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Agenda Packet 07 28 16
Cape Fear Public Transportation Authority A regularly scheduled meeting of the Cape Fear Public Transportation Authority will be held Thursday, July 28, 2016 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)Consent agenda 05 minutes 1.Approval of minutes from the June 23, 2016 meeting (p. 3) 2.Greyhound contract (p. 7) 3.Purchase order for system maps (p. 19) 4.Authorization for app development funding (details under separate cover when available) 6)Committee Reports 20 minutes Executive Committee, Mr. Bill Bryden, Chairman Committee Appointments Executive Director evaluation Planning & Operations Committee, Mr. Andrew Koeppel, Chairman June 2016 operating & statistical reports (p. 21) New statistical reporting format (p. 26) Finance & Budget Committee, Mr. William Bryden, Chairman FY 2016 Audit Scoping Letter (p. 28) Facilities Committee, Mr. Steve Kelly, Chairman Elderly & Disabled Transportation Committee, Mr. Rick Richards, Chairman Program update Ms. Megan Matheny, Director of Planning & Development 7)Staff report 05 minutes Legislative update Contractor Compliance update FY 2014 Peer Analysis (p. 31) 8)Contractor report 05 minutes 9)New business 05 minutes 10)Old business 05 minutes 11)Adjournment The next regular meeting of Cape Fear Public Transportation Authority is scheduled for August 25, 2016 in the Forden Station Board Room located at 505 Cando Street, Wilmington, NC 28405. CFPTA Agenda Packet 07/28/20161 CONSENTAGENDA Thefollowingitemsareattachedforconsideration.Abriefexplanationandrecommendation follows: 1)ApprovalofminutesfromtheJune23,2016meeting(p.3) 2)GreyhoundContract(p. TheNCDOTBoardofTransportationhasawardedtheintercitybusroutefromWilmingtonto CharlottecurrentlyoperatedbySunLineCharterstoGreyhound.Thiswillnegatetheagreement theAuthoritycurrentlyhaswithSunLineandmakeGreyhoundtheonlyintercityproviderutilizing FordenStation.TheAuthorityandGreyhoundhavebeenworkingonanupdatedagreementfor leaseofterminalslipsatFordenStation.Theproposedagreementnolongerpaysapercentageof servicesprovidedbytheAuthoritybutwillbebasedonafixedslipfee.Thiswillsimplifythe agreementandremovetheAuthority $10,000 ercitybus frominstabilityoftheint market.Thefeewasbasedon $8,000 negotiationthatwasderivedfrom $6,000 intercitybusrevenuedata.Monthly averagerevenuefromallintercity $4,000 providersis$3,540.Whilethe $2,000 Authoritysoughttorealizerevenues closertotheaverage,theannualfeeof $0 12131314141515 13141516 $36,000isreasonablebasedon JulJulJul MarMarMarMar NovNovNovNov decliningintercitybusridershipand thecertaintyofafixedfee.The agreementiscompliantwiththerevenuecontractprovisionsofFTACircular5010.1d.The agreementhasbeenreviewedbythe!ĵĊ╙◘ʼn╜ĊŦ?ℓattorneyandapprovalisrecommended. 3.Purchaseorderforsystemmaps(p. Thepurchaseorderpresentedincludesarevisedsystemmapdesign,atotalquantityof13,500 pocketmapprintsforRoutes101,104,105,108,202and203andaprintquantityof20,000forthe comprehensivesystemmap.Themapprintingpresentedwillsatisfythe!ĵĊ╙◘ʼn╜ĊŦ?ℓprintingneeds tyofpocketmapsandnosystemmapprintslast forFY17.TheAuthorityonlyprintedasmallquanti fiscalyear. 4.Authorizationforappdevelopmentfunding UNCWhasbeenrequestingdevelopmentofanappforrealtimebustrackingfromtheAuthorityfor thepastseveralyears.Inresponsetotherequest,theAuthorityhasinvestigatedtheoptionsand costsfordevelopinganapp.Coststodevelopanappfromdatacollectedbyhardwarenotcurrently utilizedbytheAuthorityexceed$500,000.Coststodevelopanappfromdatacollectedby hardwarecurrentlyutilizedarenotcurrentlyavailable.Discussionswiththecurrenthardware providerCleverDeviceshaveledtothepossibilityofdevelopinganapputilizingavailabledata.The developmentcostsareexpectedtobeapproximately$45,000.SinceUNCWhasstatedthatanapp isrequiredwithanycontractextension,itisrecommendedthattheplantodevelopanappwith Cleverbepursued.FiftypercentofthecostofappdevelopmentwouldbebuiltintotheUNCW hourlyrate.TheremainingfiftypercentwouldbeprovidedbytheAuthoritythroughphaseoutof therealtimetextmessagingprogramwhichiscostlyandreplaceablebytheapp.Appdevelopment wouldthereforebeconsideredrevenueneutral.Annualmaintenanceafterthefirstyearwouldbe negotiatedwithUNCWthroughfuturecontractextensions.AdetailedproposalfromClever Deviceswillbesentbyemailunderseparatecoveronceitisreceivedearlynextweek. Authorizationforappdevelopmentatacostnottoexceed$50,000isrequested. CFPTA Agenda Packet 07/28/20162 Cape Fear Public Transportation Authority MINUTES OF THE CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY June 23, 2016 Mr. Jeff Petroff, Chairman, Presiding MEMBERS PRESENT Mr.Jeff Petroff, Chairman Mr.Kevin O’Grady, Vice-Chairman Mr. Jonathan Barfield Mr.Bill Bryden Mr.Fred Gainey Mr.Steven Kelly Mr.Andy Koeppel Ms.Anne K. Ryan Mr.Beck Smith MEMBERS ABSENT Mr.Don Betz, Secretary Mr.Rick Richards STAFF PRESENT Mr.Albert Eby, Executive Director Ms.Megan Matheny, Director of Planningand Development Mr.Joe Mininni, Director of Finance & Administration