2011 Beaver Island Transportation Authority Minutes

May 10, 2016 Agenda

Minutes April 12, 2016 Meeting

Agenda for December 2015 Meeting

Minutes of November Meeting

Agenda for November 10 Meeting

Minutes of October 2015 Annual Meeting

Minutes of October Meeting

Minutes of August 2014 Meeting

Agenda for June 9, 2015

 

Minutes May 12, 2015

Agenda for May 12, 2015 Meeting

Minutes of March 10, 2015 Meeting

Agenda and Notice March 10, 2015

Minutes February 10, 2015

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY February 10, 2015
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

Beaver Island Transportation Authority
Regular Meeting Minutes
December 16, 2014
12:00 Noon
In Attendance:
BITA: Bob Tidmore, Kitty McNamara, Larry Hansz, Don Vyse, Call in: Ed Troutman
BIBCO:  Call in: Tim McQueer
Others: Mary Cook, Elaine West, Jon Fogg

Quorum was determined and meeting called to order by Tidmore at 12:00 pm.
Approval of Nov 11, 2014 regular meeting minutes.  Motion by Hansz, seconded by Vyse.  Motion carried.
Approval of Nov 11, 2014 annual meeting minutes.  Motion by McNamara, seconded by Hansz.  Motion carried.
Tidmore reviewed agenda and asked if there were any additions.  None.
Treasurer’s Report:  Current fuel price $3.14.  Reviewed financial reports.
Director’s Report: Met with State Representative Triston Cole and transit agencies in our district.  Attended procurement training Dec 8th and 9th.
Chair lift will be here this week.  Tim McQueer stated he is trying to coordinate a welder to be onsite with installer at the time of installation. 
Have received a quote for the ZF transmission rebuild.
Dry Dock: see correspondence from Margo Marks.
Conflict of Interest:  Attorney Bryan Graham was contacted and recommended a Code of Ethics of which he prepared.
Approval to adopt the Code of Ethics Resolution made by Hansz, seconded by Troutman.  Roll call: Tidmore – yes, Troutman – yes, McNamara – yes, Vyse – yes, and Hansz – yes.  Motion carried. 
Fares/Schedules 2015:  Vyse and Tidmore briefed board on meeting with BIBCO regarding fares and schedules.  Fares will remain the same and there will be minimal changes to the schedule.  Discussion with Tim McQueer on Charlevoix congestion issues and the draft schedule.
Fuel Agreement:  Approval of the Memorandum of Understanding between the Beaver Island Transportation Authority and the Beaver Island Boat Company for fuel costs for 2015.  Motion by Troutman, seconded by McNamara.  Role call: Tidmore – yes, McNamara – yes, Troutman – yes, Vyse – yes, Hansz – yes.  Motion carried.

BITA
December 16, 2014
Minutes
Page 2

Correspondence:  Margo Marks – dry dock summary
Other Pertinent Business:  BITA office will be closed Christmas day and the day after, New Year’s Day and the day after.
Public Comment:
Jon Fogg commended board for providing a high level of service to the community.
Motion to adjourn by Vyse, seconded by McNamara. Motion carried.
Meeting adjourned 12:46 pm.

Respectfully submitted,

Mary Cook
Executive Director


12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes of regular meeting Dec 16, 2014 approved____ Minutes Approved with Corrections___
  5.  
  6. Additions to Agenda
  7.  
  8. Treasurer’s Report
  9.  
  10. Director’s Report
  11.  
  12. Emerald Isle Update
  13.  
  14. Approval of Operational and Capital Grants FY 2016
  15.  
  16. Correspondence
  17.  
  18. Other Pertinent Business
  19.  
  20. Public Comment

December 16, 2014 Agenda

11/11/14 Annual Meeing.......11/11/14 Regular Meeting

ANNUAL MEETING

TUESDAY, November 11, 2014
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1. Call to Order
  2. Determination of Quorum                 
  3. Additions to Agenda
  4. Election of Temporary Chairman
  5. Election of Officers
  6. Approval of Financial Institution
  7. Meeting Day and Time
  8. Adjournment

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY November 11, 2014
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1. Call to Order
  2. Determination of Quorum
  3. Approval of Minutes
  4. Minutes of regular meeting approved Oct____    Minutes Approved with Corrections ______
  5. Additions to Agenda
  6. Treasurer’s Report
  7. Credit Card Policy
  8. Director’s Report  
  9. Dry Dock
  10. Building Repairs 
  11. Conflict of Interest 
  12. Fares/Schedules 2015 
  13. Correspondence  
  14. Other Pertinent Business 
  15. Public Comment

Beaver Island Transportation Authority
Minutes of Regular Meeting
October 21, 2014

In Attendance:
BITA: Bob Tidmore, Kitty McNamara, Larry Hansz, Don Vyse, Ed Troutman
ABSENT: None
BIBCO:  Bill McDonough
            Others: Mary Cook

Quorum was determined and the meeting called to order at 12:00 pm by Tidmore.

Approval of the August 19, 2014 regular meeting, September 3, 2014 special meeting, and the September 9, 2014 regular meeting minutes.  Moved by McNamara seconded by Hansz to approve with no corrections.  Motion carried.

Tidmore reviewed agenda and asked if there were any additions to the agenda. Cook’s health insurance and retirement, and board members’ appointments, added to agenda.

Treasures’ Report:  Executive Director Cook reported Ferry funds/no decision of when these will be distributed.  Reviewed reports.
Budget Adjustments: 
Motion by Troutman to allow Cook to adjust 2014 budget. Seconded by Vyse. Motion carried.
Capital Grant P1 will need to be amended expires in March of 2015.  Will apply balance to dry dock.
Dry docking – Boat will be going into dry dock.  Seals need to be replaced that were not available last dry docking.  Hull inspection will also be done and any other necessary repairs.
Budget FY 15/Resolution of Intent:  State requested we file a new Resolution of Intent for $765,000 and not $815,000 for fiscal year 2015.  Members reviewed budget. McNamara suggested BITA consider using some advertising dollars to promote the boat. 
Motion by Hansz to approve FY2015 budget.  Seconded by Troutman. Motion carried.
Motion by Tidmore to file a new Resolution of Intent for $765,000 for fiscal year 2015. Seconded by McNamara. Motion carried.
Checking Account:

Motion by Tidmore that the authorized signers for checking accounts at Charlevoix State Bank will be Kathleen McNamara, Edward Troutman, Robert Tidmore, and Donald Vyse.   Mary Cook has permission to inquire with Charlevoix State Bank regarding these accounts. Seconded by Hansz. Motion carried.

Credit Card:

Motion made by Troutman to amend the Credit Card Policy for the authorized credit limit to be $7,500.00. Seconded by Vyse. Motion carried.

 

BITA
October 21, 2014
Page 2

Motion made by McNamara to apply for a credit card from Charlevoix State Bank with a credit limit of $7,500.00.  The card will read Mary Cook, Beaver Island Transportation Authority.  Seconded by Hansz. Motion carried.

Directors’ Report: Executive Director Cook reported she met with Valerie Shultz (MDOT project manager) in Cadillac and went over reporting requirements and procedures. Procurement training is Dec 8 and 9 in Lansing.  Chair Lift is ordered and could be 7 to 8 weeks for delivery.  Welding and electrical upgrades will be required for installation.  Audit will begin November 3rd.  Hansz and Tidmore’s terms are up.  Appointments are on the St. James Township November meeting agenda.  BITA’s annual meeting will be scheduled after appointments to the board are made.

Board Member Terms:  Discussion if McNamara could remain on BITA if elected to township board.  Tidmore and Hansz are up in 2014, McNamara and Vyse in 2015, Troutman in 2016.

Executive Director Cook requested a board member to work with and have become familiar with the daily operations.  It was decided the treasurer would be this person.

Executive Director – Health Insurance:
Motion by Troutman to approve Blue Cross/Blue Shield PPO HSA policy.  Cook will pay 15% and Authority will pay 85% of the health insurance premium and policy will come into effect January 1, 2015.  Seconded by McNamara.  Motion carried.

Fares/Schedules:  Executive Director Cook reported BIBCO is not looking at any major changes at this time. 

Correspondence:  None

Hansz inquired of engine status.  McDonough reported oil tests are coming back in acceptable ranges.
Hansz inquired about a Conflict of Interest Policy.  Executive Director Cook has a draft and will forward to board members.  Troutman suggested on an annual basis the policy would be renewed by each board member.
Public comment:  None
Motion by Vyse to adjourn meeting.  Seconded by Troutman.  Motion carried.
Meeting adjourned at 1:00 PM.

Respectfully submitted by:

Mary Cook
Executive Director

 

Agenda for October 21, 2014 meeting below

September 9, 2014 Minutes click below

Agenda for September Regular Meeting, September 9, 2014

Minutes of Special Meeting, September 3, 2014

Minutes of Regular Meeting, August 19, 2014

Special Meeting Agenda, September 3, 2014

Agenda for 8/19/14

Minutes to Special Meeting

Regular July 2014 BITA Meeting

Beaver Island Transportation Authority
Minutes of Regular Meeting
June 10, 2014
In Attendance:           
BITA: Bob Tidmore, Kitty McNamara, Don Vyse
ABSENT:  Ed Troutman, Larry Hansz
BIBCO:  Bill McDonough, Margo, Marks
            Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

Approval of the Minutes of the May 13, 2014, regular meeting, it was moved by Don Vyse and seconded by Kitty McNamara to approve with corrections.  Motion carried

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.  Ferryboat Program Formula Funds added to the agenda.

Treasurer’s Report – The board reviewed financial reports ending May 31, 2014. Beaver Islander second engine repair will be recouped through the supplemental funding.  Kitty McNamara asked how the supplemental will be reported, it will go on the capital report as it has its own contract number and will show on the profit and loss report as well as it will being used for operational.

Director’s Report – MDOT staff will be coming to the island to visit on August 22, 2014.  

Ferryboat Program Formula Funds – BITA/BIBCO is eligible for this funding in the amount of $110,000 ($221,228.00) per year based on our annual ridership, authorized through FY 2015.  Schwartzfisher will be contacting the state to see how we can access this funding.  New ridership census will be coming end of June.  This money is based in ridership reported on the 5 year survey. 

Supplemental Funding – We have signed and returned the grant copies to be place before the Transportation Commission on June 19, 2014.  The money will be broken out into 2 categories Engine Repair at $50,000 and Operating Assistance at $250,000.  These funds are good through September 30, 2015.  We have been instructed to request this quarterly through the OAR submission. 

Request from State Regarding Insurance – Suggest verbiage was presented and reviewed.  It was moved by Bob Tidmore and seconded by Don Vyse to approve the language to amend our Master Agreement (12.1 and 19.3) subject to State approval.  Motion carried. 

Correspondence – May Statistics  

Other Pertinent Business – Kitty McNamara reviewed evaluation timeline.  Thank you letter to Joe McDonough for his years of dedicated service. 

BITA Minutes
June 10, 2014
Page 2

Public Comment – None  

With no further public comment offered, the meeting was adjourned at 12:30 pm. 

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY JUNE 10, 2014
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Supplement Funding Update
  14.  
  15. Request from State Regarding Insurance Update
  16.  
  17. Correspondence
  18.  
  19. Other Pertinent Business
  20.  
  21. Public Comment

 

Beaver Island Transportation Authority
Minutes of Regular Meeting
May 13, 2014
In Attendance:           
BITA: Bob Tidmore, Larry Hansz, Don Vyse,
ABSENT:  Kitty McNamara, Ed Troutman
BIBCO:  Margo, Marks, on phone
            Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

Approval of the Minutes of the March 11, 2014, regular meeting, it was moved by Larry Hansz and seconded by Don Vyse to approve.  Motion carried.   Approval of the Minutes of the April 8, 2014, informational meeting, it was moved by Larry Hansz and seconded by Bob Tidmore to approve with corrections.  Motion Carried.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. 

Treasurer’s Report – The board reviewed financial reports ending April 30, 2014.  Schwartzfisher reported that BITA’s insurance has been paid in full for the year.  The building line includes the new furnace.  The ground line will be used for the repairs to the Donegal Bay Road building, repairs and replacement of 2 metal sheets on the roof.  Fuel bills are starting to arrive and we are running without a locked in price and we are lower that past lock in prices at this time.  Mr. Tidmore asked what the EI Engines consist up.  Schwartzfisher stated that that is a line that has been created to track all items related to the engine failure.  This includes the cost of the expert and his associated costs coming to that from the island.  This does not include anything that has been reimbursed by MiCat.  This will have to be adjusted before the end of the fiscal year.  Schwartzfisher review the grant detail and grant summary sheets.  Mr. Vyse asked what the status was of Z-4 and it was reported that is the grant we are expending from right now. 

Director’s Report – Wi-Fi will be on the boat this summer and will be completed through BIBCO’s association with Indian Trails.  It has been tested and will be operational for summer.  Details are being worked through but this is an exciting thing.  Cost assumed by BITA as it’s our vessel.  Tim McQueer has done a lot of work to make this succeed.  This has been something we have been trying to achieve for many years.  Auditor bid package is ready to be advertised.  I will send it to all past auditors as well.  MDOT has approved the RFP and we should be able to make a determination at our July Meeting.  

Emerald Isle Update – The ferry is running ice has gone so to speak.  We missed the first 2 weeks of the season due to ice.  Ferry appears to be running well.  We are still testing oil every 20 hours.  Mr. Hansz asked what was the condition of the Beaver Islander, Margo Marks reported that the second engine on the Islander has been rebuilt and she is running well. 

