The MetroWest Regional Transit Authority (MWRTA) Advisory Board met on Monday, January 31, 2022, 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, in attendance were: Ed Burman/Ashland-Vice Chair, Michael Tusino/Framingham, Linda Marshall/Holliston, Carole Mullen/Hopedale, Mary Jo Lafreniere/ Hopkinton, Kristina Johnson/Hudson, Trish Pope/Marlborough @ 11:30 am, Joshua Ostroff/Natick,
Robert Wolff/Sherborn, Debra Galloway/Sudbury - Clerk, Joseph Nolan/Wayland - Chair, Colette Aufranc/ Wellesley, and Jean MacQuiddy/Weston.
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, Emily Van DeWoestine/Director of Fixed Route, Intermodal and Marketing, Chase Modestow/Coordinator of Business Communications & Development, and Jon O’Connell/KTI.
Not participating: TBD/Dover Advisory Board designee, Michael Walsh/Milford, Martin Healey/ Southborough. With a quorum declared present, the meeting was called to order at 11:07 am with Mr. Nolan presiding. Mr. Nolan welcomed and recognized Hopkinton, Framingham, and Natick members to the MWRTA Advisory Board.
A motion was made by Ms. Aufranc of Wellesley: Approval of minutes from the Advisory Board Meeting of October 4, 2021. Second by Mr. Burman of Ashland. The vote passed. Framingham, Hopkinton, and Natick abstained.
Mr. Nolan requested any public comments from the audience. No public comments were presented.
Mr. Carr presented the following items:
1. MWRTA began the state audit per Chapter 161B, which is focusing on our Demand Response (DR) Operations. Mr. Carr noted that 50% of MWRTA operating budget is DR.
2. MWRTA asked Representative Alice Peisch to file House Bill 3568 in order to clarify the disability membership of the RTA advisory boards statewide. The current law is impractical in that it requires each community come up with a disabled resident to serve as a member for one year. Not only is it almost impossible to recruit a resident meeting this criteria from each community on an annual basis, in the off-chance a qualified candidate is appointed, by the time that person gets familiar with the role, it’s time for next community to appoint a new member (if one can be found). MWRTA has been able to use the MetroWest Council on Independent Living, and its executive director, as a consistent voice on the board to address the needs of this disabled community. Passage of H. 3568 will formalize the right to appoint MWCIL as a community representative in the event a resident cannot be found to fill the position on the Advisory Board. The Transportation Committee is hearing the bill on Wednesday, February 2, 2022.
3. Representative Kate Hogan has secured an earmark for funding microtransit service on Saturday’s in Hudson. MWRTA will meet with Advisory Board Member Johnson of Hudson to discuss implementation of the service. Mr. Carr noted, however, that MWRTA is experiencing a critical driver shortage, which is also nationwide challenge. Expansion of services is being impacted by this shortage, even with the availability of funding. He said that MWRTA has not had to cut service, but has had to be creative in order to maintain the service.
4. MWRTA is offering weekly COVID tests to its staff and the staff of our service contractor. Forty-nine tests were conducted last week, two were identified as positive.
5. The Generator (GEN) Project is winding down, and although it came in on budget, it has fallen behind schedule. Due to a manufacturer back order issue, we are still waiting for the project’s second generator to arrive.
6. DR ridership is up to 80% of pre-COVID. Microtransit implementation increased our DR service in Wellesley and Natick/Framingham on weekends. The driver shortage effects our numbers. Fixed Route (FR) remains steady at 50% of pre-COVID due in part due to the university and MBTA ridership which are both down.
7. Fleet Update: Received 3 FR, 5 DR transits and 10 DR cutaways. On order are 6 FR and 6 DR vehicles. 20% replacement of rolling stock per our 5-year plan. We plan on updating the local council on aging fleet this year.
8. Mr. Moynihan will address the MBTA Lease, later on in the agenda.
9. Mr. Glynn will be developing next year's budget, the increase fuel and insurance are of primary concern. April’s meeting will include a vote on next fiscal year’s preliminary budget. The finance committee will meet with Mr. Glynn to review the budget process.
10. Representative Carmine Gentile of Sudbury annually selects an employee and supervisor of the year. Advisory Board Member Debra Galloway/Sudbury, was this year’s selectee. She created DR in a rural area and obtained uber/taxi grants to supplement what is already provided. Debra is a collaborator and a role model to all.
11. MWRTA has promoted call center staff member Tyler Terrasi, to Assistant Grants Manager. Tyler volunteers as a board member for the MetroWest Center for Independent Living and the Framingham Disability Commission.
Mr. Nolan acknowledged Mr. Carr’s notice of retirement, after 15 years’ service with the MWRTA.
Mr. Moynihan referred to a job description included in the member’s packet and discussed a selection process timeline for the Administrator’s replacement. It is recommended that the general counsel and human resources staff the initial screening of applicants for the position after advertisement in local and national publications. After this initial screening to eliminate candidates that do not meet the minimum qualifications, the Administrator Search Committee will review candidates and determine interviews to be performed by the committee. The committee will submit no less than two candidates for the full Advisory Board's consideration and vote of approval. It is anticipated that this process can be completed in time for the Advisory Board’s April meeting, but that the timeline could be adjusted if required.
