Meeting Agenda. Piedmont Authority for Regional Transportation Board of Trustees. September 14, :30 AM. 107 Arrow Road Greensboro, NC 27409

Transcription

1 Meeting Agenda Piedmont Authority for Regional Transportation Board of Trustees September 14, :30 AM 107 Arrow Road Greensboro, NC 27409

2 Agenda Items TRUSTEES Chairperson Dan Besse Winston-Salem Vice-Chairperson Leonard Williams Burlington-Graham TAC Treasurer Carolyn Coleman Guilford County Secretary Ronda Jones Stokes County Marikay Abuzuaiter Greensboro TAC Neal Grimes High Point TAC Larry Williams Winston-Salem TAC Sharon Hightower Greensboro Jim Butler Burlington Jim Davis High Point Bob Byrd Alamance County Don Truell Davidson County Terry Renegar Davie County David Plyler Forsyth County C. Zane Cardwell Rockingham County Darrell Frye Randolph County Item September 14, 2016 Page No. I) Call to Order II) Speakers from the floor III) Consideration of Minutes 2 IV) Consideration of Consent Agenda 11 A. Amended PART Procurement Manual B. Updated Title VI Plan V) Report from Board Committees 14 A. Operations/Planning VI) Consideration of Board Business Items 15 A. New Business 1) Consideration of Replacement Vehicle Purchase 2) Proclamation endorsing Try Transit Week B. Old Business 1) Amend Davidson County / PART ILA VII) Departmental Staff Reports 18 A. Department Staff Reports 1) Presentation Palladium Circulator Service 2) Information Items a) Marketing Department Updates b) Commuter Resources Updates c) Regional Planning Updates d) PART Express Updates VIII) Chairperson Report 24 IX) Adjourn Larry Phillips Surry County Kevin Austin Yadkin County Scott Piper Airport Commission of FC Vacant Piedmont Triad Airport Board Members Cheryl McQueary, NCDOT Andrew Perkins, NCDOT Jake F. Alexander, NCDOT 1

3 The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: September 14, 2016 Action Requested: Agenda Item No. III_ Page No. 2 Consideration of August 10, 2016 Meeting Minutes Summary of Information: Attachments yes X no _ Meeting minutes are enclosed for PART Board member review and approval. Board Vote: Motion by: Second by: Vote: For Against 2

4 MEETING MINUTES Piedmont Authority for Regional Transportation Board of Trustees August 10, 2016 Board Members Present: Austin, Kevin - Yadkin County Besse, Dan City of Winston Salem Byrd, Bob - Alamance County Davis, Jim City of High Point Frye, Darrell - Randolph County Grimes, Neal High Point TAC Hightower, Sharon City of Greensboro Jones, Ronda Stokes County Perkins, Andrew NCDOT Board of Transportation Truell, Don - Davidson County Williams, Larry - Winston Salem TAC Williams, Leonard Burlington-Graham TAC Others Present: Toneq McCullough, Director of Transportation City of Winston Salem; Ed Lewis, NCDOT; Mike Mills, P.E., NCDOT Div. 7; Mark McDonald, High Point DOT; Pat Ivey, NCDOT, Div. 9; Ozzie Thompson, National Express; Tom Terrell, Smith Moore Leatherwood; Scott Rhine, PART; Pat Webster, PART; Connie Conklin, PART; David Morris, PART; Jon Stewart, PART; Supriya Raghav, PART; Mark Kirstner, PART; Kyle Laird, PART; Matt Von Hoeck, PART; Sabrina Glenn, PART; Ruby Randall, PART; Alexa Powell, PART; Brooke Kochanski, PART; Sarah McGuire, PART; Henry Litchford, PART; Dianna Thomason, PART; Tyree Pitman, PART; Terry Anderson, PART. Call to Order: Dan Besse called the PART Aug 10, 2016 Board meeting to order. Please reach out and remember Marikay Abuzuaiter, as her father passed away recently. Thank you. Speakers from the Floor. No Speakers from the Floor. Consideration of Minutes. Motion to accept: Ronda Jones Second: Darrell Frye Vote: Unanimous Consideration of Consent Agenda. Consideration of Vanpool Vehicle Order presented by Scott Rhine: 3