Supplemental Funding – We had a preliminary meeting with staff (MDOT, BITA, BIBCO) yesterday.  Kim Johnson offered the idea of the supplemental money being used to offset the local match share to ease the burden of our operator.  Johnson also stated that BITA should pay BITA
May 13, 2014
Page 2

for the 2nd engine rebuild on the Beaver Islander with this supplemental money.  We will do a Memorandum of Understanding between BITA and MDOT, this will be approved by the Transportation Commission at their June 19, 2014 meeting.  BIBCO will receive relief by not having to pay the local match, but will not receive any direct funding.  The state is comfortable with this way of handling this disbursement.  This money will not be subjected to repayment by us at the end of the year.  This money will be going to our operational expenses not BIBCO.  This will not increase our budget.  Our budget will remain at $815,000.  The local match will be coming from a different source in the amount of $300,000 and the remaining $107,000 will come from the revenue of the ferry.  Mr. Hansz requested that Schwartzfisher met with the local new sources to help the community understand this funding.  We will have one more meeting with the board level members once staff takes it back to their next level. 

Request from State Regarding Insurance – We have not received anything back from Mr. Dunn.  Schwartzfisher submitted some verbiage to BIBCO for approval.  Schwartzfisher submitted the language to the BITA Board for review.  This will be discussed at June’s meeting.  An electronic copy will be scanned into a document and will be sent to the Board for June’s meeting. 

Correspondence – April Statistics Mr. Tidmore asked how reservations were coming in and Margo Marks reported they were coming in steadily. 

Other Pertinent Business –We have not submitted TIGGER this round as the conditions of the situations currently, but we are ready to go when its time.

Public Comment – None  

With no further public comment offered, the meeting was adjourned at 12:35 pm. 

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY MAY 13, 2014
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Emerald Isle Update
  14.  
  15. Supplement Funding
  16.  
  17. Request from State Regarding Insurance Update
  18.  
  19. Correspondence
  20.  
  21. Other Pertinent Business
  22.  
  23. Public Comment

 

Beaver Island Transportation Authority
Minutes of Regular Meeting
April 8, 2014
In Attendance:           
BITA: Ed Troutman, Larry Hansz, phone;  
ABSENT:  Bob Tidmore, Kitty McNamara, and Don Vyse
BIBCO:  None
            Others: Mary Cook, Elaine West and Barbara Schwartzfisher

No Quorum was determined and the informational meeting called to order at 12:00 pm by Ed Troutman.

Approval of the Minutes was tabled until May 13, 2014.  

Treasurer’s Report – The Financial Reports were reviewed with no action taken due to lack of quorum.
 
Director’s Report – Updated regarding the ice cutting schedule to start the ice breaking process.  Emerald Isle runs have been cancelled for the first week of the schedule.  Schwartzfisher reported that next Monday they will meet again to further assess the situation.  It was reported by the USCG that there is 30 plus inches of ice between here and Charlevoix and that has snow on top of it.  It was also reminded that sea trails need to happen on the Emerald Isle. 

Emerald Isle Update – Waiting to complete sea trials.  Mr. Hansz asked if we have received a response from MiCat; Schwartzfisher reported that the response we received back was not acceptable.  The response was not on their company letterhead and it was undated.  We have not met since it was received.  Don Tritsch was to draft a response for review.   

Audit – Audit was distributed and Mary Cook presented the report.  Bid process will begin for new audit bids.  Hansz asked who does the books for BIBCO.  Schwartzfisher reported they internally do their own financials and they are annually reviewed by Rasmussen, Teller, O’Neil and Christman. 

Request from State Regarding Insurance – Tabled until May 2014.

Correspondence – Received our insurance bill, 4% increase, the first increase in several years. 

Other Pertinent Business – Supplemental Legislation has been signed by Governor Snyder. We are still waiting for direction on how this process will proceed. 

Public Comment – None  

With no further public comment offered, the informational meeting was closed at 12:30 pm. 

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

 

Beaver Island Transportation Authority
Minutes of Regular Meeting
March 11, 2014
In Attendance:           
BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, phone; Don Vyse,
ABSENT:  None
BIBCO:  Margo, Marks, Bill McDonough
            Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

Approval of the Minutes of the February 11, 2014, regular meeting, it was moved by Ed Troutman and seconded by Larry Hansz.  Motion carried.  

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.  Legislative Report and Draft Performance Evaluation were added.

Treasurer’s Report – The board reviewed financial reports ending February 28, 2014.  Adjustments have taken place to reflect the shift to capital for the Beaver Islander engine repair and life rafts.  EI Engines are reflecting the engine inspector and will be reimbursed by half from the insurance company.  Capital grant 2007-0172-Z5 has been closed.  Waiting for final reimbursement and closure letter from the state.  It was decided that the snow removal bill from David Schwartzfisher for dock snow removal would be submitted to MiCat for reimbursement.  US Venture was pointed out as an oil sample test.  Bank balance will be added to the warrant report on a monthly basis. 
 
Director’s Report – Agenda Order

Emerald Isle Update – Engines are ready for oil.  No response of yet from the letter we sent them.  Marks reported that we had she received approval from MiCat to reinsulate the engine room.  MiCat will assume that cost.  Bob Tidmore has asked to be more included in the letter process to MiCat.  Kitty McNamara asked two questions how much time are we going to give them to respond to the letter and secondly, the satisfaction of the engines to start the season.  Warranty conversation ensued.  Ed Troutman cautioned us as a body as to how we answer questions posed and personal opinions must not be given.  Kitty McNamara suggested and update on the BIBCO website to assist in some of the questions being asked.  Larry Hansz asked is it discoverable to ask if MiCat/Caterpillar if this has happened to others?  It was discussed that yes it probably would be.

Legislative Report by Bill McDonough -   Bill McDonough offered an overview to the legislative process requesting additional funding to assist BITA.  Three hundred thousand dollars was successfully added into the senate supplemental appropriations bill.  It was passed by the senate and sent to the House, money remained intact.  The money would be sent to BITA for approval and disbursement.  It will go on to Governor Snyder for his signature.  We understand it will be a direct to BITA not passing through MDOT.  Schwartzfisher commended Bill

 

Minutes
BITA Meeting
March 11, 2014
Page 2

 

McDonough on his hard work and efforts.  Reimbursement to the operators will be discussed and approved by the BITA Board. 

Audit – Audit review was tabled until April.  It was moved by Ed Troutman and seconded by Don Vyse to adopt the Enterprise Fund Audit format.  Motion Carried. 

Investment Policy – It was moved by Kitty McNamara and seconded by Larry Hansz to adopt the investment policy as presented.  Motion Carried.  Copy of the investment policy follows: 
The Beaver Island Transportation Authority maintains its funds in an FDIC insured institution and follows the protection limits set forth by the government.  The Beaver Island Transportation Authority makes no investments outside of this standard.
Request from State Regarding Insurance – Schwartzfisher was instructed to open conversation with BIBCO regarding possibly changing the language in the management agreement regarding the payment of insurance.

Draft Performance Evaluation Plan – Kitty McNamara and Ed Troutman presented a draft evaluation plan for BITA’s employee. Performance goals will be established based on board input.  Timeframe as presented will be followed.  The Board thanks Kitty McNamara and Ed Troutman for their hard work in putting this together. 

Correspondence – Letter from Treasury regarding the deficit reduction plan.

Other Pertinent Business – None

Public Comment – None  

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:55 pm. 

Respectively submitted,

 

Barbara Varnum Schwartzfisher, Executive Director

 

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY APRIL 8, 2014
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Emerald Isle Update
  14.  
  15. Audit
  16.  
  17. Request from State Regarding Insurance Update
  18.  
  19. Correspondence
  20.  
  21. Other Pertinent Business
  22.  
  23. Public Comment

    Beaver Island Transportation Authority
    Minutes of Regular Meeting
    March 11, 2014
    In Attendance:           
    BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, phone; Don Vyse,
    ABSENT:  None
    BIBCO:  Margo, Marks, Bill McDonough
                Others: Barbara Schwartzfisher

    Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

    Approval of the Minutes of the February 11, 2014, regular meeting, it was moved by Ed Troutman and seconded by Larry Hansz.  Motion carried.  

    Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.  Legislative Report and Draft Performance Evaluation were added.

    Treasurer’s Report – The board reviewed financial reports ending February 28, 2014.  Adjustments have taken place to reflect the shift to capital for the Beaver Islander engine repair and life rafts.  EI Engines are reflecting the engine inspector and will be reimbursed by half from the insurance company.  Capital grant 2007-0172-Z5 has been closed.  Waiting for final reimbursement and closure letter from the state.  It was decided that the snow removal bill from David Schwartzfisher for dock snow removal would be submitted to MiCat for reimbursement.  US Venture was pointed out as an oil sample test.  Bank balance will be added to the warrant report on a monthly basis. 
     
    Director’s Report – Agenda Order

    Emerald Isle Update – Engines are ready for oil.  No response of yet from the letter we sent them.  Marks reported that we had she received approval from MiCat to reinsulate the engine room.  MiCat will assume that cost.  Bob Tidmore has asked to be more included in the letter process to MiCat.  Kitty McNamara asked two questions how much time are we going to give them to respond to the letter and secondly, the satisfaction of the engines to start the season.  Warranty conversation ensued.  Ed Troutman cautioned us as a body as to how we answer questions posed and personal opinions must not be given.  Kitty McNamara suggested and update on the BIBCO website to assist in some of the questions being asked.  Larry Hansz asked is it discoverable to ask if MiCat/Caterpillar if this has happened to others?  It was discussed that yes it probably would be.

    Legislative Report by Bill McDonough -   Bill McDonough offered an overview to the legislative process requesting additional funding to assist BITA.  Three hundred thousand dollars was successfully added into the senate supplemental appropriations bill.  It was passed by the senate and sent to the House, money remained intact.  The money would be sent to BITA for approval and disbursement.  It will go on to Governor Snyder for his signature.  We understand it will be a direct to BITA not passing through MDOT.  Schwartzfisher commended Bill

    Minutes
    BITA Meeting
    March 11, 2014
    Page 2

    McDonough on his hard work and efforts.  Reimbursement to the operators will be discussed and approved by the BITA Board. 

    Audit – Audit review was tabled until April.  It was moved by Ed Troutman and seconded by Don Vyse to adopt the Enterprise Fund Audit format.  Motion Carried. 

    Investment Policy – It was moved by Kitty McNamara and seconded by Larry Hansz to adopt the investment policy as presented.  Motion Carried.  Copy of the investment policy follows: 
    The Beaver Island Transportation Authority maintains its funds in an FDIC insured institution and follows the protection limits set forth by the government.  The Beaver Island Transportation Authority makes no investments outside of this standard.
    Request from State Regarding Insurance – Schwartzfisher was instructed to open conversation with BIBCO regarding possibly changing the language in the management agreement regarding the payment of insurance.

    Draft Performance Evaluation Plan – Kitty McNamara and Ed Troutman presented a draft evaluation plan for BITA’s employee. Performance goals will be established based on board input.  Timeframe as presented will be followed.  The Board thanks Kitty McNamara and Ed Troutman for their hard work in putting this together. 

    Correspondence – Letter from Treasury regarding the deficit reduction plan.

    Other Pertinent Business – None

    Public Comment – None  

    With no further public comment offered, a motion to adjourn, meeting adjourned at 12:55 pm. 

    Respectively submitted Barbara Varnum Schwartzfisher, Executive Director

     

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY MARCH 11, 2014
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Emerald Isle Update
  14.  
  15. Audit
  16.  
  17. Investment Policy
  18.  
  19. Request from State Regarding Insurance
  20.  
  21. Correspondence
  22.  
  23. Other Pertinent Business
  24.  
  25. Public Comment

Beaver Island Transportation Authority, February 11, 2014

Beaver Island Transportation Authority
Minutes of Regular Meeting
February 11, 2014
In Attendance:
BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Don Vyse,
ABSENT:  Larry Hansz
BIBCO:  Bill McDonough
            Others: Jon Fogg, Elaine West and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

Approval of the Minutes of the December 10, 2013, regular meeting, it was moved by Kitty McNamara and seconded by Don Vyse.  Motion carried.  

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.  Nothing added.

Treasurer’s Report – The board reviewed financial reports ending January 31, 2014.  Schwartzfisher discussed the option of changing to an Enterprise Fund option style of accounting.  She stated this was suggested by the auditor.  She was going to find out more information and report back to the board at our next meeting.  Auditor stated that it was a change in formatting and there may be a cost savings.  Nothing would change in regard to data collection or reporting by BITA staff.  This change would take Board action.  Schwartzfisher noted that the insurance company’s inspector has been here and we paid for his travel and lodge to and from the island.  The insurance company will pay for one-half of this cost and we will receive reimbursement.  The repair to the Beaver Islander engines and the lift rafts expense will be removed from the major purchase line item as they will not be covered by the capital grant.  You will see this reflection in next month’s financial reports.  Schwartzfisher went on to tell the board that the Capital Grant 2007-0172-Z5 is scheduled to expire.  Capital Grant 2014 has been sign by Mr. Tidmore and sent back to the State for activation.  Once that is received back locally you will see that added to the grant report.  Warrants were distributed. 

