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Home My WebLink AboutWAVE Agenda Packet 08 28 14 Cape Fear Public Transportation Authority A regularly scheduled meeting of the Cape Fear Public Transporta Thursday, August 28, 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)Recognition of outgoing Authority member Cpt. David Scheu 5)Introduction of new Authority member 05 minutes 6)Introduction of new employee 7)Public Comment Period 10 minutes 8)Consent agenda 10 minutes 1.Approval of minutes from the July 24, 2014 regular meeting (p. 3) 2.Policy manual update (p. 3.Agreement with NCDOT for four Paratransit vehicles 4.Agreement with NCDOT for FY 2015 Community Transportation Progra 5.Agreement with NHC for funding 6.Agreement with NHC Senor Resource Center for transportation services 9)Committee Reports 30 minutes Executive Committee, Mr. Jeff Petroff, Chairman FTA Triennial Review (p. Committee appointments Planning & Operations Committee, Mr. Henry Adams, Chair July 2014 operating & statistical reports (p. Finance & Budget Committee, Mr. Bill Bryden, Chair July 2014 financial statement Facilities Committee, Mr. Jeff Petroff, Chair Operations center update (p. August change orders (p. August purchase orders (p. 10)Staff report 10 minutes Non-Emergency Medical Transportation (NEMT) FY 2015 NC State budget FTA §5310 Elderly and Disabled Program Funding contingency plan (p. Carolina Beach funding resolution (p. 11)Executive Session - Executive Director Evaluation (pursuant to NCGS § 143-318.11(6) this item may be discussed in closed session) 10 minutes 12)New business 13)Old business 05 minutes 14)Adjournment Authority offices will be closed and no bus service will be prov observance of Labor Day. The next regular meeting of the Authority is scheduled for Thursday, September 25, 2014 at 12:00 pm in the Forden Station Board Room. CONSENT AGENDA The following items are attached for consideration. A brief exp follows: 1)Approval of minutes from July 24 , 2014 regular meeting (p. 3) 2)Policy Manual Update (p. Following review of the current vacation policy, staff recommend language. Approval of the modification is recommended. 3)Agreement with NCDOT for four (4) Paratransit vehicles The Authority has been awarded 90% funding for four (4) replacem the NCDOT Community Transportation program. Funding for the project is as follows: Total - $189,080; FTA - $151,264; NCDOT - $18,908; Local - $18,908. All four vehicles scheduled for replacement have exceeded their useful life and are fully deprec matching funds are being provided through the FY 2014-15 MOU between the Authority and New Hanover County Department of Social Service. Due to the size of uploaded to the following URL for review: http://www.wavetransit.com/Portals/0/documents/15-AR-052.pdf. Approval of the contract with NCDOT is recommended. 4)Agreement with NCDOT for FY 2015 Community Transportation Progra The Authority has been awarded administrative operating funding for FY 2015. Funding for the project breaks down as follows: Total - $217,481; FTA - $173,984; NCDOT - $10,874; Local - $32,623. The revenues are included in the adopted FY 2015 budget. Due to the size of the agreement, it has been uploaded to the followURL for review: http://www.wavetransit.com/Portals/0/documents/15-CT-052.pdf. Approval of the contract with NCDOT is recommended. 5)Agreement with NHC for funding For consideration is an Outside Funding Agreement between the Authority and New Hanover County. The agreement is for $275,000 in operating assistance a establishment of a fund balance. An additional 25% contributionment of a fund balance of the Authority is scheduled for FY 2016. The remainin balance is being provided by the City of Wilmington over FY 2015The agreement is available at the following URL for review: http://www.wavetransit.com/Portals/0/documents/NHC_2015.pdf. Concurrence authorizing the Authority Chairman to enter into the agreement is recommended. 