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HomeMy WebLinkAboutAgenda Packet 05 22 14 Cape Fear Public Transportation Authority A regularly scheduled meeting of the Cape Fear Public Transporta Thursday, May 22, 2014 at 12:00 pm in the Wave Transit Board Room at Forden Station, 505 Cando St., Wilmington, NC 28405. An agenda for the meeting is presented below. MEETING AGENDA 1)Call to Order 2)Moment of silence 3)Pledge of Allegiance 4)Public Comment Period 10 minutes 5)Safety Awards 05 minutes 6)Consent agenda 05 minutes 1.Approval of minutes from the April 24, 2014 regular meeting (p. 3) 2.Addendum 4 to the contract between the Authority and First Transit (p. 7) 3.Employee Policy Manual update (p. 10) 4.Contract to audit accounts (p. 31) 7)Public hearing Fiscal Year 2014 - 2015 operating budget 10 minutes Fiscal year 2015 Budget Ordinance (p. 43) 8)Committee Reports 30 minutes Executive Committee, Mr. David Scheu, Chairman Nominating Committee, Mr. Don Betz, Chairman Planning & Operations Committee, Mr. Henry Adams, Chair April 2014 operating & statistical reports (p. 44) Finance & Budget Committee April 2014 financial statement (p. 48) Facilities Committee, Mr. Jeff Petroff, Chair Operations center update (p.49) May change orders 9)Resolutions 1.Resolution authorizing the execution and filing of federal grant (p. 50) 10 minutes 2.FTA Section 5310 Designated Recipient Resolution (p. 51) 3.Motor vehicle fuel contracting Resolution (p. 52) 4.Resolution requesting local matching funds for transit amenities (p. 53) 10)Staff report 10 minutes FTA Drug & Alcohol compliance audit Heavy duty CNG bus bid 11)New business 05 minutes Front St. resident complaint 12)Old business 05 minutes Interlocal Agreement 13)Adjournment The next regular meeting of the Authority is scheduled for ThursJune 26, 2014 in the Wave Transit Board Room at Forden Station, 505 Cando Street, Wilmington, NC 28405. Holiday Notice - Authority administrative offices will be closed and no bus servi Monday, May 26, 2014 in observance of Memorial Day. CONSENT AGENDA The following items are attached for consideration. A brief exprecommendation follows: 1)Approval of minutes from the April 24, 2014regular meeting (p. 3) 2)Addendum 4 to the contract between the Authority and First Trans (p. 7) As required by federal law, the Authority must recognize the col was in place when transit service went public in the region. Un Authority, as a local government, is prohibited from entering in agreement. Therefore, the Authority contracts with a third part ensure compliance with federal and state law. On July 01, 2011 entered into a three year contract for management services. The contract is eligible for three, year extensions. The Authority is pleased with the performance management team and desires to exercise the first two year optioease the management fee and the cost for four employees by one percen- half percent in year two. The contract would also require First compensation insurance for all contract employees for both yearsf the extension at a determined cost. Annual savings by utilizing First Transit for worker comp Approval of the contract addendum is recommended. 3)Employee Policy Manual update (p. 10) Periodic review and modification of the employee policy manual to ensure compliance with the law and the needs of the Authority is a task regularly undertaken by staff. The proposed manual includes updates in the following areas: conflict of interest; nt; grievances; equal employment opportunity; vacation; sick leave; information technology. The manual is compliant with FTA and NC the updated policy manual is recommended. 4)Contract to audit accounts (p. 31) For your consideration is a contract with McGladrey, LLP in the accounts of the Authority for the period ending June 30, 3014. required by OMB Circular 133. McGladrey has prepared the annual for the Authority since 2011. Staff has found McGladreys audito with state and federal law. Approval of the contract is recommended. Cape Fear Public Transportation Authority MINUTES OF THE CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY April 24, 2014 David Scheu, Chairman, Presiding MEMBERS PRESENT MEMBERS ABSENT STAFF PRESENT CONTRACT MANAGEMENT STAFF PRESENT GUESTS PRESENT CALL TO ORDER EAGLE SCOUT BENCH PRESENTATION PUBLIC COMMENT CONSENT AGENDA EXECUTIVE COMMITTEE PLANNING& OPERATIONS COMMITTEE FINANCE & BUDGET COMMITTEE FACILITIES COMMITTEE STAFF REPORT OLDBUSINESS NEWBUSINESS ADJOURN SCHEDULING OF NEXT MEETING STATE OF NORTH CAROLINA AUTHORITY CONTRACT N/A COUNTY OF NEW HANOVER MANAGEMENT AGREEMENT BETWEEN CAPE FEAR PUBLIC TRANSIT AUTHORITY and FIRST TRANSIT, INC. ADDENDUM 4 WHEREAS on July 01, 2011, the Cape Fear Public Transportation Authority and First Transit, entered into a management agreement for the operation of fixed route bus service; and WHEREAS, the on May 24, 2012, the Authority and First Transit agreed to a contract to add up to $136,304.00 annually for an additional two the Wave Transit staff; and WHEREAS, the annual management fee for transit management effective July 01, 2013, including the amended increases for Assistant Operations Manager was $373,926.00 less any prorated amounts for authorized unfilled po; and WHEREAS, pursuant to the agreement between First Transit and the Authority three (3) two (2) year contract extensions are allowable pursuant to mutual agreem; NOW, THEREFORE, in consideration of the foregoing and their mutual covenants h forth, the AUTHORITY and FIRST TRANSIT, INC. agree to extend the original contract for a period of two (2) years to include the following revisions: The annual fee for the period beginning July 01, 2014 and endingwill be increased by one percent (1%) from $373,926.00 to $377,665.00 The annual fee for the period beginning July 01, 2015 and ending increased by one and one-half percent (1½%) from $377,655.00 to $383,320.00 First Transit will continue to provide four (4) employees per the agreement and subsequent addenda for the two year contract extension First Transit will provide worker compensation insurance for all Wilmington employees for the period beginning July 01, 2014 and cost not to exceed $2,045.00 per employee prorated on a monthly basis. First Transit will provide worker compensation insurance for all Wilmington employees for the period beginning July 01, 2015 and cost not to exceed $2,075.00 per employee prorated on a monthly basis. First Transit will deliver an employee manual, compliant with al laws governing employment and the Collective Bargaining Agreemenfor Transit Management of Wilmington employees no later than December 31, 2014. IN WITNESS WHEREOF, the Authority and First Transit, Inc. have each executed this Addendum in duplicate originals, one of which shall be retained by each of t th This the 22 day of May, 2014. CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY BY: __________________________________ David R. Scheu, Chairman ATTEST: _______________________________ (seal) Don Betz, Secretary This instrument has been preaudited in the manner required by th Control Act. This _______ day of __________________, 2014. _________________________________________ Joseph Mininni, CPA, Finance Officer APPROVED AS TO FORM: ________________________________ Andrew W. Olsen Authority Attorney STATE OF NORTH CAROLINA COUNTY OF NEW HANOVER I, ____________________, a Notary Public do hereby certify that Don Betz personally came before me this day and acknowledged the he is the Secretary of the Cape Fear Public Transportation Authority and that, by authority duly given and as the act of thconstituent institutions, the foregoing instrument was signed in its name by its Chairman. WITNESS my hand and official seal this the _______ day of ________________, 20___. ________________________________ Notary Public My commission expires: (seal) FIRST TRANSIT, INC. By:_____________________________________ _____________________________________ Print Name and Title STATE OF ______________________ COUNTY OF ____________________ I, _________________________________, a Notary Public in and for said state and county, do hereby certify that __________________ , personally came before due execution of the foregoing instrument on behalf of First Transit, Inc. , for the purposes therein expressed. WITNESS my hand and official seal this the _______ day of ______ ________________________________ Notary Public My commission expires: (seal) Cape Fear Public Transportation Authority Employee Policy Manual EFFECTIVE July 1, 2014 Cape Fear Public Transportation Authority Authority Employee Policies If you are reviewing this for the first time, we know that starting a new position is exciting, but at times, can also be overwhelming. This Employee Policies handbook has been developed to help you get acquainted with the Authority, and to answer many of you If youve been part of the Authority for some time now, the impo cannot be overstated. Our mission is to develop and maintain an effective, effi system of public transportation within Southeastern North Caroli this system. This handbook explains our employee policies and benefits, and provides additional information about opportunities and responsibilities that exist for you with responsive to the needs of our growing Authority, changes or add made when necessary. We will keep you informed when these changes are made. We are glad you have joined us, and have chosen the Authority as place to work. We hope you will find your work with us both challenging and rewarding. Article 1: CONDITIONS OF EMPLOYMENT ................................................................1 SECTION 1 General ................................................................ 