Director’s Report – Agenda Order

Emerald Isle Update – The insurance company’s expert was here and inspected the Starboard Engine.  After the expert viewed the starboard engine.  MiCat completed their work on the engine.  It is is all complete short of oil and fluids.  The rebuilding of the Port Main will begin tomorrow (Wednesday), we are currently waiting on word from BIBCO’s attorney to see if we need the expert to return for the inspection of the Port Main engine.  Due to the expert’s scheduling conflicts she wouldn’t be able to return until after the 19th of February.  Bearings were showing wear at 400 hours and they have been replaced and turbos on both engines are being replaced.  Turbos were not replaced during the original rebuild.  MiCat is moving right along on this 4th rebuild.  We have not given up any of our ability regarding our request for new engines.  MiCat has taken some piston packs for analysis at their Lafayette place.  We have a chain of custody in place for these items.  An email was received yesterday stating that they have arrive in Lafayette Indiana.  We have requested to see the results of this testing.  Schwartzfisher stated we must be mindful due to potential litigation.  We also are in the process of bringing up the conversation of extended warranty of our engines.    We are still trying to determine what is the normal longevity benchmark following a rebuild.  MiCat does have a project completion date of April 1, 2014. 

Minutes
BITA Meeting
February 11, 2014
Page 2

Approval of Operational and Capital Grants FY 2015 – Copies of the grants were distributed to the board via email, this is a very nice feature the state as implemented.  It was moved and seconded by Kitty McNamara and seconded by Don Vyse to approve the Resolution of Intent and the Resolution of signatures.  Motion Carried.  Schwartzfisher presented the Public Notice that were posted publically for this purpose.  The public posting appeared in the Petoskey News Review, Charlevoix Courier, The Northern Islander and the Beaver Beacon.  Schwartzfisher explained we have not requested any additional funding and is in the amount of $815,000.00 and is subjected to OAR State reporting.  Schwartzfisher went on to outline the Capital items included in the grant requests.  Items included propeller shaft, engineering study and ramp modification and dredging based on water levels, repowering fund for next 5 cycle.  It was moved by Bob Tidmore and seconded by Kitty McNamara to approve the Operation and Capital grant requests as presented.  Motion Carried.   

Fuel Agreement 2014 – A new fuel agreement was presented for calendar year 2014 was presented for approval.  No changes had been made expect for the dates of the agreement.  The dates reflected the calendar year 2014.  It was discussed that we have not locked in for this season and we will probably not lock in fuel unless things substantially change.  It was moved my Ed Troutman and seconded by Don Vyse to approve the Fuel Agreement with the Beaver Island Boat company for calendar year 2014.  Motion Carried.    

MDOT Update – Schwartzfisher offered an over view of the conference call that took place on January 8, 2014.  Member in attendance were Bob Tidmore, BITA, Bill McDonough, BIBCO, Margo Marks, BIBCO, Sharon Edgar, MDOT, Kim Johnson, MDOT, Andy Brush, MDOT, Valerie Shultz, MDOT and Barb Schwartzfisher, BITA.  It was a very interesting conversation, MDOT wasn’t aware of a lot of that we were doing as the owners of the vessel.  At the end of the meeting we asked to schedule a face to face meeting as issues needed further discussion.  Within twenty minutes after the conclusion of the conference call we received an email stating they were agreeable to many of the points we had stated and the MDOT requested we cover the cost of the Beaver Islander engine and the new Emerald Isle lift rafts under a capital grant.  Schwartzfisher requested this be put in writing as we do not have a lease agreement with BIBCO to cover the Beaver Islander and we have never covered cost in the past for the Islander.  We now have the ability to pay up to $50,000 per year on repairs and maintenance for the Emerald Isle, submitting receipts with the OAR’s.  One stumbling block is the hull insurance as the state feels this was stated in the original management agreement that BIBCO would be paying for the insurance.  I asked for some additional time so Margo and I could begin this discussion.  MDOT officials agreed to this additional time.  We have asked for an exemption to be allowed to pay for our insurance for our vessel.   

**Correspondence –MDOT emails regarding the conference call and its results of that.
**Other Pertinent Business – None
**Public Comment – Jon Fogg stated he sees the purpose of how the Authority needs to be financially involved to make the ferry work.   He also spoke regarding the encouragement of bringing the cruise ships to the island.  He felt this to be a positive thing for the island. Bill McDonough updated the board regarding a presentation he made on Beaver Island in Charlevoix to business and community leaders and Congressman Benishek.   
**With no further public comment offered, a motion to adjourn, meeting adjourned at 12:40 pm. 

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY FEBRUARY 11, 2014
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Emerald Isle Update
  14.  
  15. Approval of Operational and Capital Grants FY 15
  16.  
  17. Fuel Agreement 2014
  18.  
  19. MDOT Update
  20.  
  21. Correspondence
  22.  
  23. Other Pertinent Business
  24.  
  25. Public Comment

    Beaver Island Transportation Authority
    Minutes of Regular Meeting
    December 10, 2013
    In Attendance:           
    BITA: Bob Tidmore, Kitty McNamara, Ed Troutman on phone, Don Vyse, Larry Hansz on phone.
                BIBCO:  Margo Marks, on phone, Bill McDonough
                Others: Barbara Schwartzfisher

    Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

    Approval of the Minutes of the November 12, 2013, regular meeting, it was moved by Don Vyse and seconded by Kitty McNamara.  Motion carried.  

    Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.  Nothing added.

    Treasurer’s Report – The board reviewed financial reports ending November 30, 2013. Profit and Loss were sent from the prior year (November 2012).  Question on the quantity difference due to the Beaver Islander running.  We have heard nothing regarding this from Crystal Flash.  One more payment for the Beaver Islander engine rebuild.  No grant activity. 

    Director’s Report – Furnace has been purchased and will be arriving before the end of the season.  Invoice is all but the labor $2041.61 labor will be an additional $1,000.00 barring any unforeseen issues.  Hope to have it installed while I am on vacation.  Mr. Vyse asked how old the current furnace was, he was told that the current furnace is from 2004 and has had a major overhaul right after it was installed.  But now it is very temperamental.  

    Emerald Isle Update – We have had discussion and MiCat will be rebuilding over winter.  Parts are on the on the island, including anti-freeze as we have had a bad reading there.  Oil has not arrived as of yesterday but should be forth coning.  Our insurance company has recommended an expert to come and view the process.  The states they will pay for one half of his time to do this.  BITA/BIBCO will be responsible for the remaining one half.  The expert will be employed by the attorney to keep his findings protected.  He has tremendous diesel engine experience and he is a mechanical engineer out of the University of Wisconsin.  He was vetted by the attorney and our committee.  Mr. Tidmore asked if the expert’s fees would be a pass through cost from the boat company’s attorney, he was told yes that is corrected.  The expert would be to us as it is our boat.  Ms. McNamara asked if we have given up any claim to new engines and she was told absolutely not. Mr. Hansz asked if there has been a time frame given for his presence on the island. Schwartzfisher replied that this is to just retain him and then schedules will be coordinated and he will come to inspect, no one feels he needs to be here for the duration of the rebuild but just for inspection at certain times of the rebuild. Parts and pieces will remain property of BITA/BIBCO. The extended warranty conversation has yet to take place but will be forth coming.   

    Schedule for 2014 – The committee met and reviewed the schedule and recommended approval. Schwartzfisher spoke very highly of the committee process this year and would like to see that continue in the future.  The committee consisted of Bob Tidmore, Ed Troutman, Bill McDonough, Margo Marks, Tim McQueer and Schwartzfisher.  It was moved Bob Tidmore and seconded by Ed Troutman to accept the schedule as presented.    Motion Carried. 
    Minutes
    BITA Meeting
    December 10, 2013
    Page 2

    Fares 2014 – Fares were presented as the committee reviewed and recommended.  No fuel surcharge approved at this point.  Another change was that we put the child’s age back down to industry norm of 12.  The committee structure worked well in this as well.  Committee consisted of Bob Tidmore, Ed Troutman, Bill McDonough, Margo Marks, Tim McQueer and Schwartzfisher.  It was moved by Kitty McNamara and seconded by Bob Tidmore.  Motion Carried. 

    Director Compensation – The compensation package was presented and recommend for approval.  It was moved by Ed Troutman and seconded by Bob Tidmore to accept as presented.  Motion Carried. 

    It was moved by Kitty McNamara and seconded by Larry Hansz that the Beaver Island Transportation Authority remains in compliance with PA 152 in regard to public employees.  Motion Carried.

    Correspondence –Ferry Statistics, TDS Agreement, Dish Network package changed so there will be a savings.  Letter from MDOT (Kim Johnson) was discussed. BITA response was shared.  I would like to schedule after the first of the year. Bob Tide, Bill McDonough and Margo should be in attendance.  Tentative date January 8, 2014.      

    Other Pertinent Business – BIBCO Christmas Party is scheduled for December 14, 2013.  Letter will be given to BIBCO thanking the employees for their efforts this past summer.  Schwartzfisher alerted the board that she would be on vacation. 

    Public Comment – None

    With no further public comment offered, a motion to adjourn, meeting adjourned at 12:42 pm. 

    Respectively submitted,

    Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY DECEMBER 10, 2013
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Emerald Isle Update
  14.  
  15. Schedule for 2014
  16.  
  17. Fares 2014
  18.  
  19. Director Compensation
  20.  Correspondence
  21.  
  22. Other Pertinent Business
  23.  
  24. Public Comment

Beaver Island Transportation Authority
Minutes of Regular Meeting
November 12, 2013
In Attendance:           
BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Don Vyse, Larry Hansz
            BIBCO:  Margo Marks, via phone, Bill McDonough
            Others:  Elaine West, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 11:59 am by Bob Tidmore.

Approval of the Minutes of the October 8, 2013, annual meeting, it was moved by Larry Hansz and seconded by Kitty McNamara.  Motion carried.  
Approval of the Minutes of the October 8, 2013, regular meeting, it was moved by Kitty McNamara and seconded by Ed Troutman.  Motion carried.  

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.  Added schedule under Director’s Report.

Treasurer’s Report – The board reviewed financial reports ending October 31, 2013. 
All reports were reviewed and discussion centered on this was the first month of the new fiscal year.  Under major purchase maintenance we broke out the cost by actual work days, the state was ok with this as well as the auditors.  Break out is FY 2013, $53,176.02 and FY 2014 is $31,279.14 for a total of $84,455.16.  This came in less than anticipated.  We had some extra funds in FY 13, due to the fuel savings by running the Islander while the Emerald Isle was down for repairs.  McNamara asked if we should amend this line now and Schwartzfisher said she would like to wait until we see what we are going to do with next year’s fuel costs before we start to amend the budget.  Other than that line all is in a good order and we had the approval from MDOT to go ahead and assist with the cost of the repairs.    The Grants Summary was reviewed and Schwartzfisher reported there is a phone conference scheduled for Wednesday to review the grant that is scheduled to close in March and see where that is.  Audit is in process and they have all of our documentation.  Conference is scheduled at 1:15pm tomorrow for Mary Cook and I to do our audit interview.  Furnace has not been working I have asked John Robert for three quotes on a new furnace.  Schwartzfisher reported she attended the Economic Task Force between the City of Charlevoix and the Island.  She felt it was a good first step.  Mr. Tidmore states the City of Charlevoix should be more mindful of the difficulty faced by BIBCO with parking, loading and unloading at the dock area.  

Director’s Report – Audit is in process and they have all of our documentation.  Conference is scheduled at 1:15pm tomorrow for Mary Cook and I to do our audit interview.  Furnace has not been working I have asked John Robert for three quotes on a new furnace.  Schwartzfisher reported she attended the Economic Task Force between the City of Charlevoix and the Island.  She felt it was a good first step.  Mr. Tidmore states the City of Charlevoix should be more mindful of the difficulty faced by BIBCO with parking, loading and unloading at the dock area.  

Minutes
BITA Meeting
November 12, 2013
Page 2

Emerald Isle Repair –Letter was received today from MiCat and Schwartzfisher states she has not had ample time to digest the contents of the letter.  It is still stating MiCat still wants to rebuild over winter. Working on a list of questions to go over with Margo.  Board member’s had questions that needed to be answered as well regarding replacement of the engines.  Another working copy of the 2014 Schedule as been submitted and it is still a work in progress and BIBCO’s Board has not yet approved a schedule.  Next month we will have a schedule for approval along with Fares for 2014. 

MDOT Staff Visit – On October 25, 2013, MDOT staff come to the island for a tour.  Laura Mester and Frank Raha, and member of the road staff.  The visit went well.  We had lunch, and had an opportunity to give the overview of the new ferry project.  Laura stated she would go back and talk to Sharon Edgar about possibly assisting us in this effort. 

Director Insurance – A draft of submitted to the board for review.  It was moved by Don Vyse and seconded by Larry Hansz to authorize Vice-Chairman and Secretary/Treasurer to meet with the Executive Director and discuss the director’s compensation package and get plan in place for current and future direction of the position and the Authority.  Motion Carried

Correspondence –Tour Statistics and Ferry Monthly Statistics, Letter from MiCat. 

Other Pertinent Business – Larry Hansz asked if it would be possible to put a message on both BIBCO phones when the boat is cancelled.  Margo thanked for him for that input and it is something that should be done.  Website and Facebook are usually places this is posted but this past time it was an oversight.  Apologies were offered. 

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:35 pm. 

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY NOVEMBER 12, 2013
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Emerald Isle Update
  14.  
  15. Director Insurance
  16.  
  17. MDOT Staff Visit
  18.  
  19. Correspondence
  20.  
  21. Other Pertinent Business
  22.  
  23. Public Comment

Beaver Island Transportation Authority
Minutes of Regular Meeting
October 8, 2013
In Attendance:           
BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Don Vyse, Larry Hansz, via phone
Absent:  None
            BIBCO:  Margo Marks, via phone, Bill McDonough
            Others:  Elaine West, Jon Fogg, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:02 pm by Bob Tidmore.