5 We have a new Fiscal Year and Federal Grant as well as State funds and the five year capital plan. This is a plan to purchase replacement vans off of state contract. With the Boards approval we will move forward with issuing a purchase order with Piedmont Ford and get 11 vanpool vehicles for replacements. Don Truell asked: are all the vans 15 passenger vehicles and do most of the vanpools have 15 passenger vans? Scott Rhine replied; yes sir, we have the newer style Ford Transit 3500 vehicles 15 passenger vans that are used in our van pools, we also have a few 7 passenger mini vans. Dan Besse asked if there were any other questions or comments. There were none. Motion to accept the Consent agenda: Darrell Frye Second: Kevin Austin Vote: Unanimous Amended Public Participation Policy presented by Scott Rhine: This is being updated to incorporate expanded procedures needed from our recently completed FTA Triennial Review. We had a deficiency dealing with programs and projects. We have incorporated a procedure within our public participation policy to do this on an annual basis. What we have been doing in years past is to incorporate a public notice for programs and projects of Federal Funds as part of the MPO process. The issue that we ran into is that all the MPO s don t necessarily do that every year; they do that when it is driven by the STIP process or long range transportation plans. It fell through the cracks because it is not an annual type of reoccurrence for MPO public participation. Our intentions are to have this incorporated every year and putting this out for public comment at PART and our MPO s when available. Dan Besse asked if there were questions or comments. There were none. Motion to adopt the amended public participation policy: Don Truell Second: Jim Davis Vote: Unanimous Report from Board Committees Operations / Planning Committee presented by Neal Grimes: At this time we do not have anything new but we are meeting today and I will have a report next month. Dan Besse added: in the agenda packet we did have a meeting at the end of June and if you haven t had a chance to look at that and have any questions let us know. Scott added; I have a couple of items for discussion, and following up with some action items. Next month we will give you a presentation relating to expanded service in the Palladium area in NE High Point / Hwy. 68. Consideration of Board Business Consideration of Last Mile Initiative presented by Scott Rhine: This item is an initiative from NCDOT Rail Division. NCDOT is reaching out to various transit providers that are available to provide a connection to the Carolinian and Piedmont Passenger rail service. NCDOT has requested that PART be a participant with NCDOT Rail in what they are calling Last Mile Initiative. This is if someone is on the train and they are riding to the Piedmont, and if they need to get on the transit bus to finish their trip. Essentially the train conductor would provide people with a pass that would be accepted on our vehicles. NCDOT within the agreement itself will reimburse us for any of those passes that are used by people. We would get one hundred percent reimbursement; basically we would be accommodating those folks on the train that needed to finish the last mile of their trip using our transit system. This is very similar to what we 4

6 established last year with Amtrak. Our agreement with Amtrak is available for folks to utilize and buy our bus pass on the Amtrak reservation system. Andrew Perkins: This is an exceptional feeling of assurance when you are on the train. My family recently took a trip from Raleigh and while on the train the conductor announced that PART already had a bus there and would stay there till the train arrived at the High Point Station and then they (PART) would take you to Winston Salem. This provides another assurance and another positive incentive to use the train. Darrell Frye asked: do we have bus schedules that follow the Amtrak schedules? Scott Rhine; yes, our Amtrak Connector service operates 365 days a year and is scheduled for the Carolinian and Piedmont trains at the High Point station. Darrell Frye; when will this start? Scott Rhine: we are looking at September/October. This is dependent on how we have agreements signed, as well as agreements reviewed by attorneys. Possibly in the next thirty to sixty days it will be active. Dan Besse: do we have any additional interface through this program with the adjacent municipalies? Scott: yes, what will be coming next from the rail division is that they will reach out to see if they can incorporate this in Greensboro & High Point in both items. In our system the reason they reached out directly with us, is because our agency has an established agreement directly with Amtrak, and our PART Express network is covering a large geographic area. That will actually open up more accommodations for folks to make that last part of their trip. Larry Williams: you say it is in operation now and they get on our PART bus, does that automatically mean because of the seamless system we have now that they have to pay to get onto local municipal bus systems and transfer without having a ticket? Scott Rhine: good question, it will be available on PART Express. I am not sure what the schedule is with regards to the other agreements with local City Bus providers. I know they reached out to all the providers from Raleigh to Charlotte. David Morris: once we receive the pass from Amtrak to do that last mile, they could get a transfer on any PART Express vehicle. Dan Besse: one other question, currently we don t have connector service for the evening, we have 12:30am southbound and 3am northbound, I assume that is the question of demand in cost? Scott; yes, we presently do not have that connection. Dan Besse: have we studied that? Scott Rhine: not in detail as far as ridership, or transfers, things of that nature. Also, that service is outside the Carolinian and Piedmont Train services provided by NCDOT. Dan Besse: we may want to look at that in the long run term for the benefits of travelers who need to catch the train earlier. Motion to accept the NCDOT agreement: Larry Williams 5