Ms.Vanessa Lacer, Mobility Manager Ms.Mary Crawford, Accounting Clerk CONTRACT MANAGEMENT STAFF PRESENT Ms. NoelFox,Craige and Fox PLLC,Attorney Mr.Curtis Garner, General Manager, First Transit Mr.Bill Harned,Area President, First Transit Ms.Heather Mercer, Assistant General Manager, First Transit GUESTS PRESENT Mr.John Cease,Mayor’s Task Force for Rail Realignment Mr.Chris Dodson, New Hanover County Senior Resource Center Mr.Glen Hornbeck, Citizen Ms.Veronica Major, Citizen Ms.Jackie McCullough, First Transit Operator Mr.Norbert Nova Jr., Citizen Ms.Laura Padgett, Chair, Mayor’s Task Force for Rail Realignment Ms.Yzone Riley, First Transit Operator CALL TO ORDER Mr. Petroffcalled the meeting to order at 12:04 pm The meeting began with a moment of silence followed by reciting the Pledge of Allegiance PUBLIC COMMENT Mr. Petroff opened the public comment period CFPTA Agenda Packet 07/28/20163 Mr. Petroff indicated the public comment period is a time for the public to bring comments to the board The public comment period is not intended to serve as a dialogue between the publicand the Authority Ms. Majorstated she is a part of a newly established organization that provides assistance for individualswho are visually impaired She indicated she is interested in becoming involved with Wave Transit and learning more about the transportation services and programs in which the Authority offers Ms. McCullough stated she is concerned about the reduction in Wave Transit services for UNCW She indicated that the loss in operation of two on campus routes for UNCW resulted in a loss of operator positions Ms. McCullough expressed concern about further elimination of UNCW routes for the upcoming academic year Ms. McCullough commented on the shelter amenities currently on site at the Operations Center and inquired as to when they were going to be installed She stated that operable air conditioning on the vehicles has improved since last summer but is still an issue Ms. Riley expressed concern that the fleet is still not 100% in working condition Ms. Riley stated the wheelchair ramp in one of the new CNG fueled buses, vehicle 1508, is not working and must be operated manually Hearing no further comments, Mr. Petroff closed the public comment period CONSENT AGENDA Mr. Petroff presented the June2016 consent agenda for approval Mr. Smith stated he was not in attendance at the May 2016 meeting and the minutes should be reflective Mr. O’Grady made a motion to accept the consent agenda with modification to the May 26, 2016 meeting minutes as amended Ms. Ryan seconded the motion and the motion carried MAYOR’S TASK FORCE ON RAIL REALIGNMENT PRESENTATION Ms. Padgett, in conjunction with Mr. Cease, presented on the Rail RealignmentProject PUBLIC HEARING FISCAL YEAR 2017 BUDGET Mr. Petroff opened the public hearing for the FY2017 budget Mr. Petroff recognized Mr. Eby to presentthe FY2017 budget Mr. Eby discussed the highlights of the proposed budget Hearing no comments, Mr. Petroff closed the public hearing for FY 2017 budget Mr. Bryden stated the FY2017 budget presented does not reflect a reduction in serviceor the elimination of Route 107/301 and supplemental funding from New Hanover County and the WMPO have been secured and/or requested to cover any shortfall Mr. Barfieldencouraged increased communication with the County on behalf of the Authority when requesting funds for budgetary purposes Mr. O’Grady made a motion to adoptthe FY2017 Budget Ordinanceas presented Mr. Koeppel seconded the motion and the motion carried Mr. Petroff thanked theFinance & Budget Committee for their efforts EXECUTIVE COMMITTEE Mr. Petroff stated the committee did not meet He recognized Nominating Committee Chair, Mr. O’Grady to present the committee report CFPTA Agenda Packet 07/28/20164 Mr. O’Grady explained the selection process Mr. O’Grady made a motion on behalf of the nominating committeeto elect Mr. Bryden as Chair, Mr. Smithas Vice-Chair, andMr. Betzas Secretary Mr. Petroff opened the floor for additional nominations Hearing no further nominations, Mr. Petroff closed thenominating process Mr. Petroff called the question to accept board officers as presented by the nominating committee No second was required andthe motion carried PLANNING AND OPERATIONS COMMITTEE Mr. Petroffrecognized Mr. Koeppelto give the committee report Mr. Koeppel stated a 5% decrease in overall ridership has been the trend for FY16 Mr. Koeppel said advertising is continuing to move in a positive direction He said that $73,000 has been collected in advertising revenue for this fiscal year the Authority is expected to close thefiscal year with approximately$80,000 in advertising revenue Mr. Koeppel stated the first phase of the amenities project is underway and construction on the first five shelters is slated to begin in mid-July Mr. Koeppel stated staff will present minor route revisions for Route 101, Route 104 and Route 108 for approval during the July 2016 meeting