It is anticipated that this will be a successful service opportunity for riders.
The Taxi Project collaboration with SMOC provides over 300 registered riders access to employment and other essential destinations.
MWRTA is working with Kiessling Transit, Inc.(KTI), our transit service contractor, on the need for drivers in the Demand Response arena. Various concepts to help address the need are in development stages.
6) MWRTA is participating weekly in Mayor Spicer’s Covid Equity Working Group to address and solve any lack of transportation in accessing vaccination sites.
7) PACT TMA (Public and Commerce Transit / Transit Management Association) RFP for a public/private partnership to identify and provide employment transit services will be released soon.
8) On Sunday, June 13, the MetroWest Veterans community will hold a dignified flag disposal event at the Lancers in Framingham. The May MWRTA Hub Happenings newsletter will provide more details.
9) Ieshia Price is leaving our staff and moving on. Her departure leaves an opening for a transportation position. Please reach out to us if you have anyone in mind who might be interested. The position includes working with our member community Councils on Aging, schools, and other entities who would benefit from our Travel Training Program. Joe Nolan commented on working with Ieshia over the years and thanked her for her service at the MWRTA.
Mr. Carr reminded the Advisory Board that one of its primary statutory responsibilities is to set the fares for the Authority.
MWRTA has been fare free during the pandemic, with the lost revenue supplemented through funds from the CARES Act. The MWRTA is now at a crossroads regarding fares. State Senator Boncore, Senate Chair of the Joint Committee of Transportation, has sponsored legislation to go fare free with all the RTAs.
Without the availability of CARES funds or other revenue sources, maintaining service without fares would be difficult. Approximately, $650,000 in fares is collected annually. Microtransit (MT) pilots and similar means of transportation offered by private business are proving to be a successful transportation alternative for short distance service. This alternative method will provide us with the opportunity to grow in the future. MT is similar to demand response service in that it uses a smaller accessible vehicle and can provide convenient call-in transportation for everyone. MT service is expensive to operate. The Advisory Board will be asked to vote on this service at next meeting for budget approval.
Paul Spooner/MWCIL commented on the needs of the disabled and elderly community for MT type demand response service and the MWRTA is in the best position to provide it. Mr. Spooner commented that the fare free service and working with individuals within the community since the pandemic last March 2020 helped stimulate the local economy by providing transportation access for essential workers (i.e. grocery stores, housekeeping, hospitals, truck drivers) He went on to state that the Authority must remain cognizant of the fact that there is a lack of transportation for people struggling to pay fares and meeting everyday requirements, such as getting to/from work, groceries, essential services, etc. will be negatively impacted by the sudden reimplementation of fares. He suggested that the Advisory Board consider the possibility of graduated fares or other discount alternative and strongly suggested that this would be a good time to review same.
Mr. Nolan inquired as to whether the Administrator was proposing a new fare structure. Mr. Carr responded that at this time he was seeking input from the Board. During the height of COVID, the Authority lost 50% of its riders. However, 90% of those riders remaining were essential workers from Environmental Justice areas who are heavily transit-dependent in order to get to work because they do not have access to a car.
Some of the lost riders were able to work remotely and are still working from home. There may be the ability to perform pilot projects within target communities, with the possibility of offering reduced fare or fare free options. The options will be presented to the board at the next meeting.
Mr. Kezer commented that some riders have the ability to pay and some do not. Those who do not need to be protected in some way to avoid financial difficulty incurred because they need to pay fares. He inquired whether any program exists for those who do not have the means? Should we provide additional resources to adjust to the population who are on the cusp? He pointed out that some who are currently getting a free ride could support the system.
Mr. Carr stated that current technology provides MWRTA with the ability to segregate the various revenue streams and sources and through the Catch App the Authority is able to build a database with rider information and travel migration paths that will allow us to identify the rider ability to pay. Mr. Burman suggested forming a subcommittee to report back to the board. Mr. Carr stated that any board member interested in discussing potential options should let him know and he will pull together a meeting.
Mr. Moynihan discussed the disabled representative to serve on the Advisory Board. At the Board’s direction last meeting, the Administrator sent a letter to the MetroWest legislative delegation to seeking greater statutory flexibility for the selection of the disabled community population representative, and allow for expansion of the pool of potential candidates to include either a resident or other qualified person, and to permit the appointing municipality to reappoint the representative that may be currently serving on the board. Representative Peisch’s office contacted the Administrator and agreed to take the lead on trying to implement the change, and filed House Bill # 3568This bill will be heard by the Joint Committee on Transportation following passage of the state budget. Paul Spooner is currently serving as the disability community representative on an ad hoc basis. If this additional legislative language is adopted, MWCIL could be considered by a member community as its appointee.
Ms. Pope of Marlborough commented that for consistency of qualified appointees, this legislation is a wonderful idea, and that Marlborough would be willing to provide a letter of support if needed.
