Executive Board Meeting Agenda

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1 Table of Contents Agenda 2 Approve Minutes of 04/02/18 Executive Board Meeting Minutes of 04/02/18 Executive Board Meeting 4 Accept Minutes of 12/17/17 RCC Meeting Minutes of 12/17/17 RCC Meeting 6 FY2018 Second Quarter Budget Report FY2018 2nd Quarter Budget Report 9 FY2018 2nd Quarter Budget Comments 10 FY2018 Cash Balance Report FY2018 Qtr. 2 Memo-FY2018 Cash Balance Report FY2018 Qtr Operating Cash Balance Report-FY2018 Qtr FY2018 Financial Analysis - Draft Policy Review Memo-FY2018 Financial Analysis-Draft Policy Review 20 Draft Policy - Reserves 22 Draft End of Year Policy 26 FY 2019 Budget Development Memo-FY 2019 Budget 30 FY2019 Boise GreenBike - Preliminary Budget 31 FY2019 Ada & Canyon County Systems - Preliminary Expense Budgets 32 FY2019 Budget Development - Capital Memo-FY2019 Capital 33 FY2019 Budget Development-Capital-TAM Scores 37 PROCUREMENT - Ratify Additional SHIP Funding Memo-Ratify Additional SHIP Funding 46 PROCUREMENT - On-Call General Marketing Services AFE-On-Call General Marketing Services 47 RESO-VEB On-Call General Marketing Services 48 FY2018 Procurement Calendar FY2018 Procurement Calendar 50 Department/Staff Reports Report Executive Director 51 Report-Finance & Administration 53 Report-Development Department 55 Report-Operations Department 59 Report-Community Relations 62 Report-Bike Share Program 63 1

2 Executive Board Meeting Agenda Monday, May 7, 2018 at 11:00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho I. CALLING OF THE ROLL Chair Jim Hansen II. AGENDA ADDITIONS/CHANGES III. PUBLIC COMMENTS IV. CONSENT AGENDA Items on the Consent Agenda will be enacted by one motion. There will be no separate discussion on these items unless an Executive Board Member requests the item be removed from the Consent Agenda and placed under Action Items. A. Approve Minutes of 04/02/18 Executive Board Meeting Ө Pages 4-5 B. Accept Minutes of 12/17/17 RCC Meeting (as approved by RCC 04/17/18) Ө Pages 6-8 V. FINANCE COMMITTEE A. FY2018 Second Quarter Budget Report Ө Pages 9-17 Kelli Badesheim The members will review and accept the FY2018 Second Quarter Budget Report for the Ada, Canyon, Regional, and Boise GreenBike Systems. B. FY2018 Cash Balance Report FY2018 Qtr. 2 Ө Pages Kelli Badesheim Members will review and accept the Cash Balance Report for March 31, C. FY2018 Financial Analysis - Draft Policy Review Ө Pages Kelli Badesheim Staff will present two draft policies related to establishing and maintain adequate reserves and the end of year accounting and re-budgeting processes. This is for discussion only to provide staff with input from the Executive Board on these policies. The policies will require further refinement and review at a staff level to address any staffing implications or to make sure the policies and practices align with VRT's accounting system. The intent is to establish a framework for achieving an appropriate level of governance and then to address the impacts on processes and how those get achieved as the policies get more refined. D. FY2019 Budget Development Ө Pages VRT Staff Presentations Members will review for approval the FY2019 Boise GreenBike Budget and review the FY2019 Ada County and Canyon County Expense Budgets. The FY2019 Capital Budget will also be reviewed. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

3 VI. ACTION ITEMS A. Ratify Additional SHIP Funding Ө Page 46 Billy Wingfield The Executive Board will review and ratify the action of the Executive Director (04/12/18) in authorizing the approval of $4, toward the Supportive Housing & Innovative Partners (SHIP) purchase of service for transportation for seniors and persons with disabilities in order to keep the service running. B. PROCUREMENT 1. On-Call General Marketing Services Ө Pages Kelli Badesheim The Executive Board will review for approval Resolution VEB to approve the On- Call General Marketing Services. On 04/02/18 the VRT Board delegated authority to the Executive Board to approve this procurement. VII. INFORMATION ITEMS A. ValleyConnect 2.0 Update Stephen Hunt Stephen Hunt will provide an update on the ValleyConnect 2.0 work being done with local governments. B. FY2018 Procurement Calendar Ө Page 50 Kelly Jakovac The most current FY2018 Procurement Calendar is attached. C. Department/Staff Reports Ө Page VRT Staff The most current Department/Staff Reports are attached. VIII. ADJOURNMENT Ө = Attachment Agenda order is subject to change. NEXT VRT EXECUTIVE BOARD MEETING: Monday, June 4, 2018 at 11:00 a.m. VRT Board Room NE 2 nd Street - Meridian, Idaho Arrangements for auxiliary aids and services necessary for effective communication for qualified persons with disabilities or language assistance requests need to be made as soon as possible, but no later than three working days before the scheduled meeting. Please contact Mark Carnopis, Community Relations Manager at if an auxiliary aid is needed. 3

4 ITEM IV-A Executive Board Meeting Minutes Monday, April 2, :00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho MEMBERS ATTENDING MEMBERS ABSENT OTHERS PRESENT Dave Bieter, Boise Kelli Badesheim, VRT Luke Cavener, Meridian Linda Ihli, VRT Elaine Clegg, Boise Billy Wingfield, VRT Corey Cook, Boise State University Rhonda Jalbert, VRT Tom Dale, Canyon County Jim McMahon, VRT Jim Hansen, ACHD Dave Fotsch, VRT Debbie Kling, City of Nampa (phone) David Lincoln, ACCHD Garret Nancolas, Caldwell Darin Taylor, Middleton Jim Tibbs, Ada County Jake Hassard, VRT Mark Carnopis, VRT Leslie Pedrosa, VRT Susan Powell, VRT Brian Parker, VRT John Bechtel, Veterans/RCC Lisa Itkonen, COMPASS Maureen Gresham, ACHD Commuteride Edinson Bautista, ACHD Gregg Eisenberg, First Transit Rocky Perkins, ATU 398 Ken Pidgeon, Citizen Chair Jim Hansen began the meeting at 11:00 a.m. with a quorum present. There were no additions or changes to the agenda. PUBLIC COMMENTS - none CONSENT AGENDA Approve Minutes of 03/05/18 Executive Board Meeting Jim Tibbs moved to approve the Consent Agenda; seconded by Luke Cavener. The motion was approved unanimously. FINANCE COMMITTEE ACTION ITEM FY2019 Budget Development - Local Revenue Request Jim McMahon requested the Executive Board approve the percentage increase in local revenues that will form the basis for expense budget development for FY2019. As a follow-up from the 03/05/18 Executive Board Meeting, Division Overviews, which will become a standard part of the budget each year, were included in the packet for 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

5 ITEM IV-A information. Jim Hansen requested a financial summary sheet be prepared that the members could use as a guide to refer to each month during the Finance Committee discussions. Darin Taylor moved to accept the FY2019 Budget Development Local Revenue request; seconded by Luke Cavener. The motion was approved unanimously. EXECUTIVE BOARD - ACTION ITEMS PROCUREMENT - On-Call Architecture and Engineering Services Jake Hassard requested the members approve Resolution VEB to approve the On-Call Architecture, Engineering, Planning and related services as needed for capital, planning, infrastructure, or other projects. Garret Nancolas moved to approve VEB18-001; seconded by Luke Cavener. The motion was approved unanimously. EXECUTIVE BOARD - INFORMATION ITEMS Transit Asset Management Plan/Policy Rhonda Jalbert presented a PowerPoint on the Transit Asset Management Policy/Plan, noting annual reporting requirements and target dates. Bike Share Update Dave Fotsch, Boise Bike Share Program Director, provided an overview of the history of the Boise GreenBike system and where it is today, future trends, and the possibility and effect of dockless bikes coming to the area. The Boise GreenBike Annual Report was distributed to the members. FY2018 Procurement Calendar The most current Procurement Calendar was included in the packet for information. ADJOURNMENT There being no further business before the Executive Board, at 11:55 a.m. the meeting was adjourned, followed by the VRT Board of Directors meeting which began at noon. NEXT VRT EXECUTIVE BOARD MEETING: Monday, May 7, 2018 VRT Board Room 700 NE 2 nd Street Meridian, Idaho 5