1 SECTION 2 Business Operations ................................................................ 1 SECTION 3 Federal and State ................................................................ 1 SECTION 4 Adoption ................................................................ 1 SECTION 5 Professionalism and Conflict of Interest ...................................................... 1 SECTION 6 Solicitation ................................................................ 2 SECTION 7 Employment of Family Members ................................................................. 2 SECTION 8 Probationary Period ................................................................ 2 SECTION 9 Employment Status ................................................................ 2 SECTION 10 Compensation ................................................................ 3 SECTION 11 Transportation Demand Management ........................................................ 3 SECTION 12 Smoking ................................................................ 3 SECTION 13 Performance and Discipline ................................................................ 3 SECTION 14 Outside Employment ................................................................ 4 SECTION 15 Grievances ................................................................ 4 SECTION 16 Resignation ................................................................ 4 SECTION 17 Drug and Alcohol Policy ................................................................ 5 SECTION 18 Personnel Records ................................................................ 5 SECTION 19 Unlawful Workplace Discrimination and Harassment ................................. 5 SECTION 20 Appearance .................................................................. 6 ARTICLE 2: EMPLOYEE BENEFITS ................................................................7 SECTION 1 General ................................................................ 7 SECTION 2 Vacation ................................................................ 7 SECTION 3 Holidays ................................................................ 7 SECTION 4 Sick Leave ................................................................ 8 SECTION 5 Bereavement Leave ................................................................ 8 SECTION 6 Family Medical Leave Act ................................................................ 8 SECTION 7 Insurance ................................................................ 9 SECTION 8 Retirement Plan................................................................ 9 SECTION 9 Tuition Reimbursement................................................................ 9 SECTION 10 Compensatory Time ................................................................ 9 SECTION 11 Overtime ................................................................ 10 SECTION 12 Inclement Weather ................................................................ 10 ARTICLE 3 MISCELLANEOUS ................................................................ 11 SECTION 1 Volunteers ................................................................ 11 ARTICLE 4 GENERAL POLICIES ................................................................ 12 SECTION 1 Travel ................................................................ 12 SECTION 2 Information Technology (IT) ................................................................ 13 SECTION 3 Personnel Records ................................................................ 15 SECTION 4 Cellular Telephones ................................................................ 16 SECTION 5 Emergency Situations ................................................................ 17 SECTION 6 Time Sheets ................................................................ 17 SECTION 7 Drug Free Workplace and Drug and Alcohol Policy ................................... 18 SECTION 8 Access Cards ................................................................ 18 Article 1: CONDITIONS OF EMPLOYMENT SECTION 1 General 1.1 The purpose of the personnel policies is to set forth the policies that apply to the employees of the Cape Fear Public Transportation Authority (Authority). The Autho to time and may change the policies at any time without notice, subject to regulations and laws pertaining to public notice and comment. If there is a dispute as to the interpretation of any policy, the interpretation of the Authority shall control. The Executive Director shall be responsible for administering these policies and for holding employees accountable for compliance with these policies. 1.2 Each employee receives a copy of this policy manual. Employees are required to read and abide by these policies. Failure to abide by these policies shall be grounds for disciplind including dismissal from employment with the Authority. This manual and the policies contained herein do not create an express or implied employment contract w 1.3 The Authority assigns and directs its employees, including determining the type of work to be done, the location of work, the time of work, the method and process f establishing work and performance standards. The Authority establishes new employee positions and changes existing positions as needed. 1.4 The Cape Fear Public Transportation Authority is an at will employer and employment may be terminated at any time by the employee or the Authority. SECTION 2 Business Operations 2.1 The Authority adopts business operations policies for the effectmanagement of its business. The Authority determines the methods and means by whic are performed. Employees shall abide by the Authoritys business operations policies. 2.2 The Authority has a wide range of operating hours, shifts and sc employees will be at work, at their station and ready to begin w shift. SECTION 3 Federal and State 3.1 The Federal Transit Administration (FTA), the North Carolina Department of Transportation (NCDOT), the City of Wilmington, and New Hanover County provide funding to support the Authority. Each entity has policies, laws, and/or regulations with which the Authority must comply. Authority employees shall abide by the policies, laws and regula, the State of North Carolina, NCDOT, the City of Wilmington and New Hanover County regarding any activities undertaken by the Authority, its members or employees. SECTION 4 Adoption 4.1 The adoption of this policy manual replaces and supersedes previlicies adopted by the Authority with the exception of policies not addressed in this d SECTION 5 Professionalism and Conflict of Interest 5.1 The Authoritys reputation for integrity, fairness, and effectiveness is one of its most valuable assets and is determined in part by the ethical standards and practices of its employees. Employment with the Authority is not to be used for personal gain. 5.2 Employees shall conduct their personal affairs and perform theirignments, in an ethical manner. Employees shall avoid situations that may lead to a conflict, or conflict, between the employees interest and the employees responsibilities to the Authority. 5.3 Employees and their family members will not accept any valuable service, loan, thing or promise from any person who to the emplo interest in doing business with the Authority. Employees will not accept an value that may tend to influence the employee in their discharge 5.4 Employees shall not engage in any business of transaction or hav direct or indirect that is incompatible with the proper discharg tend to impair independence of judgment and action in the perfor 5.5 Good judgment, courtesy, and respect in relations between employees and others shall be used. SECTION 6 Solicitation 6.1 To promote and protect the relationship of the Authority and its solicit Authority business when their employment or service withases. 6.2 Employees shall not, either directly or indirectly, on their own solicit for business the Authoritys contacts made during their Authority after termination of their employment or service. Employees shall not retain and shall not use the Authoritys contact records and lists for personal gain. 6.3 Employees shall not, either directly or indirectly solicit Autho SECTION 7 Employment of Family Members 7.1 The Authority prohibits nepotism. Family members of employees are not eligible for employment by the Authority. SECTION 8 Probationary Period 8.1 The Authority has a probationary period to determine the accepta hired employees. 8.2 The Executive Director and or his or her designee hires and supervises Authority employees. Newly hired employees shall serve a probationary period of six (6) mon evaluate the acceptability of the performance of the employee in the position. If at any time during the probationary period the employees performance is deemed unacceptable or not in the best interest of the Authority, the employee may be discharged or transferred to another posit available, at the determination of the Executive Director or his or her designee. 8.3 For Operators, any preventable accident or violation of a Class 1 Work Rule is cause for immediate termination during the probation period. SECTION 9 Employment Status 9.1 The Authority determines the status of each employee at the time of Employment status is defined as full time, part time or temporary part-time. See individual job descriptions for employment status. 9.2 An employees Federal Labor Standards Act (FSLA) status is determined by the established job description. 