6)Agreement with NHC Senor Resource Center for transportation services A transportation agreement with New Hanover County to provide servi Resource Center is included for consideration. The agreement fo Transit to provide transportation services in coordination with the Center. The agreement available at the following URL for review: http://www.wavetransit.com/Portals/0/documents/SRC_2015.pdf. Concurrence authorizing the Authority Chairman to enter into the agreement is recommended. Cape Fear Public Transportation Authority MINUTES OF THE CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY July24, 2014 Mr. Jeff Petroff, Chairman, Presiding MEMBERS PRESENT Mr. Jeff Petroff, Chairman Mr. Chris Hawkins, Vice Chairman Mr. Henry Adams Mr. Bill Bryden Mr. Kevin O’Grady Mr. David Scheu Mr. Beck Smith MEMBERS ABSENT Mr. Don Betz, Secretary Mr. Jonathan Barfield Mr. Euran Daniels STAFF PRESENT Mr. Albert Eby, Executive Director Ms.Megan Matheny, Director of Planning & Development Mr. Joe Mininni, Director of Finance & Administration Ms. Jean Smith, Director of Operations Ms. Kathy Williams,Board and Customer ServiceClerk CONTRACT MANAGEMENT STAFF PRESENT Mr. Andy Olsen,Olsen Law Firm, Attorney Mr.Chris Greenman, Fixed Route Operations Manager Mr. Jeremy Miller, Maintenance Manager Mr. Howard Gardner, Fixed Route Operator Ms. Yzosne Riley, Fixed Route Operator GUESTS PRESENT Ms. Suraiya Rashid, WMPO Mr. Ricky Meeks, Citizen Ms. Anne K. Ryan, Citizen CALL TO ORDER Mr. Petroffcalled the meeting to order at 12:03 pm The meeting began with a moment of silence followed by the reciting of the Pledge of Allegiance PUBLIC COMMENT Mr. Petroffopened the public comment period Mr. Meeks congratulated the board on the Authority’stenyear anniversary Mr. Meeks inquired ifoperatorsareauthorized to call 911 ifthey have acell phone Mr. Meeks also inquired as to whether or not the customer service reps could look up bus stops on the computer Hearing no further comments, Mr. Petroffclosed the public comment period CONSENT AGENDA Mr.Petroffpresented the July2014consent agenda for approval Mr. O’Gradymade a motion to accept items 1,2,5 and6 Mr. Bryden seconded the motion and the motion carried Mr. Petroff openedItem 3, purchase order for (4) Paratransit vehicles,and Item 4, purchase order for (1) Paratransit vehicle, for discussion Mr. O’Grady stated he was pleased to see New Hanover County Department of Social Services providingthe local matchfor the Paratransit vehicles Mr. O’Grady stated he was also pleased that UNCW is now contributing local match toward the replacement of the Seahawk Shuttles Mr. O’Grady questionedwhy the City of Wilmington is assisting with a local matchfor purchase of a Paratransit vehicle Mr. Eby explained that two Paratransit vehicles are required to be provided as complementary service for the fixed routes to be compliant with ADA The two vehicles operate the DART Paratransit program Mr. Hawkins inquired as to why the local match is90% for Item 3andthelocal match for Item 4, is 80%even though the vehicle type for each Item is the same Mr. Eby replied that the vehicles are being funded with different grants which have different requirements Mr. Petroff asked if larger vans could be purchased Mr. Eby stated that it is possible, but the Authority would have to bid the vehicles independently This would minimize the purchasing advantages of the NCDOT contract Mr. O’Grady made a motion to accept Item 3, purchase order for (4)Paratransit vehicles and Item 4, purchase order for (1) Paratransit vehicle Mr. Bryden seconded the motion and the motion carried PUBLIC HEARING ON FTA SECTION 5317 NEW FREEDOM GRANT PROGRAM Mr. Petroff opened the public hearing for the FTA section 5317 New Freedom grant program Mr. Eby stated the FTA section 5317 New Freedom is a programaimed to provide additional tools to overcome barriers facing individuals with disabilities Mr. Eby stated, if approved, the grant would