6 ITEM IV-B REGIONAL COORDINATION COUNCIL MINUTES Tuesday, December 19, :00 a.m. VRT Board Room NE 2 nd Street - Meridian, Idaho MEMBERS PRESENT MEMBERS ABSENT OTHERS Susan Bradley, Transit Rider or Consumer Deborah Allen, Vocational/Labor (phone) Kelli Badesheim, VRT Kelly Berg, Older Adults John Bechtel, Veterans Linda Ihli, VRT Lisa Brady, Educational Programs Therrie Butz, Housing Rhonda Jalbert, VRT Leslie Felton-Jue, Neighborhood Jason Madsen, Blind & Visually Impaired Mark Carnopis, VRt Associations Community Kara Fink, Limited English Speaking Tina Wilson, Employers Stephen Hunt, VRT Population Annette Harper, Transportation Service TBD, Low-income Individuals & Families Providers Terri Lindenberg, Rural Providers TBD, Non-emergency Medical Transport Jeremy Maxand, Persons with Disabilities Leslie Pedrosa, Transportation Integration Courtney Rosenkoetter, At-large Eric Selekof, Community Services Duane Wakan, Local Governments Chair Jeremy Maxand began the meeting at 9:04 a.m. with a quorum present. AGENDA ADDITIONS/CHANGES - none CONSENT AGENDA Accept Minutes of 11/06/17 Joint Meeting of Executive Board & RCC The RCC members were asked to review and accept the 11/06/17 minutes of the Joint Meeting of the Executive Board and RCC as approved by the Executive Board on 12/04/17. Terri Lindenberg noted a correction to the minutes in attendance as she was not at the Joint Meeting on 11/06/17. Leslie Felton-Jue moved to accept the Minutes of the 11/06/17 Joint Meeting of the Executive Board & RCC with the noted correction; seconded by Duane Wakan. The motion was approved unanimously. PUBLIC COMMENT - none 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

7 ITEM IV-B ACTION ITEMS ValleyConnect 2.0 Update Rhonda Jalbert presented a PowerPoint reviewing the draft ValleyConnect 2.0 plan which included recommendations from the VRT Executive Board discussion on 12/04/17. Rhonda requested the RCC members recommend that the VRT Board approve the current draft ValleyConnect 2.0 Plan for public outreach and education for public input on the plan and to refine the scenarios. Following discussion, Duane Wakan moved to approve the ValleyConnect 2.0 draft plan for public outreach; seconded by Lisa Brady. The motion was approved unanimously. WORKSHOP - RCC Strategic Plan Chair Jeremy Maxand facilitated a workshop on the RCC Strategic Plan regarding the RCC Mission Statement, Vision Statement, who is the RCC customer, and categories of consumers to build into a communication database. Notes from the discussion will be developed and distributed to the RCC members. The following subcommittees were formed: Policy Subcommittee o Address the Mission and Vision Statements Duane Wakan Eric Selekof Leslie Felton-Jue Terri Lindenberg Jeremy Maxand Kelli Badesheim Outreach Subcommittee o Generate list of groups to build into a communication database to add to the list Mark Carnopis distributed o Process for communicating with the groups Kelly Berg Kara Fink Courtney Rosenkoetter Jeremy Maxand Kelli Badesheim 7

8 ITEM IV-B The subcommittees will meet during the January/February/March time frame. RCC members will be informed as to when the groups are meeting so others can join in the meetings as they are available. The subcommittees will report back to the RCC members at the April 17, 2018 RCC Meeting. INFORMATION ITEMS Department/Staff Reports The most recent Department/Staff Reports, as included in the 12/04/17 Executive Board meeting packet, were included in the RCC packet. ADJOURNMENT At 11:57 a.m., Terri Lindenberg moved to adjourn the meeting; seconded by Lisa Brady. The motion was approved unanimously. NEXT REGIONAL COORDINATION COUNCIL MEETING: Tuesday, April 17, 2018 VRT Board Room 700 NE 2 nd Street Meridian, Idaho 8

9 ITEM V-A VALLEY REGIONAL TRANSIT FY2018 SECOND QUARTER BUDGET REPORT OCTOBER 2017 MARCH 2018 Canyon County System Regional Boise GreenBike Category Budget Actual % Variance Budget Actual % Variance Budget Actual % Variance Budget Actual % Variance Directly Generated Revenues $ 358,026 $ 446, % $ 84,825 $ 120, % $ 32,900 $ 6,206 19% $ 33,613 $ 13,089 39% Auxiliary Revenues 32,859 47, % 4,903 9, % Non Transportation Revenues 92, % 26 1,395 Federal Operating Assistance 1,264, ,386 69% 491, ,696 31% 1,564,245 1,344,418 86% Federal Capital Assistance 3,505,439 2,483,381 71% Local Operating Assistance 2,749,733 3,034, % 292, , % 1,023, ,707 92% 150, ,949 87% Local Capital Assistance 427, ,679 57% TOTAL REVENUE $ 4,497,667 $ 4,405,001 $ 873,443 $ 861,673 $ 6,553,312 $ 5,023,786 $ 183,668 $ 143,038 Wages and Salaries $ 1,663,343 $ 1,767, % $ 383,050 $ 339,384 89% $ 618,903 $ 572,380 92% $ 58,981 $ 61, % Fringe Benefits 1,639,556 1,602,745 98% 71,566 72, % 406, ,394 88% 38,322 26,760 70% Professional Services 250, , % 123,825 93,485 75% 769, ,237 79% 51,964 16,859 32% Materials and Supplies 502, ,001 84% 174, , % 38,995 55, % 7,650 13, % Utilities 68,748 76, % 17,110 30, % 54,663 31,994 59% 1,500 1,212 81% Casualty and Liability Insurance 240, ,543 57% 83, , % 33,856 31,749 94% 2,500 2, % Purchased Transportation 575, ,602 94% Miscellaneous 77,405 38,594 50% 15,375 4,098 27% 108,751 70,390 65% 7,750 2,699 35% Miscellaneous Subrecipient Pass thru 218, ,775 Interest 2,767 0% % Leases and Rentals 55,271 52,753 95% 1,975 0% 14,254 6,292 44% 15,000 14,845 99% Capital 3,714,062 2,573,859 69% TOTAL EXPENSE $ 4,497,667 $ 4,402,944 $ 873,442 $ 861,673 $ 6,553,312 $ 5,018,161 $ 183,668 $ 140,549 Check #'s VALLEY REGIONAL TRANSIT CAPITAL SPENDING OCTOBER 2017 MARCH 2018 Capital Budget Expense Category Budget QR 2 Budget Annual Actuals Thru QR 2 Revenue Vehicles 795,158 $ 1,590,316 $ Revenue Vehicles Sub Recipients 257, ,682 Non Revenue Vehicle 33,105 66,210 5,854 Shop & Other Equipment 164, ,000 Capital Facility Safety/Security/Communications 80, ,000 69,590 Fareboxes 143,649 Facility 459, ,331 16,797 IT Hardware 37,500 75,000 66,766 IT Software 24,200 Main Street Station 38,052 76,103 20,289 Systems Enhancements Stops/Shelters 22,500 45,000 35,913 Bike /Pedestrian Improvements 926,931 1,853,861 1,613,438 Regional Park & Ride Projects 276, , ,363 Capital Projects Subrecipients 624,000 1,248,000 TOTAL CAPITAL EXPENSE 3,714,063 $ 7,428,125 $ 2,573,859 9

10 VALLEY REGIONAL TRANSIT FY 2018 BUDGET REPORT COMMENTS October March 2018 ITEM V-A At the end of March, Fiscal Year 2018 was fifty percent (50%) complete. The following is a review of the budgetary status of the Ada, Canyon, Regional and Boise GreenBike Systems as of March 31, A ten percent (+/- 10%) tolerance threshold is utilized for analysis purposes in this report. Ada County System Revenues Directly Generated Funds (125% of Budget) - This line item is favorably outside of budget parameters. Higher Ridership, Employer Programs, and Pass Sales offset lower Farebox revenues resulting in a net favorable variance in comparison to the budgeted amounts through March. Auxiliary Revenues (146% of budget) - This line item favorably exceeded budgetary estimates due to greater amounts of advertising being sold for fixed line operations. This revenue source is lower in order of magnitude than some of the other revenue categories. Non-Transportation Revenues (0% of Budget) - The Alternative Fuels Rebate is the principal source of revenue in this category. Typically, this discretionary rebate is received late in the second quarter or early in the third quarter of the fiscal year. The budget for this revenue source is spread out evenly throughout the year. The rebate has not been received as of March 31, A small amount of miscellaneous income has been posted through QR-2. Federal Operating Assistance (69% of Budget) - This line item is unfavorably outside of budget parameters principally due to FY2018 Demand Response operations funds not being available. Three (3) revenue sources are contained within this category: Federal Assistance for Operations, Preventative Maintenance, and Buildings & Grounds. The FY2018 Grants will not be executed until sometime during the latter part of QR-3. Until that time, VRT will be utilizing more Local Operating Revenues (Overmatch) to cover the Federal Operating amounts not available. Local Operating Assistance (110% of Budget) - This line item is outside of budget parameters. Lower amounts available in Federal Operating Revenues required more Local Operating Assistance to be recognized as revenue in order to match against total expenses that were incurred within the System through March. This is condition is defined as Overmatch and will reverse as the 2018 Grants are executed at the end of QR-3. 10