9.3 Full time employees work regularly forty (40) hours per week. Full time employees may be entitled to the Employee Benefits set forth in Article 2 of this manual. Part time employees work regularly less than thirty (30) hours per week. 9.4 The Authority controls specific work hours for each employee. The Executive Director and or his or her designee sets employee work schedules. Due to the nature of the work perf Authority, employees may be required to vary the hours of work within a week. Adjustments in the work schedule must be arranged with the employees supervisor. Employees are expected to be at work on time and to perform their job duties during the work per SECTION 10 Compensation 10.1 Employees are to be paid compensation in accordance with Federal Labor Standards Act (FSLA) and any other applicable laws. 10.2 Employee salaries are quoted as annual or hourly amounts. Employees are paid bi-weekly by direct deposit. Pay includes work previously completed in the previous two (2) full weeks. 10.3 Deductions required by state and federal law are withheld from t deductions for insurance premiums or retirement contributions, o employee has authorized deductions, in whole or in conjunction with the Authority, if any. Deductions may be made to a final paycheck for all items agreed Authority. 10.4 Court ordered garnishments may also be withheld from an employee applicable laws and regulations. 10.5 The Authority utilizes a variety of time keeping systems to docu required to keep accurate records of time actually worked. All e paid must be approved by a supervisor or the Executive Director. Any payment of wages is based on these time records. Falsification of time records is cause for immediate termination. SECTION 11 Transportation Demand Management 11.1 In an effort to reduce traffic congestion, the Authority may allow employees to ize Traffic Demand Management (TDM) initiatives. 11.2 After approval by the Executive Director or his or her designee, employees may take advantage of the following TDM initiatives: 1)Telecommuting  Up to twenty percent of a full time employees scheduled weekly may be done from a location other than the employees regular working location. Telecommuting hours are not accruable. Telecommuting is available only to those full time employees who are permitted to take Authority computers off site their personal computers for telecommuting purposes. A telecommuting report, available on the Authority server, must be completed and submitted to the Executive Director prior to the full time employee being allowed additional telecommuting days. Telecommuting is available only with express written consent of the Executive Director or h 2)Flexible Work Schedules  Up to two days of flex work schedules per workweek may be utilized by full time employees, provided the schedule does not interfere Prior authorization is required. Flexible Work Schedules are available only with express written consent of the Executive Director or his or her assign. 3)Bus Transportation  Employees are permitted and encouraged to ride Wave Transit fixe vehicles free of charge by presenting their Wave Transit issued 11.3 Not all positions with the Authority are eligible for TDM benefits. Eligibility for TDM benefits is indicated in the job description for each position. If eligible Executive Director and or his or her designee. SECTION 12 Smoking 12.1 To protect the health of Authority employees, smoking, and the use of electronic cigarettes, is not permitted in any Authority owned or leased facility or vehicles, or within twenty-five (25) feet of any entrance to an Authority owned or operated facility. SECTION 13 Performance and Discipline 13.1 Employment with the Authority is at the will of the Authority. T competent employees with acceptable job performance. The Authority provides opportunities for employee training to enhance job performance. Employees may be required to participate in seminars, conferences and trainings as determined by the employees supervisor or Executive Director. 13.2 The Executive Director and or his or her designee hires, evaluates, disciplines and discharges employees. 13.3 The Authority prepares and maintains job descriptions for each employee. Employee job performance is evaluated by the Executive Director or his or her designee annually. Employees may be disciplined to improve job performance and for failure to abide by these policies. The Executive Director or his or her designee may discharge an employee at any time. The Executive Director or his or her designee may use verbal and/or written warnings to discipline employees. A verbal warning may be given and may be documented by a written memorandum and fe employees personnel record. A written warning may be given and signed by tExecutive Director or his or her designee and the employee and filed in the employees personnel record. 13.4 The Executive Director is hired, disciplined, evaluated and discharged by the Board of Directors. Employment of the Executive Director is at the will of the Board. SECTION 14 Outside Employment 14.1 For all employees, the work of the Authority takes precedence over other occupational interests or employment. 14.2 Employee hours will be set by the Authority to meet the needs of will not be scheduled around outside employment obligations. 14.3 Outside employment for any employee shall be communicated to his or her immediate superviso a timely fashion. Outside employment shall not interfere with t work schedule and performance. If attendance or work performance is determined by the Executive Director or his or her designee to be compromised by outside employment, the appropriate disciplinary action, up to termination may result. 14.4 Authority employees are prohibited from working for Authority an SECTION 15 Grievances 15.1 The Authority encourages communication between the supervisors and employees regarding grievances. Grievances are disputes involving employees and their supervisors regarding these policies and their application or working conditions. 15.2 An employee with a grievance shall submit it to the Executive Director in writing with any supporting documentation within seven (7) calendar days of the act that caused the grievance. The Executive Director shall review the information submitted by the employee and determine the means to resolve the dispute, including mediation. When the grievance is about the Executive Director, it is submitted to the Chairman of the Board of Directors who will rev the grievance, conduct any independent investigation deemed necessary, and make a recommendation for a resolution by the Board. With the exception of any violations of the law, the decision of the Executive Director and Board respectively are final as to grievances. 15.3 Grievances include disciplinary action and termination. Employees must present grievances for disciplinary action and terminations in accordance with the prov 15.4 The Authority Board of Directors is not responsible for hearing except in cases where the grievance is against the Executive Director. SECTION 16 Resignation 16.1 The Authority needs the continued productivity of its employees 16.2 The Executive Director shall give a minimum of thirty (30) calendar days written notice to the Board of Directors prior to resignation to resign in good standing. All other employees shall give the Authority at least fourteen (14) calendar days written notice of standing. 16.3 Upon notice of resignation by an employee, the Executive Directodesignee may choose to waive any notice period and terminate employment immed compensation other that hours worked or time earned which may beloyee. SECTION 17 Drug and Alcohol Policy 17.1 The Authority has a Drug and Alcohol Policy that encompasses all employees. The Drug and Alcohol Program Manager is responsible to ensure all employees receive a copy of the pol The policy is designed to meet Federal and State mandates and ensures that individuals are performing their duties. Any violation of this policy is ground SECTION 18 Personnel Records 18.1 The Authority documents personnel transactions that become a part of the personnel record of the employee. Personnel transactions include: promotion; pay change; retiremen resignation; discharge and benefits transactions. 18.2 The Executive Director and or his or her designee maintain and are the custodian of the Authority personnel records. Employees shall notify the Human Resources Clerk of any changes such as name, address and telephone number. To the extent required by law, personnel records are confidential. Employees may review their personnel records during regular business hours and obtain copies. Employees, by written authorization, may permit another person t and obtain copies. 18.3 The Authority Attorney is the custodian of record for confidential information regarding the Executive Director. SECTION 19 Unlawful Workplace Discrimination and Harassment 19.1 The Authority is an equal opportunity employer. Employment with the Authority is based on merit, qualifications and job performance. 19.2 The Authority does not discriminate based on race, religion, colgender, age, sexual orientation or disability. 19.3 The Authority promotes a work environment free of unlawful workp harassment. In accordance with federal, state and local anti-discrimination laws, an Authority employee shall not unlawfully discriminate or harass any individ color, national origin, gender, age, sexual orientation or disability. 19.4 Complaints under this Section should be reported immediately to Executive Director or the Chairman of the Authority. 