7 Second: Darrell Frye Vote: Unanimous NCDOT Grant Agreement - Vanpool Technology presented by Sabrina Glenn: Good morning, I am happy to announce that we have been awarded roughly 360,000 dollars to our Commuter Resources program to help support two different efforts. The first being a car pool incentive. This program will actually be incentivizing individuals who are carpooling to and from work. How this works is based on the number of individuals participating in the carpool depends on how much the financial incentive will go up. For a two person carpool will get the opportunity to earn 25 dollars a month, three person carpool will earn 50 dollars a month, four or more person carpool 75 dollars a month. One of the real benefits to providing this program is that currently part of our grant funding we receive from NCDOT encourages us to report the amount of vehicle trips and emissions that we are reducing by carpooling. Right now we are taking an estimate; this will actually give us hard numbers of what the carpooling looks like in the Triad region. Our estimates assume that over a three year period we should be able to award an estimated 800 different carpools through this. The second grant awarded is a two part grant to help support our van pooling program. It is a 300,000 dollar grant over a three year period that will include the implementation of Tele Metric devices into the vanpool vehicles. We will plug a device into the van and it will actually monitor the vehicle and it will report, mileages, safety aspects, driving erratically, hard braking, and other information we need from our reporting prospective for our National Transit Database (NTD) reporting on the mileages these vans are traveling. That will ultimately be good for our customers as hopefully it will reduce some of the monthly paperwork we require them to submit on where and when and who is driving the vehicles. In addition the second part of this grant funding will help support the reporting part, that s our NTD reporting we are required to do. We are planning to develop an RFP to identify a software developer or programmer that can link the Tele Metrics devices to some of the information we need to collect for reporting to NTD, rather than spending staff hours calculating. With a click of a button we will be able to identify some of the numbers dated that some of our vanpools are doing. Darrell Frye; do we promote or advertise this project? Sabrina - yes both programs include Marketing and Promotional efforts. We will be promoting, working with Brooke and the marketing team very heavily to be able to utilize social media, as well as other media outlets to let people know these programs are available, and there will be an intensive effort with our vanpool groups as this will be new for them as far as understanding the benefits of installing these devices. Our goal is not to be watching everywhere they go but it is ultimately to make the whole reporting process easier. Darrell Frye; are those incentives transferable from person to person or to the recipient only? Sabrina Glenn: for example; our carpooling program we will be requiring a registration process. You will have to notify us if you are going to carpool as well as where you work. Then there will be a monthly reporting, we will be looking at utilizing the Share the Ride system which is the statewide ride matching data based system where individuals can go to their mobile phone or on line and report - today we carpooled, as long as they have carpooled an average three days a week at the end of the month we will provide them their incentive. It is up to them, you have the ability to earn the incentive for six months. We chose that date looking at different incentive programs around the country, as well as those I have administered in the past. If you decide after a month this doesn t work for you the system can easily end and we will encourage additional carpoolers to participate. Kevin Austin; when will this grant be awarded? 6

8 Sabrina: we have received the unofficial notice that the funding is available, then it has to go to NCDOT Board of Transportation for approval. I have been in touch with NCDOT trying to get them to nail down a date because everything trickles from there. I would hope that it is within the next three months that we receive formal notification and monies will be transferred. Scott Rhine: two items on the same note, NCDOT reached out, but essentially Sabrina and our team put together this application and the state was looking for different items that could be incorporated in different areas of the state. This is utilizing some technology that could be administered elsewhere that has been proven successful. That is one element. The other piece with regards to Tele Metrics which are important to us is since we have federally funded vans, we have certain things we must track with regards to the federal government. We have PM cycles; we have different miles and mileages that feed into the National Transit Data base for reporting. We have taken a step up with regards to our expectations and responsibilities by utilizing the Federal funds and the Tele Metrics piece will help us meet those reporting requirements. Dan Besse: other questions? The item for consideration is excepting these two grants including the ten percent match. Is there discussion, or a Motion to accept? Motion to accept the NCDOT funding grant and the PART agency 10% match: Kevin Austin Second: Sharon Hightower Vote: Unanimous Consideration of Legal Services Contract Presented by Scott Rhine: We did a solicitation and sent a request for proposal out with advertisement as well as direct mailing solicitation professional proposals for PART legal services. We had two firms that submitted. We were looking for different items and what we requested from folks to be evaluated were: their fee/rates, experiences representing local government. We asked specifically on personal experience with regards to the federal and state transportation programs and projects, also requesting information as far as representation and credentials of different folks that would add different areas of expertise from legal services. Smith Moore Leatherwood and Blanco Tackabery out of Winston Salem NC, both submitted. Both are good proposals. Smith Moore Leatherwood received a higher evaluation based on credentials and experiences with regards to federal & state transportation, programs & projects as well as a great deal more involvement with local government. This was a key point for us, to have a legal firm that had understanding with regards to our local government and activities. We retained Smith Moore Leatherwood in 2012, and we are needing to conduct a formal solicitation for a new period of time for contracting purposes. Our recommendation is to authorize a contractual agreement with Smith Moore Leatherwood for PART legal services. Dan Besse: are there questions or comments? Bob Byrd: with respect to the proposed fees in the quote, hourly rates were they close in price. Scott Rhine; yes, they were within dollars as far as different levels of staff on hourly rates. Dan Besse: the recommendation is to retain Smith Moore Leatherwood; it is a three year term contract with two one year extensions. Motion to authorize a contractual agreement for PART Legal Services with Smith Moore Leatherwood: Darrell Frye Second: Ronda Jones Vote: Unanimous 7