11 ITEM V-A Expenses Total Ada County System operating expenses were 97.9% of budget through QR-2. Wages and Salaries (106% of budget) This line item is within budget parameters. Fringe Benefits (98% of budget) This line item is within budget parameters. Professional Services (123% of Budget) - This line item is unfavorably outside of budget parameters. Expenses for Repair & Maintenance were $41,297 higher (Unfavorable) than the allocated budget amount. Expenses for Professional & Technical Services were $8,952 higher than the budget amount. Expenses for the Operating Contract were $8,775 higher than budget. All other professional services expense categories were net favorable ($2,405). The overage in this category is presently being offset by favorable variances in other expense categories. Materials and Supplies (84% of Budget) - This line item is lower than budget parameters. Through March, favorable variances presently exist within the following line items: CNG- Diesel-Unleaded/Diesel Fuels ($42,951), Tires & Tubes ($22,824), Minor Equipment ($12,464), Printing & Binding ($9,838), and Departmental/Office Supplies ($7,151). These favorable variances were partially offset by unfavorable variances in Parts (-$13,085) and Oils & Lubes (-$1,518). Utilities (111% of Budget) - This line item is tracking unfavorable being just outside the +/- 10% budget analysis threshold. The unfavorable variances in Tele/Communications- Mobile Data Plan (-$13,753) outweigh the favorable variances in Electric-Gas-Water-Sewer ($5,900). Casualty Insurance (57% of Budget) - This line item is significantly below budget parameters due to negotiating vehicular insurance coverage as a component of the First Transit Management Contract. Miscellaneous (50% of Budget) - This line item is favorably lower than the established budget. Through March, lower amounts have been spent in the Other Expenses ($31,185), Travel & Meetings/Personal Training ($3,645), Postage/Freight ($2,710) and Bank Service Charges/Team Bus ($1,270) line items. Leases and Rentals (95% of Budget) - This line item is within budget parameters. Canyon County System Revenues Directly Generated Revenues (142% of Budget) - This line item exceeds budget parameters. Total Directly Generated Revenues were $120,078 whereas the established budget was $84,825. The revenue associated with the Gowen Thunder Airshow was recorded in March ($22,641), providing a significant favorable variance in the Charter Service category. Factoring out the Charter Service revenue, higher Ridership Programs 11

12 ITEM V-A and Universal/Local Pass Sales appear to account for the residual net favorable variance at the end of March. Auxiliary Revenues (Advertising) (200% of Budget) - This line item is favorably outside budget parameters. Higher advertising revenues have been earned in the Canyon County System in relation to the established budget through QR-2. Actual Advertising revenues were $47,933 through March, whereas the Budget was $32,859. Non-Transportation Revenues The Alternative Fuels Rebate is the principal revenue source in this category. This discretionary source has typically been utilized for capital match purposes. Therefore, it is not included as an operational revenue source. Federal Operating Assistance (31% of Budget) - This line item is unfavorably outside of budget parameters. Four (4) revenue sources are contained within this category: Operations, Preventative Maintenance, Buildings & Grounds and Administration. Through March, limited Federal monies are presently available in executed grants to fund Canyon County System Operations and Administration expenses. Since lower amounts are presently available in these Federal Revenue sources, more Local Operating Assistance is required to be utilized as revenue (recognized) in order to match against total expenses within the Canyon County System through March. Amounts have been available to fund Preventative Maintenance and Buildings & Grounds. VRT Finance expects the FY2018 Grants to be executed and available for drawdown at the end of QR-3. Some execution will extend into QR-4. Once execution occurs, this will reverse the overmatch condition for Operations and Administrative expenses. Furthermore, VRT Finance and Development are considering making changes in future programming and execution of grants to increase the amount available for small urban Operations and Administrative expenses. Local Operating Assistance (199% of Budget) - This line item is favorably outside of budget parameters. Due to funding limitations available in Federal Operating Assistance in the small urban area through March, more local funds are presently being utilized to cover operating expenses (Overmatch). VRT Finance believes this overmatch situation will reverse near the end of QR-3 or in QR-4. Expenses Total Canyon County System operating expenses were 98.7% of budget through QR-2. Wages and Salaries (89% of Budget) - This line item is favorable being just outside the +/- 10% budget parameter threshold. Favorable variances in Administrative ($54,017) and Maintenance ($40,504) Wages were large enough to offset unfavorable variances in Operators (-$28,460) and Supervisory (-$22,394) Wages. Fringe Benefits (101% of Budget) - This line item is within budget parameters. 12

13 ITEM V-A Professional Services (75% of Budget) - This line item is significantly lower than budget parameters. Actual expense through March was $93,485, whereas the established budget was $123,825. Through the second quarter, the Canyon County System experienced lower Operating Contract expenses ($23,969), Repair & Maintenance ($3,720), Uniforms ($2,636) and Drug Screen-Physicals ($1,587). These favorable variances were partially offset by higher expenses in Professional & Technical Services (-$3,395) and Contract Labor (-$851). Materials and Supplies (127% of Budget) - This line item exceeds budgetary parameters. Through March, unfavorable variances existed within the following line items of Materials and Supplies: Printing (-$18,862) associated with the Canyon County Service Change that was not budgeted, Parts (-$16,386), Tires & Tubes (-$12,832) and CNG-Diesel-Unleaded Fuels (-$4,953). These unfavorable variances were partially offset by the following favorable variances: Departmental/Office Supplies ($3,133), Oils & Lubricants ($2,457) and Minor Equipment ($675). Utilities (178% of Budget) - This line item exceeds budgetary parameters. Higher Mobile Data Plan/Telecommunications/Cellular expenses (-$9,743) and Electric/Gas expenses (-$4,170) offset lower Sewer/Water ($624) expenses. This unfavorable variance is being covered by favorable variances in other expense categories within the System. Casualty Insurance (121% of Budget) This line item exceeds budgetary parameters. Higher deductible and allocated insurance costs have resulted in this unfavorable variance. Across both transit systems, actual insurance expenses are forecast to remain below the established total budget. This unfavorable variance is being covered by favorable variances in other expense categories within the System. Miscellaneous (27% of Budget) Favorable variances through QR-2 are evident in all line items within this category: Other Expenses ($5,613), Travel and Meetings ($2,831), Bank Service Charges ($1,702), Freight-Postage ($955) and Licenses-Fees ($175). Interest (0% of Budget) - No interest expenses have been incurred through March. Leases and Rentals (0% of Budget) No expenses were incurred through March for the Radio Repeater Site Rental that constitutes the single expense in this category. Regional Operations Revenues Directly Generated Revenues (19% of Budget) - This line item is unfavorably outside of budget parameters. This revenue category comprises fares from Division 41 - Community Transportation Operations. Community Transportation programs fares were $6,206 through QR-2, whereas the Budget was established at $32,900. VRT Finance and Operations are reviewing why this revenue category is materially divergent from Budget. Non-Transportation Revenues A small amount ($1,395) of interest and miscellaneous income was earned through March. 13

14 Federal Operating Assistance (86% of Budget) This line item is unfavorably outside of budget parameters. Amounts recognized as revenue in this category are integrally tied to the availability of executed grants and the level of expenses incurred during each quarter. The FY2018 Grants will not be executed until sometime during the QR-3 of the fiscal year. Until that time, VRT will utilize more Local Operating Revenues to balance expenses within the Regional. Federal Capital Assistance (71% of budget) - This line item reflects lower levels of capital spending or subrecipient capital pass-thru transactions when compared to the QR-2 Budget through March. Local Operating Assistance (92% of Budget) This line item is within budget parameters. Local Capital Assistance (57% of Budget) - This line item reflects lower levels of capital spending when compared to the QR-2 Budget through March. Expenses Regional operating expenses were 86.8% of budget through the second quarter of the fiscal year. Wages and Salaries (92% of Budget) - This line item is within budget parameters. ITEM V-A Fringe Benefits (88% of budget) - This expense category is favorably just outside of budget variance parameters. Through March, VRT Regional has recognized lower expenses across most Fringe Benefit categories: Health-Admin. ($32,898), Retirement ($7,290), Miscellaneous Earnings-Admin ($4,656), FICA ($4,200), Disability/Life-Admin. ($1,323) and Workers Compensation ($118). These favorable variances were offset by an unfavorable variance in Unemployment (-$1,830). Professional Services (79% of Budget) - This net favorable variance is attributed to the following: Lower spending in Professional & Technical Services ($78,568), Advertising Services ($53,868), Contract Labor ($18,200), Repair and Maintenance principally in Division 41 ($8,513) and Legal Services ($4,034). These favorable variances were partially offset by unfavorable variances in Other (-$160) and Drug Screen-Background Checks (-$19). Material and Supplies (142% of Budget) - This unfavorable variance is attributed to the following: Division 41 Purchase of tires in FY2017 for which the expense had to be recognized in FY2018. Higher Parts, Unleaded Fuel and Oil & Lubricants purchases vs. the established Budget through QR-2 for Division 41. Total unfavorable variances were - $40,103. These unfavorable variances were partially offset by favorable variances in Printing & Binding, Minor Equipment and Office/Departmental Supplies. The total favorable variances were $23,821. The net total unfavorable variance of -$16,282 was covered by other favorable variances in other expense categories through QR-2. 14