Ms. Murtagh presented the IT Consulting Evaluation Committee’s summary to the board. The RFP was publicized beginning March 15th and bids were due on April 5th. MWRTA received one qualified proposal that was reviewed and evaluated by the three members of the committee appointed by the Administrator.
Mr. Moynihan, based on the Evaluation Committee recommendation, as adopted by the Administrator, stated that the award of contract to Daniel Fitch Consulting, LLC for three years with two, one-year options by the Advisory Board, would be in compliance with the RFP and state procurement law. He stated that the MWRTA received over forty requests for copies of the RFP documents, and questions were submitted by three interested parties. In the end, there was only one proposal received from Daniel Fitch Consulting, who is the current incumbent. The price came in at
$90/hour. The annual contract will set a maximum fee of $120,000, which is based on the number hours worked and paid for in IT Services during the past year.
A motion was made by Ed Burman of Ashland: To authorize the award of the IT Consulting Services Contract to Daniel Fitch Consulting, LLC. Second by John Higley of Sherborn: The vote was unanimous.
Mr. Moynihan, General Counsel, walked the Advisory Board through the bidding process for the GEN Project. The project was advertised in accordance with the requirements of state and federal law; a pre-proposal conference of potential bidders was held and sealed bids were due on 4/22/2021. There was only one bid received from Dagle Electrical Construction Corporation (DEC) of Wilmington in the amount of $364,364.00, which was below the estimated price of $500,000.00.
The item had been placed on the agenda anticipating that it could have required Advisory Board approval under MWRTA bylaws if the successful project bid came in at $500,000.00 or above. Because the bid came in below that amount Mr. Moynihan informed the board that the contract was awarded to DEC by the Administrator in accordance with the bylaws. Mr. Moynihan also advised the board that DEC had previously worked with the MWRTA on the Solar PV Project and that project managers are pleased that they were the successful bidder here.
John Glynn, MWRTA CFO, presented the Preliminary FY22 (July 1, 2021 – June 30, 2022) operating budget for Board approval. The hope is we will be coming out of COVID soon. We looked at the last full year of activity, which was 2019. CARES Act proceeds from the federal government has allowed us to manage the budget. MWRTA’s policy is to develop a preliminary budget in April, then confirm by the end of June at the last FY Advisory Board meeting, the final proposed budget for the next fiscal year. This budget is conservative on the revenue side. .
Ms. Aufranc of Wellesley: Why is insurance high?
Mr. Glynn: MWRTA is at the mercy of our insurance carriers. Auto alone $500k, workman's comp, directors, liability, liability for solar panels, risk (Ms. Willens commented that cyber insurance expense is also included in the increase.) We are confident the broker is shopping to reduce this every year, and we review closely each year in the October timeframe. The total is ~ $700k / year.
Mr. Carr: We are building and growing. Two of the highest and most unpredictable costs are insurance and fuel. The MWRTA started with ten vehicles and now has over one hundred.
Ms. Aufranc of Wellesley: Why doesn’t MWRTA bring in a professional Advertising and Promotions Consultant?
Mr. Glynn: We have done this in the past, we also have in-house, and we do occasionally use outside operations and contractors. We have compared and analyzed what we received vs. what we paid out.
Mr. Fitch: Also, MT is changing the marketing structure. MWRTA is a federal grant recipient (Mobility for All - M4A) that will support additional marketing efforts.
Ms. Aufranc of Wellesley: What about the Compressed Natural Gas (CNG) vehicles, will MWRTA convert to Electric Vehicles (EV), and does MWRTA have the capital budget to convert to EV infrastructure?
Mr. Carr: We do have a five-year capital budget. We plan to make the Demand Response Service all EV within five years. We intend to make all vehicles EV, yet they have not developed a vehicle that provides the mileage capacity for our trips.
Ms. Aufranc of Wellesley: What is the life of the new generators? Mr. Carr: 20+ years, if it is maintained.
Ms. Aufranc of Wellesley: What is the life of the CNG?
Mr. Carr: We do not know when we will convert 100% from CNG to EV. CNG has serviced us well, we had thought that we migrate to hydrogen at one point.
A motion was made by Mr. Kezer of Framingham : To accept the preliminary draft of FY22 operating budget as presented. Second by Mr. Burman of Ashland. The vote was unanimous.
Mr. Burman stated that he sent the link to the MWRTA for the vaccination appointments available this week.
The next Advisory Board meeting is currently anticipated to be held on June 21, 2021.
A motion was made by Mr. Kezer of Framingham: To adjourn the meeting. Second Mr. Burman of Ashland: The vote was unanimous.
Adjourn: The meeting adjourned at 12:18 pm.
The undersigned being the duly qualified acting clerk of the MetroWest Regional Transit Authority Advisory Board acknowledges that the foregoing minutes accurately reflect the actions taken at a legally convened meeting of the Advisory Board held on April 26, 2021.
Debra Galloway of Sudbury, Clerk
Advisory Board Meeting - June 28, 2021
Advisory Board Meeting - January 25, 2021
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