Minutes of the January 19, 2010 Meeting

 Present:  Linda Anelli, Susie Haughwout, Etna Eldred, Mark Wallace, John Redd, Randy Schoonmaker

 Being no public present, Mark motioned to accept the December 8, 2099 and the January 8, 2010 meeting minutes, Linda seconded, all approved.

 Randy reviewed ridership YTD. The numbers are distorted somewhat because a year we already had the Dew Tour and this year we have not. The Brattleboro , Readsboro and van routes continue to do substantially better than last year.

 The Board reviewed VTrans’ annual ridership and productivity charts. The Moover route was by far the most productive and cost efficient rural route in the state, followed closely by Readsboro. The Mount Snow and Timber Creek routes were also by far the best resort routes in the state. All DVTA routes exceeded the state and national averages in both categories.

 YTD financials continue to look positive, as costs for fuel and insurance are less than last year.

 Randy presented his RTAP narrative on ski resort transit systems to the Board.

 Mark motioned to moved into executive session to discuss a legal issue, Linda seconded. No decisions were made.

 Linda motioned to adjourn, John seconded, all approved.

Minutes of the January 8, 2010 Meeting

 Present:  Linda Anelli, Susie Haughwout, Etna Eldred, Mark Wallace, Randy Schoonmaker

 Susie convened the meeting at 5:15 pm.

 Being no public present, Linda motioned to move into executive session to discuss a legal matter, Mark seconded, all approved.

 After the Board came out of executive session, Mark motioned to have Randy sned the documentation about Butterfield Common to the Dover Select Board, Linda seconded, all approved.

 Mark motioned to adjourn, Linda seconded, all approved.

Minutes of the December 8, 2009 Meeting

 Present:  Linda Anelli, Susie Haughwout, John Redd, Mark Wallace, Randy Schoonmaker

 Linda motioned to accept the November 17, 2009 meeting minutes, Mark seconded, all approved.

 Ridership was reviewed, and we are slowly rebounding from a slow start including two weeks of no ski area routes but still behind last year’s record pace.

 Randy reviewed year to date financials. We continue to be ahead of budget thanks to reduced fuel and insurance expenses.

 The Board interviewed Larry Feldstein and Etna Eldred, perspective Board of Directors candidates.

 Mark motioned to move into executive session to discuss a legal matter, John seconded, all approved. Mark motioned to move out of executive session, John seconded all approved.

 Mark motioned to invite Etna Eldred to be our next Board member, John seconded, all approved.

 Mark motioned to adjourn, Linda seconded, all approved.

Minutes of the November 17, 2009 Meeting

 Present:  Linda Anelli, Susie Haughwout, Mark Wallace, Ross MacDonald, Randy Schoonmaker

 Ross reviewed the findings of the management review, which he will forward to us in writing. There were few findings, no major ones, but the review was a productive and objective exercise that will make us a better company.

 Mark motioned to accept the October 13, 2009 meeting minutes, Linda seconded, all approved.

 Ridership was reviewed, and we are slowly rebounding from a slow start but still behind last year’s record pace.

 Linda reported on our initial efforts to find other uses for the silo. The saw room attached to the silo should be saved if the silo is saved. The Historical Society passed on the idea, but Skip Morrow and Gary Henry have been down to take pictures and look around and may produce some ideas. They will get back to us.

 Linda moved to go into executive session to discuss a legal matter, Mark seconded, all approved. Mark motioned to move out of executive session, Linda seconded, all approved. No decisions were made.

 Randy reviewed on-going quality issues with our new and older Glaval buses. Window leaks, door leaks, rust and long-term warranty plans were discussed. All repairs are under warranty and our labor is being billed back to Glaval. However, much of our fleet will be shipped back to Indiana in the spring and summer for the repairs.

 Mark motioned to adjourn, Linda seconded, all approved.

Minutes of the October 13, 2009 Meeting

 Present:  Linda Anelli, John Redd, Susie Haughwout, Mark Wallace, Randy Schoonmaker

 Randy presented proposed changes to the bylaws which were in redlined format which were parliamentarian in nature or updated our committee structure. After discussion on each point, John motioned to approve the bylaws subject to attorney review. Linda seconded, all approved.

 Randy nominated Susie Haughwout as one of two Wilmington seats on the DVTA Board to be President of the Board; Mark Wallace as one of two Dover seats on the DVTA Board to be Vice President; Linda Anelli as the second Dover seat to be Secretary of the DVTA Board; and John Redd as the second Wilmington seat to be Treasurer of the DVTA Board, leaving one vacant "at-large" Board of Director seat open at this time to be filled at the pleasure of the Board." John seconded, all approved.

 Linda motioned to accept the August 25, 2009 meeting minutes, Mark seconded, all approved.

 Randy informed the Board that the state’s new drug and alcohol subcontractor had reviewed the DVTA’s D&A policy at length and had made numerous semantic changes but had not changed the intent and substance of the policy. Several redundancies were removed and language tightened, and Randy and Leona felt the changes were well done.  Mark motioned to accept the revised drug and alcohol policy, Linda seconded, all approved.

 Randy presented YTD financials. Income is right on budget, and expenses are below budget thanks to wage and fuel savings.

 Randy informed the Board that our auditors have requested that at least one Board member and possibly the entire Board review the Company’s 990 Tax Form draft. John agreed as treasurer to review it and get together with Randy with questions/concerns.

 YTD ridership was reviewed. The local routes are 15% behind last year’s record pace, while the senior routes are 10% ahead. It has been the slowest season in many years in our Valley, and both employee and tourist ridership echo that trend.

Randy presented the state of the fleet status. We have lost 12 buses to rust or old age during the last two years, and by Christmas only eight will have been replaced. This puts pressure on us as there are virtually no spares at peak. Our first five Glaval buses are in their last year of warranty for body rust, and one has been repaired with the remaining four not repaired yet and no time to do the repairs before winter. One of the buses we received in January has substantial leaks in the windows and front transition panel. Glaval flew out a rep last week, and he is developing a plan to cover all these repairs to be reimbursed to the DVTA under warranty temporarily until they are repaired at the factory in Indiana next spring/summer/fall. Three of our five new buses are waiting at the dealers in New York for our inspection, and we will run them through the same water test and scrutiny before we take receipt of them.

 Randy reported that the asbestos removal on the sides of the two multi-story buildings is complete, but that several roof sections are being tested for asbestos and will probably require removal before the winter comes. Randy feels that the building has become very weak and may fail under a heavy snow load, so that it is good that we are removing the hazardous materials. Linda has championed the silo to be salvaged, and she continues to seek restoration funding. She will schedule a meeting with Skip Morrow to discuss concepts and Randy will join them. Permitting is plodding along, and the Town of Wilmington has notified the DVTA that our $13500 deposit is at risk if we do not have all of our permits in hand by January 15, 2010. Randy will contract them to clarify which permits they are specifying and to see what options we may have.

 Our triennial VTrans management review is scheduled for November 10-12^th with a Board review at its completion. It was found that the Board would not have a quorum that week but would on November 17^th so Randy will try to re-schedule.

 Mark motioned to move into executive session to discuss a legal matter, John seconded, all approved.

 John motioned to move out of executive session, Linda seconded, all approved. No decisions were made.

 John motioned to adjourn, Linda seconded, all approved.

DVTA 2009 Annual Meeting Minutes October 13, 2009

 Present:  Susie Haughwout, John Redd, Mark Wallace, Linda Anelli, Randy Schoonmaker

 Susie convened the meeting at 4:23 pm.

 Mark motioned to accept the minutes of the 2008 Annual Meeting, the President’s Report, the Treasurer’s Report, the Secretary’s Report, and the General Manager’s Report. Linda seconded, all approved.

 Linda motioned to adjourn the 2009 Annual Meeting, John seconded, all approved.

Minutes from the August 25, 2009 Meeting

 Present:  Linda Anelli, John Redd, Susie Haughwout, Mark Wallace, Randy Schoonmaker

 Linda motioned to accept the August 4, 2009 meeting minutes, John seconded, all approved. Linda motioned to accept the July 14, 2009 meeting minutes, Mark seconded, all approved.

 Linda motioned to accept the Public Meeting Rules draft with changes, Mark seconded, all approved.

 Randy showed pictures and told the Board of projects at the Barnboard Factory including slight building demolition, asbestos removal and the renovation of the cinder block building. The Board discussed whether the silo should be removed or renovated, and they agreed to meet at the site in the near future and make a decision this fall.

 Randy reported that the filming of the documentary tours is over, but that Bob Edwards may need some time before editing is complete. Randy shared pictures and stories from the research, and the scrapbook draft is nearing completion.

 Board membership was discussed, and the Board directed Randy to place a legal advertisement in the paper for two weeks, requesting anyone who is interested in joining the Board to please submit a letter of interest.