9 Old Business. None Departmental Staff Report presented by Scott Rhine: We have placed our Annual Report in front of you as well as a folder with information in regards to our Operations & Planning activities. We have work program activities that are identified in the folder. Please at your convenience take a look a t those and if you have questions please let us know. FTA Triennial Review-Final Report The other item I want to mention is that we have received our final report from FTA on our 2016 Triennial Review. We had three deficiencies: Program and Projects we identified earlier with regards to public participation; Procurement, this will come back in September with an update in our procurement manual with regards to system management and procedures; and last regarding sending a letter to the office of Civil Rights for our Van purchases. All those deficiencies will be communicated back to FTA between now and our next Board meeting. Each of those items will be closed because they are no longer outstanding. PART/Davidson County ILA The item we have with our Interlocal agreement with PART and Davidson County, we have talked about this serving as administrative extension with regard to Davidson County. We have a transportation advisory board meeting tomorrow in Davidson County, and we will be going through that with the advisory board. We do have an updated agreement sent out to PART operations and planning committee. My understanding is that Davidson County will give a briefing to the transportation advisory board and provide an update to the board of county commissioners. I believe the County Manager was planning to have that as an amendment to our existing agreement. I will bring this back to Board if there are any formal adoptions that take place at our September PART Board meeting. Legislative update The last item I have is some legislative activities. There are two things affecting PART from the recently completed legislative short session. One item is in regards to permanent tags for vehicles. This goes back 6 years. Permanent tags were changed a few years ago where it was only recognized by City and County governments. The PART agency fell through the cracks as we are not a city or county. And our vehicle fleet could not obtain permanent tags. We are a unit of local government, but not classified as a City or County be definition of DMV. There are also a handful of agencies that receive federal funds that provide public services but essentially representative Faircloth had a great deal of involvement as well as other senators and we now have an amended law that is approved in the short session. When we renew our tags for our vehicles, buses and vans our annual fee will be six dollars verses thirty-two roughly. That will give us those orange tags; basically all our vehicles will be recognized as local government. The other item is carried over from the long session but was brought back up in short session. It is the amendment to our PART legislation. Scott asked Tom to continue. Tom Terrell; very briefly most of you know PART is a government, Scott just said that just like your city or county is a government. We have every governmental power and authority that your governments have except we don t have the power of taxation. When we were a new organization established back in 1997 it was not enough forethought on several things; as we were starting to go through some crisis three or four years ago, we started to see what the issues were in our agency. Representative John Faircloth helped us fix some of that. We wanted to make sure NCDOT members of the PART Board have voting rights. We fixed that issue as all members of the Board can vote now. The DOT members are no longer Ex Officio members so we know how to count for purposes of a quorum. That was another problem, we did not know how to count a quorum, I could do it three separate ways, and we have now fixed that. We have given ourselves authority in our by-laws so we know if we have a real crisis and it comes to a close vote it has to be procedurally done correctly, we would do 8