19.5 The mission of the Cape Fear Public Transportation Authority (Wa maintain an effective, efficient, and safe system of public tran Southeastern North Carolina which is responsive to the mobility Transportation services provided shall be designed to maintain a transportation and shall contribute to the economic vitality of the community, the natural resources and the protection of the environment. In an ethe Cape Fear Public Transportation Authority and its contractors are committed to hiring and maintaining knowledgeable management and qualified employees. Wa are committed to ensuring Equal Employment Opportunity (EEO) thr practices, including: recruitment, selection, promotions, termin compensation, training, benefits and other terms and conditions will not discriminate against an employee or applicant for emplo race, religion, sex, national origin, disability or military sta occupational qualification. Furthermore, affirmative action will The steps for filing an EEO grievance is outlined in the Authoritys adopted EEO Policy. SECTION 20 Appearance 20.1 Administrative Employees Administrative employees are to dress in a professional manner. except when required otherwise. Administrative employees who interact with the public may be required to wear uniforms. 20.2 Dispatchers Dispatchers will be issued uniform shirts through the uniform contractor, or be given an appropriate uniform allowance if a uniform purchase program is used. Dispatc operate a vehicle in service, therefore must wear appropriate footwear at al shoes, sandals, etc. Dispatchers wearing any Wave uniform, (full or partial) either oduty are prohibited from entering an establishment that serves alcohol, or is considered inappropriate. 20.3 Operators Operators are required to wear the full appropriate Authority supplied uniform when reporting to work. An employee not in uniform or reporting for work in an unk their scheduled work assignment without pay. It is the operator are maintained in a neat, clean, and pressed condition. Along with the Wave supplied an official Wave hat or Wave winter cap may be worn in cold weather. Operators are required to have a clean shaven look, except those facial hair. Facial hair must be maintained in a clean, trimmed and well-groomed condition. Eccentric styles of facial hair are not permitted. Hair must be and not of an eccentric color. Long hair must not interfere with the vision of an operator. Footwear is to be clean and polished and only black footwear is dark blue will be worn at all times except female operators wear to shoes. Operators are not permitted to have visible tattoos. All tattoos uniform piece. The wearing of body piercing objects, other than is prohibited. Operators wearing any Wave uniform, (full or partial) either on or off duty are prohibited from entering an establishment that serves alcohol, or is considered inappropriate. ARTICLE 2: EMPLOYEE BENEFITS SECTION 1 General 1.1 Employees will accrue vacation leave, holidays and sick leave wh status. No leave will be accrued during unpaid leave. Exceptions to benefits offered may be granted by the Executive Director. SECTION 2 Vacation 2.1 The Authority provides compensated vacation leave for its full t 2.2 Supervisors must approve time off for vacation leave in advance. Dispatchers provide one week notice of request for vacation. Operators are required to providmonth notice of request for vacation. All other staff must provide adequate advance notice for vacation to be considered. 2.3 Full time employees accrue ten (10) days of compensated vacation leave each year during the three years of employment, twelve (12) days during the third to fifth year of employment, fifteen (15) days between five and ten years of employment, and twenty (20) days after ten years of th employment. Vacation leave accrues from the date of employment at a rate o per pay period based on the above schedule. No more than five (5) days vacation may be carried over to from one calendar year to another. Employees are not compensated for unus 2.4 Vacation days are to be expended in one (1) hour increments. Any must be used prior to using vacation time. 2.5 The Authority may allow individuals to use vacation time in excess of their current accr Any amount used and not earned would be deducted from an employees final pay upon separation or at years end. 2.6 Employees may not use accrued vacation leave for days which they SECTION 3 Holidays 3.1 The Authority recognizes the following holidays each year (although bus service may be provided). When a holiday falls on days of operational service, Operators, Dispatchers and Customer Service Representatives must work with their supervisor to request time off for the holiday. The number of operators, dispatchers and customer service representatives must be sufficient to operate service during these holidays. New Years Day Martin Luther King Day Good Friday or Easter Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day and the Friday following Christmas Eve and Christmas Day If the holiday falls on a weekend, the Authority Executive Direcwill inform employees of the recognized holidays. 3.2 Full time employees will be paid their regular rate for scheduled holidays. Should an employee be required to work on an observed holiday, the employee will be co eight (8) hours leave at a time to be mutually agreed upon by the employee Employees direct supervisor. 3.3 An employee who is scheduled to work on Good Friday and Easter will be compensated for one day holiday pay. SECTION 4 Sick Leave 4.1 The Authority provides compensated sick leave to its full time employees to provi with time to recover from illness. 4.2 Sick leave must be requested by the employee and approved by theimmediate supervisor. Employees must telephone their immediate supervisor at the beginning of the workday to report absence caused by illness and the anticipated length of the abse 4.3 Full time employees accrue twelve (12) days of compensated sick th accrues from the date of employment at a rate of 1/26per pay period based on the above schedule. There is no compensated sick leave except that which accrues to the employee. If the employee needs additional time to recover from illness, the employee must use compensatory time or vacation leave. When vacation leave is exhausted, the employee may request time without compensation. A formal leave of absence must be approved by the Executive Dire 4.4 No portion of accumulated sick leave is paid to the employee upon termination of employment. 4.5 Eligible employees on sick leave during an observed holiday will holiday leave for the holiday. 4.6 Sick days are to be expended in thirty (30) minute increments. Any available compensatory time must be used prior to using sick time. 4.7 The Authority follows federal guidelines under the Family Medica 4.8 Employees may not use accrued sick leave for days which they are SECTION 5 Bereavement Leave 5.1 A maximum of three (3) consecutive working days may be authorized by the Executive Director or his or her designee for bereavement leave for a full time employee to attend the funeral of an immediate family member. Members of immediate family include spouse, parents, brothers, sisters, children, grandchildren, grandparents, parent-in-law or other relative who resides in the employees home. 5.2 Bereavement leave is not charged to vacation or sick leave. SECTION 6 Family Medical Leave Act 6.1 Eligible employees will be granted unpaid leave under the guidel Act (FMLA). To be eligible, employees must have been employed with the Authority for the last twelve (12) months, worked at least 1,250 hours within the past twelve (12) months and meet the qualifying criteria for leave under the Act. The leave may be taken, subject to eligibility requirements, as a single block of time or on an intermittent ba Up to twelve (12) weeks of time is allowed under FMLA within a twelve (12) month period. That twel starts with the first time an individual is eligible for leave u 6.2 Employees ordinarily must provide thirty (30) days advance notic foreseeable. 6.3 An employee must exhaust accumulated compensation time, sick and with taking of the FMLA. 6.4 The Authority will maintain an eligible employees health covera leave. The employee is responsible for maintaining payments towa benefits contribution while on leave. 6.5 Vacation, sick and personal leave time will not be accrued while 6.6 FMLA will run concurrently with Workers Compensation Benefits. 6.7 Adequate documentation is required to qualify for FMLA as determ their designee. 6.8 Failure to provide adequate documentation or return to work at the conclusion of the approved period may be cause for separation from employment. SECTION 7 Insurance 7.1 The Authority may provide access to insurance coverage as a bene Insurance coverage may include but is not necessarily limited to: insurance; dental insurance; life insurance; accidental death an-term disability; cancer insurance; short-term disability; long term care; and supplemental life insurance The Authority may or may not contribute to the payment of the pr 7.2 Any insurance provided by the Authority to its full time employe and conditions of the policy(s). The employee may add insurance coverage for a spouse or dependents in accordance with the terms of the policy. 7.3 The Board of Directors shall determine if Authority funds will be utilized to subsidize any insurance for full time employees or their eligible dependents. 