Approval of the Minutes of the September 10, 2013, regular meeting, it was moved by Ed Troutman and seconded by Larry Hansz.  Motion carried.  

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.  Added schedule under Director’s Report.

Treasurer’s Report – The board reviewed financial reports ending September 30, 2013. 
All reports were reviewed and discussion centered on budget adjustments and payment of expenses concerning the engine issues.  A few regular monthly bills have yet to arrive and will be added to the final.  Schwartzfisher pointed out that this is the end of the fiscal year.  Final adjustments will be made and sent to the auditors for year-end audit.  No grant activity but that is coming soon, we do have a grant that is scheduled to expire in March and we will be working on that soon to begin expending for those items.  Schwartzfisher as recommended to the Board that we assist in the engine repair of the Beaver Islander.   The State said this is allowable under the circumstances of the breakdown of the Emerald Isle.  This would be a one-time repair.  Mr. Tidmore recommended that we do a letter stating that if they sell the Islander with in the year we would be reimbursed for this payment.  It was moved by Ed Troutman and seconded by Bob Tidmore that we assist in the engine repairs of the Beaver Islander up to the operational amount of $91,000.00 and if the Islander is sold within one year ½ of the total cost would be reimbursed back to the Beaver Island Transportation Authority.  Motion Carried.

Director’s Report – Schwartzfisher reported that Ed Troutman was reappointed for a three year term.  Schwartzfisher reminded that Board Member that next year reappointments would be Bob Tidmore and Larry Hansz.  Bob Tidmore wanted to address the board on scheduling for next year.  Schwartzfisher gave in over view of where staff was thus far in the scheduling process.  The document hasn’t been submitted to the BIBCO Board as of yet, but once they approve it, I will forward it on to BITA for your review.  Mr. Tidmore asked for a historical clarification as to why the 8:30 am-4:30 pm Friday’s aren’t on the schedule anymore.  It was reported that the ridership wasn’t there to warrant continuing.  Those days unfortunately dwindled over time and were removed over time.  Some of the red days in August were adjusted to spend the whole day on the island. 

Minutes
BITA Meeting
October 8, 2013
Page 2

Emerald Isle Repair –Schwartzfisher reported that on October 1, 2013 (Tuesday) representatives of MiCat and Caterpillar were here and met with members of both BITA and BIBCO regarding the cause of the Emerald Isle engine failure.  The report was given that the engine failed due to failure to change out the oil injector nozzles after changing to the new mono-therm pistons and that there was problem with the electro-plating process in the new bearings.  The problem was taken as the responsibility of MiCat and Caterpillar.  We are still testing the oil on the every 20 hour basis.  MiCat/Caterpillar outlined an over winter plan in pulling cylinders and checking things over winter.  BITA/BIBCO stated we didn’t feel that was practical and we were wanting new engines and we would be following up in writing making that request.  We would continue to follow the oil sampling schedule and we gave them a week to respond.  Today is that week.  Photographic evidences was given to them. We aren’t confident in the long term health of the engines.  If we haven’t heard today the formal letter will be sent to MiCat/Caterpillar.  Once we hear from them a copy of the response will be forwarded to the board.  The document submitted was distributed as it is a public document. 

FY 14 Budget –It was moved by Kitty McNamara and seconded by Bob Tidmore to approve the FY 2014 Budget as presented.  Motion Carried.  Director’s Insurance Compensation will be placed on the agenda for next month.

Correspondence –FY 2014 MDOT Distribution received (forwarded to the Board), email regarding schedules, and the notice regarding Mr. Troutman’s reappointment.

Other Pertinent Business – None

Public Comment – Elaine West asked a question regarding MiCat/Caterpillar paying for any of the overtime for BIBCO employees, Margo Marks replied no they have not.  It was further stated that that is an issue between BIBCO and MiCat/Caterpillar. 

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:35 pm. 

Respectively submitted,

 

Barbara Varnum Schwartzfisher, Executive Director

Beaver Island Transportation Authority
Minutes of Annual Meeting
October 8, 2013

In Attendance:           
BITA: Bob Tidmore, Kitty McNamara, Larry Hansz, via phone and Don Vyse.
            BIBCO:  Margo Marks, via phone, Bill McDonough
Others: Jon Fogg, Elaine West, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.  

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. 

Election of Temporary Chairman it was moved by Bob Tidmore and seconded by Ed Troutman to nominate Kitty McNamara as temporary chairman.  Motion carried. 

Election of Officers it was moved by Bob Tidmore and seconded by Ed Troutman to elect the following slate of officers:

Bob Tidmore – Chairman
Kitty McNamara – Vice Chairman
Ed Troutman – Secretary/Treasurer

Motion Carried.  Let the record reflect such.

Approval of Financial Institution it was moved by Don Vyse and seconded by Bob Tidmore to retain the Charlevoix State Bank as the Beaver Island Transportation Authority’s bank of record.  Motion carried. 

Meeting dates and times will remain 2nd Tuesday of the month at noon.  Unless otherwise determined.  Moved by Kitty McNamara and seconded by Don Vyse.  Motion Carried

With the business of Annual Meeting concluded motion to adjourn offered by Kitty McNamara.  Meeting adjourned at 12:02 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING

ANNUAL MEETING

TUESDAY, OCTOBER 8, 2013
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.                 Determination of Quorum                 
  3.  
  4.  
  5. Additions to Agenda
  6.  
  7.  
  8.  
  9. Election of Temporary Chairman
  10.  
  11.  
  12.  
  13. Election of Officers
  14.  
  15.  
  16.  
  17. Approval of Financial Institution
  18.  
  19.  
  20.  
  21. Meeting Day and Time
  22.  
  23.  
  24.  
  25. Adjournment

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY OCTOBER 8, 2013
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Emerald Isle Repair
  14.  
  15. FY 14 Budget
  16.  
  17. Correspondence
  18.  
  19. Other Pertinent Business
  20.  
  21. Public Comment

Beaver Island Transportation Authority
Minutes of Regular Meeting
September 10, 2013


In Attendance:           
BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, via phone
Absent:  Don Vyse
            BIBCO:  Bill McDonough
            Others:  Elaine West, Jon Fogg, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

Approval of the Minutes of the August 13, 2013, regular meeting, it was moved by Ed Troutman and seconded by Larry Hansz.  Motion carried.  

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. 

Treasurer’s Report – The board reviewed financial reports ending August 31, 2013. 
All reports were reviewed and discussion centered on budget adjustments and payment of expenses concerning the engine issues.  Schwartzfisher pointed out that as the end of the fiscal year was approaching we needed to get make sure St. James Marine was paid.  We are continuing to remain in contact with MiCat regarding these expenses and payments. 

Director’s Report – Agenda Order

Emerald Isle Repair –Schwartzfisher gave an over view of where everything stood with the Emerald Isle.  She stated that the ferry was running again and the first few runs were with MiCat personnel on board monitoring the engines.  She stated that BITA and BIBCO would be meeting with MiCat and Caterpillar representatives next week.  She also reported that St. James Marine would be paid by BITA before the end of the fiscal year. 

Budget Adjustment – Budget adjustments were made and reviewed.  Schwartzfisher and Mary Cook would be making the last final adjustments of end of year bills before audit.

FY 14 Budget – Reviewed and tabled for action next month.    

Correspondence –August Statistics.

Other Pertinent Business – None

Public Comment –Jon Fogg stated he understood the difficulties we were experiencing with the engine issues as St. James Marine had a similar situation a few years back.   

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:20 pm. 

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY SEPTEMBER 10, 2013
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM
AGENDA

Opening of Meeting

BEAVER ISLAND TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS MEETING
TUESDAY AUGUST 13, 2013
BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING
12:00 PM

Beaver Island Transportation Authority
Minutes of Regular Meeting
August 13, 2013
In Attendance: 
BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz,
Absent:  Don Vyse
            BIBCO:  Margo Marks, Bill McDonough
            Others:  Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

Approval of the Minutes of the July 9, 2013, regular meeting, it was moved by Kitty McNamara and seconded by Larry Hansz.  Motion carried.   

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.  

Treasurer’s Report – The board reviewed financial reports ending July 31, 2013.  Schwartzfisher pointed out to the board the Emerald Isle Repair costs line item and went through those costs.  MiCat requested that we complete a W-9 to begin the repayment process.  MiCat is still cooperating in the payments of the bills but we are moving slowly in this matter.  Keep the relationship solid.  State has asked if we will have this settled by September 30 at the end of the fiscal year, I responded more than likely no.  St. James Marine bills have been submitted to MiCat for payment.  We must remain working together to get this solved and to a good resolve. 

Director’s Report – Mary Cook will be attending a MDOT financial workshop.

Emerald Isle Repair –The ferry ran for the first time on July 19th since the incident.  We are working through with MiCat in getting things sorted and paid. 

Budget Adjustment – Draft copy of budget adjustment was handed out for board review. 

Correspondence –Letter of Agreement from Dennis, Gartland and Niergarth for this year’s audit and July Statistics.

Other Pertinent Business – Mr. Tidmore and the BITA board commended the Boat Company crew and staff on a job well done under the most difficult circumstances. 

Public Comment –None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:20 pm. 

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director
AGENDA

Opening of Meeting

  1.             Call to Order
  2.             Determination of Quorum
  3.             Approval of Minutes
  4. Minutes Approved ______     Minutes Approved with Corrections ________
  5.  
  6.  
  7. Additions to Agenda
  8.  
  9. Treasurer’s Report
  10.  
  11. Director’s Report
  12.  
  13. Emerald Isle Repair
  14.  
  15. Budget Adjustment
  16.  
  17. Correspondence
  18.  
  19. Other Pertinent Business
  20.  
  21. Public Comment

Beaver Island Transportation Authority
Minutes of Regular Meeting
July 9, 2013
In Attendance:           
BITA: Kitty McNamara, Ed Troutman, Larry Hansz, via phone, and Don Vyse
Absent:  Bob Tidmore
            BIBCO:  Margo Marks, Bill McDonough
            Others:  Joe Moore, Elaine West, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Kitty McNamara. Approval of the Minutes of the May 14, 2013, regular meeting, it was moved by Ed Troutman and seconded by Don Vyse.  Motion carried.   

Ms. McNamara reviewed agenda and asked if there were any additions to agenda.  

Treasurer’s Report – The board reviewed financial reports ending June 30, 2013. 

Director’s Report – Agenda Order

Emerald Isle Repair – Schwartzfisher and Marks offered a timeline of the failure and repair of the port engine on the Emerald Isle.  The incident occurred on June 25, 2013, while the Emerald Isle was on her way to Charlevoix.  The engine has been removed and taken to Kalkaska for repair by MiCat.  The port engine has been rebuilt.  The starboard engine has been also rebuilt in port by mechanics of MiCat.  It appears to be a bearing issue.  A tentative timeframe was given as to when the Emerald Isle will be back in service.  The following is subject to change.  Engine to arrive back on Beaver Island end of this week.  (July 11 or 12, 2013); Engine alignment July 16, 2013, Coast Guard inspection and sea trials July 17, 2013.  Hopefully back in service July 20-21, 2013. 

Schwartzfisher offered tremendous praise and recognition to the men and women of the Beaver Island Boat Company.  Their above and beyond the call of duty efforts have not gone unnoticed by this community.  Schedules have been adjusted to accommodate the travelling public.  St. James Marine and Keweenaw Excursions have been assisting in the effort of getting vehicles and passengers to the island.  Once a report is received from MiCat, it will be presented to the board. 

Correspondence – Reported FOIA Request and Rescind letter from Kirk McBride, various emails regard the Emerald Isle, FY 2012 reconciliation letter from the State, FY 2014 Budget Distribution Sheet from the State and June Statistics.

Other Pertinent Business – None.

Public Comment – Bill McDonough mentioned Senator Walker was on the island and they had a good day on the island.

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:20 pm. 

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Beaver Island Transportation Authority

Minutes of Regular Meeting

May 14, 2013

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz and Don Vyse

Absent: None

BIBCO: Bill McDonough

Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the April 9, 2013, regular meeting, it was moved by Kitty McNamara and seconded by Larry Hansz. Motion carried.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – The board reviewed financial reports ending April 30, 2013. Schwartzfisher reported both Capital Grants Z2 and Z3 have been expended fully and in the process of closing. Next month's grant account and capital grant summary reports will reflect this action.

Director's Report – Schwartzfisher reported that MDOT Director, Kirk Steudle would be on the island May 17, 2013, to tour the island the MDOT projects and the Ferry. Thank to Bill McDonough for setting this visit up. Bill will forward a schedule of the activities and a time for a brief meeting at the BITA office will take place. Schwartzfisher also informed the BITA Board that a Tiger Grant is open and that we will have to apply on our own. The board requested she proceed and apply. The due date for this submission is June 3, 2013.

Skid Steer – It was moved by Ed Troutman and seconded by Don Vyse that the BITA Director was to enter into negotiations with St. James Township on the conveyance of the skid steer. This action is to be concluded by the Director and the Township. Bob Tidmore is to set up the meeting for the necessary parties. Motion Carried.

Correspondence – No major correspondence. Schwartzfisher did report that April's passenger count was down. April report will be submitted at the next meeting.

Other Pertinent Business – None.

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:30 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

 

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

TUESDAY MAY 14, 2013

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________  

Additions to Agenda

Treasurer's Report

Director's Report - Project Updates

Skid Steer

Correspondence

Other Pertinent Business

Public Comment

Beaver Island Transportation Authority

Minutes of Regular Meeting

April 9, 2013

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Don Vyse

Absent: Ed Troutman, Larry Hansz

BIBCO: Margo Marks, via phone

Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the March 12, 2013, regular meeting, it was moved by Don Vyse and seconded by Kitty McNamara. Motion carried.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – The board reviewed financial reports ending March 31, 2013.