10 it right. Another item we did was to take away from the Board the power to hire and fire PART employees, I think if any of you have had a long experience in government you know it is political disaster when the political authority can hire/fire down the ranks. You had that authority, we actually gave that up and what you do is to hire and fire the Executive Director. One more thing, after this bill had already gone through the long session you had a personnel issue arise and we discovered in the middle of that, that there is a thought process at the UNC School of Government that public records of employees here at PART are not protected by the public records act because transportation authorities are not mentioned. I disagree with that, I think they are but it is a little crack we need to absolutely protect so that we know that our employee s personnel files cannot be accessed. We will come back to this in a future session but that is where we are. Dan Besse; thank you Tom and John Faircloth, other questions? Finance presented by Connie Conklin: Unaudited financials. Period: July 1, June 30, I have the opportunity to deliver good news this year. I will start with the General Fund revenues received the budget at 101% increase due to the increase in the rental tax and registration along with recognition of the revenues from Coach America that was not budgeted in. Our expenses came in at 91.7% of the budget due to each dept. keeping their expenses down. Fuel was a large contributor to our overall underfund with 41% savings which equates to about $259,000. The net result for the general fund revenue over expenditures including the transfers is that PART returned 814,000 dollars to fund balance for the year, putting our fund balance at 6.4 million. Grants funds came in at 36% and our expenditures at 38.3% of the budget. I also want to draw your attention to the negative fund balance, the grants fund was 169.9, and this was due to retainage on the construction contract, this is totally offset to deferred revenue on the balance sheet and this will reverse in TDM is another good story with revenues competed at 111%, this is due to the increase in the vanpool leases and the sales of our used vehicles. They kept expenditures down which included a transfer of 55.7 from the general fund. The receivable on the general fund has gone down and Dixon Hughes Goodman will be thrilled. The net result of the revenue over expenditures including the transfer is $153,000 to the fund balance for TDM. Commuter Resources presented by Scott Rhine: I have some items included in your package for reference, and we would like to extend an invitation for everyone if you would like to join us for the one year anniversary of our Call Center coming up in Sept. The other items as far as Department updates are in your package, and if you have any questions please let us know. Chairperson Report presented by Dan Besse Dan Besse; I have nothing to add except a reminder that the Operations and Planning Committee will be meeting after our Board meeting today. Recognition of future retiree - Pat Webster, CFO. Dan Besse: we have special recognition of Pat Webster. Scott Rhine: we have a young lady for some reason thinks she is retiring after her many years of service and her years of service here at PART. We want to give this to you Patricia Webster for all your hard work and service at PART. An engraved crystal flower vase and flowers. Pat thank you for everything you have done for us. For the Board s reference, I have been here at PART for 16 years, and I can recall were we started out with PART and our financial services through the City of Winston Salem. When Pat came on and worked directly with Henry, we actually had a Financial Dept. I think some great accolades are in order certainly recognizing with regards to our annual reporting and internal controls. The work we have done here at PART over these years and with Pat s involvement is directly related to the financial stability and success we have had here at PART these past four years. So Pat thank you, and we wish you the most enjoyable retirement possible. 9

11 Pat Webster: I would like to say and I have said this to the finance committee, how much I have enjoyed my job at PART, it s been a great Board and staff to work with. In the three years I have been here I can tell you I see nothing underhanded for you to worry about. I think that is something the CFO should tell you. I think you have a very honest group of people here. It has been a pleasure to finish my career here at PART. Darrell Frye: some of us are more veterans to this process, we have a great staff here but if you are going to single out a person who has really made a difference in this organization it would be Pat Webster. The ability she has brought and the confidence in the Board to believe what we see and know that those numbers are accurate and if you make a decision based on those numbers you have made a correct decision. I think that translates into confidence with the public and local governments that all of us represent. She has been a blessing to this organization in helping to get it turned around and get it in the direction is should have been in. We will miss you Pat and wish you the best. Larry Williams: One of things I would like to comment on is the format she used in reporting to help us understand the figures. We appreciate that, it has helped us all. Thank you Pat. Tom Terrell Jr: Pat recognized we may not owe the $272,000 to a previous provider of PART Express. It was because of her alertness we did not pay that expense while we were going through contractual transition. Dan Besse; I think another applause is in order. Is there anything else? I see there is nothing else and we stand adjourned. 9:20am 10

12 The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: September 14, 2016 Agenda Item No. IV Page No. 11 Action Requested: Consideration of Consent Agenda Summary of Information: Attachments yes X no A. Amended PART Procurement Manual Based on the recommendations from FTA, PART staff proposes administrative updates to PART the procurement manual. We have amended our existing Procurement manual to update a few sections. The following changes have been made: Numbering/Formatting Added-Veterans Preference Added-APPENDIX B Contract Administration Added-APPENDIX C FTA Checklist Added-Oversight of sub-recipient Added-Serial Price Negotiation Added- State or Local Government Purchasing Schedules Deleted-Contract Claus Matrix (replaced with FTA checklist) Deleted-Procurement decision Matrix A resolution is included on page 12 for PART Board consideration B. Updated Title VI Plan The PART Title VI plan is updated a minimum every three years. The due date for Title VI Program submission for PART is October 1, PART staff has reviewed the Title VI program and has updated various sections including most recent Census data and business practices. A PART Board resolution is attached for consideration. The following changes have been made to the updated plan: Updated: Census Data is updated from 2000 to Updated: Most updated routes Map in Appendix B. Updated: The PART territorial jurisdiction population based on American Community Survey year data. Updated: Commuter Bus Transportation Services from Express Bus Transportation Services in section IV l Updated: the date when Annual Cert s and Assurances were last conducted Updated: dates on cover page and next page to Sept. 14 (Board adoption date) Updated: the language for Title VI notices related to large procurements conducted by PART. Added: Call Center number under section IV, J-Public Hearing Process for Service and Fare Changes. Added: Map showing the distribution of individuals with limited English proficiency in PART member counties in Appendix B. Added: signature/date for the two sections needing Executive Director s signature. A resolution is included on page 13 for PART Board consideration. 11

