Meeting Agenda Piedmont Authority for Regional Transportation Board of Trustees May 11, 2016 8:30 AM 107 Arrow Road Greensboro, NC 27409
TRUSTEES Chairperson Dan Besse Winston-Salem Item Agenda Items May 11, 2016 Page No. 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 Larry Phillips Surry County Kevin Austin Yadkin County Scott Piper Airport Commission of FC Vacant Piedmont Triad Airport I) Call to Order ----- II) Speakers from the floor ----- III) Consideration of Minutes 2 IV) Consideration of Consent Agenda 11 A. FTA Section 5339b Grant Resolution B. National Bicycle Month Resolution V) Report from Board Committees 14 A. Personnel Committee B. Operations / Planning Committee C. Coble ITC Project Steering Committee VI) Consideration of Board Business Items 15 A. New Business 1. Consideration of PART Fund Balance Policy 2. Acceptance of Quarterly Treasurer s Report a. 3 rd Quarter General, TDM, and Capital Budgets 3. Review and Release FY2017 Budgets for Public Comment Scheduled Public Hearing a. General Budget b. Commuter Resources Budget c. Capital Budget B. Old Business 1. None VII) Departmental Staff Reports 28 B. Department Staff Reports 1. Marketing and Communications 2. Commuter Resources 3. Regional Planning 4. PART Express VIII) Chairperson Report 32 IX) Adjourn Ex Officio Board Members Cheryl McQueary, NCDOT Andrew Perkins, NCDOT Jake F. Alexander, NCDOT 1
The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: May 11, 2016 Action Requested: Agenda Item No. III_ Page No. 2 Consideration of April 13, 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
MEETING MINUTES Piedmont Authority for Regional Transportation Board of Trustees April 13, 2016 Board Members Present: Abuzuaiter, Marikay Greensboro TAC Austin, Kevin - Yadkin County Besse, Dan City of Winston Salem Butler, Jim - City of Burlington Byrd, Bob - Alamance County Coleman, Carolyn - Guilford 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: Lorelei Elkins, Triad Air Awareness; Mike Fox, Tuggle Duggins; Fred Haith, Winston Salem DOT; Diane Hampton, Division 9 Engineer, NCDOT; Kista Mansell, Transit Alliance of the Piedmont(TAP); McCullough, Toneq, Director of Transportation Winston Salem; Joe Sanchez, National Express; Ozzie Thompson, National Express; Tom Terrell, Smith Moore Leatherwood; Scott Rhine, PART; Pat Webster, PART; Dianna Thomason, PART; Jon Stewart, PART; Sabrina Glenn, PART; Alexa Powell, PART; David Morris, PART; Henry Litchford, PART; Brooke Kochanski, PART; Sarah McGuire, PART; Mark Kirstner, PART; Terry Anderson, PART. Call to Order: Chairperson Dan Besse greeted all those in attendance to the PART April 2016 Board meeting. He also added; there are a few items to be arranged on the agenda if there are no objections. Our Director has suggested we move the introduction of Sabrina Glenn after we swear in Council member Jim Butler and to move the Closed Session item after the Departmental Staff Reports so that when other folks leave for Closed Session they will not have to come back. With no objections we will move onto the next item - Speakers from the Floor. Speakers from the Floor. Kista Mansell, the Director of TAP (Transit Alliance of the Piedmont). TAP has a speaker series coming up, as you may have noticed with the flyer at your station. We have a 3,000.00 dollar grant from Transit Center in New York, which is a Nation Transit advocacy group. That being said; they would like us to find a matching 3
donor to help pay for that series and we are working on getting that amount matched. Any suggestions you have, I will be here after the meeting. Chairperson Dan Besse thanked Ms. Mansell for coming and asked if there was anyone else from the floor. There was none. Chairperson Dan Besse stated he noted as a minor matter one correction needed. The infrastructure link was cosponsored by the Chamber of Commerce and the ALFCIO which is the usual pairing and I think it was recorded as NLC. Hearing no other corrections is there a motion to approve the March 9, 2016 meeting minutes. Consideration to accept the March 9, 2016 meeting Minutes, as amended. Motion: Jim Davis. Second: Marikay Abuzuaiter. Vote: Unanimous. Consideration of New Member Oath of Office. Mayor Lenny Williams administered the Oath of Office for Jim Butler, City of Burlington. Mr. Jim Butler was sworn in to the PART Board on Wed April 13, 2016. Chairperson Dan Besse thanked Mayor William s and officially welcomed Council member Jim Butler to the PART Board. Chairperson Besse stated with our adjusted agenda we will move into the introduction of our new staff member given by our Executive Director Scott Rhine. Scott Rhine commented: Sabrina Glenn is our Director of Commuter Resources, which involves our Call Center activities and Vanpool program. She is on her 4 th week here at PART, and comes to us from Ft. Lauderdale, Florida from the South Florida Commuter Services Agency. We are very excited about her experience and work that she brings to the Triad. We have some great work in progress that we are already moving forward with and stated if any of the Board members