Mr. Ostroff of Natick inquired as to whether in conversations with other RTAs there were any aspects of the job description that stood out, and whether there were differences in what others asked of their administrator’s versus what we are asking. Mr. Moynihan stated that while the draft job description is in many ways unique to the regional needs of the MWRTA, several attributes of a good candidate, i.e. the ability to communicate well with member communities, advocate for improved transportation at every level, ensure that goals set by the advisory board are met, experience with: government, transit authorities, municipalities, types of meetings (towns, cities, governing boards, mayors), are consistent with all RTAs.
Mr. Ostroff observed that the job description presented is very detailed, and he wants to be sure we are not going outside the four corners of the description. He asked whether any RTAs have used a search consultant to have a layer in between the Board and the staff for the review of candidates.
Mr. Moynihan stated that some RTAs have used consultants, but that we are reasonably confident with the experience the MWRTA has both in staff and on the search committee, that the use of an outside consultant would not add any significant benefit to the search and could slow it down.
Mr. Nolan agreed with Mr. Moynihan’s comment and stated that he is satisfied with the job description. Regarding the timeline, Mr. Nolan noted that the Board has until June 29th to find a replacement for Mr. Carr, but that the April 25th target date may be optimistic.
Mr. Ostroff expressed some concern over not having another layer to assess the candidates beyond staff and the search committee.
Ms. Aufranc also expressed concern stating that she would rather have a consultant conduct the search to identify our goals. She also stated that in her opinion the candidate should have microtransit experience, so as to enhance that service and some of the future challenges we may face.
Mr. Nolan stated that he did not believe that a consultant was necessary given the collective experiences and qualifications of the search committee members. He requested input from the rest of the board.
Mr. Spooner of MWCIL stated that he had been involved in the first search committee that selected Mr. Carr as administrator, and that based on that experience, plus other searches he has been involved with MWCIL for several positions, he felt that the search process that has been laid was a good one.
Mr. Tusino stated that he would like to see information on the budget and number of employees included in the job description. He also inquired whether an HR professional had written the description. He offered to share a job description template from the City of Framingham.
After further discussion, the general consensus expressed was that, at a minimum, further enhancement to the job description should take place. Mr. Moynihan indicated that such an enhancement would not hold up the ability to advertise for the position with a broader description of the position. Once the final enhanced job description was completed, it then could be sent to the search committee for final approval, or such approval could be delegated to the Executive Committee. Mr. Moynihan expressed concern over delaying the process if the board were to decide to bring on a consultant. He pointed out that if the price for a consultant was $50,000 or more, additional time would be required to follow the Chapter 30B procurement process.
In response Mr. Ostroff pointed out that the Collins Center is part of UMass and can be engaged without going through the 30B process (they are considered a governmental entity).
Mr. Nolan again expressed concern over the use of an external consultant and the resultant extension to the timeline. He also stated that any board member could offer suggestions for the job description to the committee. Once finalized, the final job description could be returned to the full board for adoption.
Mr. Burman concurred with Mr. Nolan that the search committee should consider board member input on the description, and perhaps converse with the Collins Center to see where that takes us relative to timeline delays.
Ms. Aufanc pointed out that it is a key responsibility of the board to hire the administrator, and that she would prefer having a consultant involved in the process
Ms. Pope agreed that this is a major responsibility that needs to be subjected to a thorough process. She expressed her strong desire for use of an external search consultant.
Mr. Ostroff suggested that a motion be offered to authorize the Chair or his designee, to prepare a request for proposals for an external consultant for the administrator search.
Mr. Moynihan recommended that if the Board is determined to have a consultant involved, that it grant the Administrator authority to seek proposals and to enter into a contract for that purpose, in consultation with the search committee.
After much discussion:
A motion was made by Ms. Aufranc of Wellesley: To direct the Search Committee to identify a consultant to assist with the search process, identify the cost and the timeline and come back to the Advisory Board at a meeting to be determined, to receive guidance on selection. Second by: Ms. Pope of Marlborough.
Motion amended by Mr. Nolan of Wayland: and to make suggestions to refine job description and the overall process. Second by: Mr. Ostroff of Natick. The vote was unanimous.
Mr. Carr and Mr. Fitch, MWRTA IT Consultant, stated there was a unanimous vote by the Board to accept Fare Option #3 (reinstating fares) which included Option #2 (March implementation of same). Mr. Fitch has created a system that accepts cash, and replacing the MBTA’s Charlie Card with the MWRTA CatchCard. . There was further discussion on fare structure for microtransit (MT) service, which is an on-demand service open to all riders, not just the disabled. Mr. Fitch suggested that the Authority begin with a $2/trip fare, with the option to increase it to a $3/trip.
Mr. Fitch also raised implementation of the monthly pass program, which he noted was not fully discussed in previous meeting. The intent of this program is to create an affordable option for use of the system. It would act as a subscription-based product that would auto-renew until cancelled. Proposed fare for the monthly pass is $20/adult and $10/senior and disabled, which would provide unlimited rides for the month on Fixed Route (FR) service only.