13 RESOLUTION ADOPTING THE AMENDED PIEDMONT AUTHORITY FOR REGIONAL TRANSPORTATION PROCUREMENT MANUAL WHEREAS, The Piedmont Authority for Regional Transportation (PART) conducts procurements that utilize local, state and federal funds under a procedural policy described in a PART Board adopted procurement manual; and WHEREAS, the current version of the PART procurement manual was updated in May 2015, and included amended procedures related to facility construction, and legal discourse to address protest procedures; and WHEREAS, a recently completed FTA Triennial review identified necessary programmatic updates in relation to newly formed federal policies related to procurements utilizing federal funds; and WHEREAS, the amended PART Procurement manual is incorporating the necessary additions of the Federal Transit Administration programmatic policies, and has been provided to FTA for review and comment. NOW THEREFORE BE IT RESOLVED, the PART Board of Trustee s approve the amended PART Procurement manual with the necessary additions and edits for the establishment of consistent procedural activities utilizing local, state and federal funds for procurement related activities.... A motion was made by and seconded by for adoption of the above resolution, and upon being put to a vote was duly adopted on this 14 th day of September, I, Dan Besse, PART Chairperson do hereby certify that the above is a true and correct copy of an excerpt for the minutes of a meeting of the Piedmont Authority for Regional Transportation duly held on the 14 th day of September, Approved: Dan Besse PART Board Chairperson Witnessed: Thomas E. Terrell, Jr. PART Legal Counsel Attest: Seal: Terry Anderson Clerk to the Board 12

14 PIEDMONT AUTHORITY FOR REGIONAL TRANSPORTATION ADOPTION OF UPDATED TITLE VI PROGRAM WHEREAS, The Piedmont Authority for Regional Transportation (PART) hereby certifies that, as a condition of receiving Federal financial assistance under the Urban Mass Transportation Act of 1964, as amended, it will ensure that: a. PART shall submit on an annual basis, it s Title VI Assurance, as part of its annual Certifications and Assurances submission to the FTA. b. No person, on the basis of race, color, or national origin, will be subjected to discrimination in the level and quality of transportation services and transit-related benefits. c. PART will compile, maintain, and submit in a timely manner, Title VI information required by FTA Circular B and in compliance with the Department of Transportation s Title VI Regulation, 49 CFR, Part 21.7, and as amended. d. PART will make it known to the public that those persons or persons alleging discrimination on the basis of race, color, or national origin as it relates to the provision of transportation services and transit-related benefits may file a complaint with the Federal Transit Administration and/or the U.S. Department of Transportation; and WHEREAS, PART will update and amend the Title VI Program Policy and applicable Plan as needed to incorporate required FTA and USDOT policies to adhere to the compliances expected for maintaining a FTA approved program policy; and WHEREAS, the PART Board of Trustees recognize the action taken to update the PART Title VI program is to incorporate the FTA program policies regarding operational service and fare equity analysis requirements for the public transportation services provided to the general public. NOW THEREFORE BE IT RESOLVED, the PART Board of Trustees hereby adopt the amended PART Title VI Program Policy and associated Plan to incorporate the provisions established by the Federal Transit Administration related to operational service and fare equity analysis; and BE IT FURTHER RESOLVED, the PART Board of Trustees authorizes the PART Executive Director to sign the amended Title VI Program Plan.... A motion was made by and seconded by for adoption of the above resolution, and upon being put to a vote was duly adopted on this 14 th day of September, I, Dan Besse, PART Chairperson do hereby certify that the above is a true and correct copy of an excerpt for the minutes of a meeting of the Piedmont Authority for Regional Transportation duly held on the 14 th day of September, Approved: Dan Besse PART Board Chairperson Witnessed: Thomas E. Terrell, Jr. PART Legal Counsel Attest: Seal: Terry Anderson Clerk to the Board 13

15 The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: September 14, 2016 Action Requested: Report from Board Committees Agenda Item No. V Page No. 14 Summary of Information: Attachments yes no X_ The PART Board Operations / Planning Committee met on August 10, Items of discussion included Triad visioning and next steps for development of future mass transit and local mobility enhancements, update of Advertising on buses, report of TSA security reviews and implemented safety and security strategies at PART. Committee Chair Neil Grimes, and other members present will provide additional comments to the PART Board. Board Vote: Motion by: Second by: Vote: For Against 14