have questions for Sabrina please feel free to ask. Sabrina Glenn stated; good morning and thank you, and that she is very excited to be here at PART. Chairperson Dan Besse welcomed Sabrina and stated we are glad to have you here. Consideration of Board Business Items: NCDOT Urban Match Grant: Scott Rhine presented: We are requesting State funds for an existing FTA Grant. This is a request to NCDOT for a 10% match related to our Vanpool replacement vehicles. NCDOT requires a Resolution from the governing body for anyone that is applying, so this is a Resolution to be provided to NCDOT to accompany our request for a 10% State match. Dan Besse asked if there were any questions. We have a Resolution in the packet, is there a motion for approval? Motion to approve the NCDOT resolution requesting state matching funds: Marikay Abuzuaiter. Second: Ronda Jones. Vote: Unanimous. Consideration of Board Business Items New Business: Consideration of Regional Advertising Contract: 4
This is an item that has been brought up before with regards to Advertising on the exterior of our buses and to generate some revenue. We have looked at an opportunity to generate revenue and any revenues received would be put back into passenger amenities such as; passenger shelters. We have gone through an RFP process and also expanded our scope to include the participation from The City of High Point, Greensboro, and Winston Salem. With that interest we completed an RFP that also included those systems specific needs into our solicitation. We had responses; and had a review committee go through the proposals that were submitted. We would like to move forward with PART Board approval and enter into a contract with Street Level Media, LLC for advertisement on our buses, as well as our other local urban systems. You have information in your packet with regards to some guarantees we have that will be contained as part of our contract. We want to move forward and work with our legal representatives as well as Street Level Media and finalize the contract terms for exterior advertising as described herein. Chairperson Dan Besse stated; Scott as far as I understand it, Street Level was recommended by the evaluations of all four agencies. Scott Rhine replied: yes that is correct. Dan Besse asked Neal Grimes if there was anything he would like to add. Neal Grimes commented; that was a part of our discussion with the Operations Committee. Scott explained it well; the contract is a kind of collaboration contract between us and the three major transit systems in our region. We think based on everyone s recommendation, ours and the other transit authority s that they are a good choice. Larry Williams asked, what is the actual purpose of the contract, will they be the ones that solicit advertisers rather than us? Scott Rhine answered; yes sir. Sharon Hightower stated; so there was a bid process for this, and we have chosen a particular company; is that correct. You also say we have a Greensboro Cooperation within that RFP? Who granted that? Scott replied; Kevin Ellwood with GTA. Sharon Hightower; you have talked with Kevin at GTA. Scott replied: originally we sent out our RFP that was specifically for the PART Agency. But we got some feedback from our Urban providers that also were interested in joining us, so we pulled that back to expand our RFP and essentially that is where we are now with a larger local agency participation. Sharon Hightower commented; we are all paying for that specific company jointly. Mark Kirstner interjected; we are not paying. Mark Kirstner explained; this is a revenue contract. They may get a portion but there is no cost to GTA or PART for the service. Sharon Hightower commented; Streetlevel is doing this based on anticipation of revenue and they get no revenue or payment. Scott Rhine interjected; yes they do, they receive a portion and they have a minimum guarantee of revenue that would be coming to them from our different individual agencies. Sharon Hightower replied; regardless of whether they procure any advertisement or not. Scott Rhine replied; that is correct, there is a minimum guarantee of revenue. Dan Besse interjected; for PART the yearly minimum guarantee for year one would be $12,500.00 the minimum for year one for GTA is $31,370.00. Ronda Jones asked; would it be fair to interpret this as a commission based contract? Jim Butler commented; yes. 5