He stated the route revisions, if approved, will be implemented in early Septemberand were necessary for an upcoming map printing FINANCE & BUDGET COMMITTEE Mr. Petroffrecognized Mr. Brydento give the committee report Mr. Bryden indicated the Authority is projected to close out FY16 within the adopted budget Mr. Bryden stated the County provided has authorized funding in the amount of $311,873 for FY17 He stated that although additional funds in the amount of $56,000were provided by the County, the Authority will need to seek additional funding in the amount of $75,000 from the WMPO in order to sustain routes 107/301 He stated that without funding provided by the WMPO, the board would need to make some toughdecisions regarding service levels FACILITIES COMMITTEE Mr. Petroffrecognized Mr. Kelly to give the committee report Mr. Kelly made a motionon behalf of the committee to select Davenport Engineering as the consultant for Environmental Services for the Wilmington Multimodal Transportation Center Davenport Engineering was the highest scoring proposer out of five firms No second wasrequired and the motion carried ELDERLY AND DISABLED TRANSPORTATION COMMITTEE Mr. Petroff recognized Committee Vice Chair Mr. Gaineyto give the committee report Mr. Gainey provided an update on the committee’s activity to date and stated four (4) public forums to solicit input from the community will be held in mid-July Mr. Barfield inquired as to theprocedure for communicating with individuals who are blind He indicated that a meeting he attended recently had an agenda that was printed in brail and encouraged the committee to think about different options for communicating with those who are visually impaired STAFF REPORT Mr. Petroffrecognized Mr. Eby to give the committee report CFPTA Agenda Packet 07/28/20165 Mr. Eby stated that Ms. Ryan represented the Board at the recent NCPTA Conference in Concord and recognized Ms. Ryan to give anNCPTA conference report Mr. Ebystated that UNCW will absorb one on campus route next academic year and resources from the on campus route will be used to form a new off campus route to absorb the growth along the Kerr Ave. corridor Mr. Eby stated ridership is extremely low during the summer months and parking on campus during this time is not an issue; therefore, it was not cost effective for the Authority to operate shuttle service during this time Mr. Eby saidthe Authority’s relationship with the University has not changedand is strong, only that resources have been shifted to accommodate growth off campus Mr. Eby reported that NCPTA was successful in receiving an additional four million dollars in transit funding during the short session Permanent tags for transit authorities andnonprofit transit providers were also adopted CONTRACT REPORT Mr. Petroff recognized Mr. Harnedand Mr. Garnerto give the contractor report Mr. Garner said that First Transit is seeking a vehicle maintenance manager Mr. Garner stated First Transit has recruited an interim Maintenance Manager who has an extensive background in managing a public transit fleet He stated First Transit recently hired a Procurement Clerkwho is working out very well Mr. Garner announced that Ms. Mercer will be leaving in the near future and she is currently training her replacement, Ms. Dianne Hall Mr. Harned recognized Ms. Mercer and thanked her for her hard work during her tenure Mr. Harned passed out a fleet status report The board expressed serious concern regarding the lack of spare buses Mr. Eby stated he would work with First Transit on a plan to ensure more vehicles are available for service NEW BUSINESS No new business Old BUSINESS No old business ADJOURN Mr. Gaineymade a motion to adjourn the June2016board meeting Mr. O’Grady seconded the motion and the motion carried SCHEDULING OF NEXT MEETING th The next board meetingis scheduled for July 28, 2016 at 12:00 pm in the Forden Station ConferenceRoom Respectfully Submitted, Albert Eby Executive Director /kw/mm CFPTA Agenda Packet 07/28/20166 TUBUF!PG!OPSUI!DBSPMJOB! 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CFPTA Agenda Packet 07/28/201617 CFPTA Agenda Packet 07/28/201618 Cape Fear Public Transportation Authority PO Box 12630 Wilmington, NC 28405 910-343-0106 Fax: 910-343-8317 Purchase Order Vendor Smart Maps 10228 Technology Drive Knoxville, TN 37932 865-675-6227 Date:28-Jul-16PO #:17-0003A BOD Approval Ship To:Bill To: Cape Fear Public Transportation AuthorityCape Fear Public Transportation Authority 505 Cando Street PO Box 12630 Wilmington, NC 28405Wilmington, NC 28405 910-343-0106 For:Printing - revise and reprint 6 route schedules and system maps for UNCW brochure; create stickers for 26 bus stops QtyPart #DescriptionUnit CostExt cost 1Printing$18,000.00$18,000.00 NOT-TO-EXCEED Total cost$18,000.00 GL NumberAmountDivisionGrant Code% 63150$ 18,000.00FP $FP $FP $FP $FP Accrued Sales Tax 21400$ Sales Tax 12600$ AuthorizedEntered This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act