16 The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: September 14, 2016 Action Requested: Consideration of Board Business Items Agenda Item No. VI_ Page No. 15 Summary of Information: Attachments yes X no _ A. New Business 1) Consideration of Vehicle Purchase A solicitation for replacement vehicles was conducted for 2 Sprinter Commuter Shuttle vehicles. The Sprinter shuttle vehicles are utilized in daily service of PART Express on the business park shuttles. In 2008 PART purchased 3 Sprinter vehicles at $77,000 each. The approved FY2017 Capital Budget has this activity included with a preliminary budget of $160,000 for two replacement vehicles. The submitted prices from qualified suppliers has the lowest competitive price for a Best and Final Offer (BAFO) of $80, ea. from Creative Bus Sales, and manufactured by Mathews Specialty Equipment, Greensboro, NC. PART Board approval is requested authorizing the Executive Director to issue a purchase order to Creative Bus Sales for the purchase of 2 Sprinter Commuter shuttle vehicles for $161,080. A resolution is on page 16 for PART Board consideration. 2) Proclamation supporting Try Transit Week The month of September is a designated month promoting public transit. Many agencies across the country are implementing various Try Transit Week initiatives to promote, educate, and encourage increased usage of public transit. PART proposes to designate September th as Try Transit week on PART Express. Brooke Kochanski and Sarah McGuire will provide an overview to the PART Board on the planned activities for this week of September A Proclamation is included on page 17 for PART Board consideration. B. Old Business 1) Davidson County / PART Interlocal Agreement (ILA) Amendment An amendment to the Davidson County / PART ILA has been developed to expand the identified roles of PART staff to assist Davidson County Transportation. The agreement has been reviewed by legal departments, and the PART Operations/Planning Committee as well as the Davidson County Transportation Advisory Board. The expanded roles for PART include development of Marketing tools, website, promotional, and community outreach efforts. It also includes a higher level of transit planning to support the Davidson County TAB, and transportation department staff with route planning, fare study, funding opportunities, and coordination of required plans and compliance documentation to meet state and federal regulations. PART Board action is authorization of the Executive Director to execute the amended ILA with the Davidson County Manager to support the Call Center, Marketing and Planning needs of Davidson County Transportation. 15

17 RESOLUTION AUTHORIZING THE PART EXECUTIVE DIRECTOR TO PURCHASE TWO SPRINTER COMMUTER SHUTTLE VEHICLES WHEREAS, The Piedmont Authority for Regional Transportation (PART) provides PART Express service, and Business Park shuttle services throughout the Piedmont Triad; and WHEREAS, the fleet vehicles used in daily service require safe and efficient vehicles to provide daily service to the customers that utilize PART Express; and WHEREAS, two shuttle vehicles have exceeded their useful life and our included in the FY2017 PART Capital Budget for replacement; and WHEREAS, PART conducted a solicitation from qualified manufacturers for replacement Sprinter vehicles to be placed into PART Express service, and requested a Best and Final Offer due September 2, 2016; and WHEREAS, the lowest price received per the vehicle specifications of the PART solicitation was received from Creative Bus Sales; an authorized sales retailer for Mathews Specialty Equipment located in Greensboro, NC at a per unit cost of $80,540. NOW THEREFORE BE IT RESOLVED, the PART Board of Trustee s accept the lowest price received from Creative Bus Sales for the two (2) Sprinter Commuter Shuttle vehicles to replace the existing vehicles that have met their useful life at a per unit cost of $80, BE IT FURTHER RESOLVED, the PART Board of Trustee s authorize the PART Executive Director to issue a Purchase Order to Creative Bus Sales for $161,080 for two (2) Sprinter Commuter Shuttle vehicles.... A motion was made by and seconded by for adoption of the above resolution, and upon being put to a vote was duly adopted on this 14 th day of September, I, Dan Besse, PART Chairperson do hereby certify that the above is a true and correct copy of an excerpt for the minutes of a meeting of the Piedmont Authority for Regional Transportation duly held on the 14 th day of September, Approved: Dan Besse PART Board Chairperson Witnessed: Thomas E. Terrell, Jr. PART Legal Counsel Attest: Seal: Terry Anderson Clerk to the Board 16

18 RESOLUTION OF THE BOARD OF TRUSTEES OF THE PIEDMONT AUTHORITY FOR REGIONAL TRANSPORTATION (PART) A PROCLAMATION ESTABLISHING TRY TRANSIT WEEK IN GREENSBORO AND THE PIEDMONT TRIAD ON SEPTEMBER 26-30, 2016 WHEREAS, public transit has been shown to be an economically and environmentally wise choice by reducing our consumption of fuel; and WHEREAS, public transit has been shown to help alleviate congestion by reducing the number of cars on highways; and WHEREAS, the Piedmont Authority for Regional Transportation (PART) is committed to supporting the use of public transit options throughout the Piedmont Triad based on the many benefits that transit can provide; and WHEREAS, PART is devoted to improving the mobility options while expanding transportation choices in the region; and NOW, THEREFORE, THE PART BOARD OF TRUSTEES RESOLVES AS FOLLOWS: SECTION 1. PART is the sponsor of Try Transit Week, an event designed to encourage citizens of the Piedmont Triad to try available public transit options; and SECTION 2. PART will offer Buddy Rides and a fare-free day during Try Transit Week; and SECTION 3. Citizens of the Piedmont Triad are encouraged to participate in Try Transit Week and enjoy the benefits of environmentally and economically efficient modes of transportation; and SECTION 4. Further orders that PART sponsor Try Transit Week in the Piedmont Triad September 26-30, PASSED AND ADOPTED THIS 14TH DAY OF SEPTEMBER, 2016 Dan Besse Chairperson, PART Board of Trustees 17