 The Board set Tuesday, October 13 at 4:15 pm as the date of the 2009 DVTA Annual Meeting.

 Mark motioned to move into executive session to discuss a legal matter, John seconded, all approved.

 John motioned to move out of executive session, Linda seconded, all approved. No decisions were made.

 John motioned to adjourn, Linda seconded, all approved.

Minutes from the August 4, 2009 Meeting

Present:  Linda Anelli, John Redd, Susie Haughwout, Randy Schoonmaker  

John motioned to move into executive session to discuss a legal matter, Linda seconded, all approved.

 Linda motioned to move out of executive session, John seconded, all approved. No decisions were made.

 Linda motioned to adjourn, John seconded, all approved.

Minutes from the July 14, 2009 Meeting

Present:  Linda Anelli, Mark Wallace, Susie Haughwout, Randy Schoonmaker

Linda motioned to accept the June 19, 2009 minutes, Mark seconded, all approved.

Randy presented FY09 ridership which was a record year for us. We did over 231,000 rides, and set records on the Readsboro and Brattleboro routes.

The Board reviewed our FY10 grant awards. The DVTA received a 4% increase in combined 5311 and state ops funding, but was basically level funded for E&D and all of our other funding sources. We did receive $567,629 of capital for which we are grateful.

The Board reviewed the new roof design from Linesync. The roof height was lowered by 12 feet and the Board did not want to include any cupolas on the next round. The costs were reviewed and the project guesstimates as of now are right near $3.75 million. The Board asked Randy to check the engineer’s credentials on the new roof design to make sure that the roof pitch and support structure are sound. Randy will also check the impact of radiant heat on rust.

The Board discussed electronic banking and the two-signature system for checks. The Board directed Randy to get more vendors online, to see if we have alternatives to the present Key Bank system which is not working for several members, and do we have other alternatives for electronic banking and direct deposit. The Board decided to stay with the two-signature system.

Mark motioned to move into executive session to discuss personnel policies, Linda seconded, all approved. Linda motioned to move out of executive session, Mark seconded, all approved.  No decisions were made.

Mark motioned to adjourn, Linda seconded, all approved.

Minutes from the June 9, 2009 Meeting

 Present:  Mark Wallace, Linda Anelli, John Redd, Susie Haughwout, Randy Schoonmaker

 Linda motioned to approve the May 4^th and May 19th, 2009 meeting minutes, John seconded, all approved.

 Randy reviewed YTD financials which continue to be favorable to budget. We will end the fiscal year without having to borrow money from our line of credit, and we will start the new fiscal year with a positive bank balance for the first time in many years.

 The Board reviewed Joseph Cincotta’s new rough roof designs. The elevations were not ready in time for the meeting but will be e-mailed as soon as they are available. The Board generally liked the roof plan, agreeing that all that could be done to make it lower, attractive and more affordable was done. Morton has quoted a figure of $1.888 million for the structure versus rough quesstimates up to $3 million. John Redd revised several line items on the cost estimates, and we were able to project a cost just below our goal of $3.75 million.

 Randy presented a proposed plan to provide and fund the operation of a vehicle for Butterfield Commons. The DVTA would buy or find a van to donate to them, work with a local charitable organization to fund the insurance for it, and to have the residents pay for fuel. After lengthy discussion, the Board felt that the plan was not within our realm of responsibility, and that Butterfield or the Land Trust should provide a transportation plan. Mark motioned to accept the proposal, but there was no motion to second it so that it was not voted on.

 Randy notified the Board that GMC had earlier in the week notified us that they are no longer building medium-duty truck chassis for buses like ours. Our order for four new key replacement buses is caught up in GMC’s production schedule, and we have been assured by Glaval that our order was placed before any pertinent deadlines and that we should be receiving our chassis at some point and probably later than we anticipated. If there are any further developments, Randy has a backup plan.

 The Board reviewed Randy’s proposal for operating Mount Snow ’s parking lot shuttles as part of a loop with The Outlook and possibly Snow Vidda. Since the two DVTA buses to do this loop will not both be available this winter because of limited awards from the state, Randy will contact Kelly and revive the conversation again a year from now. Mark recused himself before the motion and vote. Linda motioned to table working with Mount Snow on their parking lot shuttles and to offer The Outlook a $400 per unit contribution service. John seconded, and three voted in favor, one recusal.

 Mark motioned to move into executive session to discuss contractual and legal issues, Linda seconded, all approved. Mark motioned to move out of executive session, John seconded, all approved. No decisions were made.

 Mark motioned to adjourn, Linda seconded, all approved.

Minutes from the May 19, 2009 Meeting

 Present:  Mark Wallace, Linda Anelli, John Redd, Susie Haughwout, Randy Schoonmaker

 Linda motioned to approve the March 31, 2009 meeting minutes, John seconded, all approved.

 Randy reviewed YTD ridership which is about to set an all-time record for the DVTA previously reached during the perfect winter of 1997-98. Over 223,000 riders have ridden this year, with large increases in the Kingswood, Brattleboro , Readsboro, Mount Snow and E&D routes.

 The Board reviewed YTD financials. We continue to save money relative to budget, and there are no glitches that we can see on the horizon for fiscal year end.

 Randy announced that Chuck Gallagher will be leaving VTrans in August. Chuck has been exceptionally good to all the transit providers, and to the DVTA as well. He will be sorely missed.

 Randy updated the Board on legislative developments as they relate to our capital requests. Our Stimulus grant should be approved shortly by the FTA, as the Governor and Legislature have done everything they can on that grant. But on our capital 2010 grant, they are at odds over the overall budget, and not on public transit line items. Nevertheless, we cannot have approval of our grant application and bus orders until an overall budget is signed and agreed to by both branches.

 Randy has met with Joseph Cincotta and has signed a $4000 contract for the re-design and new estimates of our Morton building roof. He will prepare two proposals – one for a gambrel roof and one for a traditional triangular truss roof by the end of May.

 The group reviewed where the new power line will go into our property and agreed to have Randy sign an easement for such.

 Mark motioned to move into executive session to discuss employee wages, Linda seconded, all approved. Mark motioned to move out of executive session, John seconded, all approved. Mark motioned to accept the budgeted wage structure as proposed, John seconded. Susie, Mark and John approved the motion, Linda objected, motioned carried.

 Mark motioned to adjourn, John seconded, all approved.

Minutes from the May 4, 2009 Meeting

 Present:  Mark Wallace, Linda Anelli, John Redd, Susie Haughwout, Randy Schoonmaker

 Randy reviewed the proposal he e-mailed proposing a second MOOver per hour from 12/26/09-3/21/10 on weekends and holidays from 7:30 am-6:30 pm. The operating cost is around $12,210 and will help the DVTA spend down its 5311 operating grant. John motioned to approve the proposal, Linda seconded, all approved.

 Randy reviewed the proposal he e-mailed to everyone about new condominium association pricing, and how we should proceed to fund new developments before they are sold out. Several concepts from the handout were discussed including trying to incorporate the route into the Mount Snow route, or the Mount Snow parking lot loop or a third new route. Randy will work Kelly Pawlak to get an estimate from Mount Snow on their parking lot shuttle costs.

 The Board discussed the need to re-design the roof of the new facility in an attempt to both lower and firm up estimated costs for the project.  John motioned to have Randy authorized to get an estimate from LineSync to include structural and construction options for just the roof design, Linda seconded, all approved.

 Mark motioned to adjourn, Linda seconded, all approved.

Minutes from the March 31, 2009 Meeting

 Present:  Mark Wallace, Linda Anelli, John Redd, Randy Schoonmaker

 Linda motioned to accept the February 23, 2009 minutes, John seconded, all approved.

 Randy reviewed the fleet issue that was e-mailed to everyone earlier in the week. He will be going to Montpelier on Friday to lobby VTrans for five new replacement buses.

 Randy presented the proposed FY2010 operating budget. It included a level-funded income budget, with no further service cuts or additions. John motioned to accept the proposed FY2010 budget, Linda seconded, all agreed.

 Randy proposed having the DVTA contract to remove the asbestos siding on the Barnboard Factory so that in case there is further structural failure we would not have hazardous materials throughout the failure. Linda motioned to accept Catamount Engineering’s removal proposal, John seconded, all approved.

 Linda motioned to move into executive session to discuss a personnel matter, John seconded, all approved. John motioned to move out of executive session, Linda seconded, all approved. No decisions were made.

 John motioned to adjourn, Linda seconded, all approved.

Minutes from the February 23, 2009 Meeting

 Present:  Mark Wallace, Linda Anelli, John Redd, Susie Haughwout, Randy Schoonmaker

 Linda motioned to accept the February 4, 2009 minutes, John seconded, all approved.