allow the Authority to install eight (8) shelters at high priority bus stop locations within the city limits which had a high number of elderly and disabled passengers Hearing no comments from the public, Mr. Petroff closed the public hearing EXECUTIVE COMMITTEE Mr. Petroffstated the committee did not meet and would postponethe Executive Director’s evaluationandcommittee appointments until the August 28, 2014 meeting Mr. Petroff stated that he and Mr. Eby met with theCarolina Beach Town Council who will consider contributing$8,500 to help support Route 301Pleasure Island PLANNING& OPERATIONS COMMITTEE Mr. Petroff recognized Mr. Adams topresentthe committee report Mr. Adams stated that overall ridership at the end of FY14 wasdown by 4.4% A 5.8%increase in ridership for June 2014 compared to June 2013demonstrated positive growth at the end of the fiscal year Mr. Adamsstated the Authority has received roughly $27,000 in advertising revenue for CY14 Mr. Adams indicated the Rotary ClubCape Fearis sponsoring a bench and trash receptacle at th the bus stoplocated at 5St. and Meares St. and the project is scheduled to be completed by the beginning of September Mr. Adams reported thatone of the new vanpool vans went into service and the second vehicle is scheduled to go into service mid-August Mr. Adams revealed the exterior woodwork on one of the trolleyswas completed and the second trolley is currently being refinished Pictures of the exterior woodwork for the trolley werepresented Mr. Adams indicated the banner proofsfor the trolley stopswill be presented to the committee for comment during the August meeting Mr. O’Grady suggested potential expansion of trolley service to outlying downtown areas such as Castle St. FINANCE & BUDGET COMMITTEE Mr. Petroffrecognized Mr. Bryden to give the committee report Mr. Bryden statedthe Junereportwill be available when the auditorscomplete the annual financial statement Mr. Bryden said the budget was met for the fiscal year Mr. Bryden stated the committee is requesting feedback from the board as to how they would like the monthly budget report to be presented FACILITIES COMMITTEE Mr. Petroff stated the maintenance and operations facilityis on schedule and pictures of the progress of the building were presented Mr. Petroff presented a change order in the amount of $7,500 for additional materials testing Mr. Petroff said the $7,500 change order is an amendment to the current contract with ECS No second was needed and the motion carried Mr. Petroff presented purchase orders for the month of July which were $50,980.00 for audio visual, $61,541.29 for thecard reader system, and $60,230.27 for the fuel management system Mr. O’Grady asked for an overview of the projects which Mr. Eby provided No second wasneeded and the motion carried STAFF REPORT Mr. Petroffrecognized Mr. Eby to present the staff report Mr. Eby providedan update on Non-Emergency Medical Transportation (NEMT) Mr. Eby gave a brief update on the FY2015 NC State budgetand Moving Ahead forProgress in st the 21Century (MAP- 21) Mr. Eby provided abrief update on the status of the multimodal transportation center Mr. Eby said an architect has been retained by NCDOT to stabilize the buildings MAKING WAVESFOUNDATION Mr. Bryden gave a brief update on the activities of the Making Waves Foundation He stated three (3) grantrequests were received and two (2) were approved by the board Mr. Bryden stated the Big Buddy Program was granted bus passes foryouth to participate in a bus ride scavenger huntevent scheduled for September Mr. Bryden thanked the board on behalf of the Making Waves Foundation for free advertisement on the exterior of two of the buses NEWBUSINESS No new business OLDBUSINESS Mr. Scheu stated he would follow through with the execution of the Interlocal agreement between the City and County ADJOURN Mr.Scheumade a motion to adjourn the July 24, 2014board meeting Mr. Adamsseconded and the motion