7.4 All full time employees will be notified prior to the beginning of e insurance coverage that will be required to be paid by the emplo SECTION 8 Retirement Plan 8.1 The Authority may contribute to the North Carolina Local Government Employees' Retirement System plan and or a 401(k) Retirement Plan on behalf of eligible employees. 8.2 Any retirement plan provided by the Authority to eligible employees shall be governed by the terms and conditions of the plan. SECTION 9 Tuition Reimbursement 9.1 Full time Authority employees may be fully or partially reimbursed for educational expenses incurred and paid by the employee for education that benefits th 9.2 The approval of the Executive Director is required prior to enrollment in any educational course for which a full time employee seeks reimbursement. 9.3 Full time employees requesting tuition reimbursement must comple Form located on the Authority server and return it to the Executive Director prior to any reimbursement. Tuition reimbursement includes tuition, eligible fees, books, an course materials as approved by the Executive Director. 9.4 Employees may have 100% of tuition expenses paid by the Authority for classes that are specifically required for the performance of their job duties. 9.5 Each request for work related tuition payment or reimbursement m Authority Executive Director prior to enrollment in the course. 9.6 Successful completion of the course is a minimum requirement for partial or full any course, with a grade of A, B or Pass receiving 100% of the agreed upon grade of C receiving 50% of the agreed upon reimbursement. SECTION 10 Compensatory Time 10.1 Compensatory time may be granted in lieu of overtime pay if requ approved by the Executive Director or his or her designee in advance. Non-exempt employees will be credited at the rate of one and one-half (1½) times the "amount of hours worked" over their respective overtime thresholds in their respective pay cycle. Exempt employees will be credited at the rate of one (1) times the "amount of hours worked" over forty (40) hours in a workweek. Sick leave or vacation time taken in a work period will not count toward computing compensatory ti In no event shall the amount of compensatory time exceed the max except that in emergency situations, the Executive Director or his or her designee may approve additional compensatory time over and above the maximum allowed. compensatory time shall be set as follows: 1) Non-Exempt Employees - forty (40) compensatory hours, twenty-six point sixty-seven (26.67) actual hours worked 2) Exempt Employees - sixty (60) compensatory hours, sixty (60) actual hours worked 10.2 Employees may request and use compensatory leave time off in the requests. However, compensatory time must be exhausted before an be used. Employees shall be permitted to use such time off withi compensatory time off does not unduly disrupt the operations of Full time Operators, Dispatchers, and full time Customer Service Representatives, must request to use compensatory time at least forty-eight (48) hours in advance. Compensatory time will only be earned for valid work requirements. Compensatory time cannot be convenience of the employee or to create a flexible work schedule. All compensatory time shall be marked as such on official timesheets, both when it is earned anCompensatory time must be taken in thirty minute increments. The employee will be responsible for providing an accurate accounting of compensatory time earned and taken, and tExecutive Director and or his or her designee will approve all timesheets with compensatory time entries. The Accounting and HR Clerk will maintain compensatory time records. 10.3 Employees may not use accrued compensatory time for days which t SECTION 11 Overtime 11.1 It is Cape Fear Public Transportation Authoritys policy to comp Labor Standards Act (FLSA) and to prohibit improper deductions from pay, whether for or for any other reason. 11.2 The Executive Director and or his or her designee is assigned the responsibility to designate each Authority job class as exempt or non-exempt in accordance with the provisions of the Fair Labor Standards Act (FLSA). 11.3 Employees in an exempt job class will not be paid for hours workforty (40) hours in a work week. 11.4 Employees in a non-exempt job class who work more than forty (40) hours in a work week will be compensated at an overtime rate of one and one-half hours (1½) for every hour worked. 11.5 All overtime must be authorized in advance by the employees sup 11.6 Paid holidays or hours on which an employee does not physically sick leave, will not be counted as hours worked in computing overtime. Non-exempt employees who work overtime will be paid for all overtime incurred during the worked, unless permissions to convert to compensatory time is re 11.7 The Authority reserves the right to adjust work schedules to stay within the budget con. SECTION 12 Inclement Weather 12.1 If Authority operations are suspended or cancelled due to inclement weather, the Authority offers options to receive compensation. Administrative employees may c conditions permit. Should employees not be able to report to wo reporting lost time as sick leave, compensatory time, or vacation should the employee have such time accrued. ARTICLE 3 MISCELLANEOUS SECTION 1 Volunteers 1.1 The Authority may use volunteers. A volunteer is a person who undert Executive Director or his or her designee on behalf of the Authority such as speaking engagements, administrative duties and fundraising activities with no expecta including reimbursement for expenses. 1.2 Volunteers, although not Authority employees are to abide by the Professionalism and Conflict of Interest, Solicitation, Drug and Alcohol Use and Testing, Unlawf Harassment, Sexual Harassment and Miscellaneous Sections of this as employees. 1.3 Volunteers represent the Authority in their assignments. Volunteers shall keep the Executive Director or his or her designee informed of the progress and status of assignments. 1.4 Volunteers may not schedule any activity for the Authority or usof the Authority to sell or promote the volunteer or any other service. ARTICLE 4 GENERAL POLICIES SECTION 1 Travel 1.1 When it is necessary for an Authority employee or board member t meeting, conference, workshop, seminar or to otherwise conduct Authority business, the Authority will bear necessary and reasonable expenses relating to these ac 1.2 The Authority will pay all registration costs, including charges of a registration fee for a meeting, conference, workshop or seminar. 1.3 The Authority will pay round trip train, bus or coach class air fare to destination and transportation between airports, hotels, and activity sites. The use of economy priced rental cars may be allowed by the Executive Director or his or her designee when cost effective. All other required transportation related fees will be reimbursed by the Authority. 1.4 The Authority will pay employees on the basis of mileage for the use of their private auto, providing this cost does not exceed the cost of air travel. The Authority allowance is based on the IRS mileage reimbursement rate in place at the time of travel. Travel by Authority vehicles is required whenever available. Use of personal automobile requires approval of the Executive Director or his or her designee prior to travel if the employee is seeking mileage reimbursement. Parking fees will be reimbursed, however, any parking or speeding citations received while on Authority business are the responsibility of the employee. Use of an Authority owned or controlled vehicle is limited to employees and contract employees with a valid North Carolina driver license. Personal use of Authority owned or a controlled vehicle by an employee or contract employee is prohibited. Employees are responsible for ensuring that vehicles are clean a 1.5 The Authority will pay the actual cost of moderately priced out-of-town lodging, including gratuities, for the employee only. If an activity is being held at a hotel, lodging. The Authority will pay for per diem meal expenses without receipts. 1.5.1 Per Diem Rates are based on the NCDOT Travel Subsistence Reimbursement Rates which are compliant with NCGS 136-6(5). 1.5.2 It is expected that even if expenses greater than the per diem a employee, generally these expenses will be offset by other days re less than the per diem rate. However, if amounts higher than per diem rates are requested, th Executive Director or his or her designee must approve prior to travel. Reasons for exceeding the limits must be submitted with the expense report. 1.5.3 Meals or banquets, included in an activity's program where the employee has no practical control over the site or food selection, that exceed per diem am reimbursement on a case-by-case basis. Upon prior approval by the Executive Director or his or her designee, the Authority will pay reasonable extra costs for these meals only when a receipt is furnished and the expense justified on an prior approval. 1.5.4 Meals that are included in an events registration costs should not be claimed as a per diem expense. The Authority will only allow exceptions related to medical dietrestrictions. If employees opt to skip an event meal (that is included) and purch considered a personal choice and will not be covered by the Authority. 1.5.5 Employees may be reimbursed for meals for partial days of travel status and the partial day is the day of departure or the day of return. The following applies: 1)Breakfast: depart duty station prior to 6:00 a.m. and extend the workday by two (2) hours. 