 Randy reviewed the results of the RFP for fuel for next year. Nido’s proposed a $1.99 price for winter blend and $1.82 for summer blend fuel, which provide substantial savings over this year’s costs. John motioned to accept the proposal, Linda seconded, all agreed.

 The Board discussed the best days of the week and times of the day to hold future board meetings. After discussion, Mark motioned to meet the second Tuesday of the month at 4:30 pm, Linda seconded, all approved. We will start this in April (March if necessary since we have just had two meetings).

 Randy presented financials year to date. The Company continues to make substantial savings relative to budget on wages and benefits, bus parts, and related supplies thanks to the adjustments made last spring to trim the least productive routes.

 John motioned to move into executive session to discuss personnel matters, Linda seconded, all approved. Linda motioned to move out of executive session, John seconded, all approved. Mark motioned to offer Randy an extension to his employment contract, Linda seconded, all approved.

 Mark motioned to adjourn, Linda seconded, all approved.

Minutes from the February 4, 2009 Meeting

Present:  Mark Wallace, Linda Anelli, John Redd, Susie Haughwout, Ross MacDonald, Randy Schoonmaker

Ross updated the Board on funding discussions for this year, 2010 and the stimulus package possibilities. Approximately $4.6 million might be available for Vermont ’s buses from the stimulus package, and the backlog is $6.8 million. The Legislature is grappling with 2010 budget shortfall, 2009 cuts and is also waiting on details from the stimulus.  Much more to come. The SRTP process is on hold while a better and more local method is determined.

Linda motioned to accept the December 8, 2008 minutes, Mark seconded, all approved. Randy reviewed ridership which is up 18% from last year, while the national average is 6.5%.  The Dew Tour was very busy and accounted for around 4000 new rides, but despite the Tour, ridership is very strong on all routes. The Dew Tour next year is January 21-24.

Randy presented financials year to date. The Company continues to make substantial savings relative to budget on wages and benefits, bus parts, and related supplies thanks to the adjustments made last spring to trim the least productive routes. Randy reviewed the 2008 audit which included the need for a fraud policy, an internal control policy, and review of accrued payroll on year’s end. There were no material findings. Randy asked the Board to consider giving up/returning $5000 of this year’s $26425 of service integrity state funds as a credit on our next advance. John motioned to do so, Linda seconded, all approved.

Randy updated the Board on our permit process for the new building. Mark Bannon should have draft permit applications to us very shortly, and we are close to filing our NEPA application as well.

John motioned to move into executive session to discuss employee and legal matters, Linda seconded, all approved. Linda motioned to move out of executive session, John seconded, all approved. No decisions were made.

John motioned to adjourn, Linda seconded, all approved.  

Minutes from the December 8, 2008 Meeting

Present:  Diane Cummings, Mark Wallace, Linda Anelli, Susie Haughwout, Ross MacDonald, Randy Schoonmaker

Linda motioned to accept the October 7, 2008 minutes, Diane seconded, all approved.

Randy updated the Board on problems with the Timber Creek MOOver stop. Recently the bus blocked the entrance dropping off a rider, and then a car tried to cross Route 100 at the same time. A truck came down Route 100 south and narrowly missed ramming the car. Randy moved the stop to the Greenspring entrance. Timber Creek would like to have the stop restored, but there is no safe alternative at that intersection, and our buses are too long to turn at the Sugar House. We will take a fresh look for other options in the spring.  Randy reviewed ridership which is up 11% from last year, while the national average is 6.5%.  The Dew Tour is coming to the Valley January 8-11 and this will be second only to the X Games in terms of event size and impact on the Valley. We have been meeting for three months to plan the traffic, park and rides, security and signage.  Randy informed the Board that we have three new buses arriving with 34 seats to accommodate the increase in ridership on the Brattleboro and MOOver routes. We hired three new drivers this year to fill the losses caused by the spring layoffs. Randy has provided proposals for 2009-10 shuttle service to Snow Vidda, The Outlook, Whispering Pines and the new development at the North Branch Club. Linda wanted all perspective partners to realize that the DVTA has final say on route design from a perspective of safety, impact on the other routes, and our ability to provide rolling stock.

Randy presented financials year to date. The Company has made substantial savings on wages and benefits, bus parts, and related supplies thanks to the adjustments made last spring to trim the least productive routes.

Ross MacDonald provided an update for the Board on the SRTP process which is stalled indefinitely; the process for the Section 35 study; the collapse of the Network transit agency in Grand Isle and Franklin counties; and the state’s economic forecast for 2009-2010. The Board engaged in a lengthy discussion of the impacts of all these issues, and weighed in with their concerns to make all processes public, to seek input with the transit providers, and to cooperate with the state’s request to return some of the fuel integrity funds that the state is requesting from all providers.

Randy updated the Board on our permit process for the new building. Mark Bannon should have draft permit applications to us very shortly, and he has finished our storm water design which was a challenge. Randy continues to work on the script for our video documentary on the Barnboard Factory.

Diane motioned to move into executive session to discuss a legal matter, Linda seconded, all approved. Diane motioned to move out of executive session, Linda seconded, all approved. No decisions were made.

Linda motioned to adjourn, Diane seconded, all approved.

Minutes from the October 7, 2008 Meeting

Present:  Diane Cummings, John Redd, Linda Anelli, Susie Haughwout, Randy Schoonmaker

Linda motioned to accept the August 27, 2008 meeting minutes, John seconded, all approved.

Randy asked the Board to consider eliminating two bus stops – Timber Creek Sugar House and Dover Green. We will need to run our new 37-40’ buses along the MOOver route because all of Mount Snow ’s internationals will be staying along Route 100. These buses will either bottom out or will not fit into these two stops as compared to the 30-33’ buses we are driving now. Diane motioned to eliminate both stops and send letters to each stop owner, Linda seconded, all approved. Randy informed the Board that, with Mount Snow not housing anyone in the Highlands, Ahmeek Road or Alpine Loop, we can keep the existing East Dover schedule the way it is and just do the school loops. John motioned to maintain the existing East Dover route schedule the way it is, Diane seconded, all approved.  Randy said that the weekend Brattleboro service was budgeted to operate this winter, and that it would be easier to operate it all winter versus just the month of the December when the internationals will be arriving. John motioned to maintain the budgeted Brattleboro schedule the way it is, Linda seconded, all approved. 

Randy presented YTD financials which show that the cuts made are generating the required savings necessary, and that we may be in a position to save money because of Leona’s digging into liability insurance requirements by VTrans and interpretations of the definition of interstate commerce by the FMSCA. Linda asked Randy to follow up with VTrans and the Governor about this.

Linda motioned to move into executive session to discuss a legal matter, Diane seconded, all approved. John motioned to move out of executive session, Diane seconded, all approved. No decisions were made.

John motioned to adjourn, Linda seconded, all approved.

2008 Annual Meeting Minutes October 7, 2008

Present:  Susie Haughwout, John Redd, Diane Cummings, Linda Anelli, Randy Schoonmaker

Susie convened the meeting at 5:35 pm.

Linda motioned to accept the minutes of the 2007 Annual Meeting, Diane seconded, all approved.

Linda motioned to accept the President’s report, Diane seconded, all approved.

John motioned to accept the Treasurer’s report, Linda seconded, all approved.

Diane motioned to accept the Secretary’s report, John seconded, all approved.

Linda motioned to nominate Susie Haughwout as President, Mark Wallace as Vice President, Diane Cummings as Treasurer, and Linda Anelli as Secretary. Diane seconded, all approved.

Diane motioned to adjourn the 2008 Annual Meeting, John seconded, all approved at 5:40 pm.

Minutes from the August 27, 2008 Meeting

 Present:  Diane Cummings, John Redd, Linda Anelli, Susie Haughwout, Mark Wallace, Randy Schoonmaker

 Diane motioned to move into executive session to discuss a legal matter, Linda seconded, all approved. Linda motioned to move out of executive session, Diane seconded, all approved. Mark motioned to allow Randy to execute the release pending no substantial changes from Grinold’s attorney; to have Randy execute the renewal note after e-mail review by the Board; and to have the settlement check presented to Grinold after all documents have been executed by both parties. Diane seconded the motion.  Mark, John, Susie and Diane approved, Linda abstained.

 Randy asked the Board to approve an update to the DVTA Drug & Alcohol Policy regarding observed collections as required by federal law. Susie motioned to approve the technical adjustments to come into compliance with federal law, Linda seconded, all approved.

 Randy presented a revised 2009 operating budget, which reflected a 2% increase for all hourly staff, $36000 for capital match instead of $24000, and various cuts to fuel and wage costs that bring the budget to break even. Mark requested a comparison for certain line items from the original budget which Randy provided. More than $50000 was cut from the previous budget. Mark motioned to approve the new budget and the pay increases, John seconded, all approved.