CFPTA Agenda Packet 07/28/201619 Monthly Passenger Summary June 2016 Total Passengers Fixed Route 180,000 120,000 160,000 100,000 140,000 80,000 120,000 100,000 60,000 80,000 40,000 60,000 40,000 20,000 20,000 - 0 JulAugSepOctNovDecJanFebMarAprMayJun JulAugSepOctNovDecJanFebMarAprMayJun 2014/2015 88,831101,34101,21109,9687,56692,74089,21181,11995,07491,39489,79491,675 2014/2015 94,390128,378164,496168,394133,924112,258130,195130,970136,853136,504100,79097,783 2015/2016 92,75489,16391,83793,41486,06890,44179,54585,90192,19286,34382,59786,997 2015/2016 98,813118,48152,85146,29134,04107,62117,41136,71129,53129,1291,89892,242 Change 4.42%-12.02%-9.27%-15.05%-1.71%-2.48%-10.83%5.90%-3.03%-5.53%-8.02%-5.10% Change 4.69%-7.71%-7.08%-13.13%0.09%-4.13%-9.82%4.38%-5.34%-5.41%-8.82%-5.67% Seahawk Shuttle Paratransit 70,000 7,000 60,000 6,000 - 50,000 5,000 40,0004,000 30,0003,000 2,000 20,000 10,0001,000 0 0 JulAugSepOctNovDecJanFebMarAprMayJun JulAugSepOctNovDecJanFebMarAprMayJun 2014/2015 5,1064,8695,0445,2224,3844,4814,6494,4965,1355,3554,4774,944 2014/2015 45322,16358,23553,20441,97415,03736,33545,35536,64439,7556,5191,164 2015/2016 5,6385,3425,6225,7244,7474,8284,5224,9615,2975,0714,9834,723 2015/2016 42123,98155,39547,15443,22912,35233,34445,84832,05037,7074,318522 Change 10.42%9.71%11.46%9.61%8.28%7.74%-2.73%10.34%3.15%-5.30%11.30%-4.47% Change -7.06%8.20%-4.88%-11.37%2.99%-17.86%-8.23%1.09%-12.54%-5.15%-33.76%-55.15% CFPTA Agenda Packet 07/28/201620 Passenger Summary Fiscal Year 2015-16 Total PassengersFixed Route 1,119,935 1,200,000 1,800,000 1,057,252 1,534,935 1,600,000 1,455,031 1,000,000 1,400,000 800,000 1,200,000 Change - 5.21% Change 1,000,000 600,000 - 5.60% 800,000 2014/2015 2014/2015 400,000 600,000 2015/2016 2015/2016 400,000 200,000 200,000 0 0 Total PassengersFixed Route Seahawk Shuttle Paratransit 70,000 400,000 356,838 61,458 336,321 58,162 350,000 60,000 - 300,000 50,000 250,000 Change Change 40,000 - 5.75% 5.67% 200,000 30,000 2014/2015 2014/2015 150,000 2015/2016 20,000 2015/2016 100,000 10,000 50,000 0 0 Paratransit Seahawk Shuttle CFPTA Agenda Packet 07/28/201621 Passengers by Route June 2016 Fixed Route No. NamePassengersTransfers 101Princess Place14,4711,926 103Oleander East6,4481,001 104Northeast4,822713 105Medical Center5,917803 106Shipyard Blvd6,128756 107College Road2,289222 108Market Street6,664938 201Carolina Beach Road9,957954 202Oleander West6,175763 203Trolley5,012 204Brunswick Connector2,002308 205Longleaf Park6,896722 207North2,659353 209Independence6,605663 301Pleasure Island952 TOTAL 86,99710,122 UNCW 701Blue0 712Teal0 702Green0 703Red0 704Yellow0 711Yellow Express0 705Loop251 707Red Express 0 709Loop Express 271 UNCW Total 522 Para-Transit Services ADA Passengers 1,753 Non-ADA Passengers 2,970 Para-Transit Total 4,723 TOTAL PASSENGERS 92,242 CFPTA Agenda Packet 07/28/201622 MONTHLY OPERATIONS REPORT JUNE 2016 FIXED ROUTEMONTHLYFiscal Year to Date This Month % Change Ridership Statistics CurrentLast Year% ChangeCurrentPrior Total Bus Passenger Trips 81,985 86,638-5.37% 1,009,333 1,068,421-5.53% Total Trolley Passenger Trips 5,012 5,037-0.50% 47,919 51,514-6.98% Total UNCW Passenger Trips 522 1,164-55.15% 336,321 356,838-5.75% Total Fixed Route Passenger Trips 87,519 92,839 -5.73% 1,393,573 1,476,773-5.63% Average Weekday Passenger Trips 3,453 3,629-4.84% Average Saturday Passenger Trips 1,899 2,071-8.32% Average Sunday Passenger Trips 988 1,178-16.17% Operating Statistics - Fixed Route Total Revenue Miles 93,388 91,3992.18% 1,223,558 1,225,100-0.13% Total Revenue Hours 6,305 6,1722.15% 86,531 86,981-0.52% Accidents Non Preventable110.00% 20 17 17.65% Accidents Preventable01-100.00%615-60.00% Passenger Trips/Revenue Mile 0.94 1.02-7.74%1.141.21-5.51% Passenger Trips/Revenue Hour 13.88 15.04-7.72%16.1016.98-5.14% Operator Overtime3.70%0.32%1056.25% Farebox Revenue and Pass Sales$ 69,713$ 83,695-16.71%$947,134$1,007,417-5.98% Average Fare per Bus Passenger$ 0.80$ 0.91-12.23%$0.90$0.90-0.41% MONTHLYFiscal Year to Date PARATRANSIT This Month % Change Ridership Statistics Current% ChangeCurrentPrior Last Year Total ADA Passenger Trips1,7531,36528.42%21,50017,01526.36% Total Non ADA Passenger Trips2,9703,579-17.02%39,95841,147-2.89% Total Paratransit Passenger Trips4,7234,944-4.47%61,45858,1625.67% Average Weekday Passenger Trips202203-0.64% Average Saturday Passenger Trips4068-40.81% Average Sunday Passenger Trips311780.88% Operating Statistics - Paratransit Total Revenue Miles42,26939,9425.83%519,979436,67119.08% Total Revenue Hours2,8332,13832.51%33,67522,86047.31% Accidents Non Preventable21100.00%8714.29% 01-100.00%810-20.00% Accidents Preventable Passenger Trips/Revenue Mile0.110.12-9.73%0.120.13-11.26% Passenger Trips/Revenue Hour1.672.31-27.91%1.832.54-28.27% Operator Overtime0.88%3.37%-73.89% WavePool Passengers393636-38.21%4,8957,408-33.92% Revenue Miles3,7005,162-28.32%45,83172,653-36.92% Revenue Hours6894-28.19%9371,316-28.80% Special Services Greyhound Ticket Revenue$2,379$7,581-68.62%$27,350$41,698-34.41% Amtrak Passengers3640.00%2,5060.00% Horizon Revenue$927$68335.72%$8,823$9,768-9.67% CFPTA Agenda Packet 07/28/201623 MONTHLY OPERATIONS REPORT MANAGED BY FIRST TRANSIT MONTHLYFiscal Year to Date Fixed Route This Month % Change Ridership Statistics CurrentLast Year% ChangeCurrentPrior Total Bus Passenger Trips#DIV/0!