2)Lunch: depart duty station prior to 12:00 noon (day of departure station after 2:00 p.m. (day of return). 3)Dinner: depart duty station prior to 5:00 p.m. (day of departure station after 8:00 p.m. (day of return) and extend the workday b3) hours. 1.6 The Authority will pay expenses for extended overnight stay whenicant savings may be realized. Such extended stay must be specifically approved in advance by tExecutive Director or his or her designee and documented on the expense report. 1.7 The Authority will reimburse for incidentals such as a phone calccess (for business purposes). The employee will document the type of expenason for need (if applicable). The Authority will not pay for personal expenses that are unrela the travel. Expenses such as but not limited to alcoholic beverages, magazines, movies, premium TV channels, personal internet use and other entertainment will not 1.7.1 To request funds in advance, a prepayment requisition must be sub needed indicating the purpose of the travel, date, and location of the activity, the name(s) of the employee(s) and the applicable due date for payment. The request must be submitted at least two (2) weeks in advance of the anticipated need. 1.7.2 After the completion of the activity, all related expenses must working days to the Director of Finance & Administration by submitting an Expense Report. The official Authority expense report worksheet can be found on the Authority server. With the exception of meals that do not exceed the per diem rate, receipts or other documents will be required of all expenses as noted in this procedure. Employees are cautioned that the Authority may deny payment of any unreasonable expense or an expense. The approved Expense Report and attachments must be submitted to of Finance & Administration and or the Executive Director before occur. 1.7.3 If a receipt is lost for an expense greater than $10, a duplicate receipt must be obtained. If amount is less than $10, additional details must be provided on rt or other attached documents. Screen shots are allowable for any on-line transactions. Duplicate receipts are generally available from vendors and hotels upon re 1.7.4 If an advanced payment is authorized and reimbursement is due to the Authority, the employee must submit cash or check in the amount of the reimburs approved Expense Report within five working days after the compl Director of Finance & Administration. 1.8 The Executive Director or his or her designee shall approve, in advance, all requests to travel on Authority business and all expenses to be incurred relative to this travel. The Executive Director or his or her designee shall closely monitor expenses and question any unreasonable charges incurred. 1.9 The Director of Finance & Administration will review all travel related transactions, including the Expense Report, and advise the employee and the Executive Director of any deviations from these procedures. SECTION 2 Information Technology 2.1 The use of the Internet, Wi-Fi, & Smart Devices during work for personal use is a privilege. Excessive use of these media during working hours for personal use is not Social media for personal use, personal emails, chatting, texting and other forms of social mprohibited during working hours. Many positions with the Authority disallow the use of any electr during the course of normal duties and may be cause for termination. Operating non-revenue, Wave Transit vehicles while using a cell phone without a hands free device is prohibited and may result in termination. 2.2 The Internet is a valuable resource tool. Employees are encourag performance of their duties or to enhance their effectiveness. T systems as tools to accomplish work assignments. The use of the employees shall be responsible, professional, and consistent with Authority policies, applicable laws, and the employees job responsibilities. 2.3 Authority employees shall make no intentional use of Internet or malicious, or obscene manner. 2.4 Authority employees are responsible for disseminating accurate Authority information via the Internet. An employee must provide an electronic mail address al Authority employee responsible for making the information availa If requested, employees shall provide a reference for the information, its source, and the date a must be aware of, and at all times attempt to, prevent potential Internet. 2.5 Incidental use, i.e., use on an occasional basis, of an Authority owned information resource by Authority employees is permitted with the following restrictions 1)Employees shall not expect privacy or confidentiality as may oth technology. 2)Such use is subject to this policy including inspection and moni 3)Such use does not interfere with the employees performance of A efficient manner. 4)Such use does not interfere with the job performance or producti undermine the use of Authority resources for official purposes. 5)Incidental use of technology resources by an employee neither ex sponsorship or endorsement by the Authority. 6)Shall not be used to operate or promote a business for personal profit or gain. 7)Shall not be used in an illegal, improper, malicious, or obscene 8)Use of social networking sites and music, radio, or video stream 2.6 When sending or forwarding email, Authority employees shall iden accurately. Anonymous or pseudonymous posting is forbidden. 2.7 Harassing and other offensive communications and images are proh is not limited to, any derogatory transmission referencing a per origin, sex, age or disability. Offensive communications include derogatory transmission referencing a persons sexual orientatio derogatory, insulting defamatory or sexually explicit messages or images; obscene language; chain letters and jokes; and gossip of any kind. 2.8 Requests for Information Requests for information received electronically should be given that other verbal or written request are given. 2.9 Recordkeeping Electronic records are to be kept and maintained in accordance with NCGS Section 132. Violations of law, including copyright and trademark infringement, and the sen and pornography are prohibited. 2.10 Viruses All files, such as spreadsheets, databases and word processing d sources external to the Authority must be scanned for viruses. Software programs shall not be downloaded without prior approval of the Executive Director or his or her designee. This includes software, freeware or other Internet distributed software progra 2.11 System Security The Internet provides easy access to software distributed by com access does not indicate that the software is free or that it may be distributed fr software copyright and licensing laws and Authority IT policies The safety and security of the Authoritys network and resources are paramount the Internet. Employee passwords are confidential. An employee is responsible of user password(s). Employees are prohibited from using passwor stored communications or disclosing information or email messages unless authorized to do so. This regulation applies to the use of passwords or encryption keys as Email messages and other transfer of information via the Internet are not secur confidential communications via the Internet. Employees shall not use the Int sensitive information such as credit card information to any unsecured site. 2.12 All messages are records of the Authority. The Authority reserves the right tsclose all messages sent over its electronic mail system and to enter an em is a business need to do so or for any other purpose deemed appr to insuring the proper use of the system and compliance with these policies. 2.13 Notwithstanding any statement herein, or in any policy or in any Executive Director or his or her designee has the sole discretion to grant, transfer, suspend, or cancel an employees Internet access at any time for any reason. 2.14 Employees who receive a red light camera violation in a non-revenue, Wave Transit vehicle must report the violation to his or her immediate supervisor in a tim result in disciplinary action. It is the responsibility of the result of a red light camera a violation. Failure to do so may result in disciplinary action. SECTION 3 Personnel Records 3.1 Any person may have access to the information listed below for t examination, and copying, during Authority regular business hour as authorized by NCGS 132. Name Age Date of original employment or appointment to the Authority Current position and title Duties performed Current salary Dates and amount of most recent change in salary Date of most recent promotion, demotion, transfer, suspension, s position classification 3.2 Personnel Records are maintained by the Accounting and HR Clerk. Access to such information shall be governed by the following provisions: 3.2.1 All disclosures of records shall be documented by a written reco persons processing personnel actions) of the following informatioyee; information disclosed; date information disclosed; name and addr whom the disclosure is made; and name of person making disclosure. This information must be kept on file for a minimum of two (2) years. 3.2.3 Upon request, the record of disclosure shall be made available to the employee to whom pertains. 3.2.3 A person inspecting a personnel record may copy the information; photocopying facilities may be provided and the cost charged and 3.2.4 Any person denied access to the information listed in Section 12 right to compel compliance with these provisions by application other appropriate relief. 