Sharon Hightower commented; whether it is commission based or not there is still a payment to be made. Correct? Scott Rhine replied; correct. Dan Besse asked if there were any other comments from any other members from the Operations Committee in terms of this to be made. Bob Bryd commented: we looked at all the proposals, and spent a lot of time on whether or not this made sense to do to begin with. We concluded this would be a good idea and that this would be the correct company to work with. It was the consensus of the other transit companies as well. Dan Besse asked: Is there a motion? Motion to authorize the Excutive Director to enter into a Contract with Streetlevel Media, LLC: Jim Davis Second: Darrell Frye Dan Besse stated; we approve the decision authorizing our Executive Director to execute the contract and asked if there was any further discussion. Hearing none those in favor please say I. Vote: Unanimous Consideration of Coble ITC Phase II Contract Award Authorization: Scott Rhine presented: This is a continuation of the discussion we had at our last month s meeting. We have our invitation for bid that is presently out for our phase II construction contract, our maintenance facility portion of our Coble Intermodal Transportation Center. We had discussed last month and also I want to bring this back in front of the Board to request the authorization of a contract award authorization to be assigned to our Steering Committee. Our members from the PART Board include Mr. Andrew Perkins and Mayor Larry Williams. The intent is essentially to go ahead and keep the project moving and try to save time with regards to awarding contracts to whomever is our most responsive and responsible bidder. There is some coordination that needs to be in place as soon as possible with regards to our existing work from our General Contractor and to whoever is awarded or whoever is essentially going to be within budget for phase II. Chairperson Dan Besse asked if there were any questions or discussion. Motion: Rhonda Jones - I make the motion to accept the resolution authorizing the contract award to be managed by the Project Steering Committee members of the PART Board of Trustee s. Second: Kevin Austin. Dan Besse asked if there was further discussion or questions. Larry Williams asked; the bid date was changed from April 26 to April 27, correct? Scott Rhine replied: that is correct. We updated the bid opening earlier this week. Our bid opening is going to be on the April 27, vs April 26, we did that to have the availability of our Board members. Dan Besse stated: the responsible bidder will be the one who meets or exceeds our goal. Andrew Perkins stated; the responsible bidder will be within the statutes of the general conditions that we put out for bid process. Sharon Hightower commented: however are they not being required to meet good faith efforts, and if they do not meet any good faith efforts what is the recourse? Andrew Perkins answered: normally we would have a conversation of them not being awarded the contract but if they can demonstrate to us that they have done that which is normally by phone call, e-mails things of that nature. We provide them a list of 6
disadvantaged companies within the Triad area. If the contractor hasn t shown their efforts of good faith we have the ability to figure that out very easily and we will probably not award the contract to them. Dan Besse interjected; Further discussion? Hearing none those in favor of the motion please say I. Vote: unanimous Report from Board Committees: Personnel presented by Ms. Ronda Jones: The Personnel Committee had a second interview and we have offered a position to this person and we are supposed to know something by end of the today or tomorrow at the latest. We do have a plan B if that does not work out. Dan Besse thanked Ms. Jones for her report and asked if there were any questions? Hearing none we will move to Finance. Finance Report presented by Kevin Austin: The Finance Committee met on April 6 th and reviewed the financial reports to date. Things were as expected with the positive impacts with reduced fuel costs, other items seem to be in line where we expected them to be in February. Overall the financial report was very good. We looked at preliminary numbers for upcoming FY17 budgets, and the budget assumptions look solid for the upcoming year forecast. We also looked at long term Capital needs. There may be some needs for example; bus replacement and other needs that will be coming up in the next two to five years that will challenge us but we feel like we are in a strong position to handle what is coming at us in the next two to three years. Pat do you have anything to add? Pat Webster commented: I will present the FY17 Budget at the May Board meeting. Dan Besse thanked Pat and Kevin and asked if there were any questions. There were none. Operations & Planning Committee presented by Neal Grimes: We had a lively conversation on March 30 th and I would like to thank the extended committee membership that showed up. We received an update from the staff about the Fleet maintenance study; and a review of their scope of work to develop a comprehensive maintenance program for PART vehicles and facilities. We have a maintenance plan for facilities, the buses, and vanpool. PART is looking into a cooperative agreement with Davidson County. Davidson County Transportation Dept. is in need of some guidance and assistance because of some staffing situations due to lack of technical knowledge of transit and transportation. They have reached out to PART to also contract PART for those administrative oversites and grant proposal writing. Scott is doing a staff study to see who he has available to help and to what degree if he needs another person or