#DIV/0! Total Trolley Passenger Trips#DIV/0!#DIV/0! Total UNCW Passenger Trips#DIV/0!#DIV/0! Total Fixed Route Passenger Trips00#DIV/0!00#DIV/0! Average Weekday Passenger Trips#DIV/0! Average Saturday Passenger Trips#DIV/0! Average Sunday Passenger Trips#DIV/0! Operating Statistics - Fixed Route Miles between Preventable Accidents #DIV/0!#DIV/0! Revenue Service Lost#DIV/0!#DIV/0! Operator Overtime#DIV/0! Passengers per Revenue Hour#DIV/0!#DIV/0! Farebox Revenue and Pass Sales#DIV/0!#DIV/0! Average Fare per Bus Passenger#DIV/0!#DIV/0! Maintenance Maintenance Cost per Revenue Mile#DIV/0!#DIV/0! Percentage of Vehicles Shopped#DIV/0!#DIV/0! PM Compliance#DIV/0!#DIV/0! Maintenance Overtime#DIV/0! MANAGED BY AUTHORITYMONTHLYFiscal Year to Date Paratransit This Month Ridership Statistics CurrentLast Year% ChangeCurrentPrior% Change Total ADA Passenger Trips#DIV/0!#DIV/0! Total Non ADA Passenger Trips#DIV/0!#DIV/0! Total Paratransit Passenger Trips00#DIV/0!00#DIV/0! Average Weekday Passenger Trips#DIV/0! Average Saturday Passenger Trips#DIV/0! Average Sunday Passenger Trips#DIV/0! Operating Statistics - Paratransit Miles between Preventable Accidents#DIV/0!#DIV/0! Missed Trips#DIV/0!#DIV/0! Passenger Trips/Revenue Hour#DIV/0!#DIV/0! ADA On Time Performance#DIV/0!#DIV/0! Operator Overtime#DIV/0! WavePool Total Passengers#DIV/0!#DIV/0! Passengers per Hour#DIV/0!#DIV/0! Vanpools in Operation#DIV/0!#DIV/0! Special Services Amtrak Passengers#DIV/0!#DIV/0! CFPTA Agenda Packet 07/28/201624 Monthly Operations Report: Statistics Information Sheet MANAGED BY FIRST TRANSIT Fixed Route Ridership Statistics Total Bus Passenger TripsTotal passenger boardings (trips), excluding trolley and UNCW shuttles. Total Trolley Passenger TripsTotal passenger boardings (trips) on downtown trolley. Total UNCW Passenger TripsTotal passenger boardings (trips) on UNCW shuttles. Total Fixed Route Passenger TripsTotal passenger boardings (trips) on all fixed route services. Average Weekday Passenger TripsNumber of total fixed route trips on an average weekday. Average Saturday Passenger TripsNumber of total fixed route trips on an average Saturday. Average Sunday Passenger TripsNumber of total fixed route trips on an average Sunday. Operating Statistics - Fixed Route Miles between Preventable AccidentsAverage year to date revenue miles between preventable accidents. Percentage of scheduled service that was missed. Incentive item. Revenue Service Lost Operator OvertimePercentage of overtime hours paid. Incentive item. Passengers per Revenue HourAverage number of passengers using a single bus per hour (typical loop). Farebox Revenue and Pass SalesTotal revenue from fares and pass sales during the month. Average Fare per Bus PassengerTotal revenue from fares, divided by trips, excluding UNCW shuttle. Maintenance Maintenance Cost per Revenue MileMaintenance line item cost, divided by revenue miles. Includes all modes. Percentage of Vehicles ShoppedAverage percentage of revenue fleet down for maintenance, all modes. PM CompliancePercent of preventative maintenance completed on time, all modes. Percentage of overtime hours paid. Incentive item. Maintenance Overtime MANAGED BY AUTHORITY Paratransit Ridership Statistics Total ADA Passenger TripsTotal ADA complementary paratransit passenger trips. Total Non ADA Passenger TripsTotal of all non-ADA paratransit trips. Total Paratransit Passenger TripsTotal of all paratransit trips performed. Average Weekday Passenger TripsNumber of total paratransit trips on an average weekday. Average Saturday Passenger TripsNumber of total paratransit trips on an average Saturday. Average Sunday Passenger TripsNumber of total paratransit trips on an average Sunday. Operating Statistics - Paratransit Miles between Preventable AccidentsAverage year to date revenue miles between preventable accidents. Missed Trips Percentage of scheduled trips that are missed. Passenger Trips/Revenue HourAverage number of passengers using a single vehicle per hour. ADA On Time PerformancePercentage of ADA trips meeting scheduled thirty minute pick-up window. Operator OvertimePercentage of overtime hours paid. WavePool Total PassengersTotal vanpool passenger trips. Passengers per HourAverage number of passengers using a single vehicle per hour. Vanpools in OperationTotal number of vanpools in operation. Special Services Greyhound Ticket RevenueRevenue from Greyhound service at Forden Station. Amtrak PassengersTotal number of Amtrack passengers utilizing Forden Station. Horizon RevenueRevenue from Horizon service at Forden Station. CFPTA Agenda Packet 07/28/201625 July 11, 