15 ITEM V-A Utilities (59% of Budget) This line item is favorably under Budget parameters. This favorable variance has been largely driven by lower expenses through QR-2 in Tele/Communications expenses within Division 10 Department 170 (IT). Casualty Insurance (94% of Budget) - This line item is within budget parameters through March. Purchased Transportation (94% of Budget) - This line item is within budget parameters. through March. Miscellaneous (94% of Budget) - This line item is within budget parameters through March. Miscellaneous Subrecipient Pass-Thru Transactions (65% of Budget) This line items is lower than budget parameters through March. Subrecipient Pass-Thru Transactional expenses are exactly offset by Federal revenues. No income statement impact (revenues exceeding expense or expense exceeding revenues) occurs either quarterly or annually. Consequently, these transactions are budget neutral. Interest Expense (107% of Budget) This line item is within budget parameters through March. Leases and Rentals (44% of Budget) - The Customer Service (Division 20) and VRT Overhead (Division 10) copier lease expenses account for the favorable variance. Capital: (69% of Budget) - Through QR-2, lower levels of capital spending occurred in relation to capital carry-forwards and new capital projects scheduled in FY2018. It should be noted that the timing of capital projects throughout the year do not always align with how the Capital Budget is spread equally (monthly/quarterly) throughout the year. Revenue Vehicles & Subrecipient & Non-Revenue vehicles Very little expense was incurred during the quarter for these capital expense categories ($5,854). Shop/Other Equipment & Safety/Security & Fareboxes Total expense incurred during the quarter for these capital expense categories was $213,239 whereas as the Budget through QR-2 was $244,000. Facility - Total expense thru the end of QR-2 was $16,797 whereas the Budget through QR-2 was $459,166. Expense recognized in this line item were for parking lot enhancements at the Happy Day Transit Center. Main Street Station (MSS) - Actual expenses were $20,289, whereas the Budget through QR-2 was $38,052. This line item accumulates expenses for the Main Street Station center located on the corner of Main and Capital in Boise. 15

16 ITEM V-A IT Hardware & Software - Total expenses incurred through the end of QR-2 were $90,966. This amount exceeds the total annual budget amount for these capital expense categories ($75,000) by $15,966. VRT Finance is working with Operations and Development Staff to determine the cause of this unfavorable variance. Systems Enhancements Stops/Shelters- Total expense incurred through the end of QR-2 was $35,913 whereas the Budget through QR-2 was $22,500. The total expense to date does not exceed the annual budget of $45,000. Bike & Pedestrian Improvements - Total expense incurred through the end of QR- 2 was $1,613,438, whereas the Budget through QR-2 was $926,931. The total expense to date does not exceed the annual budget of $1,853,861. Regional Park & Ride Projects - Total expense incurred through the end of QR-2 was $577,363 for the City of Middleton Park-N-Ride, whereas the Budget through QR-2 was $577,363. This amount exceeds the total annual budget amount for this capital expense category ($552,622) by $24,741. VRT Finance is working with Development Staff to determine the cause of this unfavorable variance. Capital Projects Subrecipients - No capital expense has been incurred in this category after a reclassification accounting entry was posted moving expense out of this category into Bike/Pedestrian Improvements at the end of QR-2. Boise GreenBike Revenues Directly Generated Revenues (39% of Budget) Revenues earned in this category through QR-2 were $13,089, whereas the Budget through QR-2 was $33,613. Boise Green Bike and VRT Finance staff are analyzing this revenue shortfall and will be adjusting expenses accordingly to ensure that program revenues are sufficient to cover expenses through the end of the fiscal year. It should be noted that QR-1 and QR-2 are typically quarters in which the system does not generate significant amounts of ridership. Local Operating Assistance (87% of Budget) Lower amounts of revenues were recognized in this category due to lower expenses incurred through March. Expenses Total Boise GreenBike System operating expenses are at 76.5% of budget through QR-2. Wages and Salaries (105% of Budget) - This line item is within budget parameters through March. Fringe Benefits (70% of Budget) - This line item was favorable through QR-2. The largest line items within this category that have been driving this favorable variance were Health ($8,221), Misc. Earnings Admin ($1,779) which contain vacation and sick time utilized and Workers Compensation ($1,539). Healthcare expenses for the new Bike Technician 16

17 ITEM V-A did not start until January of 2018; although the Budget was established based upon a full fiscal year. Professional Services (32% of Budget) Lower spending on Advertising ($18,251), Professional & Technical ($12,891), Legal ($2,343) and Other Services ($1,425) are the largest drivers of this favorable variance through QR-2. Material and Supplies (182% of Budget) - Higher spending on Bike Parts (-$6,982), Unleaded Fuel (-$710) and Office Supplies (-$45) were partially offset by lower spending on Minor Equipment ($1,000) and Printing & Binding ($462); resulting in a net unfavorable variance in this expense category. This unfavorable variance is being covered by favorable variances in other expense categories. Utilities (81% of Budget) Since all utilities are presently being covered by the monthly rental amount of the space lease; the only line item being expensed in this category is Cellular Telephone charges that are $288 under budget through QR-2. Casualty Insurance (100% of Budget) This line item is within budget parameters. Miscellaneous (35% of Budget) All line items within Misc. Expense (Travel/Training, Other Exp., and Bank Charges) are running below their QR-2 established amounts. Leases and Rentals (99% of Budget) This line item is within budget parameters. 17

18 ITEM V-B TOPIC: Operating Cash Balance Report - FY2018 Qtr. 2 DATE: April 24, 2018 Summary: Attached to this memo is the Operating Cash Balance Report as of March 31, The following items need to be pointed out: The City of Boise s FY2018 Second Half Payment was received on March 15 th. March GL Cash Balances for the Regional and Ada County Systems reflect the receipt of these funds. Regional Operating Cash Balance was $1,110,157 at the end of March. This amount was made up of a Cash Account balance of $1,059,466 and $50,691 of Funds in Float. VRT utilizes Local Funds to pay for expenses that are related to certain Federal grant funding that was not readily available at the end of March. Once the Federal grants are executed, funding becomes available for drawdown; reversing Funds in Float into Cash. Regional s Cash Balance of $1,110,157 is lower than the Benchmark. The Regional Cash Balance Benchmark at the end of March has averaged $1,264,186 over the last three years. The Ada County System Operating Cash Balance was $3,089,244 at the end of March. This amount was made up of a Cash Account balance of $2,626,119 and $463,125 of Funds in Float. The operating cash balance is above the Cash Balance Benchmark for the System. The Canyon County System Operating Cash Balance was $537,072 at the end of March. This amount was made up of a Cash Account balance of $240,478 and $296,595 of Funds in Float. The operating cash balance was above the Cash Balance Benchmark for the System. Boise GreenBike Operating Cash Balance was $100,390. This System had no Funds in Float at the end of March. The operating cash balance at the end of March is lower than the Cash Balance Benchmark for the System. Staff Recommendation/Request: The Executive Board will review and accept the FY2018 Operating Cash Balance Report. Attachments Operating Cash Balance Report FY2018 Qtr. 2 For detailed information contact: Jim McMahon, Finance Director, , jmcmahon@valleyregionaltransit.org. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

19 ITEM V-B VALLEY REGIONAL TRANSIT OPERATING CASH BALANCE ANALYSIS March 31, 2018 Regional Operations GL Cash Balance at 3/31/2018 $ 1,059,466 Funds in Float 50,691 Operating Cash Balance $ 1,110,157 Cash Balance Benchmark (Note 1) $ 1,264,186 Ada County System GL Cash Balance at 3/31/2018 $ 2,626,119 Funds in Float 463,125 Operating Cash Balance $ 3,089,244 Cash Balance Benchmark (Note 1) $ 1,705,197 Canyon County System GL Cash Balance at 3/31/2018 $ 240,478 Funds in Float 296,595 Operating Cash Balance $ 537,072 Cash Balance Benchmark (Note 1) $ 327,194 Boise GreenBike GL Cash Balance at 3/31/2018 $ 100,390 Funds in Float Operating Cash Balance $ 100,390 Cash Balance Benchmark (Note 1) $ 130,807 Note 1: Average of 2017, 2016 and 2015 balance at March 31st. 19