half a person and also to determine what the cost would be for Davidson County. We are a bit excited about that because unlike Winston or Greensboro they have the population to have large staff s for their transit operations. Davidson, Surry and probably Alamance, our smaller counties have the same stack of rules and regulations to adhere to, but certainly not all the internal resources needed to complete the required work tasks. So we see this as a pilot opportunity much like the call center to maybe bring in some of the smaller outlying counties to do this kind of thing for them as well. This remains to be seen and we will continue to report more as details develop. You have heard about the conversation regarding the bus advertising, then we had a longer discussion bought up by Commissioner Coleman several months ago about the commuter or light rail possibility of this region. Raleigh s getting into it and Charlotte s already in fixed guideway mass transit. If you remember Mark made a presentation showing a lot of the ground work had already been done, we went back over some of that ground work and the Board tasked the Operations Committee with looking into this, what s our next step? We had another introductory look at what had been done and maybe what some of the next steps are and some of those steps are to determine next steps for the 7
Triad. Next steps include; the question of what is our focus for public relations plan of funding, how are we going to pay for this and then understand where this commuter rail is going to be developed. The existing infrastructure is there, it is a matter to determine if we can put the passenger element to that, it is a freight line for now. Other items to consider include the local transit, bike & pedestrian, and overall network to be developed for the future. We will be back in touch as our discussions continue. Dan Besse asked if there were questions or comments. There were none. That last item is retained in committee for continuing work. Departmental Staff Reports Scott Rhine presented: There are a few items in your Board package and if there are questions or a need to hear any details I am available to explain. I am going to ask Brooke to explain what is happening this Saturday. If anyone has any free time on Saturday we invite you to join us. Brooke Kochanski presented: on Saturday at Triad Park in Kernersville, April 16th we are holding our 6 th annual Commuter Dash 5 K. Race time starts at 9am. We are expecting around 300 people. The word has spread about the good things Transit is doing. We partner with WSTA, GTA and Hi Tran, and each system will be participating as well as have each system bus on site. Mayor Williams will be running the race, and you are welcome to try and beat him. Dan Besse said; thank you to Mayor Williams for carrying the flag for us. Anyone else that can make the event please do so. Scott Rhine interjected: for our May meeting we will have items to discuss with regards to our budgets, I have also been asked if attendance allows, get a new Board picture for this current year with regards to our Annual report. Dan Besse asked; if there were any questions. Any news from DOT we should here today. Dianne Hampton with NCDOT interjected: We are excited about Business 40 coming up, it will be this August we are looking forward to getting that started and before you know we will be under construction. Dan Besse stated; that concludes all of our items except for the closed session. This is consideration of asset release agreement. Tom Terrell Jr interjected; that his law office has a conflict of interest, so I am going to leave the room and turn this over to Mike Fox. Dan Besse asked Mr. Fox will we have a recorder present to take notes? Tom Terrell stated: actually if it is not a personnel issue the Clerk to the Board can remain to take the minutes, or legal counsel can do it. Dan Besse stated: my preference will be since it is not a personnel matter for our clerk to remain and take notes along with the Board members. Dan Besse asked if there is a Motion to go into closed session. Motion: Neal Grimes to enter into closed session. Second: Don Truell Vote: Unanimous Closed Session started 9:05am. Dan Besse stated we are now in open session. (9:35am) Chairperson Dan Besse stated; we have before us for our consideration an agreement regarding PART s interest in realty that we presently use for a park-n-ride lot. 8