carried SCHEDULING OF NEXT MEETING The Authority’s next meetingis scheduled for August 28, 2014at 12:00 pm in the Forden Station Board Room Respectfully Submitted, Albert Eby Executive Director /kw/mm Adopted (current) Full time employees accrue ten (10) days of compensated vacation years of employment, twelve (12) days during the thirdto fifth year of employment, fifteen (15) days between five and ten years of employment, and twenty (20) days after ten year th Vacation leave accrues from the date of employment at a rate of per pay period based on the above schedule. No more than five (5) days vacation may be carr from one calendar year to another. Employees are not compensated for unused vacation time. Revised (effective July 01, 2014) Full time employees accrue ten (10) days of compensated vacation years of employment, twelve (12) days during the forth to fifth year of employment, fifteen (15) days between six and ten years of employment, and twenty (20) days after ten year th Vacation leave accrues from the date of employment at a rate of per pay period based on the above schedule. No more than five (5) days vacation may be carr another. Employees are not compensated for unused vacation time. Adopted at a regular meeting on: By: August 28, 2014 _____________________________ Jeff Petroff, Chairman Attest: _____________________________ Don Betz, Secretary Response Date Review AreaFindingDeficiencyCorrective Action DateClosed 1.Financial D-106Insufficient tracking of Submit to FTA Region IV implemented January grant balances20, 2015 Management policies and procedures for tracking and Financial drawdownsby ALI and provide Capacity evidence that WAVE’s financial system allows grant balances to be tracked accurately. D-276Ineligible expenses Submit to FTA Region IV implemented January charged against grant20, 2015 procedures for documenting ECHO draws. 2.Technical D-122Incorrect FFR reportingSubmit to FTA Region IV FFRs that January Capacity 20, 2015 include missing and incorrect information for the current quarter and provide implemented, updated policies and procedures for including all required information in future reports 3.Maintenance ND 4.ADA ND 5.Title VI ND 6.ProcurementND 7.DBEND 8. Legal ND 9.Satisfactory ND Continuing Control 10.Planning/ POP ND 11.Public ND Comment on Fare Increase and Major Service Reductions 12.Half Fare ND 13.Charter BusND 14.School BusND 15.SecurityND 16.Drug-Free ND Workplace/ Drug and Alcohol Program 17.EEOND Monthly Passenger Summary July 2014 Total Passengers Fixed Route 120,000100,000 90,000 100,000 80,000 70,000 80,000 60,000 60,00050,000 40,000 40,000 30,000 20,000 20,000 10,000 00 JulJul 2013/20142013/2014 96,54090,758 2014/20152014/2015 94,39088,831 ChangeChange -2.23%-2.12% Seahawk Shuttle Paratransit 900 6,000 800 5,000 700 - 600 4,000 500 3,000 400 300 2,000 200 1,000 100 0 Jul 0 Jul 2013/2014 823 2013/2014 4,959 2014/2015 453 2014/2015 5,106 Change -44.96% Change 2.96% Passengers by Route July 2014 Fixed Route PassengersTransfers No. Name 101Princess Place15,5862,196 103Oleander East6,086997 104Northeast5,230862 105Medical Center7,115885 106Shipyard Blvd5,966766 107College Road2,409322 108Market Street5,370640 201Carolina Beach Road8,981984 202Monkey Junction6,413668 203Trolley5,214 204Brunswick Connector1,957214 205Longleaf Park7,248713 207North2,927468 209Independence7,207756 301Pleasure Island1,122 TOTAL 88,83110,471 UNCW 701Blue 712Teal 702Green 703Red 704Yelow 705Loop193 706Point to Point 707Red Express 709Loop Express 166 710CMS94 UNCW Total 453 Para-Transit Services ADA Passengers 1,275 Non-ADA Passengers 3,831 Para-Transit Total 5,106 TOTAL PASSENGERS 94,390 MONTHLYFiscal Year to Date FIXED ROUTE This Month % Change Ridership Statistics Current% ChangeCurrentPrior Last Year Total Bus Passenger Trips 83,617 84,645-1.21% 83,617 84,645-1.21% Total Trolley Passenger Trips 5,214 6,113-14.71% 5,214 6,113-14.71% Total UNCW Passenger Trips 453 823-44.96% 