 Randy asked the Board to consider setting October 7, 2008 as the date for our 2008 Annual Meeting. Diane motioned accordingly, Linda seconded, all approved.

 Randy presented a request from Kristen Wallace to have the MOOver provide a bus to assist with the valet parking at the Grand Summit Hotel during the Chamber’s Vermonster Auction on October 26^th. The Board discussed at length the need for a policy that defines under what circumstances – route, time frame, funding –  we would be able to provide services to the community and to also avoid charter questions. The Board asked Randy to draft a policy prior to the next meeting. Susie motioned to provide the service as requested for that function and to update our policy by the next meeting. Diane seconded the motion. Linda, Susie, John and Diane approved, Mark abstained.

 Linda motioned to accept the June 5, 2008 meeting minutes, John seconded the motion. John, Susie, Linda and Diane approved, Mark abstained.

 Randy advised the Board that he locked the DVTA into a group diesel fuel purchase/bid with the towns of Dover , Wilmington , Whitingham and Searsburg, plus the WSWSU, for $4.69 per gallon in the non-winter months and $4.79 for winter blend. The bids were sent to nine suppliers with only two responding, and Nido was chosen as the winning bid. The purchase was locked in about a week before prices began to decline. This price is reflected in the DVTA budget.

 General discussion followed about the Short Range Transit Plan meetings held in July. Everyone who attended thought it was informative and interesting, but that it is hard to focus on the next five years when service is being cut each year due to fuel prices.

 Randy shared July 4^th ridership with the Board. With perfect weather and the event on a Friday we had near record ridership in Wilmington and record ridership for all three holiday events. There is talk next year of adding an eastbound park and ride.

 Randy asked the Board to approve his trip out west to visit resort shuttle systems. The DVTA has $3000 annually in RTAP funds specifically for continuing education, and Randy has been to the transit shows and conventions many times and would like to study services more like our own. The dates of the trip are September 16-27 and include eight major resorts’ systems. Mary Schoonmaker will also go at her own expense. Linda motioned to approve the trip, Mark seconded, all approved.

 Randy presented an overview of the earmark status and permitting timeline. The Board reviewed the various projected dates of permit acquisition, with the general goal to have all permits in place by next summer so that we may begin construction when the earmark becomes available in October, 2009. Randy presented a two-phase plan for the permitting and construction of the facility which had a generous allowance of time built into it which we hopefully will improve upon.

 Randy informed the Board that he is working on developing a video documentary of the history of the site with Bob Edwards and The Student Network, as well as developing a scrapbook. Both will go the Wilmington Historical Society and should be completed before the building is torn down.

 Mark motioned to adjourn, Linda seconded, all approved.

June 5, 2008 Meeting Minutes

 Present:  Linda Anelli, Susie Haughwout, John Redd, Diane Cummings, Randy Schoonmaker

 Linda motioned to approve the May 13^th meeting minutes, John seconded, all approved.

 Randy presented the proposed 2009 budget. Projected income will not meet projected fuel cost increases, and Randy outlined a series of cuts to balance the budget. The plan calls for eliminating service after 6 pm on the MOOver route from April-early December; eliminating service to Wardsboro; having the office staff drive the East Dover route to just service school times; eliminate weekend Brattleboro service in the summer months; keep staff pay increases to 2%; and to keep winter service levels unaffected. Randy has been lobbying the state to take funds from capital and put towards operating. The Board discussed the plan and expressed frustration over the need to do this, the impact on E&D routes, the possibility of calling an emergency session of the Legislature, and the re-consideration of fares and contributions from towns. There was also discussion that we should be careful to not push too hard in order to negatively impact our funding. Randy presented a related communications plan for the service cuts. John voted to approve the budget and communication plan, Linda seconded, all approved.

 The recent FTA circular suggesting much stricter tripper services was also discussed. The Board asked Randy to do a separate mailing and article on this to the public, and to publish the savings that the DVTA provides to member towns as an incentive to have them respond to the FTA website soliciting comments.

 Linda motioned to move into executive session to discuss a legal issue, John seconded, all approved. John motioned to come out of executive session, Linda seconded, all approved. No action was taken.

 John motioned to adjourn, Linda seconded, all approved.

Minutes from the May 13, 2008 Meeting  

Present:  Diane Cummings, John Redd, Linda Anelli, Susie Haughwout, Ross MacDonald, Randy Schoonmaker

 Diane motioned to accept the April minutes, Linda seconded, all approved.

Randy asked the Board to allow us to sell three buses without removing the sots. Since these buses will be leaving the country, we would remove only the logos and spare the expense of removing the spots. Linda motioned to not de-spot the buses if they were not staying in the US and if we can secure a letter from the buyer that they will not remain in the US, John Redd seconded, all agreed.  

Randy reviewed our year end cash flow for the end of this fiscal year. Because of above budgeted costs for fuel, a dialysis patient and the loss of income of selling old buses at the usual (non-salvage rates), we will end the year with either a balance on our line of credit or most of our savings account used to offset expenses. We will pay only necessary items until July 1^st, upon which we will pay everyone. Randy reviewed the budget that will be submitted as part of our FY)( grant application, which shows a $28,000 deficit based on diesel fuel at $4.00 per gallon. The application will request a nearly 17% increase in funding from VTrans; will allow a modest pay increase to staff; and will probably trigger service hour cuts. When the grant is awarded in late June, we will review the funded amount and make further cuts as necessary. John motioned to adopt this plan and budget for the grant application, Diane seconded, all agreed.

 Diane motioned to move into executive session to discuss a legal matter, John seconded, all approved. Linda recused herself from the topic. John motioned to move out of executive session, Diane seconded, all approved. John motioned that Randy proceed with the Grinold settlement, Diane seconded, John, Susie and Diane approved.

 John motioned to adjourn, Linda seconded, all approved.

Minutes from the April 14, 2008 Meeting

 Present:  Diane Cummings, John Redd, Mark Wallace, Linda Anelli, Susie Haughwout, Ross MacDonald, Matt Mann, Chuck Gallagher, Randy Schoonmaker

 After introductions, Randy and Chuck briefed the group on the Short Range Transit Plan workscope, key dates and the fact that we are holding a special financial planning session with the Board, the consultant, VTrans and WRC (invited) on May 14^th.

 John motioned to accept the March 11^th minutes, Linda seconded, all approved.

 Randy reviewed ridership which is up 14% from a year ago. The condo routes were up 31% from last year, while our local routes were up 3% with far fewer international workers in the area.

 Randy reviewed YTD financials. Fuel costs are $21963 over budget, and volunteer mileage is up because we have an E&D dialysis client. Randy and Bob Rusten have organized a local fuel buying group to put out a large bid for diesel, gasoline, and heating fuel for next year. We have also completed research on a new fueling system and storage tank, and a handout was reviewed showing costs and payback.

 Randy told the group that the FTA is coming for a site visit on May 6^th. VTrans and Matt Mann are invited to attend. Randy distributed a chart showing the permit process as we understand it.

 The group discussed the need for a letter from VTrans supporting the DVTA’s need for a facility using non-state funds so that we could get on the regional STIP and receive an earmark. Chuck reviewed conversation from earlier in the day that the state has no defined policy on supporting facilities, and that he is uncomfortable providing support until the upcoming Section 38 study is completed which will look into possible synergies and infrastructure among the state’s transit operators. This sparked a long, emotional discussion detailing the DVTA’s long history without a home; its contribution to the community and to fellow operators; and its frustration with changing policies or the lack thereof in our 12-year history of this project. Chuck indicated that he would consider the input and frame his response as much in support as he could within limits, and with the idea that no further support in other venues regarding the facility would be forthcoming until the study was done.

 Chuck, Ross and Matt excused themselves. Diane motioned to move into executive session to discuss a legal matter, Linda seconded, all approved. John motioned to move out of executive session, Diane seconded, all approved. John motioned that Randy contact our attorney to file for a summary judgment against Bob Grinold on the interest decision, Diane seconded, all approved.

 Linda motioned to adjourn, John seconded, all approved.

Minutes from the March 11, 2008 Meeting

Present:  Diane Cummings, John Redd, Mark Wallace, Ross MacDonald, Randy Schoonmaker

 Mark opened the meeting with an announcement that he hopes close on the sale of Wallace Properties by the end of March. It should have no bearing on the DVTA’s condo contracts with the properties he manages.

 Ross spoke of his second visit to the garage and of his recognition of our need to rotate some vehicles out of service before the end of their useful life. He also briefed the Board on the upcoming Short Range Transit Plan process.

 John motioned to accept the January 15, 2008 meeting minutes, Diane seconded, all approved.