Motion: Darrell Frye made a motion that we approve the agreement with the changes as discussed in closed session. Second: Bob Bryd Dan Besse asked if discussion was needed and asked Mr. Rhine is there was anything that needed to be noted for the record? Mike Fox interjected: I would just like to say; you are taking official action and if you would state what the changes are, as a part of that. Darrell Frye stated: those changes would be to keep the five spaces congruent, together and marked, and identified with signage if possible. Dan Besse commented: and in the sense of the motion that if for some reason that proves to be difficult at this stage knowing that there are later opportunities to have that fit in, that we would authorize entering into the agreement as presented. Mike Fox answered: yes. Dan Besse asked if there was further discussion. There was none. Vote: Unanimous. Chair Dan Besse asked Mr. Fox and Mr. Rhine if there was anything they needed to add or comment on. There were no further comments from Mr. Rhine of Mr. Fox. Carolyn Coleman asked Mr. Rhine, have there been any assessments of how many of our other lots presently underutilized. Scott Rhine answered: yes ma am. We track usage of the park and rides for various reporting purposes, We will provide you a recent utilization count, and you will recognize the higher usage is all based on frequency of service. The ones that are underutilized: US421, Asbury Church, Asheboro are directly tied to frequency of service, and whether we are drawing customers to utilize transit for effective purposes. We have lots that are used primarily for park and ride. The Archdale lot no longer has PART Express bus service, but that location is a meeting point for an existing Vanpool. Each situation is different, but we will provide you an update from our last count. Scott Rhine answered: no ma am, on some of those corridor services we are averaging 10-15 riders, because we are running once or twice a day. Once in the morning and returning once in the evening, this is different than how things were back in 2010 and 2011 when we had a lot more frequency. But of course we trimmed that down because of budgets and insurance. We do have to address this. I think it will be projects that are corridor specific as far as services in the future. Carolyn Coleman asked: I would like for us to have a written report on this, in which it helps us to think ahead before we get to that point. Scott Rhine commented: Absolutely, we do track that as far as usage, it ties in with some of the other documentation that we report on our vanpool as well as PART Express. We know what those numbers are but I will follow up and give you a report. Mayor Larry Williams asked: on 421, whoever operates the Appalachian run, do they still stop there? 9
Scott Rhine: yes they still stop there. Sharon Hightower commented: in addition to what Ms. Coleman said for the report I would like for you to look proactively at that interchange at Reedy Fork. If it is not being utilized, look at that proactively in trying to resale it to DOT. Chair Dan Besse interjected: This is good discussion but we have also completed our active agenda, and I am releasing quorum without objection, and the conversation can continue informally, without objection I am going to conclude we have concluded our agenda and officially stand adjourned. Adjourned: 9:45am. 10
The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: May 11, 2016 Action Requested: Agenda Item No. IV_ Page No. 11 Consideration of Consent Agenda Summary of Information: Attachments yes X no _ A. FTA Section 5339b Grant Resolution The Federal Transit Administration released a Notice of Funding Opportunity (NOFO) on March 29, 2016 for eligible agencies to apply for Section 5339(b) discretionary grant funds. The purpose of the Bus Program is to improve the condition of the nation s public transportation bus fleets, expand transportation access to employment, educational, and healthcare facilities, and to improve mobility options in rural and urban areas throughout the country. The PART agency is requesting $2,009,600 in federal discretionary funds, and working directly with NCDOT to prepare a statewide grant application for local public transit agencies interested in participating in a consortium grant application for submission and consideration of replacement vehicle needs. PART has identified the immediate need for replacement bus and vanpool vehicle needs. A Resolution for PART Board consideration is attached on page 12 for inclusion in the Grants.gov Section 5339(b) discretionary application being submitted by NCDOT. B. Recognition of National Bike Month The month of May is National Bike month. Various activities are being developed and promoted throughout the Country, and the PART agency is promoting Bike to Work week with a designated bike to work day celebration on May 20 th. Our promotional activities include a free ride on PART Express for May 20 th for any individual that utilizes a bike to work activity. A Resolution for PART Board consideration is attached on page 13. Board Vote: Motion by: Second by: Vote: For Against 11