3.3 All information contained in an Authoritys employees personnel listed in Subsection 3.1 hereinabove will be maintained as confi inspection only in the following instances: 3.3.1 The employee or employees duly authorized agent may examine all portions of the employees personnel file, except (1) letters of reference solic (2) information concerning a medical disability, mental or physi would not divulge to the patient. 3.3.2 A licensed physician designated in writing by the employee may e employees medical records. 3.3.3 By order of a court of competent jurisdiction, any person may ex employees personnel file as may be ordered by the court. 3.3.4 An official of any agency of the State or Federal government, or State or Federal Government, may inspect any portion of a person information is deemed by the Executive Director or his or her designee to be necessary and essential to the pursuance of a proper function of the inspectin shall be divulged for the purpose of assisting in a criminal pro for the purpose of assisting in an investigation of the employee Executive Director or his or her designee may release the name, address and telephone number from a personnel file for the purpose of assisting in a c 3.3.5 An employee may sign a written release, to be placed with the employees personnel file, that permits the Executive Director or his or her designee to provide, either in person, by telephone, or by mail, information specified in the release to p educational institutions, or other persons specified in the release. 3.3.6 The Executive Director, with concurrence of the Board of Directors, may inform any per of the employment or non-employment, promotion, demotion, suspension or other disciplinary action, reinstatement, transfer, or dismissal of an reasons for the personnel action. Before releasing the information the Executive Director shall determine in writing that the release is essential to main the administration of Authority services or to maintaining the level and quality of This written determination shall be retained in the office of thExecutive Director, and is a record available for public inspection and shall become part of nel file. 3.3.7 Each individual requesting access to confidential information wi satisfactory proof of identity. 3.3.8 A record shall be made of each disclosure and placed in the employ SECTION 4 Cellular Telephones 4.1 The Authority may provide cellular telephones to employees for b telephones will increase the level of service provided to the Au level of safety for the employee, and/or satisfy legal requireme 4.2 Employees will use telephones responsibly and professionally. An be used for appropriate business purposes, such as furthering Au Authority telephone is inaccessible or if the call can not or should not wait until the employee has access to an Authority telephone. For example, when an Authority employee may use the cellular telephone to report emergency situ using free cellular calls whenever possible, e.g., 911 or *HP. 4.3 When a regular telephone is inaccessible, an Authority cell phon members that employee is working past normal working hours and h and to report the health, safety and welfare of the employee aft 4.4 Employees shall know the allowable number of minutes assigned to Employees will take measures to ensure minutes used are kept below the allowable assigned minutes whenever possible. (Example: checking voice mail message use minutes towards the cellular phones.) 4.5 Personal Use Certain personal calls are permitted, but shall be kept to a minimum and may require reimbursement. Such permitted calls are for the well being of th member or for personal business that requires immediate attentio otherwise use a regular telephone. No other personal calls are permitted. Per Internal Revenue Service bulletin 2009-23 and in accordance with §274 of the IRS Code, personal calls made on authority provided cellular telephones are considered income and must be c employees annual tax return. 4.6 Reimbursement Should reimbursement for personal use of an authority provided c the Executive Director or his or her designee, reimbursement in the amount per minute applicable at the time of use plus any other applicable charges shall be made by the employee in personal check to the Authority to reduce the charges to the cel reimbursement is to be made by the employee to the Authority on 4.7 Incoming Calls The Authority discourages the disclosure of cellular telephone n calls are discouraged unless the calls are part of the business Executive Director specifically directs the employee to encourage incoming calls for such purposes. 4.8 Monitoring Usage by the Executive Director The Authority monitors cellular telephone use and charges. The Executive Director, or his or her designee, reviews the detailed cellular telephone bill for the Authority each month for telephone usage patterns of employees. The Executive Director or his or her designee shall investigate any unusual or questionable patterns and takes appropriate action. The employee should take appropriate action to prevent damage and/or theft of the telephone equipment. 4.9 Managerial and supervisory positions may be eligible for cellula employees to use their personal cellular telephones for Authorited to submit an authorization form with the Finance & Administratio updates to changes in the with the cellular phone number to rema SECTION 5 Emergency Situations 5.1 The Executive Director is responsible for the Authoritys response to emergency situations. Should the Executive Director be unavailable, his or her designee shall be responsible. 5.2 Should inclement weather pose driving conditions that may be hazExecutive Director may temporarily suspend scheduled transit service until the Executive Director determines that the hazardous conditions have subsided. 5.3 Should an emergency situation warrant the need for the Authority employees will come under the direction of the Authoritys Continuity of Operations Plan and the New Hanover County Emergency Operations Plan. 5.4 Working during times of services suspension or emergency situati part of your job requirement, failure to meet this requirement when called upon maybe cause for immediate termination. SECTION 6 Time Sheets 6.1 In order to document employee hours worked, it will be necessary Authority complete a timesheet for each pay period. The timesheet will indicate the number of hours worked for each day in the pay period. The timesheet will be signed by the employee and his/her supervisor at the end of each pay period. The timesheets will serve as the source documents to the payroll. 6.2 Time sheets must be turned into the Finance Department no later than Monday before the scheduled payday or earlier as requested by the Finance Departme 6.3 Falsifying time sheets may be cause for termination. SECTION 7 Drug Free Workplace and Drug and Alcohol Policy 7.1 The federal Drug-Free Workplace Act of 1988 requires that employers receiving fed and contracts establish drug-free workplaces policies. The Authority has adopted Drug Free Workplace and Drug and Alcohol policies. SECTION 8 Access Cards 8.1 Most Authority facilities are equipped with RFI card access. Ea and as an access card to Authority facilities that are access co 8.2 Each card will have the employees picture, first initial and la employee ID number displayed on the front of the card. Card must be clearly visible should not be kept in pockets, bags, etc. 8.3 Access cards are programmed to allow access to specific areas during des employee groups. Access to the building will be determined by th schedule. Employees are not permitted to lend their access card to another-employee to access areas of the building. Non-employees are not permitted in restricted areas at any time. Any employee found to be misusing access privileges will have their and face disciplinary action. 8.4 If card is lost or damaged, employees are to notify their supervon of a lost card, all access to the card will be discontinued. A c before a new card is issued. Employees may be required to pay a fee of $10 for a replacement card, if the card is lost, damaged or stolen. The replacement fee must be paid to Wave Board & Customer Service Clerk. BUDGET ORDINANCE Cape Fear Public Transportation Authority ORDINANCE MAKING APPROPRIATIONS FOR THE FISCAL YEAR BEGINNINGJULY 01, 2014 BE IT ORDAINED: That the following appropriations are hereby made by the Cape Fear Public Transportation Authority, and that the following revenues are anticipated to be available during the fiscal year to meet these appropriations. Operating Appropriations General Operating Expenses $ 8,472.006 Operating Revenues Passenger Fares $ 1,072,000 FTA 5303 46,000 FTA 5307 2,816,694 FTA 5316 136,000 FTA 5317 181,500 NCDOT CTP 186,150 New Hanover County Department of Aging 35,000 New Hanover County DSS (Van) 620,000 New Hanover County DSS (Work First) 18,000 Other Agencies 17,500 City of Wilmington 1,285,000 NCDOT SMAP 640,000 New Hanover County 275,000 NCDOT  ROAP 204,000 Brunswick Consortium 91,875 UNCW 820,000 Other Income 72,587 Less: Capital Match (45,300) $ 8,472,006 Total Operating Revenues Monthly Passenger Summary April 2014 Total Passengers Fixed Route 140,000 180,000 160,000 120,000 140,000 100,000 120,000 80,000 100,000 80,000 60,000 60,000 40,000 40,000 20,000 20,000 0 0 Seahawk Shuttle Paratransit 60,000 50,000 40,000 30,000 20,000 10,000 0 Passengers by Route April 2014 Fixed Route PassengersTransfers No. Name TOTAL 96,03211,650 UNCW UNCW Total 43,275 Para-Transit Services Para-Transit Total 4,334 TOTAL PASSENGERS 143,641 MONTHLYFiscal Year to Date FIXED ROUTE This Month % Change Ridership Statistics Current% ChangeCurrentPrior Last Year Total