20 ITEM V-C TOPIC: FY2018 Financial Analysis: Draft Policy Review DATE: April 24, 2018 Summary: Staff began a detailed review of the organization designed to focus on the fundamentals of delivering high quality public transportation services and supports. We are completing a detailed review of our financial management practices to ensure we maintain the strong financial controls, a structurally balanced budget that can sustain the needs of the organization, and a strong governance foundation that leads to transparent, effective, and sound financial decision making. The first steps to establishing a sound governance foundation was to identify the Executive Board as the Finance Committee for VRT and to establish an item on each agenda to review and discuss the organization s finances. The staff proposed an outline of policies that we would be researching and drafting this year for the Board s consideration. Those policies include the following: Funding dedicated reserves; Maintenance and strategic reserves; Income, variance, cash flow, and revenue sources tracking reporting; and Budget processes to ensure projects are being tracked and there is a smooth transition between fiscal years on the organization s encumbrances and projects. The schedule for that activity included conducting some initial research on policies in March and April. To complete some of that research, staff reached out to some of our local government funding partners to learn about their practices and policies in these areas. Recognizing there are differences in the accounting practices between general and enterprise funded governments, our primary focus in our research was to draw on the governance policies and practices to ensure we are engaging the Board effectively in the decision-making process. Staff will be bringing draft policies on the areas outlined above over the course of the rest of this fiscal year with the intent to have the VRT Board of Directors adopt the policies. The Executive Board will be reviewing and finalizing the drafts to be recommended to the VRT Board. Staff Recommendation/Request: Attached are two draft policies related to establishing and maintaining adequate reserves and the end of year accounting and re-budgeting processes. Staff is looking for input from the Executive Board on these policies that will lead to a final recommendation for the VRT Board of Directors in September. The policies will require further refinement and review at a staff level to address any staffing implications or to make sure the policies and practices align with VRT's accounting system. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

21 ITEM V-C Implication (policy and/or financial): Both of these policies are critical to establish a sound fiscal foundation for establishing an annual budget. They are also designed to engage the governance board more transparently and proactively in making decisions about how unspent revenues are reallocated to meet the organization s goals. Highlights: Staff initiated a comprehensive Financial Analysis in January 2018 The Executive Board was established as the organization s de facto Finance Committee in February 2018 Staff provided a report on some weaknesses in policies and practices that led to budgeting imbalance in FY2017 Staff provided an outline of policies to be developed in February 2018 Executive Board reviews and accepts a quarterly budget quarterly budget variance report Budgets are developed annually between February and June of each year More Information: Kelli Badesheim, Executive Director, (208) , kbadesheim@valleyregionaltransit.org Attachments Draft Reserves Policy Draft Budget Development and End of Year Accounting Processes 21

22 ITEM V-C This policy supersedes all prior policy statements written, verbal, or otherwise Section Policy Title: Policy Date: Approved By: VRT Chairman Executive Director Policy No. (from Linda) Page 1 of Policy Adopted: Policy/Page Replaced: Policy Amended: Balanced Budget and Reserves Statement of Policy Valley Regional Transit (VRT) adheres to financial principles and practices that protect the long-term financial health of the Authority, and its continued delivery of services by ensuring that the reliability of funding sources is matched to expenses. To retain a stable financial base, VRT needs to maintain reserves sufficient to fund all cash flows of the Authority, to provide reserves for unanticipated expenses and/or revenue shortfalls of an emergency nature, and to provide funds for all existing encumbrances at fiscal year-end. The Authority shall annually adopt, by resolution, a balanced budget where projected operating revenues are equal to or exceed projected operating expenses. A balanced budget is required by Idaho Code section The purpose of this policy is to specify the size and composition of Valley Regional Transit s financial reserves and to identify certain requirements for replenishing any reserves that have been utilized. Definitions Proprietary Fund: A Fund that is used to account for a government s or political subdivision s business-type activities. Proprietary funds can be either an Enterprise Fund or an Internal Service Fund dependent upon whether the customer is external or internal to the financial reporting entity. Enterprise Fund: A fund that is utilized to report any activity for which a fee is charged to external users of goods and/or services. 22

23 ITEM V-C Statement of Net Position: One of the principal financial statements for Valley Regional Transit. This financial statement presents the balances of assets, deferred outflows of resources, liabilities, deferred inflows of resources and net position as of a specific date. Historically, this financial statement has been referred to as a balance sheet. Net Position: The equity component within the Statement of Net Position that is classified into two major components for financial reporting purposes Investment in Capital Assets and Unrestricted Net Position. Valley Regional Transit further classifies Unrestricted Net Position into Designated and Undesignated subcategories based upon management financial reporting purposes and needs. Reserves: Technically, this is defined as components of Unrestricted Net Position within the Statement of Net Position for an Enterprise Fund. For the purposes of Valley Regional Transit, reserves should be defined as spendable reserves or the amount by which current assets (excluding inventory and prepaid items) exceed current liabilities (Accounts Payable and Payroll Payable) at any point in time. Designated Reserves: That subcategory of Unrestricted Net Position for which specific designations or earmarking of balances has been assigned by the Board of Directors. Undesignated Reserves: That subcategory of Unrestricted Net Position for which no specific designation or earmarking of balances has been assigned by the Board of Directors. Policy I. Undesignated surpluses or spendable reserves should not be considered a source of funds for base operating expenses. Any increase in expenses, decrease in revenues, or combination of the two that would result in a budget imbalance and/or operating loss will require budget revision and constraint of spending during the fiscal year; rather than relying upon the utilization of Undesignated or Designated Reserves (outside their intended purpose). The VRT Board of Directors must approve the utilization of Unrestricted Net Position in either subcategory. Year-end operating surpluses will revert into the Undesignated Reserve balance subcategory for use in maintaining Unrestricted Net Position levels. Balances of Undesignated Reserves may be made available for capital projects and one-time only operating expenses. Nothing in this policy shall prohibit the use of operating revenues for capital expenses. 23

24 ITEM V-C II. The following individual items shall constitute Valley Regional Transit s Net Position: A. Investment in Capital Assets: The amount of investment in capital assets as of the financial statement reporting date. It consists of the value of the undepreciated balance (book value) of the Authority s capital asset base. As such, it cannot be spent or utilized to liquidate liabilities of the current period unless assets are sold and prior approval to spend the proceeds is received from the Federal Transit Administration for those assets funded with Federal dollars. B. Unrestricted Net Position: The amount of equity that results from the surplus of non-capital assets and deferred outflow of resources over liabilities and deferred inflow of financial resources. Classifications of Unrestricted Net Position balances shall be determined by the Board of Directors by approving the funding of projects from current resources into both Designated and Undesignated subcategories. Staff will provide recommendations for the Board s consideration no less than annually through the budgeting process, and on a case-by-case basis as needed. C. Designated Reserves: The subcategory of Unrestricted Net Position that contains reserves that have accumulated from prior fiscal years for which a designation or earmarking has been assigned by the VRT Board of Directors. These sources of funds represent available financial resources that can be used to meet contingencies and working capital requirements that are narrowly and/or specifically defined for specific projects or initiatives. VRT will maintain a designated reserve for fiscal cash liquidity purposes. This designated reserve will provide for sufficient cash flow to minimize the potential of short term borrowing and/or having to defer the processing of accounts and payroll payable transactions. At a minimum, this amount shall be three months of annual operational expenses of the Authority. D. Undesignated Reserves: The subcategory of Unrestricted Net Position that contains reserves that have accumulated from prior fiscal years for which no designation or earmarking has been assigned by the VRT Board. These sources of funds represent available liquid financial resources that can be utilized to meet one time contingencies and/or specific working capital requirements. The Board of Directors recognize that any utilization of funds from the Undesignated Reserve subcategory should be for non-recurring expenses; as this funding source represents prior year surpluses that may or may not materialize in subsequent fiscal years. E. The VRT Finance Committee will be responsible to establish a plan to achieve the appropriate level of Designated and Undesignated Reserves required in this Policy. The plan will be presented and 24

25 ITEM V-C approved by the VRT Board of Directors. The plan will include annual objectives with a timeline to achieve the minimum Unrestricted Net Position Balance for each of the operating divisions utilizing the appropriate aforementioned subcategories. III. The Valley Regional Transit Finance Director shall annually prepare a report documenting the status of all Designated and Undesignated Reserves within this Policy and present it to the Executive Board in conjunction with the development of the annual budget. Should the report disclose there are surplus undesignated funds available; a recommendation for use of said funds shall be presented to the Valley Regional Transit Board of Directors for their consideration. IV. Should Designated or Undesignated Reserve balances fall below the targeted level, the Board of Directors must approve and adopt a plan to restore this balance to the target level within 24 months. If restoration of the reserves cannot be accomplished within such period without severe hardship to the Authority, then the Board of Directors will establish a different time period. 25