RESOLUTION OF THE PART BOARD OF TRUSTEES ENDORSING THE NCDOT APPLICATION BEING SUBMITTED FOR SECTION 5339(b) VEHICLE REPLACEMENT GRANT FUNDS WHEREAS, the Piedmont Authority for Regional Transportation (PART) has identified fleet vehicles that have exceeded their useful life, and are recognized within the PART 5 year capital plan to be replaced; and WHEREAS, the Federal Transit Administration (FTA) has released a Notice of Funding Opportunity (NOFO) for eligible Section 5339(b) Discretionary Grant funds to improve our public transportation fleets; and WHEREAS, the PART agency is seeking $2,009,600 in federal funding and cooperatively participating in a statewide collaborative grant application with NCDOT and partnering public agencies throughout the state of North Carolina to improve our capital equipment for the safe, efficient, and economical operation of the services provided to the general public; and WHEREAS, the grant being prepared by NCDOT on behalf of the participating agencies exceeds the federal program expectations of the FTA Section 5339(b) discretionary funding opportunity and highlights a collaborative approach to improve our safe operations to the public. NOW THEREFORE, BE IT RESOLVED that the PART Board of Trustee's hereby supports the grant application being submitted by NCDOT to improve our fleet vehicles used in daily operations for the safe and efficient public transportation services provided to the citizens and visitors of the state of North Carolina. BE IT FURTHER RESOLVED that the PART Board of Trustees is requesting grant review and funding award to NCDOT and the partnering agencies by the Federal Transit Administration for the 2016 Section 5339(b) discretionary grant program notice of funding opportunity. ***************************************************************************************** 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 the 11th day of May, 2016 ****************************************************************************************** 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 11 th day of May, 2016. Approved: Witnessed: Dan Besse Thomas E. Terrell, Jr. PART Board Chairperson PART Legal Counsel Certified: Terry Anderson Clerk to the Board SEAL: 12
RESOLUTION OF THE PART BOARD OF TRUSTEES RECOGNIZING NATIONAL BIKE MONTH AND PROMOTING BIKE TO WORK WEEK WHEREAS, the Piedmont Authority for Regional Transportation (PART) has an agency mission statement that is presented to enhance the quality of all forms of transportation for each of our citizens through the efficient use and protection of our natural, economic and human resources; and WHEREAS, the month of May is nationally recognized as Bike Month, with May 16 th being a kick off for Bike to Work Week and May 20 th as a designated Bike to Work Day; and WHEREAS, PART recognizes the importance of biking as an integral piece to the entire transportation network in the Piedmont Triad; and WHEREAS, studies have shown that if the average person biked once every 2 weeks instead of driving the single occupancy vehicle the nation would recognize 1 billion gallons of gasoline would be saved from the ambient air quality emissions released to the atmosphere every year; and WHEREAS, the PART agency supports the various mobility options utilized by the traveling public, and opportunities to improve air quality for the Piedmont Triad. NOW THEREFORE, BE IT RESOLVED that the PART Board of Trustee's recognize the national celebration of Bike to Work week, and hereby authorizes PART riders to board the PART Express bus for Free when traveling with a bike on May 20 th, 2016 in recognition of Bike to Work Day. ***************************************************************************************** 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 the 11th day of May, 2016 ***************************************************************************************** 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 11 th day of May, 2016. Approved: Witnessed: Dan Besse Thomas E. Terrell, Jr. PART Board Chairperson PART Legal Counsel Certified: Terry Anderson Clerk to the Board SEAL: 13
The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: May 11, 2016 Action Requested: Report from PART Board Committee s Agenda Item No. V Page No. 14 Summary of Information: Attachments yes no X_ A. PART Personnel Committee The PART Executive Director is pleased to introduce a new member to the PART team. Join us in welcoming Mrs. Connie Conklin, CPA to the PART organization. Connie is our new Director of Finance and Administration, and will be replacing the position held by Pat Webster. Connie comes to us with over 26 years experience in finance and accounting. We are excited that Connie has joined the PART organization, and we look forward to utilizing her professional work experiences to provide continued coverage to our Finance and Administration Departmental activities. B. PART Operations/Planning Committee The operations/planning committee met on May 10, 2016. Agenda items included review and discussion of the Davidson County administrative support analysis, and continued discussions of the Triad s public transportation future. Committee chairperson Neil Grimes, and participating members will provide an update to the PART board. C. Coble ITC Project Steering Committee The Invitation for Bid (IFB) opening for phase II of the Coble Intermodal Transportation Center was conducted on April 27, 2016. There were three project bids with one bid being non-responsive, and not publicly opened. The lowest priced most responsive and responsible bid was submitted by Bar Construction. The base bid, and alternate equipment options were reviewed, and Value Engineering was utilized to finalize a contractual agreement. The PART Executive Director will provide a report of the process that has been undertaken, and any comments from Project Steering committee members Perkins and Williams will be shared to the PART board. Board Vote: Motion by: Second by: Vote: For Against 14