2016 th 300 North Third St., 5Floor Wilmington, NC 28401 USA Board of Directors P.O. Box 1730 Cape Fear Public Transportation Authority Wilmington, NC 28402USA 505 Cando St T +1 910 762 9671 Wilmington, NC 28405 F +1 910 762 9206 Attention: Chairperson This letter is intended to communicate certain matters related to the planned scope and timing of our audit of Cape Fear Public Transportation Authority’s financial statements and compliance as of and for the year endingJune 30, 2016. Communication Effective two-way communication between our Firm and the Board of Directorsis important to understanding matters related to the audit and developing a constructive working relationship. Your insights may assist us in understanding Cape Fear Public Transportation Authorityand its environment, identifying appropriate sources of audit evidence and providing information about specific transactions or events. Wewill discuss with you your oversight of the effectiveness of internal control and any areas where you request additional procedures to be undertaken. We expect that you will timely communicate tous any matters you consider relevant to the audit. Such matters might include strategic decisions that may significantly affect the nature, timing and extent of audit procedures, your suspicion or detection of fraud or abuse, or any concerns you may have about the integrity or competence of senior management. We will timely communicate to you any fraud involving senior management and other fraud that causes a material misstatement of the financial statements, illegal acts, instances of noncompliance, or abuse that come to our attention (unless they are clearly inconsequential), and disagreements with management and other serious difficulties encountered in performing the audit. We also will communicate to you and to management any significant deficiencies or material weaknesses in internal control that become knownto us during the course of the audit. Other matters arising from the audit that are, in our professional judgment, significant and relevant to you in your oversight of the financial reporting process will be communicated to you in writing after the audit. Independence Our independence policies and procedures are designed to provide reasonable assurance that our firm and its personnel comply with applicable professional independence standards. Our policies address financial interests, business and family relationships, and non-audit services that may be thought to bear on independence. For example, without our permission no partner or professional employee of RSM US LLPis permitted to have any direct financial interest or a material indirect financial interest in a client or any affiliateof a client. Also, if an immediate family member or close relative of a partner or professional employee is employed by a client in a key position, the incident must be reported and resolved in accordance with firm policy.In addition, our policies restrict certain non-audit services that may be provided by RSM US LLPand require audit clients to accept certain responsibilities in connection with the provision of permitted non-attest services. CFPTA Agenda Packet 07/28/201626 The Audit Planning Process Our audit approach places a strong emphasis on obtaining an understanding of how your entity functions. This enables us to identify key audit components and tailor our procedures to the unique aspects of your operations. The development of a specific auditplan will begin by meeting with you and with management to obtain an understanding of business objectives, strategies, risksand performance. As part of obtaining an understanding of your organization and its environment, we will obtain an understanding of internal control. We will use this understanding to identify risks of material misstatement and noncompliance, which will provide us with a basis for designing and implementing responses to the assessed risks of material misstatement and noncompliance. We will also obtain an understanding of the users of the financial statements in order to establish an overall materiality level for audit purposes. We will conduct formal discussions among engagement team members to consider how and where your financial statements might be susceptible to material misstatement due to fraud or error or to instances of noncompliance, including abuse. The Concept of Materiality in Planning and Executing the Audit We apply the concept of materiality in both planning and performing the audit, evaluating the effect of identified misstatements or noncompliance on the auditand the effect of uncorrected misstatements, if any,on the financial statements,forming the opinion in our report on the financial statements, and determiningor reporting in accordance with Government Auditing Standardsand other compliance reporting requirements. Our determination of materiality is a matter of professional judgment and is affected by our perception of the financial