453 823-44.96% Total Fixed Route Passenger Trips 89,284 91,581 -2.51% 89,284 91,581 -2.51% Average Weekday Passenger Trips 3,455 3,564-3.06% Average Saturday Passenger Trips 2,286 1,87421.99% Average Sunday Passenger Trips 1,032 88416.74% Operating Statistics - Fixed Route Total Revenue Miles 94,756 93,4501.40% 94,756 93,4501.40% Total Revenue Hours 6,377 6,3500.42% 6,377 6,3500.42% Accidents Non Preventable 110.00% 1 10.00% Accidents Preventable1 10.00% 1 10.00% Passenger Trips/Revenue Mile 0.94 0.98-3.85%0.940.98-3.85% Passenger Trips/Revenue Hour 14.00 14.42-2.92%14.0014.42-2.92% Operator Overtime 0.92%5.68%-83.80% Farebox Revenue $ 79,234$ 88,081-10.04%$79,234$88,081-10.04% Average Fare per Bus Passenger$ 0.95$ 1.04-8.94%$0.95$1.04-8.94% PARATRANSITMONTHLYFiscal Year to Date This Month % Change Ridership Statistics Current% ChangeCurrentPrior Last Year Total ADA Passenger Trips1,2751,2412.74%1,2751,2412.74% Total Non ADA Passenger Trips3,8313,7183.04%3,8313,7183.04% Total Paratransit Passenger Trips5,1064,9592.96%5,1064,9592.96% Average Weekday Passenger Trips24621912.33% Average Saturday Passenger Trips393030.00% Average Sunday Passenger Trips57-28.57% Operating Statistics - Paratransit Total Revenue Miles38,58540,995-5.88%38,58540,995-5.88% Total Revenue Hours2,0412,124-3.91%2,0412,124-3.91% Accidents Non Preventable000.00%63100.00% Accidents Preventable00100.00%94125.00% Passenger Trips/Revenue Mile0.130.129.40%0.130.129.40% Passenger Trips/Revenue Hour2.502.337.15%2.502.337.15% Operator Overtime 3.70%2.90%27.59% WavePool Passengers23820217.82%23820217.82% Revenue Miles5,1364,8236.49%5,13648236.49% Revenue Hours88862.33%88862.33% Special Services Greyhound Ticket Revenue$1,599$2,847-43.84%$1,599$2,847-43.84% Amtrak Passengers On and Off29316973.37%29316973.37% Cape Fear Public Transportation Authority Statement of Operating Position Date : 7/1/2014 - 7/31/2014 Budget Scenario : 2015 (1) (Board Adopted Original) Annual ActualBudget Variance8% GL account Operating revenues Farebox revenues 70,445 102,667 (32,222)5.72% 1,232,000 Passes 15,179 20,000 (4,821) 6.32% 240,000 Contracted services Fixed Route 1,315 35,000 (33,685)0.31% 420,000 Para-Transit 61,034 57,542 3,4928.84% 690,500 Total: Operating revenues 147,973 215,208 (67,235)5.73% 2,582,500 Nonoperating revenues Subsidies Federal grants - 279,616 (279,616)0.00% 3,355,394 State grants - 71,246 (71,246)0.00% 854,950 Subsidy from primary government City of Wilmington 1,285,000 107,083 1,177,917 100.00% 1,285,000 New Hanover County - 22,917 (22,917)0.00% 275,000 Subsidy from other governments 91,875 7,656 84,219100.00% 91,875 Local Government Pledged to Capital - (3,775) 3,7750.00% (45,300) Other Income 8,403 6,049 2,35411.58% 72,587 Total: Subsidies 1,385,278 490,792 894,48623.52% 5,889,506 Total: Revenues and Subsidies 1,533,251 706,001 827,25118.10% 8,472,006 Operating expenses Salaries and wages Fixed Route 142,167 263,895 121,7284.49% 3,166,740 Para-Transit 17,726 45,987 28,2613.21% 551,838 Taxes and benefits Taxes 11,592 23,957 12,3654.03% 287,479 Benefits 38,156 81,735 43,5793.89% 980,823 Fuels and lubricants 45,795 101,524 55,7293.76% 1,218,283 Maintenance 10,562 42,500 31,9382.07% 510,000 Tires 11,667 11,6670.00% 140,000 Communications & Utilities 347 11,058 10,7110.26% 132,700 Professional services 35,456 35,4560.00% 425,466 Other services 920 6,958 6,0381.10% 83,500 Insurance Liability & Property 83,632 22,332 (61,300)31.21% 267,979 Auto 40,741 24,756 (15,985)13.71% 297,071 Worker Comp 39,185 16,245 (22,940)20.10% 194,942 Office supplies and expenses 139 3,425 3,2860.34% 41,100 Marketing 3,858 3,8580.00% 46,300 Other expenses 1,144 10,649 9,5050.90% 127,785 Total: Operating expenses 432,106 706,001 273,8955.10% 8,472,006 Net Results 1,101,145 Fund Balance Contributions City of Wilmington 157,822 157,822 - 157,822 New Hanover County - 157,822 (157,822) 157,822 Total: Fund Balance Contributed 157,822 315,644 157,822 315,644 