 Randy reviewed ridership trends for the February holiday and year to date, both of which showed huge increases. Van ridership continues to be behind last year due to a program cut and fewer clients. Our critical care transportation rides are up substantially over last year. Randy also briefed the Board on late season schedule changes and has asked all condo associations if they need additional service after Easter. The Dover School budget did not include our annual $3000 donation from them, and Randy will continue to follow up with them. Randy is meeting with Bob Rusten to discuss the possibility of fueling at the Town Garage to save money.

 Under the new facility agenda item, Randy informed everyone that Halsey King’s study is almost done. He has done a great job on researching fueling possibilities. Randy has been in touch with the FTA about whether we need a sole source procurement approval on design-build with Morton, and was informed of the NEPA process requirement. John recommended that we contact Mark Bannon about this, and hopes that we could seek a categorical exclusion. Mark sent Randy and John a first draft Act 250 application which has been edited and sent back. John suggested that we seek our stormwater and sewer permits early on.

 Randy shared year to date financials with the Board. Revenues are slightly over budget, and expenses are less than budget. Fuel prices are having a negative impact, but we are saving on many line items and it looks favorable that we will reach our year end goal.

 Ross excused himself from our meeting.

John motioned to move into executive session to discuss a legal issue, Diane seconded, all approved. Diane motioned to emerge from executive session, John seconded, all agreed. John motioned that we make a final offer to Bob Grinold to settle for half the contested interest he believes he is entitled to as our final non-negotiable offer. Diane seconded, all approved.

 John motioned to adjourn, Diane seconded, all approved.

Minutes from the January 15, 2008 Meeting

Present:  Diane Cummings, Susie Haughwout, John Redd, Mark Wallace, Linda Anelli, Randy Schoonmaker

Linda motioned to accept the December Board of Director meeting minutes, Diane seconded, all approved.

 Randy presented the YTD and Christmas week ridership numbers which were up 17% and 24% respectively.

Randy updated the Board on our earmark application which he submitted to Senator Leahy’s office. The total project cost is $5.5 million, of which the federal earmark request was $4.4 million. Our permit applications are being drafted and will be mailed to John Redd and Randy for their input. Mark motioned to file the permit applications pending changes and approvals from Randy and John, Diane seconded, all approved.

Randy presented the YTD financials. Our surplus YTD is $5161 ahead of budget. Volunteer driver wages are substantially over budget, and Randy is working on a plan to finance the overage.

John motioned to move into executive session to discuss rider, personnel and legal issues, Diane seconded, all approved. Diane motioned to emerge from executive session, Mark seconded, all agreed. Mark motioned to offer Bob Grinold arbitration and, if unacceptable, to file legal action. John seconded, and all approved except Linda who abstained.

John motioned to adjourn, Linda seconded, all approved.

Minutes from the December 5,, 2007 Meeting  

 Present:  Diane Cummings, Susie Haughwout, John Redd, Mark Wallace, Linda Anelli, Randy Schoonmaker

 Diane motioned to accept the November 6, 2007 BOD meeting minutes. Linda seconded, all approved.

 Randy updated the Board on the progress on the new Drop Zone. The budget for the shack is under budget $500 more than the budget for the Drop Zone is over. Randy showed pictures of the projects, and said everything is a big improvement with the exception of pedestrian safety. People are walking across the drop zone right into incoming buses, and we are working on having ambassadors and fences and signs added. Randy also handed out the outline for MOOver U, a two-week refresher training course for our staff that is being held this week and next.

 John updated the Board on a parking plan for HTW Trail. He and Randy walked the site that morning, and he proposes we create an area between the sawdust pile and property line for around 5-10 cars (2000 sq ft) with boulders around the perimeter. We would have to install a new gate farther back from the present one. John will check on insurance through the town of Wilmington . This is a temporary plan until the Riverwalk is completed an potential new parking is created near the northeast corner of our site. Randy and John are reviewing Joseph’s cost proposal. Randy is working on a required report for Leahy’s office that pre-qualifies our earmark request. In it Randy will expand the scope a little with as much sales effort as possible without overdoing it. Letters of support will be needed from WRC, and will be requested from the Chamber, Mount Snow , the Planning Commission and the Selectboard.

 Randy presented year-to-date-financials. Revenue is and expenses are very close to budget, but wage costs will rise above budget soon thanks to all the body repairs required for our Internationals and training wages for PASS and MOOver U. Ridership YTD is 7% ahead of last year and doing well.

 Linda moved to go into executive session to discuss legal issues, Diane seconded, all agreed. Mark motioned to emerge from executive session, John seconded, all agreed. Mark motioned to authorize Randy to pursue legal matters, Diane seconded, all approved.

 Diane motioned to adjourn, Linda seconded, all approved.

2007 Annual Meeting Minutes November 13, 2007

 Present:  Susie Haughwout, John Redd, Diane Cummings, Susie Haughwout, Linda Anelli, Randy Schoonmaker

 Susie convened the meeting at 5:30 pm.

 Linda motioned to accept the minutes of the 2006 Annual Meeting, Diane seconded, all approved.

 Linda motioned to accept the President’s report, Diane seconded, all approved.

 John motioned to accept the Treasurer’s report, Linda seconded, all approved.

 Diane motioned to accept the Secretary’s report, John seconded, all approved.

 Linda motioned to nominate Susie Haughwout as President, Mark Wallace as Vice President, Diane Cummings as Treasurer, and Linda Anelli as Secretary. Diane seconded, all approved.

 Diane motioned to adjourn the 2007 Annual Meeting, John seconded, all approved at 5:35 pm.

Minutes from the November 6, 2007 Meeting

 Present:  Diane Cummings, Susie Haughwout, Mark Wallace, Linda Anelli, Randy Schoonmaker, Ross MacDonald

 Mark motioned to accept the October 2, 2007 BOD meeting minutes. Linda seconded, all approved.

 The Board confirmed its 2007 Annual Meeting Date of November 13, 2007 at 5:30 pm.

 Randy updated the Board on the progress on the new Drop Zone. The paving is done, shelters are moved, and he has been receiving great cooperation from Elia Hamilton of Mount Snow . The shack is also coming along and should be ready in time for Thanksgiving.

 Randy presented the latest on the new facility. There are concerns that the HTW trail will be built next summer and will not have a trailhead, making people wishing to use the trail blocked by our gate and causing parking complications. A plan is need from the trail committee to address this; a budget to provide parking, new gates and fences to maintain protection from our site becoming an illegal dumping site again; and public access. Randy will meet with John Redd prior to the next meeting and will review. The latest site plan from Mark Bannon was reviewed. The Board was in general agreement with the plan, but wanted to ensure that the silo was not torn down and that we start a “Save The Silo” campaign to raise local funds to preserve and renovate the structure.  Randy will check with Kenny Clam to see where he gets rid of his sawdust.

 Randy presented year-to-date-financials. Revenue is $9277 below budget and expenses $5817 are lower than budget. .

 Ross MacDonald was excused. Diane moved to go into executive session to discuss  legal and personnel issues, Linda seconded, all agreed. Mark motioned to emerge from executive session, Diane seconded, all agreed. Mark motioned to add one additional position with health insurance and benefits, Diane seconded, all approved.

 Linda motioned to adjourn, Mark seconded, all approved.

Minutes from the October 2, 2007 Meeting

 Present:  Susie Haughwout, Mark Wallace, Linda Anelli, John Redd, Randy Schoonmaker, Ross MacDonald

 Linda motioned to accept the September 4-6, 2007 BOD meeting minutes. Mark seconded, all approved.

 The Board confirmed its 2007 Annual Meeting Date of November 13, 2007 at 5:30 pm.

 Randy presented his planned training program called MOOver U, which will refresh drivers on a wide variety of subjects, provide testing and hand-on practice for driving skills, and will feature a variety of presenters and formats to take place the first two weeks of December.

 Greenspring has agreed to the same service level as last year, with the addition that the third bus will also circulate in Greenspring in the morning instead of waiting for a call from the Peaks. Kingswood’s contribution has changed from $46000 to $42,714. They overpaid last year based on how they calculated the number of units, and this year’s number is the correct one for the number of units.

 Randy has requested the state to allow us to cannibalize I8 for parts since the undercarriage rusting is so severe. The DVTA has an application in to VTrans requesting a new bus to replace it. It would, if funded, be for a 26-seat Glaval for roughly $120,000.

 Randy presented a revised budget request for the Drop Zone, adding $1500 to the previously approved $20000 for higher than budgeted paving costs. Linda motioned to approve the request, John seconded, all approved.

 Randy requested the Board to approve an additional $1000 to the $15000 already approved budget for shack expansion, citing the cost of purchasing a porta-potty. Mark motioned to approve the request, Linda seconded, all approved.

 The Board discussed whether to bid on the DVTA’s bear at the upcoming Chamber auction. Mark motioned to bid up to $2000 to purchase the bear, John seconded. After some discussion, all opposed.

 Ross MacDonald was introduced and the Board welcomed him. Ross spoke of his background and his responsibilities at VTrans.