26 ITEM V-C This policy supersedes all prior policy statements written, verbal, or otherwise Section Policy Title: Policy Date: Approved By: VRT Chairman Executive Director Policy No. (from Linda) Page 1 of Policy Adopted: Policy/Page Replaced: Policy Amended: End of Year Budget and Accounting Processes Statement of Policy This policy recognizes the importance of timely and accurate preparation for closing the fiscal year, as well as development of the end-of-year financial report to the VRT Board of Directors. A number of processes are necessary to close the Authority s books and prepare them for the Annual Audit. This policy identifies those processes, the key steps in their accomplishment, and the responsible parties that ensure their timely completion. Definitions A. Fiscal Year End Calendar and Process Checklist Instructions updated and issued by Finance each September, identifying key processes and the related deadlines. These instructions will contain detailed procedures for all end-of year activities, including specific review and prioritization criteria for re-budget items. B. Re-budget The process that facilitates remaining budgets for specific expense items approved in a prior fiscal year to be added to the subsequent fiscal year. 1. Preliminary Re-budget Departmental preliminary requests submitted to Finance and Administration to determine policy compliance and to expedite approval for timesensitive project expenditures to occur in the upcoming budget period. 2. Final Re-budget The VRT Board of Directors approved project/program list which includes monetary amounts to be re-budgeted. C. Encumbrances The process that ensures the legal funding obligation, as identified by open purchase orders or executory contracts, has been adequately reserved at the close of the fiscal year and establishes the budgetary authority in the subsequent fiscal year to complete the transaction. D. Accounts Payable The processing of accounts payable at year-end may differ depending on the timing of the purchase and receipt of goods or services as described below. 1. Goods or services ordered and received on or before September 30 should be paid in the closing fiscal year. 26

27 2. Goods or services ordered but not received on or before September 30 may only be paid in the new fiscal year through the encumbrance process. 3. Goods or services ordered and received after September 30 may only be paid in the new fiscal year. E. Payable Accruals The process that allows the recognition of expenditures when incurred regardless of the timing of the cash transaction. Accounts payable journal entries are to be completed by Finance and Administration according to due dates as outlined in the fiscal year-end calendar. F. Receivable Accruals The process that allows the recognition of revenues when earned regardless of the timing of the cash transaction. Finance and Administration is responsible for processing journal entries to accrue all revenue excluding grant revenue. Financial and Administration is responsible for processing entries to accrue grant revenue based on information provided by departments. G. Purchase Order (PO) Roll Forward The process in which open and active POs may be rolled-forward from one fiscal year to the next. Funding and budget authority are not included in the PO roll process. Any funding and budget considerations are addressed through the re-budget and encumbrance process. H. Procurement Card (P-card) P-card processing differs at year-end from typical monthly process. Records must be segregated and accounted for based on timing of the transaction as described in Section II, D of this policy. I. Assets and Capital Project Reporting In order to accurately account for the value of the City s capital assets, sufficient information is needed from departments for the year-end reclassification process conducted by Finance and Administration. J. Annual Audit Policy I. ENCUMBRANCE CRITERIA A. The encumbrance process represents a commitment to expend resources, not an actual expense or liability. The following are allowable encumbrance items: 1. Products supplies, equipment, and other tangible items as identified by an open PO. 2. Construction related services contracted services, such as architecture and design services, for capital projects as identified by an open PO. 3. Professional services specific, non-based professional services, such as consultation for a special operating program/project as identified by an open PO. Departments must submit specific open PO s for encumbrance consideration to Finance and Administration by the due date described in the fiscal year-end calendar. Items not identified by a department will not be encumbered and the open PO will be closed. B. Departments must provide to Finance and Administration the following information for each encumbrance item intended for consideration: 1. What was ordered? ITEM V-C 27

28 2. When was the item(s) ordered? 3. When will the product or service be received/provided? Encumbrance items without an explanation will not be considered for the encumbrance process. No exceptions will be made. II. REBUDGET CRITERIA ITEM V-C A. The re-budget process is the mechanism to roll forward unspent and unobligated budget amounts from the one fiscal year to the next budget period to support departments in the achievement of specified goals and objectives. At the end of the budget period all unspent and unobligated monies from division funds revert to the Unassigned Reserve for reallocation by the VRT Board of Directors. Designated reserves, unspent and unobligated monies will remain in the respective reserve. B. In the event that the financial position of the Authority, as a whole, is in a net negative position or another respective reserve is insolvent, a priority funding strategy will be implemented accordingly. Finance and Administration will be required to work with the affected departments to provide prioritized funding details to facilitate the decision making process. C. In the event that the financial position of the authority is in a net positive financial position and/or other respective reserves are solvent, the following criteria will apply: D. In the event that a department has insufficient funding to support their net rebudget amount, with the exception of expenditure amounts funded from dedicated sources, re-budget requests will be reduced accordingly. Departments requiring additional funding due to a decreased re-budget amount may submit an amended budget to request funding through the budget amendment process. E. At the end of the budget cycle All monies revert to the retained earnings of the Authority. However, the following exception items will be re-budgeted, net of department revenue losses and personnel cost overages: 1. Special operating projects or capital projects that were originally deemed and approved as a multi-year project. 2. Expenditure amounts funded from dedicated resources. Departments must submit the following information that validates the re-budget request to Finance and Administration: a. Progress status of multi-year special project and/or capital project. b. Approval date of the special and/or capital project and estimated completion date. c. Funding source. Re-budget items without the stated information will not be considered for the rebudget process. No exceptions will be made. All other funding requests will be processed in subsequent budget amendments and are subject to the review process associated with such requests. The VRT Board of Directors has full discretion to change the recommended re-budget amounts. 28

29 III. CAPITAL ASSET AND PROJECT CRITERIA A. Departments will submit capital project information to Finance and Administration indicating the status of each project. Finance and Administration will provide departments a schedule identifying the information needed and the due date and may request information on projects completed during the fiscal year. 1. Capital Asset/Inventory Update - Departments with capital projects, land and/or building improvements, and service lines must review the values and descriptions annually to ensure they have not been replaced or removed and to accurately state their value. 2. Equipment and Vehicle Worksheet - Departments are required to complete, sign and return a worksheet, provided by Finance and Administration, noting changes and/or updates, if any, to their vehicle and/or equipment inventory to Finance and Administration annually. All worksheets will contain instructions, inventory reports and a due date. VI. RESPONSIBILITIES AND ACCOUNTABILITIES A. VRT Board of Directors Approves all related end of year policies, the encumbrance reservation amount, re-budget transactions and the designation of funding for the final end-of-year re-budget amounts. B. Executive Director Finalizes and forwards recommendations for approval of the rollforward and re-budget transactions to VRT Executive Board for recommendation to the full VRT Board. C. Directors Team Reviews roll-forward and re-budget amounts. In the event that a respective fund is in a net negative financial position, The Directors Team reviews and determines funding priorities of all department-submitted re-budget requests. D. Department Directors/Project Managers Meet annual deadlines and follows policy and guidelines in developing their re-budget and encumbrance requests, submission of information, and reporting requirements. E. Finance and Administration Manages the overall year-end closing process and schedule including the following key tasks: 1. Compiles the master list of department roll-forward requests, including purchase orders, encumbrances, and re-budgets. 2. Compiles all financial information. 3. Completes accruals. 4. Creates necessary financial reports for the Annual Audit. 5. Oversees the Authority s independent annual auditing process. ITEM V-C 6. Reports end-of-fiscal year results, both unaudited and audited, to the Valley Regional Transit Board of Directors. 29

30 ITEM V-D TOPIC: FY2019 Budget DATE: April 26, 2018 Summary: Staff is in the process of completing the FY2019 Preliminary Budget. The Boise GreenBike Budget is ready for review and approval by the Executive Board. The Ada and Canyon County Systems Expense Budgets are ready for review by the Executive Board. Staff Recommendation/Request: Staff requests the Executive Board review and recommend approval of the FY2019 Boise GreenBike Budget to the VRT Board of Directors. Staff requests the Executive Board review the Ada and Canyon County Expense Budgets. Implication (policy and/or financial): Approval of the Boise GreenBike Budget will provide operating authority for FY2019. Attachments: FY2019 Boise GreenBike - Preliminary Budget FY2019 Ada & Canyon County Systems - Preliminary Expense Budgets More information: Jim McMahon, Finance Director, , jmcmahon@vallyregionatransit.org. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

31 ITEM V-D VALLEY REGIONAL TRANSIT FY2019 PRELIMINARY BUDGET BUDGET SUMMARY BOISE GREENBIKE OPERATIONS Operating Revenues Boise Green Bike Division 12 FY2018 FY2019 Farebox Revenues $ 110,035 $ 63,855 Pass Revenues Employer Contracts 257, ,500 Auxiliary Revenues Other Revenues Federal Assistance Local Assistance Total Revenues $ 367,335 $ 337,355 Operating Expenses Wages and Salaries $ 117,963 $ 127,965 Fringe Benefits 76,644 65,778 Total Labor Costs $ 194,607 $ 193,743 Professional Services $ 103,928 $ 73,562 Materials and Supplies 15,300 14,800 Utilities 3,000 3,000 Property and Casualty 5,000 5,250 Purchased Transportation Miscellaneous 15,500 12,000 Subrecipient Pass Thru Expense Interest Leases and Rentals 30,000 35,000 Depreciation 77,084 77,084 Total Operating Expenses $ 444,419 $ 414,439 Surplus (Deficit) (77,084) (77,084) Depreciation Offset 77,084 77,084 31