Cape Fear Public Transportation Authority.Page 1 of 18/13/2014 1:46 PM Cape Fear Public Transportation Authority Operations Center Project Update August 2014 Construction Construction continues to progress as scheduled. The building i finishes are complete. Drywall is complete on the second floor Interior painting on the second floor is underway. Ceiling grid staircases are complete. Garage doors have been installed. FluMasonry work is 99% complete. Exterior doors are being installed in order to secure the building. Power is expected to be turned on to the building in early September. Compressed Natural Gas (CNG) Fueling Station CNG design documents have been submitted to NHC for permitting. Equipment is in production and the CNG fueling station is on schedule. Change Orders/Purchase Orders The total cost of May change orders and purchase orders is $75,806. Change orders to the following vendors in the amount of $28,807 Clancy & Theys - construction changes Mohawk Lifts - installation of in-ground lifts not included in the initial quote HR Associates - construction management during the sixty day extension period ECS - additional materials testing The following items totaling $46,999 are outside the GC scope and were included in the original budget and require board approval: Hooks Systems - Computer installation and programming PC Connection - Computer software Dell - Computer hardware PC Connection - Computer hardware Wooten's Electric - Low voltage cabling Budget The budget continues to tighten as ancillary costs are identifieThe overall project budget is currently .56% or $75,540 under budget. This amount reflects the above referenced change orders and purchase orders. All project revenues and grants have been executed and the funds are availab grants with eligible project scopes are being allocated to reali elimination is eminent due to engineering errors leading to increased heating equipment costs. These offsets are being analyzed and will be brought forward at a future date. The Secretary of Transportation Washington, DC 20590 August 5, 2014 Dear Colleague: As you will recall, on July 1, I notified you of the precarious state of the Highway Trust Fund and the Department's plan for managing the resources available to transit agencies through the Mass Transit Account if the shortfall continued into the fall. As a result of the short-term fix for the Highway Trust Fund that Congress passed on July 31, I am writing to let you know that we will not need to implement these cash management procedures at this time. While I am pleased that Congress took action to avoid the immediate insolvency of the Highway Account this summer, I am disappointed that they merely kicked the can down the road again. This is the tenth surface transportation extension-on top of eighteen short term budget measures--in the last 6 years. There is still no long-tem1 certainty. Worse still, this latest band-aid expires right as the next construction season begins, setting up another crisis next spring. So in the coming months, the Department will again be required to prepare cash management procedures in anticipation of repeating the same Highway Trust Fund insolvency crisis. Americans deserve a multi-year transportation bill that provides the certainty that businesses and communities deserve, creates jobs, and makes necessary policy updates to lay the foundation for lasting economic growth. As the Senate demonstrated with its bipartisan vote on July 29, there is no reason Congress cannot act on a long-term solution this year. Our transportation infrastructure is too essential to suffer continued neglect, and I hope that Congress uses this opportunity productively. I urge you to stand with me in calling on Congress to commit itself to a sound, bipartisan, and long-term solution that will ensure the stability of the surface transportation system of our Nation for the next several years. Sincerely, Anthony R. Foxx