 Randy presented the latest on the new facility. We are meeting with a group of town officials about the possibility of partnering on public parking at the site, and we have met with John Greene about the HT&W Trail as well as the Riverwalk. He reports that the HT&W probably will stay off our property on the west side of the stream, and that snowmobiles will not be allowed to cross the river onto our site. Randy is getting an additional demolition bid from Triple T. He has also met with Tom Consolino about senior housing on the site, and Tom will get back to us with any interest his group will have. Randy has ensured them that we may or may not have land available for subdivision.

 The consulting team of Urbitron has come on site to begin evaluating our needs for washing and fueling systems. They should have a report to us in 60 days.

 Randy presented year-to-date-financials compared to last year at this time. Revenue is $37089 above and expenses $45686 above last year. There are no problem areas or trends emerging to date, and weekly budgets will be ready by the next meeting.

 Ross MacDonald was excused. John voted to go into executive session to discuss a legal issue, Linda seconded, all agreed. John voted to emerge from executive session, Linda seconded, all agreed. The Board agreed to proceed as counsel recommended.

 Linda motioned to adjourn, Mark seconded, all approved.

 Present:  Susie Haughwout, Mark Wallace, Diane Cummings, Linda Anelli, John Redd, Randy Schoonmaker

 The Board welcomed John Redd to the Board.

 Mark motioned to accept the June 11, 2007 BOD meeting minutes. Linda seconded, all approved.

 Randy presented the 2007 ridership results as compared to 2006. Overall 07 was 9% last year, with the Readsboro, Brattleboro and Council on Aging routes showing substantial growth while the remaining routes were off because of very unusual weather and its impact on regional staffing.

 Randy presented the proposed phases for the Mount Snow Drop Zone improvements. Phase 1 will cost around $20000 and will exclude the electric gates which would follow in Phase 2. Mark motioned to proceed with Phase 1 only of the plan, John seconded, all approved.

 Randy presented the results of the Drop Zone Shack expansion plan. Two bids were received, and Paul Saccoccio’s bid was less than a bid from Lux Lyk Gnu. Randy asked permission to proceed with the plan at a cost not to exceed $15000. Mark motioned to do so, Diane seconded, all approved.

 Randy informed the Board that negotiations have been in progress with Greenspring for the past month as they decide whether to pay for midweek service; how to split costs between Greenspring and The Peaks; and how to operate the third weekend bus. Randy will present a revised budget if Greenspring cancels midweek service, and he should hear by September 15^th what they decide. The problem is not with the DVTA, but more of an internal discussion within the association. 

 The DVTA provided park and ride service for the two Village Stroll nights for the Chamber. On July 14^th 80+ rides were delivered, and on August 11^th less than 60 were provided. It was felt that it was great experiment for downtown parking shuttles that have long been proposed.

 Randy presented pictures of the bus rebuilding project that Glen, Dave and Mike have been doing all summer long at the Garage. Rust seeping in from the roofs and along the side panels have required substantial body work totaling $5000-9000 per bus. Six International buses from Coach and Equipment built in1999 and 2000 are being rebuilt. Four are done, with two more to go this year. The Board commended them for a job very well done.

 Randy has given service proposals to Snow Vidda, The Outlook and Boulder Ridge. It is likely that none will materialize this year but more likely next year. The plan is to combine The Outlook with Snow Vidda on one route, and to have a separate bus for Boulder Ridge because of their distance from Mount Snow.

 Randy showed the Board photos of the new hydraulic lift that was recently purchased with our capital funds from the state. The lift allows work to be done more easily and safely, but is also allowing a more thorough view that leads to additional preventive maintenance.

 Randy asked the Board to consider a date for the Annual Meeting. Mark motioned to hold the 2007 Annual Meeting on November 13^th, Linda seconded, all approved. The Board also committed to having monthly Board meetings on the first Tuesday of the month, with the next meeting being Tuesday, October 2^nd.

 Randy updated the Board on the Barnboard site plan. Joseph Cincotta is working on cost estimates for the new building. Mark Bannon is nearly finished with the updated plan and will be completing the Act 250 application. Randy presented the existing site plan done by Joseph Cincotta which will be updated by Mark. Discussion followed about the proposed Riverwalk. Randy asked the Board to consider paving our section of the trail, add lights, public parking spaces as a trailhead and overflow parking for the village, benches and an historical marker depicting the history of the Barnboard Factory. The Hoot, Toot & Whistle Rail Trail will come into the site from the Palumbo house, and will require a setback variance along the brook so as to not interfere with the site plan. Discussion about snowmobile access to the Riverwalk ended with consensus that sleds would cross the brook onto the site and be contained by a split rail fence just to the west of the building where a parking area would house than and allow a short walk for riders into town. Randy will check with the Town to see if they would participate in the cost of providing and insuring public parking, as well making sure that Mark Bannon contacts SVE for the HT&W access plan. For now, the unused part of the site where the buses are now parked will remain undeveloped, and Randy will contact Bob Rusten about any interest the town’s housing committee may have for this area. Randy suggested that we go before the Wilmington Select Board and Planning Commission before the Act 250 application is filed which the Board agreed to. Randy provided an updated budget for the project. Phase 1’s approved budget of $48000 for planning and permitting has generated $33061 of actual thus far. We have been quoted $34000 for asbestos siding removal, and Randy was asked by Diane to check with Triple T for a second quote on demolition and removal. Randy presented Mark’ proposed timeline for permitting. Randy notified the Board that we had applied and were awarded an $8000 planning grant scholarship from the Community Transportation Association of America for a consultant to help us research shop equipment. A company called Urbitran was awarded the work and has already contacted us to start the project. The Board instructed Randy to pass along these changes and comments to Mark Bannon.

 Diane motioned to move into Executive Session, Linda seconded, all approved.

Diane motioned to exit from Executive Session, John seconded, all approved. Mark motioned to authorize Randy to set up a meeting with Bob and Adam Grinold to discuss legal issues, John seconded, all approved.

At 7:45 pm the meeting was recessed until September 6^th at 5:30 pm.

 On September 6, 2007 at 5:45 pm Susie Haughwout reconvened the meeting.

 Randy presented the 2008 grant awards, which reflected a 13% increase from last year. Randy noted the increase in federal funding which triggers MLA’s and matching funds which the Company thus far has met. Randy amended the 2008 grant application to request a lowering of the operations funding MLA which was granted by the state.  Based on new awards, Randy presented to the Board a revised 2008 operating budget which featured $92174 more in revenue, $55951 more in expense and $36223 more in surplus for a projected surplus of $48287 before capital match. John motioned to accept the revised operating budget, Linda seconded, all approved. Randy presented a revised 2008 Capital Plan which added $24000 in Drop Zone expense, $15000 in shack expansion expense, and $12000 in private match for a new bus to replace I8. John motioned to accept the 2008 revised Capital Plan, Diane seconded, all approved.

 Randy reported that, with Susie’s direction and support, the Wilmington Listers have agreed to exempt the Barnboard site from taxes effective with the 2009 tax year. Susie argued successfully that the property qualified and that precedent had been set with similar properties in town.

 Randy presented a proposal to provide non-year-round staff who work 1500 hours or more to receive vacation benefits. The Board discussed several variations of the plan. John motioned to provide staff who work 2000 hours or more with 10 vacation days and for those working 1500-1999 hours five days vacation retro for this year; Mark seconded, all approved.

 Randy presented a three-phase plan for electronic banking, and asked the Board to approve a plan whereby all Board members could electronically approve batches of paychecks and AP checks to vendors, and to have Randy, Jan or Mark release them. This will not eliminate paper checks but hopefully will reduce them.  John motioned to approve the electronic banking plan, Diane seconded, all approved.

 Randy presented a proposal from Dave Meeks and Glen Beattie requesting that the company purchase a self-contained biodiesel machine for $7500. The proposed arrangement would be for the mechanics to keep a certain quantity of fuel for themselves and to supply the rest of what is produced to the company. The DVTA would purchase the ingredients except for the vegetable oil which the mechanics would continue to supply. Randy would draft an agreement with Glean and Dave. John motioned to proceed with the purchase, the agreement and the plan, Linda seconded, all approved.

 Mark motioned to adjourn, John seconded, all approved.

 Present:  Susie Haughwout, Linda Anelli, Mark Wallace, Randy Schoonmaker.

 Susie convened the meeting at 5:40 pm.

 Mark motioned to accept the April 26, 2007 minutes, Linda seconded, all approved.