The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: April 13, 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 Fund Balance Policy PART staff has presented this information previously. Additional information is provided; beginning on page 16. A resolution is included on page 17 for PART Board consideration. 2. Acceptance of 3 rd Quarter Treasurer s Report The third quarter financial treasurer s report is included for PART Board acceptance. Beginning on page 18 is an memorandum providing an overview of activity, and then detailed activities for General Fund, Capital, and Vanpool program budgets for the 3 rd quarter of FY2016. 3. Review, Release, and schedule public hearing for FY2017 Budgets The proposed FY2017 budgets have been presented to the PART Board Finance Committee, and are being presented to the PART Board. Additional details are included; beginning on page 24. Following PART Board approval, PART staff will release the Fy2017 budgets for public view, and advertise a public hearing for adoption of the FY2017 Budget Ordinance at the June 8, 2016 PART Board meeting. B. Old Business None Board Vote: Motion by: Second by: Vote: For Against 15
Memorandum TO: PART Board of Trustees FROM: Pat Webster, CFO DATE: May 11, 2016 SUBJECT: Consideration of Adoption of a Fund Balance Policy. PART Finance staff developed the attached Fund Balance Policy and submitted the draft proposal to the Finance Committee for review on February 3, 2016. The committee subsequently approved and advised to present the policy to the full Board for consideration. The Finance staff researched Fund Balance Policy recommendation from the Local Government Commission, the Government Finance Officers Association and from several local governments obtained from the School of Government finance list.serv. The Finance staff and the Finance Committee considered numerous issues when developing the final policy submitted to the Board, such as, (1) adequate working capital needs, (2) balancing the budget, (3) source of capital funding; long term capital needs, (4) appropriate level of Unrestricted Fund Balance due to uncertainty of Federal and State grants, and (5) reducing the risk related to unexpected events. The Finance Committee supports this policy as additional strength of the financial position of PART. 16
Resolution of the PART Board of Trustees Approving the Adoption of a Financial Fund Balance Policy WHEREAS, the PART Board of Trustees understands the importance of maintaining the appropriate level of Fund Balance Available for Appropriation as defined in North Carolina General Statute 159-8; and WHEREAS, the PART Board of Trustees recognize that a stable and sufficient level of Fund Balance available provides an important reserve for PART that can provide cash flow during periods of delayed or declining revenues, that can be used for emergencies and unforeseen expenditures, and that can be used as a source of capital financing; and WHEREAS, the Local Government Commission recommends that the Fund Balance Available be an amount not less than eight percent (8%) of General Fund Expenditure plus Transfers Out less Amounts for Debt Issuance as presented in the most recent audited financial statement which approximates expenditures for one month; and WHEREAS, the PART Board of Trustees establishes the following goals regarding maintaining an adequate and appropriate amount of Fund Balance Available in the General Fund. Now Therefore be it resolved, by the PART Board of Trustees that: Section 1. The target level of Fund Balance Available that PART strives to maintain is an amount not less than thirty percent (30%) of General Fund Expenditures plus Transfers Out less Amounts for Debt Issued as presented in the most recent audited financial statements. Section 2. If the target level of Fund Balance Available as calculated in Section 1 exceeds thirty percent (30%) of General Fund Expenditures plus transfers out less amounts for debt issued, then the amount above thirty percent (30%) will be transferred to the Capital Reserve Fund. Section 3. If the Fund Balance Available falls below thirty percent (30%), management with PART Board approval will restore the balance within a two year period. ***************************************************************************************** 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 the 11th day of May, 2016 ****************************************************************************************** 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 11 th day of May, 2016. Approved: Witnessed: Dan Besse Thomas E. Terrell, Jr. PART Board Chairperson PART Legal Counsel Certified: Terry Anderson Clerk to the Board SEAL: 17