Director's Report – Schwartzfisher outlined that she was in the process of closing Capital Grants Z2 and Z3. The following is a partial list of what will be included in this close out, new doors for the ferry, new computers purchased through MiDeal, freight trailer, a diagnostic tool purchased from Cat for the engines, tools and support items.

Audit – Audit was reviewed and Mr. Tidmore requested that a letter be placed with the audit addressing payroll signatures and investment policy.

Van Agreement – Motion by Kitty McNamara and seconded by Don Vyse to approve the Van Use Agreement as presented. Motion Carried.

Correspondence – Schwartzfisher reported she received our annual insurance bill and reported a 2% increase over last year. This was the first increase in the past several years. The insurance includes our general liability, errors and omissions and the vehicles. This has been paid and we are in full affect

Other Pertinent Business – The board had discussion concerning the low water levels, Mr. Tidmore briefly outlined what the township was doing at this time. It was agreed upon that Tidmore and Marks would keep each other informed on this important issue.

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:30 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

 

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

TUESDAY APRIL 9, 2013

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________

Additions to Agenda

Treasurer's Report

Director's Report - Project Updates

Audit

Van Agreement

Correspondence

Other Pertinent Business

Public Comment

Beaver Island Transportation Authority

Minutes of Regular Meeting

March12, 2013

In Attendance:

BITA: Kitty McNamara, Ed Troutman, Larry Hansz, on phone, Don Vyse

Absent: Bob Tidmore

BIBCO: None

Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Kitty McNamara. Approval of the Minutes of the January 22, 2013, regular meeting, it was moved by Ed Troutman and seconded by Don Vyse. Motion carried.

Ms. McNamara reviewed agenda and asked if there were any additions to agenda. Van Agreement was added to the agenda and tabled until the April meeting.

Treasurer's Report – The board reviewed financial reports ending February 28, 2013.

Director's Report – Schwartzfisher presented the following report. The engine rebuild has been completed. This was the first complete rebuild on the Emerald Isle's engines. Joe McDonough reported that the turbos did not need to be re-done. Kudos to Joe and his team for all the hard work and dedication. The new service truck for Charlevoix has been ordered. The new truck is a 2013 F250 4X4 Super Cab and will be located in Charlevoix, replacing the 1999 Dodge. Audit is complete and copy for your review is in front of you.

Audit – Given to BITA Board members for their review and full discussion will take place at the April meeting. Schwartzfisher reported overall the audit looks good and the process went smoothly.

Fuel Lock In – It was reported that fuel for the 2013 season has been locked in at $3.35 per gallon for the entire season. The fuel will again be purchased through Crystal Flash for the locked in amount for 145,000 gallons.

Fuel Agreement 2013 – Schwartzfisher distributed copies of the fuel agreement to the membership for approval. She recommends no changes to the agreement other than the dates. This agreement will run for the length of the season and the document expires 12/31/2013. Discussion ensued regarding the formula used to determine payment of dividends. Schwartzfisher will forward a copy of the formula to the board and McNamara commented that extensive work had gone into this formula and that we want to make sure it is still applicable. Schwartzfisher reminded the board that the State of Michigan has also approved this formula.

It was moved by Don Vyse and seconded by Ed Troutman to approve the Fuel Agreement for calendar year 2013 as presented. Motion Carried.

Review of Operational and Capital Grant Recommendations – Schwartzfisher provided copies of the recommendation letter from MDOT for the Board to review. Approval has been recommended as BITA has requested pending state funding. Review item no action was needed.

Correspondence – Workers Compensation Audit letter. Schwartzfisher reported she completed the scheduled phone audit on March 4, 2013. Other major correspondence was the grant recommendation letter from MDOT.

Other Pertinent Business – None

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:44 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

TUESDAY MARCH 12, 2013

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA 

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________ 

Additions to Agenda

Treasurer's Report

Director's Report - Project Updates 

Audit

Fuel Lock In

Fuel Agreement 2013

Review of Operational and Capital Grant Recommendations

Correspondence

Other Pertinent Business

Public Comment

Beaver Island Transportation Authority

Minutes of Regular Meeting

January 22, 2013

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Larry Hansz, on phone, Don Vyse

Absent: Ed Troutman

BIBCO: Bill McDonough, on phone, Margo Marks, on phone

Others: Jon Fogg, Elaine West and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the December 11, 2012, regular meeting, it was moved by Don Vyse and seconded by Kitty McNamara. Motion carried. Approval of the Minutes of the December 18, 2012, special meeting, it was moved by Don Vyse and seconded by Kitty McNamara. Motion carried.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – The board reviewed financial reports ending December 31, 2012.

Director's Report – Agenda order

FY 2014 Operational and Capital Request – Schwartzfisher reported that the operational and capital requests were ready for submission to the State of Michigan. The new due date for submission is February 1, 2013. Operational grant will be in the amount of $815,000.00 a 1.75% increase over this current year. Fuel remains the largest expense in the budget. I was discussed that we will probably not lock in our fuel this year and ride the market prices. It was moved by Kitty McNamara and seconded by Don Vyse to present the operational grant request to the state in the amount of $815,000.00 for the FY 2014.

It was moved by Kitty McNamara and seconded by Bob Tidmore to present the capital grant request to the State of Michigan in the amount of $222,222.00 for the following items. New propeller shaft, dredging and dock design and renovation on Beaver Island, re-powering of vessel, POS ticketing system, telephone system in Charlevoix office, replacing paneling and ceiling on the Emerald Isle. The items requested are in a greater value than the $222,000.00 requested but will be prioritized and only the requested amount and approved amount will be spent. Motion Carried.

Resolution of Signature was presented for approval; it was moved by Kitty McNamara and seconded by Don Vyse to authorize the following signatories Chairman, Vice-Chairman, Secretary/Treasurer, and Executive Director, to sign on behalf of the Authority with the State of Michigan. Motion Carried

Correspondence – BIBCO Statistics, FOIA request from Joe More

Other Pertinent Business – We will not meet in February, unless freight rates need to be discussed.

Minutes, January 22, 2013, Page 2

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:30 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

 

Beaver Island Transportation Authority

Minutes of Special Meeting

December 18, 2012

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman via phone, Larry Hansz via phone

Don Vyse

Absent: None

BIBCO: Margo Marks via phone

Others: Jon Fogg and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. No items to be added.

Fares for the 2013 Season – Draft rates were presented to the board. A copy of the request is to be attached to the minutes once approved. It was moved by Kitty McNamara and seconded by Don Vyse to approve the rates as presented. Motion Carried.

Public Comment –None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:05 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

 

Beaver Island Transportation Authority

Minutes of Regular Meeting

December 11, 2012

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Don Vyse

Absent: Ed Troutman, Larry Hansz

BIBCO: Don Tritsch, Bill McDonough and Margo Marks

Others: Elaine West, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore. Approval of the Minutes of the October 9, 2012, Annual Meeting, it was moved by Don Vyse and seconded by Bob Tidmore. Minutes were approved as presented. Approval of Minutes of the October 9, 2012, Regular Meeting, it was moved Don Vyse and seconded by Kitty McNamara. Minutes were approved as presented.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. Mr. Tidmore asked that low water levels be added to the agenda under other pertinent business. Schwartzfisher asked to add to the agenda the FY 2013 (P2) Capital contract approval and the notification to the board of the 3 rd party contact with Bay Shipbuilding for the repowering of the Emerald Isle; these will be placed under correspondence.

Treasurer's Report – The board reviewed financial reports ending October 31, 2012. All reports were distributed and reviewed. No Grant Summary was distributed as there was no activity in the month of October and the figures used on the Profit and Loss report were the figures subject to Board's approval for FY 2013. A copy of the Transaction List by Vendor was distributed to the Board for their review.

Director's Report – Agenda order

End of Year Budget Adjustment – The Board requested Mary Cook and Schwartzfisher make the necessary adjustments to close out the FY 2012 budget, with the main adjustment being within the fuel line.

FY 2013 Budget – Schwartzfisher offered an overview of the increases reflecting in the line items. The operational budget for FY 2013 will be 801,100 an increase over FY 12 of $129,000, with the majority of the increase falling within the fuel line item. It was moved by Kitty McNamara and seconded by Don Vyse to approve the budget for FY 2013 as presented.

RFP Waiver Request/Shipyard – The State has approved and we have a copy for signature of the 3rd party contract with Bay Shipbuilding for the dry docking of the Emerald Isle. Margo has been working with the State in my absence on the repowering of the engines. The State has asked for additional quotes for the engine work. Margo as been working on finding these quotes as Michigan Cat will not self compete. A qualified firm in Indiana has offered a higher quote for the engine work; this has been submitted to the State for approval. We have several no bid letters but the state is unwilling to accept the no bids. She has done an excellent job in this

BITA Minutes December 11, 2012 Page 2

regard. We are waiting to hear from the State as to a determination. Federal government requires 2 and the State requires 3 and a non-response to bid counts as one.

Letter of Understanding – Draft copy presented and we are still working on this.

2013 Schedule and Fares – The Board reviewed the schedule as presented. Changes were noted and Schwartzfisher recommended the schedule be approved by the BITA Board as presented. It was moved by Tidmore and seconded by Vyse to approve the 2013 Ferry schedule as presented. Motion carried. The fares will be approved at a special meeting on December 18, 2013. We are waiting for fare approval from the BIBCO Board of Directors to keep the approval order as outlined. Schwartzfisher offered a brief overview of where the conversations are currently. Schwartzfisher will forward the result of BIBCO's action as soon as she receives it from Margo.

Correspondence – Tour update 1,109 total tours, Statistics through November, Approval of Capital Contract for FY 2013, 2012-0043/P2, items include stairs for new vessel, dredging and dock modifications. It was moved by Kitty McNamara and seconded by Don Vyse to approve as presented. Motion carried. Again Schwartzfisher reported to the Board that the 3 rd party contract has been received from the State. This 3 rd party contract is with Bay Shipbuilding for the dry docking of the Emerald Isle.

Other Pertinent Business – Mr. Tidmore complimented Margo Marks on the excellent letter she wrote in regard of the water levels. Tidmore circulated this information to Robert Gillespie, Bud Martin, the Marina, Matt Fogg and Mike Weede for their possible responses. Mr. Tritsch asked what the dredging was to be for that is included in the FY 13 Capital grant. We may need to ask for the latitude to use that funding for some dock modification for the loading and unloading issue. We have approximately $200,000 for dock modifications.

Public Comment –Elaine West asked for a copy of Margo's letter. Bob was to forward it to her.

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:30 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

 

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

TUESDAY DECEMBER 4, 2012

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________

Additions to Agenda

Treasurer's Report

Director's Report – Project Updates

End of Year Budget Adjustment

FY 2013 Budget

RFP Waiver Request

Letter of Understanding

2013 Schedule and Fares

Correspondence

Other Pertinent Business

Public Comment

 

Beaver Island Transportation Authority

Minutes of Regular Meeting

October 9, 2012

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Larry Hansz, via phone, Don Vyse

Absent: Ed Troutman

BIBCO: Tim McQueer

Others: Jon Fogg, Elaine West, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:03 pm by Bob Tidmore. Approval of the Minutes of the September 11, 2012, it was moved by Kitty McNamara and seconded by Larry Hansz. Motion was approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. No additions.

Treasurer's Report – The board reviewed financial reports ending September 30, 2012. Mary Cook asked that we table the year end adjustment until November. Schwartzfisher spoke to the fact that most of the line items are in good order, except for fuel, trash, water/sewer and rental. We are waiting for all the bills to be in before we make the adjustments. Mr. Tidmore asked if this adjusting was required by the State and he was told that is was a request of the Auditors. Discussion continued in the ease of budget adjusted figures vs. unadjusted figures. Ms. McNamara stated that this was due to new federal guideline changes. All reports were distributed and reviewed. A copy of the Transaction List by Vendor was distributed to the Board for their review.

Director's Report – Schwartzfisher offered the following items in her Director's Report. Briana Maudrie is cleaning the building as Jenna Butler has moved off the island. The amount remains at $36.00 per cleaning. A new possible funding source for the new ferry was recently brought to our attention. We received a call from Blake Smith, USDA, and we discussed at length the possibilities of a Rural Development Community Facilities Loan. Schwartzfisher offered and overview of the conversation and it was recommended by the board to bring St. James Township into the conversation as they are our government body and a feasibility study from BIBCO. Schwartzfisher will contact St. James officials to set up this meeting after the upcoming election and continue with the Boat Company. Schwartzfisher stressed her desire to go very slowly and cautiously through this process. Only final report that he boat as gone and come back from shipyard. More will be discussed under shipyard heading on agenda.

End of Year Budget Adjustment – Tabled

FY 2013 Budget – Distributed for review and action at next month's meeting.

RFP Waiver Request/Shipyard – The State has not yet made a determination. However, the boat has gone to shipyard and returned and for the past 2 and a half weeks the state has numerous questions regarding the process and the shipyard itself. The State needs to understand that the Emerald Isle is one of a kind and unique onto itself. Schwartzfisher has documented and retained all correspondence and is still waiting for a determination. Mr. Tidmore asked if there

BITA Minutes, October 9, 2012, Page 2

was anything determination to be wrong with the vessel. Tim McQueer gave an over view of the shipyard action. Schwartzfisher explained that the repowering of the engines and the doors will be done over winter. It has been explained to the State of how we have to work with Michigan Cat and that we have our own regional Cat dealership as Cat will not self-compete.