information needs of users of the financial statements. We establish performance materiality at an amount less than materiality for the financial statements as a whole to allow for the risk of misstatements that may not be detected by the audit. We use performance materiality for purposes of assessing the risks of material misstatement and determining the nature, timing and extent of further audit procedures. Our assessment of materiality throughout the audit will be based on both quantitative and qualitative considerations. Because of the interaction of quantitative and qualitative considerations, misstatements of a relatively small amount could have a material effect on the current financial statements as well as financial statements of future periods. We will accumulate misstatements identified during the audit,other than those that are clearly trivial. At the end of the audit, we will inform you of all individual uncorrected misstatements aggregated by us in connection with our evaluation of our audit test results. Our Approach to Internal Control and Compliance Relevant to the Audit Our audit of the financial statements, including compliance, will include obtaining an understanding of internal control sufficient to plan the audit and determine the nature, timingand extent of audit procedures to be performed. An audit is not designed to provide assurance on internal control oridentify significant deficiencies or material weaknesses. Our review and understanding of the entity’s internal control is not undertaken for the purpose ofexpressing an opinion on the effectiveness of internal control. We will issue reports on internal control related to the financial statements and major programs. These reports describe the scope of testing of internal control and the results of our testsof internal control. Our reports on internal control will include any significant deficiencies and material weaknesses in the system of which we become aware as a result of obtaining an understanding of internal control and performing tests of internal control consistent with the requirements of Government Auditing Standardsissued by the Comptroller General of the United States, the Single Audit Act, and Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awardsat 2 CFR 200 (Uniform Guidance). We will issue reports on compliance with laws, regulations, and the provisions of contracts or grant agreements. We will report on any noncompliance thatcould have a material effect on the financial statements and any noncompliance thatcould have a direct and material effect on each major program. Our reports on compliance will address material errors, fraud, abuse, violations of compliance requirements, and other responsibilities imposed by state and federal statutes and regulations and CFPTA Agenda Packet 07/28/201627 assumed contracts; and any state or federal grant, entitlementor loan program questioned costs of which we become aware, consistent with the requirements of the standards identified above. Timing of the Audit We have scheduled preliminary audit field work for August 22, 2016,with final field work commencing the week of September 19, 2016. Management’s adherence to its closing schedule and timely completion of information used by us in performance of the audit is essential to timely completion of the audit. Closing We will be pleased to respond to any questions you have about the foregoing. We appreciate the opportunity to be of service to Cape Fear Public Transportation Authority. This communication is intended solely for the information and use of the Board of Directorsand is not intended to be, and should not be, used by anyone other than this specified party. CFPTA Agenda Packet 07/28/201628 CapeCapeFearFearPublicPublicTransportaTransportaononAuthorityAuthority FYFY20142014PeerPeerAnalysisAnalysis Introducon ThepurposeofthisbriefistoanalyzehowtheWaveTransitαxedrouteoperaoncompareswithpeer NorthCarolinatransitsystems.ItalsoanalyzestheeecvenessandeciencyofWaveTransitincomparison totransitsystemsinthestate.Sincetransitsystemsoerdierentservicesandservedieringdemographics, accuratecomparisoncanbechallenging,butthefollowingbroadcomparisonisvaluable.Itisimportantto notethatservicesprovidedbytransitsystemsinNorthCarolinavarygreatly.Toensureviabilityofthedata analyzed,thisreportisbasedondataderivedexclusivelyfromαxedroutetransitservice. ThedatausedforthisanalysiswascompliedbytheNaonalTransitDatabase(NTD) (hps://www.transit.dot.gov/ntd).TheNTDisafederallymandatedandfundedtransitdataclearinghouse. Themethodfordatacolleconandanalysisisbelievedtoyieldhighlyaccurateanalysis.NTDdatacollecon andanalysisaremeconsumingandtheαnalreportsaretypicallypublishedαeentoeighteenmonthsaer theAuthorityαscalyearconcludes,whichiswhythisreportmayappeardated. OperangBudget ExpensesfortheoperaonofWaveÇʼnĂ■ℓ╜Ċ?