TO: PART Board of Trustees FROM: Pat Webster, CFO DATE: May 11, 2016 Memorandum SUBJECT: Consideration of 3rd Quarter Treasurer s Report. The following 3rd Quarter FY 2016 Schedule of Revenues and Expenditures Budget Compared to Actual financial statements are included in the May Board package for your review: 1) General Fund 2) Grants Fund 3) TDM Ridesharing/Vanpool Fund The General Fund revenues are at 71% of budget as a result of Vehicle Rental /Vehicle Registration Tax exceeding 75% of budget and receiving the State Maintenance Assistance Program (SMAP) grant of $601.4K in full in the 3 rd quarter. Also, we have recognized the Coach America revenue of $272.4K not included in our originally approved budget. The Operating grants generally will not invoice until the second half of FY 2016. Total expenses for all departments are at 65.7% of budget with all departments underrunning the 3 rd quarter budget target of 75%. The net result of General Fund revenues and expenditures including transfers to other funds is that PART has returned $426K to Fund Balance through nine months of activity. The Grants Fund revenues and expenditures reflect 21.5 and 25.6% of budget respectively. The major grant projected for FY 2016 is the Intermodal Terminal which is developing in the second half of the fiscal year. The TDM Fund revenues are running at 77.1% of budget due primarily to increased vanpool leases. Total expenditures are running at 71.2% with a net transfer to TDM from General Fund of $55.7K. Salaries & Benefits is under budget while Maintenance & Repairs expense is over budget resulting in a net wash. The Call Center departmental expenses are running at 77% due to Marketing and Professional Services that will not occur again in this fiscal year. 18
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Memorandum TO: PART Board of Trustees FROM: Pat Webster, CFO DATE: May 11, 2016 SUBJECT: Presentation of FY 2017 Budgets. The PART Board s Finance Committee met on Monday, April 6, 2016 to review and discuss the FY 17 budgets prepared by PART CFO, Pat Webster. The members of the committee present at this meeting were Kevin Austin, Lenny Williams, Larry Williams, Rhonda Jones, Darrell Frye, Scott Rhine and Pat Webster. The attached budgets will be presented for review and discussion at the May 11 Board meeting. PART is required under North Carolina General Statute 160A-641 under Fiscal Accountability to be subject to the provisions of Chapter 159 of the North Carolina General Statutes. Under NCGS 159-12, PART is presenting the Proposed Annual Budgets for the fiscal year ending June 30, 2017 to the Board of Trustees on May 11, 2016. Copies of the Proposed Budgets will be displayed for public inspection in PART s Administrative office located at 107 Arrow Road, Greensboro, NC 27409 and on PART s website. A public notice referencing that a public hearing will be held on June 8, 2016, at which time the Annual Budgets will be considered by the PART Board of Trustees f adoption. Public notices will be published in local newspapers. 24
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The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: May 11, 2016 Action Requested: Agenda Item No. VII_ Page No. 28 Department Staff Reports Summary of Information: Attachments yes X no _ A. Department Staff Reports Departmental Staff reports are enclosed on the following pages. PART staff is available to answer any questions of PART Board members related to work presently underway, or any other items of interest. Board Vote: Motion by: Second by: Vote: For Against 28
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PART EXPRESS OPERATIONS REPORT April 2016 PART Express ridership for April 2016 was 37,406. Fiscal Year 2016 projected PART Express ridership is 472,932. PART Express Operators are being issued new Verizon Push To Talk Kyocera phones. The new phones are designed for industrial usage and have more enhanced features that provide a more robust platform for the operators and supervisors to remain in contact during operational hours. Three (3) CL 100 vehicles will be placed on govdeals.com auction for disposal. These vehicles are over 10 years old and have most recently been used by the Winston-Salem Transit Authority for their transportation needs. Howard Ingram is the operator of the month. Mr. Ingram has been with us since May of 2015. He does an excellent job driving shuttle 23. Howard is always ready to assist with special events and cover routes when called upon. Mr. Ingram is a great driver and is very good with customers. 30
Commuter Resources Department Update April 2016 Call Center Activities Presented Calls: 6,549 Answered Calls: 6,246 Avg. % of Calls Answered: 95.4% Speed of Answer: 0:00:07 Avg. Call Duration: 0:00:52 Vanpool Activities # of Vans: 55 # of Riders: 526 # of New Vans: 0 100 90 80 70 60 50 40 30 20 10 Vans in Operation FY 2015-2016 January February March April May June July 31
The Piedmont Authority for Regional Transportation Board of Trustees Meeting Date: May 11, 2016 Action Requested: Agenda Item No. IX_ Page No. 32 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 32