Correspondence – No correspondence past the emails from MDOT regarding the waiver and paying for the shipyard.

Other Pertinent Business – None

Public Comment –Elaine West asked for a clarification to the slate of officers.

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:30 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director Beaver Island Transportation Authority

Minutes of Annual Meeting

October 9, 2012

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Larry Hansz, via phone and Don Vyse.

BIBCO: Tim McQueer

Others: Jon Fogg, Elaine West, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Election of Temporary Chairman it was moved by Bob Tidmore and seconded by Kitty McNamara to nominate Barbara Varnum Schwartzfisher as temporary chairman. Motion carried.

Election of Officers it was moved by Kitty McNamara and seconded by Don Vyse to elect the following slate of officers:

Bob Tidmore – Chairman

Kitty McNamara – Vice Chairman

Ed Troutman – Secretary/Treasurer

Motion Carried. Let the record reflect such.

Approval of Financial Institution it was moved by Kitty McNamara and seconded by Larry Hansz to retain the Charlevoix State Bank as the Beaver Island Transportation Authority's bank of record. Motion carried.

Meeting dates and times will remain 2 nd Tuesday of the month at noon. Unless otherwise determined. Moved by Bob Tidmore and seconded by Don Vyse. Motion Carried

With the business of Annual Meeting concluded motion to adjourn offered by Kitty McNamara. Meeting adjourned at 12:02 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

ANNUAL MEETING

TUESDAY, OCTOBER 9, 2012

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

Additions to Agenda

Election of Temporary Chairman

Election of Officers

Approval of Financial Institution

Meeting Day and Time

Adjournment

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

TUESDAY OCTOBER 9, 2012

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________

Additions to Agenda

Treasurer's Report

Director's Report – Project Updates 

End of Year Budget Adjustment

FY 2013 Budget

RFP Waiver Request

Shipyard

Correspondence

Other Pertinent Business

Public Comment

Beaver Island Transportation Authority

Minutes of Regular Meeting

September 11, 2012

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, Don Vyse

Absent: None

BIBCO: None

Others: Elaine West, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore. Approval of the Minutes of the August 14, 2012, it was moved by Ed Troutman and seconded by Don Vyse. Motion was approved with corrections.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. No additions.

Treasurer's Report – The board reviewed financial reports ending August 31, 2012. Schwartzfisher spoke to the fact that most of the line items are in good order, except for fuel. We are waiting for all the bills to be in before we make the adjustments. All shifting will go into that line. The other shift will be for rent as that auditors wanted the copier put into that. Discussion ensued regarding fueling at the end of the year. Grant reported was reviewed regarding the ending of the Elliot Bay Design Account. All reports were distributed and reviewed. A copy of the Transaction List by Vendor was distributed to the Board for their review.

Director's Report – Schwartzfisher offered the following items in her Director's Report. Ferry Design, we are in the process of closing the books and we will be receiving a hard copy and BIBCO has requested a 2nd hard copy price is being checked on that. We will be getting a CD as well.

New Van has been ordered and is not yet here.

Copier has been purchased. It is a Ricoh Copier out of Traverse City, lowest bidder as well as the best maintenance agreement. Cost of the copier is $1,541.27 less $120.00 direct cost to us $1,412.27. The maintenance agreement will be $87.00 annually. Arrival and set-up is being scheduled.

Service Truck on contract, this is to replace the truck on the Charlevoix side. The dealer has asked for us to have some patience as there is a hiccup with the contact and Chrysler due to pricing. We will be patient. Looking for this to be resolved in October.

Northern Lakes Economic Alliance meeting in Charlevoix on September 12, 2012. NLEA has worked with us as one of their outreach people. We will be talking with them concerning a long term loan to fund the construction of the new ferry. We have linked the dock renovation and the construction of the ferry together. BITA Board gave Schwartzfisher to continue to pursue the idea and Larry Hansz felt that a loan would be something the community would be supportive of.

BITA Minutes

September 11, 2012

Page 2

Senator Roger Kahn visited the island and we have talked with him regard what are plans are in regard to the new ferry. It was a very positive meeting with him.

End of Year Budget Adjustment – Tabled

RFP Waiver Request – Schwartzfisher and Marks, met with MDOT Project Manager to request a waiver from writing an RFP for repowering (dry docking) the Emerald Isle. MDOT requested a quotation from the shipyard and that will be forwarded. The benefit of Bay Ship is that the USCG is right there to do the inspection, also our specs for the vessel. We are waiting for word from the state as to whether the sole source request has been granted. This has been tentatively scheduled for the end of September. The State has requested all the old billing from the last time we went to Bay Ship and that has been sent down to them for review. We are waiting for that decision. Larry Hansz stated that it sounds like they don't understand boats and the process involved. The State needs to understand that the Emerald Isle is one of a kind and unique onto itself.

Shipyard – An update was given that the Emerald Isle would be going to shipyard the end of the month, the Beaver Islander will but filling in for the days the Emerald Isle would be off schedule. Bob Tidmore suggested we get pictures and put together a video of the dry-docking.

Correspondence – Statistics for August were offered for ferry ridership. Tour numbers for August were 443. FY13 funds have been approved.

Other Pertinent Business – Flag needs to be replaced.

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:25 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

TUESDAY JULY 10, 2012

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________

Additions to Agenda

Treasurer's Report

Director's Report – Project Updates

BITA Van Use Policy

Correspondence

Other Pertinent Business

Public Comment

Beaver Island Transportation Authority

Minutes of Regular Meeting

May 8, 2012

In Attendance:

BITA: Ed Troutman, Don Vyse

Absent: Bob Tidmore, Kitty McNamara Larry Hansz

BIBCO: Billy McDonough

Others: Elaine West, and Barbara Schwartzfisher

No quorum was determined and the meeting called to order at 12:00 am by Ed Troutman for informational purposes only. Approval of the Minutes of the April 17, 2012, regular meeting was tabled.

Mr. Troutman reviewed agenda and asked if there were any additions to agenda. Nothing was added due to lack of quorum.

Treasurer's Report – Tabled due to lack of quorum.

Director's Report – Agenda order

Audit – No questions on audit.

Ferry Boat Comparisons – No questions on the ferry boat comparisons as presented at the April meeting.

Correspondence – Tabled

Other Pertinent Business – None

Public Comment –None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:15 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

 

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

TUESDAY MAY 8, 2012

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________

Additions to Agenda

Treasurer's Report

Director's Report – Project Updates

Audit

Ferry Boat Comparisons

Correspondence

Other Pertinent Business

Public Comment

Beaver Island Transportation Authority

Minutes of Regular Meeting

April 17, 2012

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Larry Hansz, Don Vyse

Absent: Ed Troutman

BIBCO: Pete Plastrik, Jim Wojan, Mike Green, Joe McDonough and Margo Marks

Others: Jon Fogg, Elaine West, Bill Cashman, Jeff Cashman, Angel Welke, Mike Hurkmans, Sharon Hurkmans, Russ McComb and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the February 14, 2012, regular meeting, it was moved by Kitty McNamara and seconded by Don Vyse. Motion was approved. Approval of the Minutes of the April 2, 2012, special meeting, it was moved by Larry Hansz and seconded by Don Vyse. Motion was approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – The board reviewed financial reports ending March 31, 2012. Profit and Loss was reviewed and it was noted that this was the last month before the ferry season begins and next month fuel will begin to show as an expense. Schwartzfisher continued by reporting that BITA general liability insurance has been paid. Mr. Tidmore offered an explanation for our guests as to where we were in this process. Schwartzfisher explained some changes in expensive classifications the auditor suggested we do in our line items. We will have to do budget adjustments to reflect the change in the placement of the copier rental/lease charge. Grant income breakdown and Grant Summary were both reviewed.

Director's Report – Agenda order

Audit – Copy of the audit was distributed for review and discussion next month. Schwartzfisher offered an overview of the audit process and that this was the first year of our three year contract with Dennis Gartland and Niergarth. It was an onsite audit this year. Schwartzfisher outlined the auditor's comments in the management letter and the corrective actions taken. Segregation of duties, question of the prepaid of our insurances the dates they fell across fiscal years, adjustments have been made for the due dates to coincide with our fiscal year, no debt reduction plan necessary. Larry Hansz suggested that we place this in the Library.

Ferry Boat Comparisons – Mr. Tidmore offered an overview as to why this comparison came about. He asked the Schwartzfisher gather information from other operators in the ferryboat field. Mr. Tidmore asked that is be passed out as a public document and reviewed and discussed next month. He continued by saying that we on Beaver Island are doing well in comparison and we provided good service and that fast boats, while nice it is something we can't afford. Our planes act as our fast ferry option. Schwartzfisher added that some of the prices may have deviated due to fuel surcharges being imposed, but the prices were accurate prices at the time the information was gathered. This will be placed on next month's agenda. Larry Hansz asked if

Minutes, April 17, 2012, Page 2

this denotes by type of ferry. He was told yes it was. Mr. Tidmore made it very clear that anyone should feel free to come by and discuss this document should anyone have any questions.

FY 2013 Operational and Capital Update – The state reported per funding all capital and operational requested have been approved as submitted. It was moved by Bob Tidmore and seconded by Kitty McNamara to accept the operational and capital funding for fiscal year 2013 as submitted and recommended. Motion Carried.

Elliott Bay Design Group Presentation – Schwartzfisher offered an overview of the meeting that had taken place in the morning. The meeting consisted of Mike Green, Joe McDonough, Margo Marks and Barb Schwartzfisher, during the meeting they went through the specifications line by line. A very preliminary design concept was presented to the board and the public. It was marked draft and presented. Russ McComb from EBDG gave a brief overview of the vessel. The new vessel as configured at this stage is 20 feet longer, 3 to 4 wider and with a deeper draft. Some rearrangement will be taken into account when he goes back to Seattle that we discussed in the earlier meeting. Mr. McComb discussed, new EPA regulations, better mileage at the similar speeds, upgraded engines.

Correspondence – Various correspondences from the State of Michigan, our annual insurance cover letter and invoice ($9 increase over last year), FOIA from the St. Ignace News requesting our Articles of Incorporation.

Other Pertinent Business – Schwartzfisher was asked to summarize the situation up at Mackinac Island. She offered a brief overview.

Public Comment – Jim Wojan stated that as a private individual he was appreciative that we are remaining out of the Mackinac Island issue. Jon Fogg asked what had happened to the TIGER Grant, he was told that we didn't receive the funding. Kitty McNamara asked the timeframe for the building a new ferry. She was told that would be years as we haven't secured the funding for building. Mrs. Hurkmans asked how the 2 boats would fit into a schedule, it was stated that it would have to fall based on the demand and the business plan of the boat company. It would be a time would tell at this point. Mr. Tidmore asked Joe McDonough to offer comment on the hovercraft regulations, the USCG doesn't allow paying passengers to be transported in that type of vessel. She continued to ask why we couldn't get a faster boat. Mr. Tidmore states that the cost effectiveness isn't there and planes act in that capacity. Distance of run and number of passengers, fuel usage and maintenance are all keys in the cost of operation of a fast ferry. The economic factors have been studied and Schwartzfisher offered Mrs. Hurkmans to please come by and discuss the study. Schwartzfisher states the Authority doesn't receive local tax dollars to operate, our funding comes from gas tax revenue and in our agreement with the boat company we provide safe reliable and affordable transportation at no local cost, and it is our charge to see it remains that way.

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:45 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

BEAVER ISLAND TRANSPORTATION AUTHORITY

BOARD OF DIRECTORS MEETING

TUESDAY APRIL 17, 2012

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________

Additions to Agenda

Treasurer's Report

Director's Report – Project Updates

Audit

Ferry Boat Comparisons

FY 2013 Operation and Capital Update

Elliott Bay Design Group Presentation

Correspondence

Other Pertinent Business

Public Comment

Beaver Island Transportation Authority

Minutes of Special Meeting

Monday April 2, 2012

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Don Vyse, Ed Troutman and Larry Hansz via phone

BIBCO: Tim McQueer

Others: Elaine West and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore

Public Comment – None

Fuel Surcharge – It was moved by Bob Tidmore and seconded by Larry Hansz to accept the following fuel surcharge for the 2012 season. One (1) dollar each way on a passenger ticket and five (5) dollars per car space. The motion also included a review in August to see how the revenue stream is progressing. Motion Carried.

Public Comment – None

Adjournment – Moved by Don Vyse meeting adjourned 12:17 pm.

Beaver Island Transportation Authority

Minutes of Regular Meeting

February 14, 2012

In Attendance:

BITA: Bob Tidmore, Ed Troutman, Larry Hansz, on phone, Don Vyse

Absent: Kitty McNamara

BIBCO: Jim Wojan, Margo Marks

Others: Jon Fogg, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 11:57 am by Bob Tidmore. Approval of the Minutes of the January 10, 2012, regular meeting, it was moved by Don Vyse and seconded by Ed Troutman. A motion was approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – The board reviewed financial reports ending January 31, 2012. Schwartzfisher noted that the audit would be presented at the March meeting.

Director's Report – Agenda order

Boat Design Update - Schwartzfisher offered a report that Elliott Bay Design Group (EBDG) had published a press release and it was appearing on a local Face Book account. Schwartzfisher reported that she had called and asked that it be removed until she had a chance to present it at the meeting today. Jim Wojan commented that he thought that was wrong of Schwartzfisher to do. Schwartzfisher reported that she had worked with Elliott Bay in the creation of the article.