ℓαxedrouteservicetotaled$6,885,798fortheαscalyearend- ingJune30,2014whichwasa2.1%increasefromFY2013.Overallanalysisofsystemoperangbudgetsison- lyvaluablewhencomparedtothelevelofserviceprovided.Theseimportantdatasetsareanalyzedlaterin thisreport. MunicipaliesinNorthCarolinaderivetheirlocaloperangsupportforpublictransportaoninavarietyof ways.Somesystemsulizeacitydedicatedporonofpropertyorsalestax.Othersrelyonvehicleregistraon fees.Themajorityoflocalmatchingtransitoperangfundsinthestatearederivedfromgeneralfundsofthe citysponsoringthetransitagency.WaveTransitisuniqueinitsregionalapproachtoprovidingandfunding publictransportaon.Thelackofadedicatedsourceoflocaloperangrevenueshasbeenthoroughlydebated butconnuestobethegreatestimpedimenttoimprovingtransitserviceoeringsthroughouttheregion.Itis alsotheprimaryreasonthatWaveTransitconnuestohavethehighestαxedroutebusfareinthestate. SincefareboxrevenueistheonlyrevenuesourcetheAuthoritydirectlycontrols,thefarestructureisheavi- ansit,thishasledtoabnormallyhighfaresin lyweightedtowardrevenuegeneraon.InthecaseofWaveTr comparisonothersystems.Lackofdedicatedfundingisalsoadeterminingfactorinallocangfederaland stateappropriaonstooperangassistanceinlieuofcapitalacquisions,parcularlyrollingstock.Thisisone reasontheAuthorityconnuestostruggletoreplacefullydepreciatedbuses. PerformanceIndicators Serviceeciencyandeecvenessareimportantperformanceindicatorsinevaluangpublictransporta- onsystemperformance.Serviceeconomyisonlyvalua- bleiftheservicesprovidedareeecvelymeengthe ExpenseperRevenueMile needsofthecommunity.Serviceeconomyistypically $9.00 measuredasexpenseperrevenuemileand/orexpense $8.00 $7.00 perrevenuehour.Thesearealsomeasuresofservicee- $6.00 $5.00 ciency $4.00 $3.00 since ExpenseperRevenueHour $2.00 rid- $1.00 $- $120.00 ership $100.00 is $80.00 used $60.00 Table1 inthe $40.00 $20.00 calculaon.Table1demonstratesthatWaveTransitex- $- pendslessperrevenuemilethanallbuttwopeersystems. Serviceeciency,whencalculatedasexpenseperreve- nuehour,showsthatWaveTransitprovidesveryeconom- Table2 CFPTA Agenda Packet 07/28/201629 WaveTransitPeerAnalysis20141 icalserviceincomparisontootherNorthCarolinatransitsystems(Table2). Serviceeecvenessistypicallymeasuredbyuseoftheservice.Passengersperrevenuemileandpassen- gersperrevenuehourarethemostcommonmetricsused tomeasureserviceeecveness(Tables3and4).Data PassengerTripsperRevenueMile fromtheseperformancemeasurescanmakecomparison 3 dicultduetodemographics,economics,populaon,pop- 2.5 ulaondensityandotherfactors,primarilythesizeofthe 2 transitdependentpopulaon.Waveranksbelowthe 1.5 meanandmedianforbothperformancemeasures. 1 In2014WaveTransitreported1,591,630αxedroute 0.5 0 passengertrips,adecreaseof4%fromFY2013.Basedon totalmilestraveled,thisrepresents1.2passengersper revenuemile.TheAuthorityalsoreported16.9passen- Table3 gersperrevenuehour.Statedanotherway,foreveryhour ofrevenueservice,16.9passengerswerereportedriding TripsperRevenueHour eachbus. Serviceeciencyandserviceeecvenesstrended 40.00 35.00 verycloselytothepreviousyearandappeartohave 30.00 peakedwhencomparedtopeersystemsandtoprevious 25.00 20.00 yeardatareportedbytheAuthority.Consistencyinrid- 15.00 10.00 ershipindicatesthatwithoutsigniαcantchangestoservice 5.00 oeringsand/orlevelsofservice(servicefrequency,hours 0.00 ofoperaon,śĊľ??ridershipincreasesareunlikely.Sus- tainedlowfuelpricescouldleadtofurtherreduconin ridership.Table4 Localfundingisalsosigniαcantlyimpacultotransitsystemperformance.Asmenonedearlier,there- gionalmodeldeployedbytheAuthorityhasledtochal- quitablemodelforallocang lengesindeterminingane LocalFunds localrevenues.TheAuthorityranksthirdfromtheboom $20,000,000 $18,000,000 inlocalfundingforpublictransportaon.Thisincludesa $16,000,000 signiαcantcontractforserviceswithUNCWwhicharere- $14,000,000 $12,000,000 portedaslocalrevenues.Localfundingistypicallypropor- $10,000,000 $8,000,000 onatetothesizeoftheurbanizedareawhichisre│ected $6,000,000 inTable6.Thedata,coupledwiththeregionalstructure $4,000,000 $2,000,000 oftheAuthority,layoutastrongcaseforaregionallocal $- fundingoponlikeavehicleregistraonfeeoradedicated salestax. Table5 Summary ThisabstractdemonstratesthattheCapeFearPublicTransportaonAuthorityclearlymeetsitsresponsibil- itytoprovideecientandeecvepublictransportaonservicetotheCapeFearregionwhileminimizingthe αnancialsubsidyofitslocalfundingpartnersanditstaxpayers.TheAuthoritycomparesveryfavorablytoits peersprovidingαxedroutepublictransportaoninthemosteconomicalandecientmanner.Datafromthis reportrevealsthattheoperaonofWaveTransitismanagedtobeasαscallyresponsibleaspossiblewhile maintainingitsmission. Althoughthesystemanditsfundingarebeingmanagedinthemostprudentmanner,thecurrentmodelis unsustainablewithoutaddionalrevenuesorsigniαcantreduconsinservice.Alongterm,localoperang fundingoponforWaveTransitmustbeidenαedinFY2017.Someoftheopons,likelocaldedicatedfund- ing,isoutsidethepurviewoftheAuthority.Reduconsinserviceandserviceoeringsarewithinthepurview oftheAuthorityandmustbeconsideredasoponsifadedicatedfundingsourceisnotidenαed. CFPTA Agenda Packet 07/28/201630 WaveTransitPeerAnalysis20142 CFPTA Agenda Packet 07/28/201631