19 The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: September 14, 2016 Action Requested: Agenda Item No. VII_ Page No. 18 Departmental Staff Reports Summary of Information: Attachments yes X no _ Executive Director 1. A presentation will be provided to the PART Board on the newly formed Palladium Circulator. Planned for service beginning October 3, The presentation will provide details of the 3 year service test with funding from the High Point MPO, coordination of development from the High Point Short range transit plan, route configuration, and passenger demographics in the area. 2. PART submitted a Duke Energy grant on behalf of the City of Burlington, and Cone Health for the purchase and installation of electric vehicle charging stations in Alamance County. The scheduled date of notice of award is December If awarded in full PART would receive $50,000 to install 5 Electric Vehicle charging stations (ARMC park and Ride, Mebane Park and Ride, Graham Park and Ride, and 2 locations in downtown Burlington) 3. Coble ITC construction phase I. On schedule, with anticipated construction completion mid-november. System tests, furniture, IT installations, telecommunications will be installed following construction. Planned Ribbon Cutting Preliminary planned for January 2017 PART Board of Trustee s meeting. Phase II - Finalizing permitting and plan reviews. Anticipated major completion of the maintenance building by the end of the calendar year. PART Department Reports Staff reports are enclosed beginning on page 19. PART staff is available to answer any questions from PART Board members on the attached, or any other items of interest. 1. Marketing and Communications 2. Commuter Resources 3. Operations 4. Planning Board Vote: Motion by: Second by: Vote: For Against 18

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22 Planning Staff Mark E. Kirstner, AICP Director of Planning Modeler Kyle Laird, AICP Mobility and Systems Planner John Kim, PhD. Regional Travel Demand Matt Van Hoeck Transportation Planner PART Planning Department Significant Activities during July and August 2016 Planning Administration Developed work plan for the coming year. Onboard Matt Van Hoeck as our new Transportation Planner. Transit Planning Completed route analysis and planning for the Palladium Circulator. Completed analysis of Yadkin County route. Begin preparation for a re- envisioning of PART Express system wide. Developed a new system map. Passenger Amenities Revised draft of PART passenger amenity guidelines. Revised draft of RFP for design, fabrication and installation of bus shelter components to include participation by GTA. Working the City of Greensboro and High Point Regional Hospital on the location of bus stop amenities at specific locations. Regional Activities Continued coordination of the Business 40 Mitigation Strategies Plan. Draft list of strategies compiled, traffic modeling conducted, began base mapping. 21

23 Planning Staff Mark E. Kirstner, AICP Director of Planning Modeler Kyle Laird, AICP Mobility and Systems Planner John Kim, PhD. Regional Travel Demand Matt Van Hoeck Transportation Planner Completed advertising contract coordination with regional partners and StreetLevel Media. Continued coordination of contracts and local agreements related to purchase of map data need for Trapeze Map Maker. Regional Travel Demand Model Monitored progress of Freight Study Ph. II. Model development completed calibration underway. Worked with MPO s and FHWA concerning a revised Air Quality Conformity Analysis due to model input revisions. Triad received word that analysis was completed due to region achieving compliance with Federal air quality standards. Continued preparation for On-Board Survey project by meeting with temp agency revising survey schedule and training manual. Survey training will be conducted on September 8 th and survey scheduled to begin September 12 th. Continued conversation about using a land use scenario planning tool to enhance and support transportation modeling and planning. Infrastructure Assisted with coordination of intermodal facility construction project. 22

24 PART EXPRESS OPERATIONS REPORT August 2016 PART Express ridership for August was 42,524. The estimated Fiscal Year 17 PART Express ridership is 460,296. The PART Express vehicle fleet has been equipped with the Zonar Fleet Management System. The system will assist operators with the pre/post inspection of vehicles. The Zonar system will provide the maintenance management an immediate insight into the defects and overall health of each vehicle. On October 3, 2016 PART Express will start new service in the Palladium area of High Point. The service is funded by a CMAQ grant through the High Point MPO. The August Operator of the month is Sarmi Pleasant. Sarmi has been with PART since January Sarmi is a team player and is known for her safe driving skills and outstanding customer service. In her short tenure with us, she has become an awesome team player. 23

25 The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: September 14, 2016 Action Requested: Agenda Item No. VIII_ Page No. 24 Chairperson Report Summary of Information: Attachments yes no X_ Chairperson Besse will provide any additional updates and information to the PART Board. Board Vote: Motion by: Second by: Vote: For Against 24