32 ITEM V-D VALLEY REGIONAL TRANSIT FY2019 PRELIMINARY BUDGET CONSOLIDATED EXPENSE BUDGET SUMMARY BUS OPERATIONS Operational Revenues Boise TMA Nampa UZA TOTAL BUS Fixed Route Demand Response Fixed Route Demand Response Intercounty Division 21 Division 22 Division 24 Division 25 Division 31 FY2018 FY2019 FY2018 FY2019 FY2018 FY2019 FY2018 FY2019 FY2018 FY2019 FY2018 FY2019 Operational Expenses Wages and Salaries $ 2,697,155 $ 2,949,532 $ 629,530 $ 665,849 $ 344,745 $ 392,198 $ 30,644 $ 111,589 $ 390,711 $ 602,196 $ 4,092,785 $ 4,721,364 Fringe Benefits 2,670,881 2,601, , ,170 73, ,634 3,723 30,433 66, ,521 3,422,243 3,541,323 Total Labor Costs $ 5,368,036 $ 5,551,097 $ 1,237,760 $ 1,272,019 $ 417,882 $ 515,832 $ 34,367 $ 142,022 $ 456,983 $ 781,717 $ 7,515,028 $ 8,262,687 Professional Services $ 433,195 $ 477,445 $ 66,003 $ 75,720 $ 110,400 $ 82,797 $ 11,450 $ 24,213 $ 125,800 $ 87,201 $ 746,848 $ 747,376 Materials and Supplies 841, , , , , ,700 14,255 9, , ,170 1,353,656 1,186,070 Utilities 122, ,900 14,895 14,950 15,399 27,700 1,369 3,889 17,452 32, , ,759 Property and Casualty 414, ,820 66,441 45,851 74,148 54,450 10,026 4,271 82,972 48, , ,436 Purchased Transportation Miscellaneous 147,400 85,300 7,410 8,500 16,250 10,350 2,800 2,800 11,700 7, , ,050 Interest 3, , ,533 1,100 Leases and Rentals 94, ,042 15,956 20,344 2,500 2, ,300 1, , ,336 Depreciation 1,273,852 1,273, , , , , , ,199 1,970,440 1,970,440 Total Operational Expenses $ 8,695,954 $ 8,637,756 $ 1,742,797 $ 1,762,354 $ 1,063,497 $ 1,037,147 $ 74,917 $ 186,445 $ 1,133,989 $ 1,401,551 $ 12,711,155 $ 13,025,254 Surplus(/Deficit) (1,273,852) (1,273,852) (171,070) (171,070) (237,318) (237,318) 0 0 (288,200) (288,199) (1,970,441) (1,970,439) Depreciation Offset 1,273,852 1,273, , , , ,318 (0) (0) 288, ,199 1,970,441 1,970,439 32

33 ITEM V-D TOPIC: FY2019 Budget Development - Capital DATE: April 27, 2018 Summary: Valley Regional Transit (VRT) submitted the Public Transportation Asset State of Good Repair (SGR) Transit Asset Management (TAM) Scoring of Assets and Targets for Ada and Canyon counties to the COMPASS Board of Directors in July of 2017 to advance the efforts to implement a performance based approach to planning and programming of funding for capital expenditures. The VRT Board of Directors reviewed and approved scoring of the assets and the proposed targets for the public transportation assets for Ada and Canyon counties for the fiscal year of 2018 on July 10, This information was entered into the National Transit Database (NTD) for FY2017. VRT and partners classified, scored, and set targets for the regional assets according to the Federal Register 49 CFR Parts 625 and 630. Classification of assets was based upon Appendix A to Part 625 Asset Categories, Asset Classes, and Individual Assets. Standards for measuring the condition of capital assets were completed in compliance with through , and performance targets for the capital assets were submitted according to The Federal Transit Administration (FTA) has published a final rule to define the term state of good repair (SGR) and to establish minimum Federal requirements for transit asset management that will apply to all recipients and subrecipients of chapter 53 funds that own, operate, or manage public transportation capital assets. This final rule requires public transportation providers to develop and implement transit asset management (TAM) plans. TAM plans must include an asset inventory, condition assessments of inventoried assets, and a prioritized list of investments to improve the state of good repair of their capital assets. Standard scoring criteria for condition assessments for regional public transportation assets was established via the VRT Scoring Criteria for Regional Public Transportation Assets Policy adopted on September 26, 2016 by the VRT Board of Directors. Staff and other regional public transportation providers will inventory all real property assets, classify them according to FTA definitions and score the assets according to the Scoring Criteria for Regional Public Transportation Assets Policy on a yearly basis. This process is currently underway - inventory and scoring will be completed by May 11, 2018 for VRT and Boise State, and June 30, 2018 for ACHD Commuteride. The proposed ranking of assets for prioritization in the FY2019 capital plan is based upon the scoring from FY2017. Updates from May 11, 2018 scoring of assets will be incorporated in the FY2019 capital plan prioritization. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

34 ITEM V-D Staff Recommendation/Request: Information item. Staff will present prioritized of scoring for the Regional Public Transportation Inventory of Assets with corresponding State of Good Repair Condition Ratings from FY2017 for discussion and direction. See attachment for prioritized assets according to TAM score to be reviewed for upcoming capital budget. Implication (policy and/or financial): An inventory of assets and their corresponding SGR score will be used to determine the capital budgets going forward. Highlights: July 2017 Board of Directors Action Item Approved Performance Targets for Capital Assets based on the State of Good Repair Measures September 2017 Executive Board Action Item Approved regional asset scoring for FY17 October 2017 Executive Board Action Item Approved targets for FY18 to be submitted to FTA through NTD More Information: Rhonda Jalbert, Development Director, , If your fiscal year ends: June 30 Sept 30 Dec 31 Share initial targets with planning partners July2017 Report FY17 Asset Inventory Module (AIM) data to NTD Submit targets for FY18 to NTD (optional) Oct 2017 Jan 2018 Apr 2018 Complete compliant TAM Plan (1st required) Share TAM Plan with planning partners Oct 2018 Report FY18 AIM data to NTD (1st required) Submit targets for FY19 to NTD (1st required) Oct 2018 Jan 2019 Apr 2019 Report FY19 AIM data to NTD Submit targets for FY20 to NTD Submit narrative report to NTD (1st required) Oct 2019 Jan 2020 Apr 2020 Report FY20 AIM data to NTD Submit targets for FY21 to NTD Submit narrative report to NTD Oct 2020 Jan 2021 Apr 2021 Complete Updated TAM Plan Share TAM Plan with planning partners Oct

35 ITEM V-D FY2017 Scoring of Assets SGR Overall Score % of assets that met Targets Asset Asset Category Age Mechanical Appearance SGR Overall or exceeded the ULB FY18 Equipment % 35.5% Regional Equipment Equipment % 25.0% Shop Equipment Equipment % 13.6% Technology - Hardware Equipment % 38.9% Facilities Equipment - Fueling Equipment Equipment % 44.4% Technology - Software Systems Equipment % 64.3% Support Vehicles Equipment % 38.5% Security Systems Rolling Stock % 40.0% Technology for Rolling Stock Rolling Stock % 54.6% Technology for Rolling Stock Rolling Stock % 0.0% Security Systems Equipment Facilities Facilities Facilities Park & Rides Facilities Bus Stops Facilities Bus Stop Shelters Facilities Rolling Stock (RS) % 26.5% Fixed Route Vehicles Rolling Stock % 17.5% Demand Response Vehicles Rolling Stock % 12.5% Community Transportation Rolling Stock % 37.5% Rolling Stock - Boise State Rolling Stock % 45.0% Vans Rolling Stock % 20.0% Overall % 31.0% Revision 1-9/25/ Revised items within the categories, which updated the overal scores of the major heading, e.g. Equipment and Rolling Stock. ULB = Useful Life Benchmark 35

36 ITEM V-D SGR Overall Score Asset Asset Category Age Mechanical Appearance SGR Overall Equipment Regional Equipment Equipment Shop Equipment Equipment Technology - Hardware Equipment Facilities Equipment - Fueling Equipment Equipment Technology - Software Systems Equipment Support Vehicles Equipment Security Systems Equipment Facilities Facilities Facilities Park & Rides Facilities Bus Stops Facilities Bus Stop Shelters Facilities Rolling Stock Technology for Rolling Stock Rolling Stock Technology for Rolling Stock Rolling Stock Fixed Route Vehicles Rolling Stock Demand Response Vehicles Rolling Stock Community Transportation Rolling Stock Rolling Stock Rolling Stock Vans Rolling Stock Security Systems Rolling Stock Overall