Fuel Agreement – It was moved by Ed Troutman and seconded by Don Vyse to approve the Fuel Agreement for 2012. Schwartzfisher reported that the agreement was for the calendar year expiring December 31, 2012. She also reported no dividends would be paid this year. Motion Carried.

FY 2013 Operational and Capital Request – Schwartzfisher reported that the operational and capital requests were ready for submission to the State of Michigan. Schwartzfisher voiced concerns that she was very nervous over the price of fuel and that she would like to increase the operational budget by another $100,000.00 dollars to be places in the fuel line. It was moved by Ed Troutman and seconded by Larry Hansz to present the operational grant request to the state in the amount of $801,100.00 for the FY 2013. This amount includes the additional $100,000.00 added for fuel. Motion Carried

It was moved by Bob Tidmore and seconded by Ed Troutman to present the capital grant request to the State of Michigan in the amount of $222,222.00 for the following items. New Stairway for access a new vessel, $40,000.00. Dredging of the slip and the surrounding well area, $27,000. Expand the Beaver Island Dock to accommodate a new ferry $155,222.00. Motion Carried.

Minutes, February 14, 2012, Page 2

Resolution of Signature was presented for approval; it was moved by Bob Tidmore and seconded by Don Vyse to authorize the following signatories Chairman, Vice-Chairman, Secretary/Treasurer, and Executive Director, to sign on behalf of the Authority with the State of Michigan. Motion Carried

Correspondence – None

Other Pertinent Business – None

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:37 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

Beaver Island Transportation Authority

Minutes of Regular Meeting

January 10, 2012

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Don Vyse

Absent: Ed Troutman, Larry Hansz

BIBCO: Bill McDonough, Margo Marks

Others: Jon Fogg, Matt Fogg, Elaine West, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:07 am by Bob Tidmore. Approval of the Minutes of the December 13, 2011, regular meeting, it was moved by Kitty McNamara and seconded by Bob Tidmore. A motion was approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – The board reviewed both November and December's accounts.

Boat Design Update – Schwartzfisher offered an overview of the design meeting that was held earlier this morning. She reported that it was a good meeting and manly technical issues were dealt with regarding the design of the vessel. Attendees of this meeting were, Russ McComb and John Waterhouse, EBDG, via phone and Joe McDonough, Mike Green, Margo Marks and Barb Schwartzfisher. All in attendance were pleased with the result of the meeting. We will be waiting to see our new results.

Director's Report – Schwartzfisher requested the board member's take a look at the new BIBCO website. She continued by giving an audit update.

FBD Grant Round 2 – Schwartzfisher reported that the grant had been submitted and some fine tuning had been made on the state level.

TIGER III Grant Update – Schwartzfisher reported that we had been turned down for TIGER III funding. Most funded projects were road related.

Correspondence – Statistics for December.

Other Pertinent Business – None

Public Comment – Jon Fogg again offered his comments concerning the new vessel design process.

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:27 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Agenda for Jan. 10, 2012

Minutes for December 13, 2011

 

BOARD OF DIRECTORS MEETING

TUESDAY, OCTOBER 11, 2011

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA 

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________ 

Additions to Agenda

Treasurer's Report

Director's Report

Naval Architect Contract Update

Tiger Grant Application Update

Budget FY 2012 (Draft)

FY 2011 Budget Adjustment

Correspondence

Other Pertinent Business

Public Comment

ANNUAL MEETING

TUESDAY, OCTOBER 11, 2011

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA 

Opening of Meeting

•  Call to Order

•  Determination of Quorum

Additions to Agenda

Election of Temporary Chairman

Election of Officers

Approval of Financial Institution

Meeting Day and Time

Adjournment

Beaver Island Transportation Authority

Minutes of Regular Meeting

September 13, 2011

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, and Don Vyse

Absent: None

BIBCO: Margo Marks

Others: Elaine West, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the August 9, 2011, regular meeting, it was moved by Kitty McNamara and seconded by Ed Troutman. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Schwartzfisher stated that any board member that had potential schedule ideas to get them to her for inclusion for the upcoming schedule conversation.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 8/31/11.

FY 2011 Budget Adjustment – Schwartzfisher offered an overview of the budget for a final adjustment. It was moved by Bob Tidmore and seconded by Larry Hansz that this be done in preparing for the end of the fiscal year. Motion Carried.

Director's Report – Agenda order

Board Appointments - Bob Tidmore and Larry Hansz were both reappointed to the BITA Board at the September 2011 St. James Township Board Meeting.

Naval Architect Contract Update – Schwartzfisher reported that all parties have been working diligently on the contract document and that it has been forwarded to the State for their review.

Ferryboat Discretionary Application Update – Schwartzfisher offered an update to the board word has been received we were not funded this round. She also updated the board that we would be applying for a TIGER Grant which was due October.

Budget FY 2012 (Draft) – Schwartzfisher presented a draft budget for FY 2012 for board review. Action will be taken at October's meeting.

Correspondence – None

Other Pertinent Business – None

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:15 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

BOARD OF DIRECTORS MEETING

TUESDAY SEPTEMBER 13, 2011

BEAVER ISLAND TRANSPORTATION AUTHORITY BUILDING

12:00 PM

AGENDA

Opening of Meeting

•  Call to Order

•  Determination of Quorum

•  Approval of Minutes

Minutes Approved ______ Minutes Approved with Corrections ________

Additions to Agenda

Treasurer's Report

Director's Report

Board Appointments

Naval Architect Contract Update

Ferry Boat Discretionary Application Update

Budget FY 2012 (Draft)

FY 2011 Budget Adjustment

Correspondence

Other Pertinent Business

Public Comment

Minutes of Regular Meeting

August 9, 2011

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, and Don Vyse

Absent: None

BIBCO: None

Others: Elaine West, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the June 14, 2011, regular meeting, it was moved by Don Vyse and seconded by Kitty McNamara. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 7/31/11. She also gave an overview line by line of the budget adjustment to follow.

Director's Report –Schwartzfisher offered a report on the dredging of the slip and on the south side of the south side finger pier. We will pay for the dredging and the Boat Company with pay for the disposal and haul away.

Naval Architect Contract Update – Schwartzfisher reported that all parties have been working diligently on the contract document and that it has been forwarded to the State for their review.

Ferryboat Discretionary Application Update – Schwartzfisher offered an update to the board that no word has been received as to the outcome of our grant application.

Master Agreement 2012-0043 (2012-2016) - It was moved by Ed Troutman and seconded by Don Vyse to approve the Master Agreement with the Michigan Department of Transportation for the fiscal years 2012 through 2016. Motion Carried.

Auditor Bids – The Beaver Island Transportation Authority received four (4) qualified bids for their audit service. The firm Dennis, Gartland and Niergath were the lowest responsive qualified bidder at $4,200.00, $4,300.00 and $4,400.00 for the next three (3) years. It was moved by Kitty McNamara and seconded by Larry Hansz to accept Dennis, Gartland and Niergath as the Authority's auditor for the specified time. Motion Carried.

FY 2011 Budget Adjustment – Schwartzfisher offered an overview of the budget and the line items to be adjusted. She also asked that she and Mary Cook be allowed to close the books at the end of September with the ability to make the remaining adjustments necessary to close the lines in balance with the budget as presented. It was moved by Bob Tidmore and seconded by Ed Troutman to adjust FY 2011 budget as presented. Motion Carried.

BITA Minutes, August 9, 2011, Page 2

Correspondence – BIBCO Statistics, copies of the letters Bob Tidmore and Larry Hansz send to St. James Township Supervisor, Rick Speck regarding their reappointment to the Beaver Island Transportation Authority.

Other Pertinent Business – None

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:34 pm.

Respectively submitted, Barbara Varnum Schwartzfisher, Executive Director

Minutes of Regular Meeting

June 14, 2011

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Larry Hansz, and Don Vyse

Absent: Ed Troutman

BIBCO: Margo Marks-via phone

Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the May 10, 2011, regular meeting, it was moved by Kitty McNamara and seconded by Larry Hansz. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 5/31/11.

Director's Report –Agenda order

Naval Architect Update – Members of the interview committee offered information on the interviewees and their qualifications. Good discussion ensued.

Naval Architect Recommendation – It was moved and seconded that we offer a contract to Elliott Bay Design Group of Seattle, Washington, to design a new vessel with the CFD options. Cost will be will be as follows concept design phase $34,000.00; contract design phase $165,800.00 and computational fluid dynamics (CFD) $37,120.00. Schwartzfisher will contact Elliott Bay Design Group to negotiate the cost of the CFD testing cost. Larry Hansz moved and Don Vyse seconded. Motion Carried

Ferryboat Discretionary Application Update – Schwartzfisher offered an update as to the board of where the application is in the process. She stated she has been working with the state in clarifying information and adding to the document information the state wished to include.

Correspondence – BIBCO Statistics, response from MDOT regarding letter from Matt and Jon Fogg, request from Jensen Maritime for the scoring breakdown from the design bidders, email from Joe Moore requesting copies of our minutes for his website, a written update from MDOT for the FY 2010 reconciled operational assistance reports.

Other Pertinent Business – None

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:34 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Minutes of Regular Meeting

May 10, 2011

 

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, via phone, and Don Vyse

Absent: Larry Hansz

BIBCO: Bill McDonough, Margo Marks

Others: Jon Fogg, Elaine West, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the April 12, 2011, regular meeting, it was moved by Kitty McNamara and seconded by Don Vyse. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 4/30/11.

Director's Report –Agenda order

Legislative Visit – Schwartzfisher reported that the Legislators Visit was a fantastic event. All went well and the legislators seemed very impressed with the island and what we are all about. We thanked the legislators for all the support for our operating and capital grants and updated them regarding the new ferry project. They had a tour of the boat including the pilothouse. Thanks to the board members who attended. Thanks again to Bill McDonough for all his hard work on this event.

RFP Update – Schwartzfisher reported that the Authority has received 4 responses to the RFP ads. The respondents were Elliot Bay Design Group of Seattle, Washington, Jensen Maritime of Seattle, Washington, NETSCO of Cleveland, Ohio, and Sea Craft Design of Sturgeon Bay, Wisconsin. Schwartzfisher reported the bids had been opened and one was substantially low and one was substantially high and the other two were within the amount of the budget. The scoring team will meet after the board meeting to see which two will be invited to present. Member of the scoring team are Bob Tidmore, Don Vyse, Larry Hansz, Bill McDonough, Margo Marks, John Drury and Barbara Schwartzfisher.

Fork Truck Bid – Schwartzfisher informed the Board that the fork truck has been ordered. The third party contract is in process of being completed.

Boat Committee Update – Schwartzfisher reported that we have not met and will be meeting next the first part of June.

Page 2

Correspondence – BIBCO Statistic, Email response from MDOT regarding letter from Matt and Jon Fogg, MDOT will be taking the lead on this and responding directly to Matt and Jon Fogg. Schwartzfisher offered a brief overview of the email response she received from MDOT. Courier article was presented.

Other Pertinent Business – Kitty McNamara made mention and thanked BIBCO and BITA for the use of the Emerald Isle for the student boat cruise.

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:25 pm.

Scoring team was to meet following the regular meeting as a work session.

Next Meeting will be June 14, 2011.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Minutes of Regular Meeting

April 12, 2011

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, and Don Vyse

Absent: None

BIBCO: Bill McDonough, Margo Marks via phone

Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 am by Bob Tidmore. Approval of the Minutes of the March 8, 2011, regular meeting, it was moved by Ed Troutman seconded by Larry Hansz. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. It was discussed that BITA should attend the Township Board Meetings and offer an update as to the RFP process. Schwartzfisher will coordinate.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 3/31/11.

Director's Report – Schwartzfisher reported she has been contacted by Steve Zucker of the Charlevoix Courier to discuss the operation and if a situation like what happened on Mackinac Island could happen here.

Legislative Visit – Schwartzfisher reported that the Legislators would be on the Island on Friday April 15, 2011. The Legislators are scheduled to be on the Emerald Isle at 2:00 pm for a visit. All BITA Board members were encouraged to attend. Thanks to Bill McDonough for all his hard work on this event.

RFP Update – Schwartzfisher reported that the RFP ads have been placed in the Chicago Tribune, Boats and Harbors and The Foghorn. Bids are due May 1, 2011. We have had a few initial calls requesting the RFP.

Fork Truck Bid – Schwartzfisher informed the Board that the State has instructed BITA to search for 2 more fork truck bids and she is not comfortable with this as it somewhat compromises the bidding process, she will keep the board apprised of developments.

Boat Committee Update – Schwartzfisher reported that we had a very short meeting with NLEA and NWMCOG staff on April 5, 2011. The group offered updates and the Beaver Island Legislative Day was discussed. Next meeting was scheduled for June.

Page 2

Correspondence – Letter from the State approving, pending funding, of our FY 2012 Operational and Capital Grants. Letter from Captain Matt Fogg, regarding the Operational and Capital Assistance to the Ferry. It was moved and seconded that we contact John Drury and ask for his assistance in formulating a response in this matter and the RFP process. (Don Vyse/Larry Hansz) Motion Carried.

Other Pertinent Business – None

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:30 pm.

Next Meeting will be May 10, 2011.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Minutes of Regular Meeting

March 8, 2011

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, via phone, and Don Vyse

Absent: None

BIBCO: Margo Marks via phone

Others: Matt Fogg, Elaine West, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 11:57 am by Bob Tidmore. Approval of the Minutes of the February 8, 2011, regular meeting, it was moved by Kitty McNamara seconded by Ed Troutman. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. Schwartzfisher asked to add RFP for Naval Architect.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 2/28/11.

