NOVEMBER 13, 2025 | QUARTERLY BOARD MEETING | MINUTES

MOUNTAINEER TRANSIT COMPANY

BOARD OF DIRECTORS QUARTERLY MEETING

November 13, 2025

Via Zoom and In Person at Palisades Tahoe Lodge, 201 Shirley Canyon Road, Olympic Valley

and 1818 L Street, Unit 603, Sacramento, CA

DRAFT Minutes pending Board approval

1.            Call to Order and Establish Quorum

Chair Mike Martin called today’s meeting to order at 9:04 AM. A quorum was established

Board members present

Mike Martin

Pat Fraser

Danielle Poret

David Stepner

Keith Fountain

Stephanie Holloway

Rick Pendleton

Ginger Karl

Joseph Shipman attended but because his address was not posted on the agenda, his attendance did not count toward the quorum, nor could he vote.

Board members not in attendance

None

Others attending

Joy Doyle, Executive Director

Caroline Craffey (TNT/TMA)

Ryan Murray (Placer County)

Judy Friedman, Recording Secretary

2.            Adopt Agenda

It was moved by Pendleton and seconded by Stepner to adopt today’s agenda as presented. Motion carried unanimously by roll call vote.

3.            Approve September 11, 2025 Quarterly Meeting Minutes

It was moved by Poret and seconded by Fraser to approve the September meeting minutes as presented. Motion carried unanimously by roll call vote.

4.            Public Comment & Board Member Comments

Karl reported the OVI shuttle van ownership is being transferred to Downtowner and their fixed-route service will being December 15.

Holloway is working with NTCA on the renewal of the North Tahoe TBID. The Board of Supervisors has approved the Resolution of Intent. The first of two public hearings is scheduled for November 18, when the Supervisors will be meeting at the North Tahoe Event Center. The second is scheduled for December 9 in Auburn. The Board may take formal action at that meeting to approve the 10 year renewal of the TBID. Concurrently, the agreement on “freed up” TOT is being renewed.

Fountain reported the Olympic Valley Municipal Advisory Council (OVMAC) gave comment on the proposed Sierra Meadows project, which will create eight single family lots on what was formerly part of the Poulsen property. He described the proposal, which is a vast improvement from what was previously proposed to be condominiums. There was general agreement to support the project.

5.         Board of Director Items

Martin reported Palisades Tahoe tentative opening date is November 26, weather and conditions permitting.

Tahoe Live is scheduled for December 12, 13, and 14, regardless of snow conditions. Ticket sales and lodging reservations are going strong. A brief discussion followed regarding details of the event. The dates were selected based on the promoter’s schedule.

6.         Treasurer’s Report

a. Approve Financial Statements July & August 2025 and Sept 2025

Pendleton said the Finance Committee has reviewed the July, August, and September financial reports and recommends approval.

It was moved by Martin and seconded by Stepner to approve the July 2025, August 2025, and September 2025 financial statements as presented. Motion carried unanimously.

b. CD Laddering update

Pendleton reported three CDs were coming due in May 2026. However, when reviewing the budget, there was a cash flow gap in the fall, so Downtowner agreed to delay their December 1 payment until June 1.

c. FY 2025-26 Year 8 Cash Flow Projections per Rev Expense Summary

Pendleton presented the reports, noting October has not yet been reconciled. He reviewed details of the forecast. There is $1.3 million in total assets and no recorded liabilities at year end.

Pendleton reviewed the budget versus actuals for FY 2024/25, noting revenues are approximately $180,000 higher than budget, given increased lodging and lift ticket assessments, as well as interest income. Expenses are approximately $70,000 less than budget. There is a net positive variance of $251,000 for the year. One of the main variances was due to a refund from Downtowner for fees paid but not spent.