 Randy presented a new conceptual plan for the Drop Zone that has been worked out with Mount Snow. It would be completely separated by fencing and a gate from all vehicular traffic. Mark motioned to conceptually approve the plan, Linda seconded, all approved. Randy reminded the Board that we are doing several July 4^th shuttles: the Readsboro Fireworks on June 30^th; the Wardsboro Parade with a biodiesel bus and the parking lot shuttle; and the Wilmington Fireworks. Randy discussed a proposal to provide a village park and ride during the two Village Stroll Saturdays in July and August. We would ask the Chamber to provide marketing for the service, and we would provide signs and the bus from 5-8 pm from Wilmington Home Center to the High School. Susie suggested the signs say Stroll Shuttle. Randy has word of a vendor who possibly could provide all the used vegetable oil we need for around $1.20-1.40 per gallon. Randy will work on references and make sure we can do this, so that potentially we could proceed with a major biodiesel fuel production grant program. The DVTA is doing major body work on several buses this year, including new side and rear panels on three-four Internationals at a cost of over $4000 apiece.

 Randy presented new elevations of the proposed facility in red, and the Board was unanimous in its approval of the change in color. The DVTA will receive on June 12^th a proposal from Joseph Cincotta to prepare rough cost estimates from three Morton-type contractors plus the interiors from local contractors. This proposal will be sent to all Board members and they will give their vote to Randy as to whether to proceed. Randy produced the beginnings of a rough project budget for the project.

 Randy presented ridership and financials. Year to date we are under budget in driver wages, and all other areas are at or under budget. Ridership is down 14% on the condo routes, local routes are off only 7%, and the E& D routes are off 21%. Overall ridership is off  9% year to date.

 Mark motioned to move into executive session to discuss personnel issues, Linda seconded, all agreed. Mark motioned to move out of executive session, Linda seconded, all agreed. Mark motioned to appoint John Redd to our vacant Board of Directors seat, Linda seconded, all agreed.

 Mark motioned to adjourn, Linda seconded, all agreed.

 Present:  Susie Haughwout, Linda Anelli, Mark Wallace, Diane Cummings, Randy Schoonmaker.

 Susie convened the meeting at 5:35 pm.

 Mark motioned to accept the January, 2007 minutes, Linda seconded, all approved.

 Randy presented Linesync’s conceptual design for the site plan, elevations and floor plan. Questions arose as to why the building is 50’ high, can a drawing be done with the building in red with white trim, the need for using the whole site facilitate our needs, and more detail on windows. The Board liked the plan and design. Mark motioned to move go into the permit process using the entire nine-acre site, Diane seconded, all agreed. Susie asked Randy to look into buying or reserving sewer gallonage, and also to look into tax-free status for the Barnboard site. Randy informed the Board that we are complying with Vermont’s stormwater permit requirements with the help of a free sate employee consultant who is drafting our plans and conducting site visits.

Randy presented ridership and financials. Year to date we are under budget in driver wages, and all other areas are at or under budget. Ridership is down 14% on the condo routes, local routes are off only 7%, and the E& D routes are off 21%. Overall ridership is off 10% year to date. 

Randy presented the 2008 fiscal operating budget that features a $12,065 surplus that will be used for our capital match for new buses. Mark voted to approve the budget, Diane seconded, all approved. Randy presented a three-year capital plan for the company which calls for $101,000 in capital for 2008; $360,000 for 2009; and $350,000 for 2010. 2008 capital features $36,000 for shop equipment, $200 in signs, $5000 in computers, $10,000 for permitting, $23,000 for planning, $10,000 for drop zone improvements, and $15,000 for shack expansion. Linda voted to approve the plan, Mark seconded, all agreed. 

Mark motioned to move into executive session to discuss legal issues, Diane seconded, all agreed. Mark motioned to move out of executive session, Linda seconded, all agreed. Mark motioned to go out to bid on the shack expansion project, Diane seconded, all agreed.

 Randy was instructed to send out a news release asking interested candidates for the vacant Board of Directors’ position to send us a letter of intent on or before May 18, 2007.

 Mark motioned to adjourn, Diane seconded, all agreed.

 Present:  Susie Haughwout, Mark Wallace, Diane Cummings, Randy Schoonmaker, Brian Waterman.

 Susie convened the meeting at 5:35 pm.

 Mark motioned to accept the December 12, 2006 minutes, Diane seconded, all approved.

 Randy presented Linesync’s conceptual designs for the site plan, elevations and floor plan, as well as their proposal to look into four new building systems at an additional rate. After lengthy review Diane motioned to decline Linesync’s proposal, Mark seconded, all approved. Mark volunteered to take Bob North’s place to work with the design team. The Board instructed Randy to have Linesync: reduce the number of roof heights from four to two or possibly even three; have them prepare a design and price to have the office module stick-built in addition to having it built by the construction company; and to instruct them to finish the original workscope as a Morton Building.

 Randy presented ridership and financials. Year to date we are under budget in driver wages, and all other areas are at or under budget. Ridership is down significantly on the condo routes, but local routes are close to last year’s levels.

 Randy presented a rough drawing of conceptual plans for a new Bus Drop Zone at Mount Snow. The existing one is too small, dangerous and is functionally obsolete. The new design would provide more safety and room for growth. The Board approved Randy to have conceptual discussions with Kelly Pawlak about the new design.

 The Mountain Park turn around issue was discussed as Mark and Randy had met with Betsey Reagan last week. The plan is to turn left and go up the hill behind the old SnowResorts building April-Thanksgiving, and to use the existing path in front of the post office the other half of the year. Mark motioned to change the route spring, summer and fall on dates to be determined annually and to have the bus turn around in the upper parking lot, with other times of the year using the current route. Diane seconded, all agreed.

 Randy asked the Board to consider raising the threshold of capital purchases from $2500 to $5000. The state and federal governments use the higher threshold, and the existing one we have now is outdated. Mark motioned to increase the capital purchase threshold from $2500 to $5000, Diane seconded, all approved.

 Mark moved to go into executive session to discuss legal issues, Diane seconded, all approved. 

 Diane motioned to come out of executive session, Mark seconded, all approved. No decisions were made.

 Mark motioned to adjourn, Diane seconded, all agreed.

 Present:  Susie Haughwout, Linda Anelli, Mark Wallace, Diane Cummings, Randy Schoonmaker, Brian Waterman

 After convening the meeting at 5:35 pm, Randy re-introduced Brian Waterman from VTrans to the Board.

 Mark motioned to accept the October 26, 2006 minutes, Linda seconded, all approved.

 The idea of a contribution from the MOOver to the North Airport Fund was discussed. Mark motioned to send $1000, and accompany it with a copy of our remarks at Bob’s services to Margie. Linda seconded, all approved.

 Randy updated the Board on the subdivision and planning process. Joseph Cincotta is getting close to having rough drawings for us to look at. The sewer line from Andrew Palumbo’s house across our field was installed successfully. Randy reported that the field is too small for adequate parking and vehicle flow because of extensive setbacks from the river and stream, and thus we will have to tear down all or a portion of the building to build our new facility. Randy will get demolition quotes for the entire building.

 Linda moved to go into executive session to discuss legal issues, Diane seconded, all approved.  

 Linda motioned to come out of executive session, Mark seconded, all approved.

 Mark motioned to accept the mediation results from December 12^th with the Town of Dover, Diane seconded, all approved.

 Mark motioned to request that the Dover Select Board appoint Linda Anelli to be the second Dover representative on the DVTA Board to replace Bob North, Diane seconded, all approved.

 Mark motioned to adjourn, Diane seconded, all agreed.

Present:  Diane Cummings, Susie Haughwout, Linda Anelli, Mark Wallace, Brian Waterman, Randy Schoonmaker

Susie convened the meeting at 5:30 pm.

Mark motioned to accept the minutes of the 2005 Annual Meeting, Linda seconded, all approved.

Linda motioned to accept the President’s report, Diane seconded, all approved.

Mark motioned to accept the Treasurer’s report, Linda seconded, all approved.

Diane motioned to accept the Secretary’s report, Mark seconded, all approved.

Linda motioned to nominate Susie Haughwout as President, Mark Wallace as Vice President, Diane Cummings as Treasurer, and Linda Anelli as Secretary. Diane seconded, all approved.

Mark motioned to adjourn the 2006 Annual Meeting, Diane seconded, all approved at 5:35 pm.

 Present:  Susie Haughwout, Linda Anelli, Bob North, Mark Wallace, Diane Cummings, Randy Schoonmaker

 Randy presented the September 6, 2006 meeting minutes for approval. Mark motioned to accept the minutes, Linda seconded, all approved.

 Randy asked the Board to consider a date for the 2006 Annual Meeting. He was instructed to e-mail the members with suggested dates in December.

 Randy reviewed ridership and the year to date finances versus budget. Ridership overall is even with last year, being way up on the Readsboro and Brattleboro routes and down slightly on the MOOver and down more significantly on the East Dover route due to few student riders. We have a zero balance on our line of credit, and the expenses and revenues were right on budget.