Director's Report – Schwartzfisher reported that the staff from the Transfer Station call and asked that we begin to use green bags as our account is small and would be more cost effective if we used the bags for all involved. The Board concurred.

RFP for Boat Design – It was moved by Don Vyse and seconded by Bob Tidmore to advertise for a Naval Architect to assist in the design of a new ferry vessel. Schwartzfisher informed the Board that the RFP would have to go through the State's review process and then she would place the ads. Motion Carried.

Capital and Operational Grants FY 2012 – Schwartzfisher offered an overview of the Operational and Capital Grants for FY 2012. The amounts requested are the same as FY 2011. It was moved by Kitty McNamara and seconded by Ed Troutman to approve the Operational Grant as submitted for FY 2012. It was moved by Ed Troutman and seconded by Don Vyse to approve the Capital Grant for FY 2012 as submitted. Both Motions Carried.

Revision of Master Plan Contract 2007-0172 – Schwartzfisher offered an overview of the Revision of the Master Agreement. The change was to revise the Third-Party Contract Procedures. It was moved by Don Vyse and seconded by Bob Tidmore to accept the changes as presented. Motion Carried.

Update on Commission Audit Review – The Beaver Island Transportation Authority has been notified by the Department that the questioned cost relating to the third part contract between BITA and Moore and Bruggink has been allowed. The Department has advised BITA that Procurement Guidelines dates February 1, 2011, must be followed on all future third party agreements.

Fork Truck Bid – Schwartzfisher informed the Board that the State has instructed BITA to search for 2 more fork truck bids. This action was requested due to the fact that only one bid was received during the competitive bidding process.

Boat Committee Update – Schwartzfisher reported that another teleconference meeting took place and that another one is scheduled for March 10, 2011. BITA's tasks are RFP and the application, both are completed. The Board was informed that FBD has not yet been funded, however we are ready with the application once the funding process has been completed. We have also been working hard on justification of the new vessel.

Audit – Schwartzfisher distributed copies of the FY 2010 Audit. BITA will be putting out bids for an annual audit for the next audit cycle. We have also been working with BIBCO and their audit team in supplying the necessary information for payment requests that they need to show.

Correspondence – Letter from the State approving our Title VI policy. Letter from the State regarding the questioned cost allowance.

Other Pertinent Business – None

Public Comment – None

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:30 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Minutes of Regular Meeting

February 8, 2011

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman, Larry Hansz, via phone, and Don Vyse

Absent: None

BIBCO:

Others: Jon Fogg, Elaine West, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore. Approval of the Minutes of the January 11, 2011, regular meeting, it was moved by Kitty McNamara seconded by Ed Troutman. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. Schwartzfisher asked to add the Authorization of Capital Grant 2011.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 1/31/11.

Director's Report – Agenda order.

Fuel Pre-Buy – Schwartzfisher informed the Board of the pre purchase of 35,388 gallons of fuel for parts of July and August 2011. The gallon price was set at $2.9902. The check in the amount $105,817.20 was sent on February 1, 2011.

Title VI Plan – was submitted for Board review. It was moved by Kitty McNamara and seconded by Don Vyse to approve the Title VI Plan as presented. Motion Carried.

Extension of Capital Grants 2006 and 2008 and Authorization of 2011 – It was moved by Ed Troutman and seconded by Don Vyse to accept the extensions of Capital Grants 2006 and 2007 and the Authorization of Capital Grant 2011. Motion Carried

Fork Truck Bid – Schwartzfisher alerted the Board that a bid has been let for a new fork truck. The new procedure of having out specification approved by the state worked well. The ad was placed in the Traverse City Record Eagle and the Petoskey News Review. We have received one bid back thus far.

Boat Committee Update – Schwartzfisher reported that another teleconference meeting took place and that another one is scheduled for February 10, 2011. The letter from the Boat Company was forwarded to the Northern Lakes Alliance and the Northwest Michigan Council of Government members.

Audit – Schwartzfisher reported that the audit is still in process but looks sound. She hopes to have the final copy for next meeting.

Correspondence – Statistics from the BIBCO, the approval fax for some changing to out phone service, we now have unlimited long distance through TDS which should lower our monthly bill by an average $20.00 per month.

Other Pertinent Business – Larry Hansz asked to be added to the email list for teleconference notices.

Public Comment – Jon Fogg spoke regarding his concerns between the Boat Company and St. James Marine Towing. He asked that we all remain mindful of the private aspect of barge company and that we need to work together to respect that relationship. The BITA Board thanked Mr. Fogg for his comments and that he feel free to come regularly to our meetings and to bring any concerns he may have to us. The Board also assured him they were aware of their responsibility to respect the rights of a private company and yet to ensure the needs of the travelling public were being met.

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:35 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Minutes of Regular Meeting

January 11, 2011

In Attendance:

BITA: Kitty McNamara, Ed Troutman-via phone, Larry Hansz, via phone and Don Vyse

Absent: Bob Tidmore, excused

BIBCO: Bill McDonough. Margo Marks, via phone

Others: Elaine West, Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Kitty McNamara. Approval of the Minutes of the December 14, 2010, regular meeting, it was moved by Ed Troutman seconded by Don Vyse. Motion approved.

Ms. McNamara reviewed agenda and asked if there were any additions to agenda. Nothing added.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 12/31/10.

Director's Report – Agenda order.

Boat Committee Update – Schwartzfisher offered and overview of the meeting she and Bill McDonough had with the Northern Lakes Economic Alliance via teleconference. Further meetings are planned. Discussion continued on a possible trip to Lansing to meet the new legislators.

Audit – Schwartzfisher reported she thought that she would have a preliminary copy of the Audit to present to the Board. It should be ready for the February meeting.

New Procurement Policies – Schwartzfisher offered an overview of the new policies we will have to meet for the procurement of items. Most of the new policies were already in place on the Authorities side. Schwartzfisher voiced her concern over the possibility of slowing the purchase process. Larry Hansz asked if these new policies would include the State wanting to make our selections. Schwartzfisher responded that we would be able to reject bids and we would make a strong case for the need for specific items necessary to the vessel. Schwartzfisher will keep the Board posted in this matter.

Other Pertinent Business – None

Public Comment – None.

With no further public comment offered, a motion to adjourn, meeting adjourned at 12:26 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Minutes of Regular Meeting

December 14, 2010

In Attendance:

BITA: Bob Tidmore, Kitty McNamara, Ed Troutman-via phone, and Don Vyse

Absent: Larry Hansz, excused

BIBCO: Bill McDonough

Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore. Approval of minutes from the November 9, 2010, annual meeting moved by Don Vyse and seconded by Ed Troutman. Motion Carried. Approval of the Minutes of the November 9, 2010, regular meeting, it was moved by Ed Troutman seconded by Kitty McNamara. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. Nothing added.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 11/30/10. Draft budget needs to be passed and numbers will be adjusted.

Director's Report – Agenda order.

FY 2011 Draft Budget – Draft budget presented for FY 2011 for final reading. It was moved by Kitty McNamara and seconded by Don Vyse to approve the 2011 budget as presented. Motion Carried.

Schedule and Rates for the 2011 Season – Copies of the schedule and passenger fare increases were discussed. It was again mentioned possibly moving the Sunday off season departure time. Fare increase will be increased one dollar each way, peak and non peak. Bulk ticket purchase books of 20 will still offered a savings. Bill McDonough offered a justification for the increase. He also alerted the BITA Board the no dividend was offered this year. Motion was made for approval of schedule and fares as presented by Don Vyse and seconded by Kitty McNamara. Motion carried.

Fuel Agreement was presented by Schwartzfisher for approval with the request that the agreement follows the calendar year as opposed to the fiscal year. This change will allow an easy of record keeping for all parties (Vendor and BIBCO). It was moved by Kitty McNamara and seconded by Ed Troutman to adopt this change. Motion Carried.

Updates – New Boat Committee – Audit – Schwartzfisher handed out minutes from the New Boat Committee meeting and overview was offered of what took place at the meeting and an outline of what was to happen in the near future.

Audit – Schwartzfisher reported to the Board that the audit for FY 2010 was underway and all was going smoothly. She also reported that she has negotiated a price reduction from what the auditors proposed. The cost for the 2010 audit will be $4,750.00.

Correspondence – None

Other Pertinent Business – None

Public Comment – None.

With no further public comment offered, a motion to adjourn was entertained (McNamara/Troutman) meeting adjourned at 12:34 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

Minutes of Regular Meeting

November 9, 2010

In Attendance:

BITA: Bob Tidmore, Ed Troutman, Larry Hansz, and Don Vyse

Absent: Kitty McNamara, excused

BIBCO: Margo Marks

Others: Valerie Shultz, Elaine West, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:06 pm by Bob Tidmore. Approval of minutes from the August 10, 2010, regular meeting, with one correction, it was moved by Don Vyse seconded by Larry Hansz. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. Nothing added.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 10/31/10. Copy of final adjusted budget presented, Schwartzfisher went over the lines for the board. She also highlighted comparisons to the FY 2011 draft budget. Schwartzfisher presented a breakdown created by Ms. Shultz for board review of our capital grants. Schwartzfisher also presented an update on the amount of fuel that was spent in FY 2010.

Director's Report –Schwartzfisher thanked the board for their patience during her time of sick leave.

Introduction of New MDOT Project Manager – Valerie Shultz was introduce and welcomed. She is based in Cadillac. Ms. Shultz gave a brief overview of her background. We are glad to have her aboard.

FY 2011 Draft Budget – Draft budget presented for FY 2011. Tabled until December's meeting.

Correspondence – Copy of letter from BIBCO. Mr. Tidmore thanked Ms. Marks for taking the time to write the letter requesting the new ferry. He suggested that Larry Hansz, Barbara Schwartzfisher and Bob Tidmore be the BITA representatives on the New Ferryboat Committee. Larry Hansz asked what A&E money was available. Schwartzfisher gave an overview of the available funds. She reminded the board that some of the funds had been shifted for the dock repair project. She suggested that we shift back the remaining funds back to A&E, and be mindful that we have repowering in the future. We will have around $100,000.00 from 2006 available and money available in 2008 grant. Meetings will be scheduled. BITA board is in full agreement that this is something that should be moving forward on and now is the time.

October Statistics from BIBCO, Letter from MDOT notifying us on the FY 2011 Local Operating Formula Funds. TDS internet contact greater speed and same monthly price locked in for two (2) years.

Other Pertinent Business – None

Public Comment – None.

With no further public comment offered, a motion to adjourn was entertained (Troutman/Hansz) meeting adjourned at 12:30 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

 

Minutes of Annual Meeting

November 9, 2010

In Attendance:

BITA: Bob Tidmore, Ed Troutman, Larry Hansz and Don Vyse.

BIBCO: Margo Marks

Others: Valerie Shultz, Elaine West, and Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:02 pm by Bob Tidmore.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda.

Election of Temporary Chairman it was moved by Bob Tidmore and seconded by Ed Troutman to nominate Barbara Schwartzfisher as temporary chairman. Motion carried.

Election of Officers it was moved by Larry Hansz and seconded by Don Vyse to elect the following slate of officers:

Bob Tidmore – Chairman

Kitty McNamara – Vice Chairman

Ed Troutman – Secretary/Treasurer

Motion Carried. Let the record reflect such.

Approval of Financial Institution it was moved by Bob Tidmore and seconded by Larry Hansz to retain the Charlevoix State Bank as the Beaver Island Transportation Authority's bank of record. Motion carried.

Meeting dates and times will remain 2 nd Tuesday of the month at noon. Unless otherwise determined.

With the business of Annual Meeting concluded motion to adjourn offered by Ed Troutman and Larry Hansz. Meeting adjourned at 12:05 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director

 

Minutes of Regular Meeting

August 10, 2010

In Attendance:

BITA: Bob Tidmore, Ed Troutman, Larry Hansz-via phone, and Don Vyse

Absent: Kitty McNamara, excused

BIBCO:

Others: Barbara Schwartzfisher

Quorum was determined and the meeting called to order at 12:00 pm by Bob Tidmore. Approval of minutes from the June 15, 2010, regular meeting, with one correction, it was moved by Ed Troutman seconded by Don Vyse. Motion approved.

Mr. Tidmore reviewed agenda and asked if there were any additions to agenda. Nothing added.

Treasurer's Report – Schwartzfisher offered a monthly report for capital contracts, operational expenses and revenue through 07/31/10. Schwartzfisher outlined how things will be reimbursed from capital to operational. Schwartzfisher handed out the proposed budget adjustment. Schwartzfisher went over changes line by line.

Director's Report –Agenda order

Budget Adjustment – It was moved by Larry Hansz and seconded by Ed Troutman to approve the FY 2010 budget adjustment as presented. Motion Carried.

Consultant – It was moved by Vyse and seconded by Troutman to accept the bid from J. Drury LLC. To offer consulting services to the Authority. The service will not exceed the quoted amount and all work would be approved by the Authority Board before it commences. The person would be hired on a case by case basis with board approval. Normal advertisement procedures will be followed. Motion carried.

Dock Repair– Schwartzfisher offered an overview of the repairs for the south finger pier and the bids as they were received. It was moved by Ed Troutman and seconded by Don Vyse to accept the lowest bid which was from Cary Concrete in the amount of $12,500.00. Thanks went to DonVyse and Larry Hansz for reviewing the bids and assisting with this project.

Correspondence – Statistics from BIBCO.

Other Pertinent Business – None

Public Comment –None.

With no further public comment offered, a motion to adjourn was entertained, meeting adjourned at 12:33 pm.

Respectively submitted,

Barbara Varnum Schwartzfisher, Executive Director