Switching to QuickBooks Online has made it easier to comply with the Management District Plan (MDP) category reporting requirements, specifically the Budget versus Actual portion of the financial statement.

d. Authorize ED to execute Financial Analyst IC Contract

Doyle said one of the long-term owners of McClintock Accountancy, Alice Hahn, is retiring from the firm, but has offered to continue to work with MTC as an independent contractor. Doyle included a proposed contract effective January 1, 2026 through September 30, 2026 in the board packet. The Finance Committee has reviewed the contract and recommends approval. Details of the agreement were clarified. The Finance Committee was directed to solicit competitive bids in Spring 2026 as part of the FY 26-27 budgeting process and prior to September 2026 renewal of the Financial Analyst agreement.

It was moved by Poret and seconded by Martin to authorize the Executive Director to execute the Financial Analysis Independent Contractor contract as presented. Motion carried unanimously.

7.         Executive Director Report

Doyle presented her written report, which was included in today’s meeting packet. There have been no unbudgeted expenses since the last meeting.

Doyle continues to work with Placer County Revenue Services on delinquencies. She described the information included in the improved Delinquency Report, which more clearly indicates what collections can be anticipated not including tax determination amounts that have been recommended or are in the County’s lien process.

Downtowner now has a team of five managers working in this area. Doyle will be meeting with them next week.

Doyle described marketing efforts for this season and said the new collateral materials will be distributed next week.

Doyle noted previous discussions about creating an email that Revenue Services can send to assessed businesses, but specific STR permit holder email addresses are not available for big resorts/properties such as Palisades Tahoe, Everline and Granite Peak Management. As such a different strategy may need to be developed for these. It was suggested that perhaps MTC should communicate with assessed businesses directly in the future.

a.  24-25 Annual Report to Placer County Board of Supervisors included in today’s meeting packet will soon be submitted.

b.  Winter 2025-26 Operational Updates including wait time improvement plans

i. Action Plan related to 24-25 Passenger Survey Q10 standout responses

Downtonwer developed an action plan in today’s meeting packet to address feedback from last winter’s passenger survey.

ii. Van flow in Palisades Tahoe parking areas + passenger queuing

Doyle described the measures being taken to improve wait times. Drivers will be trained to use specific ingress and egress routes to and from the Mountaineer Shuttle Stop, as well as drivers will ask riders to show their app prior to boarding to be sure they’re boarding the correct vehicle, instead of just asking the person’s name.

iii. Passenger Notifications on driver arrival time

Doyle explained the driver wait times and communications to riders as included in today’s meeting packet to set realistic expectations on wait times. Feedback was provided, which Doyle will relay to Downtowner.

iv. Tahoe Live Olympic Valley service until 2 a.m. Dec 12-14

At the request of Palisades Tahoe, Mountaineer will provide additional service for Tahoe Live until 2 a.m.. The cost is approximately $5,000 and it will be handled in the same way it was for Winter Wondergrass. Holloway suggested coordinating with TART Connect for service outside Olympic Valley. A brief discussion followed regarding coordination with Tahoe Live and current service being offered.

8.         Advocacy Policy Feedback on Draft 

Doyle presented a draft Advocacy Policy in today’s meeting packet that has been vetted by Civitas, who agreed it is prudent to adopt such a policy. Discussion followed and the consensus was to ask Civitas to clarify what ballot measures can and cannot be supported.

There was a conversation about the role MTC should play in supporting the North Lake Tahoe TBID renewal and what the message should be. It was agreed to support the renewal both through public comment at the November 18 Board of Supervisor’s meeting and in writing, focusing on the need to sustain financial support of transportation.

9.         Workforce Vanpool Program Update 

Caroline Craffey reported fourteen vanpools operated in September and October. She hopes to have 17 in operation this winter. Brian Hitchcock is no longer with Enterprise, but Craffey and Doyle met with the new sales lead, Janna George, to discuss increasing the program. Craffey reported on great feedback from an employee using the service.

10.       Upcoming Board Meeting - Thursday, February 12, 2026, 9 a.m.

11.       Adjourn

There being no further business to come before the Board, the meeting adjourned at 10:41AM.

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