Bus/Trolley Passenger Trips 96,032 96,301-0.28% 925,751 1,036,152-10.65% Total UNCW Passenger Trips 43,275 41,2424.93% 330,810 298,63910.77% Total Fixed Route Passenger Trips 139,307 137,5431.28% 1,256,561 1,334,791-5.86% Average Weekday Passenger Trips 5,817 5,6662.67% Average Saturday Passenger Trips 2,164 2,208-1.99% Average Sunday Passenger Trips 978 9770.10% Operating Statistics - Fixed Route Total Revenue Miles 115,661 104,36910.82% 1,027,175 965,3056.41% Total Revenue Hours 8,490 8,2932.38% 73,705 67,9688.44% Accidents Non Preventable 3 -300.00% 18 11 63.64% Accidents Preventable - 1-100.00% 11 14 -21.43% Passenger Trips/Revenue Mile1.201.32-8.75%1.221.38-11.53% Passenger Trips/Revenue Hour16.4116.59-1.09%17.0519.64-13.19% Operator Overtime 1.57%3.51%-55.27% Farebox Revenue $81,283$79,3992.37%$815,385$710,21714.81% Average Fare per Bus Passenger$0.85$0.822.66%$0.88$0.6928.50% PARATRANSITMONTHLYFiscal Year to Date This Month % Change Ridership Statistics Current% ChangeCurrentPrior Last Year Total ADA Passenger Trips1340115016.52%118901041814.13% Total Non ADA Passenger Trips29943721-19.54%2919534328-14.95% Total Paratransit Passenger Trips43344871-11.02%4108544746-8.18% Average Weekday Passenger Trips190224-15.18% Average Saturday Passenger Trips382740.74% Average Sunday Passenger Trips56-16.67% Operating Statistics - Paratransit Total Revenue Miles3624946697-22.37%325617331845-1.88% Total Revenue Hours19122381-19.70%1560316314-4.36% Accidents Non Preventable000.00%5366.67% Accidents Preventable30300.00%6450.00% Passenger Trips/Revenue Mile0.120.14-12.02%0.130.19-32.76% Passenger Trips/Revenue Hour2.272.47-8.37%2.633.21-18.01% Operator Overtime 2.70%1.80%50.00% WavePool Passengers2071927.81%2264N/AN/A Revenue Miles502349291.91%47280N/AN/A Revenue Hours8286-4.65%749N/AN/A Special Services Greyhound Ticket Revenue$3,619$2,90324.66%$27,383$37,115N/A Amtrak Passengers On and Off20485140.00%1413382N/A Cape Fear Public Transportation Authority Statement of Operating Position Date : 7/1/2013 - 4/30/2014 Budget Scenario : 2014 (2) (Board Adopted Budget Revised) ActualBudget Variance83%Annual GL account Operating revenues Farebox revenues 998,828976,66722,16185.22%1,172,000 Passes 187,236191,667-4,43181.41%230,000 Contracted services 908,626861,78346,84387.86%1,034,140 Total: Operating revenues 2,094,6902,030,11764,57385.98%2,436,140 Operating expenses Salaries and wages 2,838,7813,045,867207,08677.67%3,655,040 Taxes and benefits 1,133,5461,198,50064,95478.82%1,438,200 Fuels and lubricants 883,931912,33328,40280.74%1,094,800 Maintenance 303,096391,57888,48264.50%469,893 Communications 49,01951,2502,23179.71%61,500 Tires 50,10483,33333,22950.10%100,000 Professional services 304,180341,47337,29374.23%409,767 Other services 52,50668,08315,57764.27%81,700 Utilities 39,12643,3334,20775.24%52,000 Insurance 691,182584,583-106,59998.53%701,500 Office supplies and expenses 22,48026,1673,68771.59%31,400 Marketing 42,26739,583-2,68488.98%47,500 Other expenses 84,247101,41717,17069.23%121,700 Total: Operating expenses 6,494,4656,887,500393,03578.58%8,265,000 Nonoperating revenues Subsidies Federal grants2,240,5502,672,730-432,18069.86%3,207,276 State grants939,762745,111194,651105.10%894,133 Subsidy from primary government1,558,0001,298,333259,667100.00%1,558,000 Subsidy from other governments91,87576,56315,313100.00%91,875 Local Government Pledged to Capital0-10,35310,3530.00%-12,424 Other Income73,17075,000-1,83081.30%90,000 Total: Subsidies 4,903,3574,857,38345,97484.12%5,828,860 Net Results 503,582 Cape Fear Public Transportation Authority.Page 1 of 15/13/2014 10:46 AM Cape Fear Public Transportation Authority Operations Center Project Update May 2014 Construction An unseasonably dry May produced a very productive month for con area has been erected with the exception of the roof decking whi on the first floor and underway on the second floor. Rough-in plumbing, electrical and HVAC continue. The slab in the maintenance area was poured in early May and the-engineered metal building is being erected. Interior block masonry throughout both sections of the The bus wash building slab has been poured. Curb and guttering continue to be poured and the majority of the site at grade. Underground utilities for natural gas to service the June and the parking areas will be paved shortly thereafter. Overall, the pro for completion in November 2014. Compressed Natural Gas (CNG) Fueling Station Design of the CNG fueling station was delayed due to coordinatio the diesel and gas fueling station. The diesel and gas station design documents have been submitted design documents are still on target to submit for permitting in underground utilities for the CNG station are on schedule to be installed June. Change Orders The total cost of May change orders is a credit of $11,443. Thi installed at the fuel island. The original design for the reels was incomple fluid dispensing system were unanswered. Also included in the c vehicle lifts, additional geogrid fabric for soil stabilization Budget The budget continues to tighten as ancillary costs are identifie .97% or $131,133 at the end of May. This amount reflects the above referenced ch RESOLUTION _____________________________________________________________________ RESOLUTION AUTHORIZING THE EXECUTION AND FILING OF UNITED STATES DEPARTMENT OF TRANSPORTAION/FEDERAL TRANSIT ADMINISTRATION GRANT AGREEMENTS, GRANT APPLICATIONS, AND OTHER REQUIRED DOCUMENTS WHEREAS WHEREAS WHEREAS NOW, THEREFORE, BE IT RESOLVED RESOLUTION _____________________________________________________________________ FEDERAL TRANSIT ADMINISTRATION SECTION 5310 PROGRAM RESOLUTION WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS NOW THEREFORE, BE IT RESOLVED RESOLUTION _____________________________________________________________________ RESOLUTION REQUESTINGAPPROVAL TO CONTRACT FOR MOTOR VEHICLE FUEL WHEREAS WHEREAS WHEREAS, WHEREAS WHEREAS, NOW THEREFORE, BE IT RESOLVEDTHAT RESOLUTION _____________________________________________________________________ RESOLUTION REQUESTING LOCAL MATCHING FUNDS WHEREAS WHEREAS WHEREAS, WHEREAS WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, NOW THEREFORE, BE IT RESOLVEDTHAT Cape Fear Public Transportation Authority High Priority Amenity Locations Prioritized Shelter Replacements Bus Stop Location Route(s) Shelter Quantity 101 and all 200 series routes 3 Downtown Transfer Station 105/106/209 2 Independence Mall Transfer Station Market St. (EB) and Kerr Ave. 101/106/108 1 (Food Lion Shopping Center) Front St. (NB) and Castle St. 201/205 1 (Solomon Towers) 101 1 Sigmon Rd. (EB) at WalMart Shopping Center 101 1 th 4 St. (SB) at MedNorth Health Center 17 th St. (NB) at New Hanover County Health 205 1 Department 5 th St. (SB) and Castle St. 202 1 (Halls Drug Store) Wrightsville Ave. (WB) at Cape Fear Memorial 103 1 Hospital Carolina Beach Rd. (SB) and Shipyard Blvd. 106/201 1 (Roses Shopping Center) Dawson St. (EB) and 9 th St. 202/209 1 (Jervay Housing Complex) 101 1 th Rankin St. (EB) and 11 St. 104/105/108 1 Market St. (EB) and Covil Ave. (CVS Store) Independence Blvd. (NB) and Park Ave. 105/106/202 1 (Hanover Shopping Center) 203/207 1 Front St. (NB) and Harnett St. (PPD) Total Replacement Shelters 18 Prioritized Shelter Additions for Existing Bus Stops Bus Stop Location Route(s) Comments Shelter was removed due to th South 17St. (WB) and John D. Barry Dr. 201unrepairable damage 103/107/UNCW Existing sidewalk network at South College Rd (SB) at Harris Teeter Green current location South College Rd. (SB) and Randall Pkwy. Existing sidewalk network at (Halloween and More Store) 103/104/107current location Concrete pad installed at this location with the widening of Randall Pkwy. project. High concentration of individuals with Randall Pkwy. (WB) at Brailsford Dr. 104disabilities. Bench and existing sidewalk 16th St. (SB) at New Hanover Medical Group 105/205/209network at current location Existing sidewalk network at Independence Blvd. (NB) and Converse Dr. 105/106/209current location High concentration of elderly individuals and individuals with th Nixon St. (WB) and 5 St. 101disabilities Bench and existing sidewalk th 17 St. (SB) at Hospital Plaza 202network at current location Randall Pkwy (WB) at Vocational Rehab High concentration of individuals Building 104with disabilities Market St. (EB) at Lullwater Dr. Existing sidewalk network at (Miller Motte College) 101/104/106/108current location Dawson St. (EB) at 5 th St. Existing sidewalk network at (Urgent Care Family Practice) 202current location Independence Blvd. (NB) and Canterbury Dr. Existing sidewalk network at (Alderman Elementary School) 105/106/209current location Encroachment agreement with the City already secured for this st 41 St. at Hoggard High School 202location Nixon St. (WB) and 8 th St. (DC Existing sidewalk network at Virgo Middle School) 101current location Total New Shelters 14 Prioritized Bench Replacements and Additions for Existing Bus Stops Bus Stop Location Route(s) Comments Market St 101/106/108Red Roof Inn Market St 101/105/108Budgetel Inn Market St 105/106/108Church's Chicken Treman and Treman Family 16th St 105/202Dentist 16th St 105/202/205/209New Hanover Medical Group NHRMC (Women's and Children's 17th St 105/202/205Center) Covil Ave 106Willow Pond Apartments Market St 108Port City Java Carolina Beach Rd201Residential Carolina Beach Rd 201Hardee's Carolina Beach Rd 201Monkey Junction Pit Stop Carolina Beach Rd 201Legion Stadium Carolina Beach Rd 201Bank of America 17th St. 202Hospital Plaza Castle St 202Residential Total New Benches 15