 The Board reviewed the proposed easement agreement for the Barnboard site for Andrew Palumbo. Since there was still a reference in it to Katherine Haynes’ property, the Board asked Randy to obtain a release from her for the Plywood Street easement on our own deed, and to ask Tom Montemagni about getting a quitclaim deed. Linda motioned to execute the Andrew Palumbo easement after securing a release on the original right of way along Plywood Street, Mark seconded, all approved. Randy was asked to e-mail the Board with what interest rates our money market fund and CD were earning.

 Randy outlined plans for the MOOver’s 10^th anniversary parade, reception and banquet dinner. The B0ard reviewed the list of agenda items and awards and approved the timetable production and copy. Randy will ask Bob Rusten if it is okay to send out the parade invitations just prior to receiving the Wilmington Select Board’s approval since time is short. Randy will use up our $500 radio trade with WVAY to promote the parade, and is working on an insert in The Valley News for it as well. The Board discussed at length Randy’s idea to promote the fact that this fall Mount Snow will donate its $1 millionth to the DVTA. Some felt that this would cause concern among second home owners that Mount Snow gave the DVTA those funds and did not use them for capital. The Board instructed Randy to run it by Kelly Pawlak for her approval. 

Mark motioned to move into Executive Session to discuss contractual issues, Linda seconded, all approved. 

Mark motioned to move out of Executive Session, Linda seconded, all approved. No decisions were made. 

Mark motioned to adjourn, Diane seconded, all approved.

 Present:  Susie Haughwout, Linda Anelli, Bob North, Diane Cummings, Mark Wallace, Randy Schoonmaker

 Mark motioned to accept the August meeting minutes, Linda seconded, all approved.

 Randy presented to the Board a proposal to re-instate vision care insurance to full-time staff. This  benefit was cut in 2000 during our lean period and has never been re-instated. The cost to the Company is roughly $500 per year. Mark motioned to re-instate the vision insurance, Linda seconded, all approved.

 Randy asked the Board to consider dates for our Annual Meeting. He will call around for an end of October date that is good for everyone.

 Randy asked if the Board would support on-line banking for the DVTA. This would entail Leona entering in payroll and invoices as she does now, Randy would approve them, and he would release the batch to pay for them once a week. Some vendors and staff would still prefer paper checks, and Leona could not release the batch herself as a control measure. The process meets with the approval of our auditor but would end the process of a second signature from a Board member. Mark requested that the batch approval also be done by a Board member on-line at their own place of work. Randy will pursue.

 Randy updated the planning and subdivision process of the Barnboard site. Eight deep test pits were dug and there were no soil problems at all. Engineering is proceeding and we are starting the architectural phase.

 Randy presented a draft plan for our tenth anniversary celebration for November 19, 2006. A parade, reception at the High School and a banquet dinner were suggested. Randy will work on awards and more specifics.

 Mark motioned to move into Executive Session to discuss legal issues, Susie seconded, all approved.

Diane motioned to move out of Executive Session, Susie seconded, all approved. Diane motioned to proceed with a fence plan around the porta potty at the Mount Snow Drop Zone, Linda seconded, all agreed.

Linda motioned for Randy to submit a proposal for management of the Bennington transit system, Susie seconded, all agreed.

Susie motioned to adjourn, Mark seconded, all approved.

Present:  Susie Haughwout, Linda Anelli, Bob North, Mark Wallace, Diane Cummings, Randy Schoonmaker

 Randy presented the September 6, 2006 meeting minutes for approval. Mark motioned to accept the minutes, Linda seconded, all approved.

 Randy asked the Board to consider a date for the 2006 Annual Meeting. He was instructed to e-mail the members with suggested dates in December.

 Randy reviewed ridership and the year to date finances versus budget. Ridership overall is even with last year, being way up on the Readsboro and Brattleboro routes and down slightly on the MOOver and down more significantly on the East Dover route due to few student riders. We have a zero balance on our line of credit, and the expenses and revenues were right on budget.

 The Board reviewed the proposed easement agreement for the Barnboard site for Andrew Palumbo. Since there was still a reference in it to Katherine Haynes’ property, the Board asked Randy to obtain a release from her for the Plywood Street easement on our own deed, and to ask Tom Montemagni about getting a quitclaim deed. Linda motioned to execute the Andrew Palumbo easement after securing a release on the original right of way along Plywood Street, Mark seconded, all approved. Randy was asked to e-mail the Board with what interest rates our money market fund and CD were earning.

 Randy outlined plans for the MOOver’s 10^th anniversary parade, reception and banquet dinner. The B0ard reviewed the list of agenda items and awards and approved the timetable production and copy. Randy will ask Bob Rusten if it is okay to send out the parade invitations just prior to receiving the Wilmington Select Board’s approval since time is short. Randy will use up our $500 radio trade with WVAY to promote the parade, and is working on an insert in The Valley News for it as well. The Board discussed at length Randy’s idea to promote the fact that this fall Mount Snow will donate its $1 millionth to the DVTA. Some felt that this would cause concern among second home owners that Mount Snow gave the DVTA those funds and did not use them for capital. The Board instructed Randy to run it by Kelly Pawlak for her approval.

 Mark motioned to move into Executive Session to discuss contractual issues, Linda seconded, all approved.

 Mark motioned to move out of Executive Session, Linda seconded, all approved. No decisions were made.

 Mark motioned to adjourn, Diane seconded, all approved.

 Present:  Susie Haughwout, Linda Anelli, Bob North, Diane Cummings, Mark Wallace, Randy Schoonmaker

 Mark motioned to accept the August meeting minutes, Linda seconded, all approved.

 Randy presented to the Board a proposal to re-instate vision care insurance to full-time staff. This  benefit was cut in 2000 during our lean period and has never been re-instated. The cost to the Company is roughly $500 per year. Mark motioned to re-instate the vision insurance, Linda seconded, all approved.

 Randy asked the Board to consider dates for our Annual Meeting. He will call around for an end of October date that is good for everyone.

 Randy asked if the Board would support on-line banking for the DVTA. This would entail Leona entering in payroll and invoices as she does now, Randy would approve them, and he would release the batch to pay for them once a week. Some vendors and staff would still prefer paper checks, and Leona could not release the batch herself as a control measure. The process meets with the approval of our auditor but would end the process of a second signature from a Board member. Mark requested that the batch approval also be done by a Board member on-line at their own place of work. Randy will pursue.

 Randy updated the planning and subdivision process of the Barnboard site. Eight deep test pits were dug and there were no soil problems at all. Engineering is proceeding and we are starting the architectural phase.

 Randy presented a draft plan for our tenth anniversary celebration for November 19, 2006. A parade, reception at the High School and a banquet dinner were suggested. Randy will work on awards and more specifics.

 Mark motioned to move into Executive Session to discuss legal issues, Susie seconded, all approved.

 Diane motioned to move out of Executive Session, Susie seconded, all approved. Diane motioned to proceed with a fence plan around the porta potty at the Mount Snow Drop Zone, Linda seconded, all agreed.

 Linda motioned for Randy to submit a proposal for management of the Bennington transit system, Susie seconded, all agreed.

 Susie motioned to adjourn, Mark seconded, all approved.

 Present:  Susie Haughwout, Linda Anelli, Bob North, Mark Wallace, Randy Schoonmaker

 Randy presented the June 19, 2006 meeting minutes. It was noted that Linda was not at the meeting.

Mark motioned to accept the minutes with changes noted, Susie seconded, all approved.

 Susie motioned to move into Executive Session to discuss a personal matter, Mark seconded, all approved.

 Linda motioned to move out of Executive Session, Susie seconded, all approved. No decisions were made.

 Linda motioned to adjourn, Mark seconded, all approved.

 Present:  Susie Haughwout, Diane Cummings, Mark Wallace, Randy Schoonmaker

 Randy presented the proposed 2007 operations budget which projects a break even year featuring wage increases for staff and capital match expenditures. Mark motioned to approve the budget, Susie seconded, all approved.

 Randy proposed a series of three surveys to determine unmet transportation needs in the Valley. He proposed a mailed survey to all valley residents; a second mailed survey to non-tourist related businesses; and a third survey to tourist related businesses. Mark suggested that we include information on possible Bennington service. The Board approved the plan.

 Randy presented a proposal for expanding the Mount Snow Drop Zone Shack. In order to have a porta potty, Mount Snow requires that we enclose it. This requires doubling the size of the shack; adding potable water through a self-contained dispenser; and getting a zoning permit. The Board agreed to do the expansion for $10000 or less.

 Mark motioned to move into executive session to discuss legal matters, Diane seconded, all approved. Susie motioned to move out of executive session, Diane seconded, all approved. Mark motioned to execute the LOU for Andrew Palumbo , Susie seconded, all approved.

 Diane motioned to adjourn, Mark seconded, all approved.

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