A motion was made by Mr. Burman of Ashland: To approve the FY22 Fare Policy as recommended with the FR monthly pass at $20/adult and $10/seniors and disabled and $2/trip fare for MT service, with the option to increase it to $3/trip as the service becomes further established. Second by Ms. Aufranc of Wellesley. The vote was unanimous.
The Chair advised the Board that although he appointed Ms. Aufranc, Mr. Thatcher Kezer of Framingham, and himself (Mr. Nolan) to the Finance and Audit Committee at the last meeting, Mr. Kezer is no longer the Framingham representative and has left the board. Ms. Marshall of Holliston has agreed to replace Mr.
Kezer on the committee. The Finance and Audit Committee will meet with Mr. Glynn in the future to review MWRTA finances.
Mr. Ostroff asked whether subcommittee meetings are subject to the open meeting law. Mr. Moynihan confirmed that they are.
Mr. Nolan advised the Board that, in addition to himself, he has appointed Mr. Burman of Ashland, Ms. Galloway of Sudbury, Mr. Spooner of MWCIL, and Mr. Raymond Ledoux, former Administrator of the Brockton Area Transit Authority, to serve on the Administrator Search Committee. A meeting date will be confirmed as soon as possible to begin the selection process. If any Board members want to provide input for the job description and consultant, please contact the Search Committee. Mr. Nolan stated that the committee’s first order of business will be to review the timeline and financial impact to accommodate an external consultant. If a consultant is selected, the committee will bring it back to the Board for approval. Mr. Nolan stated that his desire is to have the search wrapped up by April 25th, but if not realistic, certainly by May, so as to provide a one-month overlap between the new administrator and Mr. Carr.
Mr. Moynihan updated the Board on the status of the FCRS lease renewal between MWRTA and the MBTA and MassDOT. He explained that the lease arrangement over the past five (5) years has been an unqualified success. When it came up for renewal in September 2021, the significant negative impact of COVID-19 on riders and car parks at the FCRS parking lot was discussed at length with the MBTA and MassDOT. Parking revenues fund the MWRTA management and operations of the FCRS. Under the lease any difference in parking revenue and the cost of operations will either be shared (in the case of excess revenues) or reimbursed to MWRTA (in the case of a deficit). Mr. Moynihan explained that prior to COVID parking revenue versus expenses was just about breakeven. Since the onset of the pandemic the parking revenue dropped significantly resulting in an operation deficit of approximately $370,000. MBTA has not reimbursed the MWRTA for these costs, a fact that presents a major stumbling block to lease renewal.
Mr. Moynihan explained that in an effort to resolve the revenue shortfall/operation deficit issue and extend the lease, the following options have been presented to MBTA/MassDOT for consideration: 1) extend the lease and pay the deficit in equal installments over the term (up to ten (10) years) while remaining current with ongoing expenses or, 2) reimburse the full amount through a combination of direct MBTA funding and accessing the federal funds made available to both the MBTA and MWRTA to supplement the loss of revenues due to the pandemic. Mr. Moynihan stated that it is expected that resolution of the funding and final lease negotiation will take place soon and that the Board can anticipate a proposed lease renewal for its consideration at the April meeting. In the meantime, the lease has been extended to April 30, 2022. .
Mr. Tusino will forward City of Framingham job description templates for the search committee review.
Ms. Aufranc: MT expanding public transport, budgets, numbers, etc. Inquired as to marketing strategy to implement fare reinstatement to customers. Mr. Fitch responded that MWRTA will post the fare structure in vehicles and work with all of our social media outlets to announce it. Final material is pending.
Mr. Ostroff requested that engagement with riders for a future agenda be explored off the purpose of assessing service in the wake of the pandemic.
Mr. Nolan: MassDOT studied the plans for the RTAs with a survey. Mr. Nolan requested that staff provide the board with a copy of the survey or a link on the MWRTA home page.
Mr. Carr reminded the Board that the next meeting date would be on or about April 25, 2022. The Board must approve a preliminary budget by April, and the meeting could also include Administrator search information. As I am looking at the Board from your virtual desks, I see most people are working at home. To Mr. Ostroff’s request for interaction with customers, from my humble perspective over the last 15 years, I previously thought the hardest days in this job was when we did not have anything: we did not have money, or buses, we had nothing. But the last two years has been incredibly difficult because we do not have the interaction with the customers in the way we used to have it. We all have to work to continue to provide the service from the inside. He pointed out that everybody in the MWRTA meeting room is a front line employee and are faced with COVID every day. We face the hardships of being a front line employee like some of you, in particular Ed Burman and Mike Tusino. We are out there and we are on the job.
Hopefully we get out of COVID soon, and I, for one, will be somewhere fishing.
A motion was made by Mr. Ostroff, of Natick: To adjourn the meeting. Second Ms. Aufranc, of Wellesley: The vote was unanimous.
The meeting adjourned at 12:52 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 January 31, 2022.
Debra Galloway of Sudbury, Clerk
Administrator Search Committee - February 17, 2022
Advisory Board Meeting - October 4, 2021
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