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46 ITEM VI-A TOPIC: Request to Ratify Additional Funding for SHIP Purchase of Service DATE: April 26, 2018 Summary: On 04/12/18 the Executive Director authorized the approval of $4, in additional funding for Supportive Housing & Innovative Partners (SHIP) for purchase of service transportation for seniors and persons with disabilities in order to keep the service running. Local match is funded through Division of Veterans Services and local provider. Staff Recommendation/Request: Staff requested the Executive Board ratify the action authorized by the Executive Director to approve $4, in additional funding for Supportive Housing & Innovative Partners (SHIP) for purchase of service transportation for seniors and persons with disabilities in order to keep the service running. Implication (policy and/or financial): Not having authorized the additional $4, would have caused the service to be discontinued when funds were depleted. Highlights: 09/25/17 Consent Agenda - VRT Board approved SHIP funding in the amount of $166, through FY2018 Recurring Procurements 11/07/17 - $125, Requisition/Purchase Order approved (balance left in the amount of $ ) 01/08/18 - $32, approved by VRT Board through FY2018 Budget Amendment 04/12/18 Requisition for $78,439 requested by staff which was short $4, /12/18 Executive Director approved $4, to keep the service running 05/07/18 Requesting Executive Board ratify the Executive Director authorization of funds. For detailed information contact: Kelli Badesheim, Executive Director, , kbadesheim@valleyregionaltransit.org 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

47 ITEM VI-B AUTHORIZATION FOR EXPENDITURE VRT EXECUTIVE BOARD APPROVAL PROCUREMENT DESCRIPTION: TOTAL COST: Not to Exceed $400,000 (2 On-Call General Marketing Services years + 1 year option) PURPOSE/ACTION: VRT s objective is to hire a consultant to provide professional marketing services on an on-call basis to support a variety of marketing, outreach, and educational initiatives. Staff is seeking approval by the VRT Board to delegate authority to the Executive Board to approve the contract award to the successful proposer for the On-Call General Marketing Services. SCOPE OF WORK: Contractor shall provide professional services on an as-needed basis for an initial term of approximately two (2) years with an option to renew upon mutual agreement of both parties under the same terms and condition for an addition one-year period of time. DISCUSSION: VRT does not have the internal capacity, nor the expertise to develop and deploy a comprehensive marketing campaign to support a variety of marketing, outreach, and educational initiatives. ALTERNATIVES: By not raising awareness of services and programs that improve people s mobility to both current and new riders, VRT loses the opportunity to increase ridership and help people access a variety of transportation options. FISCAL IMPACT: The funding for year one is available for this project in the FY18 coordinated marketing budget. Future years funding will be dependent on VRT Board approval of future budgets. This is a two-year contract with the option to exercise a third year. RECOMMENDATION/JUSTIFICATION: Valley Regional Transit staff has followed federal procurement guidelines and VRT s policy for procuring professional services. Seven proposals were received which have been short listed to three. Staff has completed negotiations with all qualified firms and determined Stoltz Marketing Group is the most responsive and responsible offeror that provides the best value to meet VRT s needs. POST RFP/FINAL SELECTION OF PROJECT: Recommend: On 04/02/18, the VRT Board delegated authority to the Executive Board to approve the contract award to Stoltz Marketing Group for the On-Call General Marketing Services. ROUTING # ORDER OF REVIEW DATE APPROVED RESOLUTION # 1 EXECUTIVE DIRECTOR Up to $49,999 2 EXECUTIVE BOARD Approves procurements over $50,000 to $200,000 3 VRT BOARD Approves procurements $200,000 and over Executive Board 05/17/18 VRT Board 04/02/18 VEB VBD delegated to Executive Board 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

48 ITEM VI-B VEB EXECUTIVE BOARD RESOLUTION On-Call General Marketing Services RESOLUTION VEB BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT APPROVING A CONTRACT WITH STOLTZ MARKETING GROUP FOR ON-CALL GENERAL MARKETING SERVICES WHEREAS, pursuant to Idaho Code, Chapter 21, Title 40, and as a result of the approval of the voters of Ada and Canyon Counties on November 3, 1998, a regional public transportation authority (now known as Valley Regional Transit ) was created to serve Ada and Canyon counties; and WHEREAS, Idaho Code (1) confers to Valley Regional Transit, as a regional public transportation entity, exclusive jurisdiction over all publicly funded or publicly subsidized transportation services and programs except those transportation services and programs under the jurisdiction of public school districts and law enforcement agencies within Ada and Canyon Counties; and WHEREAS, Idaho Code (2) and (5) provide that Valley Regional Transit, as a regional public transportation entity, has power to raise and expend funds as provided in Idaho Code Chapter 21, Title 40 and to make contracts as may be necessary or convenient for the purposes of the Regional Public Transportation Authority Act; and WHEREAS, VRT has identified a need of On-Call General Marketing Services; and WHEREAS, the contract will be for up to three years for an amount not to exceed $400,000 total expended over the horizon of the contract; and WHEREAS, funding for the first year of this procurement is available in the FY2018 budget Resolution VBD on July 10, 2017 and other singly presented procurements subsequent to Board approval; and WHEREAS, subsequent year funding will be dependent on future budget dollars being approved by the VRT Board of Directors; and WHEREAS, the Valley Regional Transit staff completed a competitive procurement process through a Request for Proposal as required in the VRT Procurement Policies adopted by the Valley Regional Transit Board of Directors by Resolution VBD on 01/09/17 and updated by Resolution VBD on 09/25/17, and in compliance with all local and FTA requirements; and WHEREAS, staff has completed negotiations with all qualified firms and determined Stoltz Marketing Group is the most responsive and responsible offeror that provides the 48

49 ITEM VI-B best value to meet VRT s needs; and WHEREAS, Idaho Code (5) provides that the Board of Valley Regional Transit may adopt resolutions consistent with law, as necessary, for carrying out the purposes of Chapter 21, Title 40, Idaho Code and discharging all powers and duties conferred to Valley Regional Transit Pursuant to Chapter 21, Title 40; and WHEREAS, the Board of Valley Regional Transit has created an Executive Board, conferring specific authority upon it to discharge its powers, pursuant to Resolution VBD11-011; and WHEREAS, on 04/02/18 the VRT Board delegated authority to the Executive Board to approve the On-Call General Marketing Services procurement; and NOW THEREFORE, BE IT RESOLVED BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT: Section 1. That the Executive Board approves a contract with Stoltz Marketing Group determined to provide the best value to meet VRT s needs for On-Call General Marketing Services, not to exceed $400,000 up to a three year period. Section 2. That the Executive Board delegates authority to the Executive Director to finalize and execute the contract. Section 3. That this resolution shall be in full force and effective immediately upon its adoption by the Executive Board of Valley Regional Transit and its approval by the Executive Board Chair ADOPTED by the Executive Board of Valley Regional Transit, this 7 th day of May, APPROVED by the Executive Board Chair this day of, ATTEST: APPROVED: EXECUTIVE ASSISTANT CHAIR OF EXECUTIVE BOARD VEB

50 VALLEY REGIONAL TRANSIT FY2018 PROCUREMENT CALENDAR EXECUTIVE BOARD / VRT BOARD OF DIRECTORS ITEM VII-B Goods/Service Total Procurement Amount Potential Executive Board Action Potential VRT Board of Directors Action Comments On-Call General Marketing Up to $400,000 May 7, 2018 On-Call Marketing Services Term: 2 years plus one (1) option Services April 2, 2018 year extension. On April 2, 2018 VRT Board delegated approval to Executive Board. Ada County Facility Bus Lifts $100,000 June 4, 2018 Purchasing two bus-lifts which will replace older units. On Call General Contractor Services Emerging Mobility Transit Technology and Service Annunciators $400,000 Capital Infrastructure Construction - HVAC Orchard Facility Capital Infrastructure Design CWI Roundabout Capital Infrastructure Construction CWI Roundabout $198,000 June 4, 2018 Services by contractors as needed by VRT would include but not limited to electrical, masonry, concrete, asphalt, carpentry, drywall, plumbing, painting on an as needed basis. Term of Agreement 2 years w/ 1 option years. $260,000 June 4, 2018 Implementation of pilot technology and services for first and last April 2, 2018 mile connections to transit and late night low income job access. Pilot Term: Up to 18 months. On April 2, 2018 VRT Board delegated approval to Executive Board. Allows VRT to set approach, arrival, and departure July 9, 2018 announcements on all fixed route vehicles in the Valley Ride Fleet. $600,000 Amount is for construction of the project. July 9, 2018 $100,000 August 6, 2018 Amount is for design. Presently awaiting National Environmental Policy Act (NEPA) Report $875,000 January 7, 2019 Amount is for construction of the project. Pending NEPA approval. Executive Board Approval Levels: $50,000 - $199,999 VRT Board of Directors Approval Levels: $200,000 and over Updated 4/25/18kh 50

51 ITEM VII-C TOPIC: Executive Director Report DATE: April 27, 2018 Highlights: I have been working with a small team to prepare for an all-day staff meeting on April 28. The focus of the staff meeting is looking at the organization we need to be to meet the objectives in our ValleyConnect 2.0 Growth Scenario. We will then think about what actions we need to take today to achieve that future vision. My hope is this exercise will help us in the stated objective for 2018 to go back to the fundamentals and build a more solid foundation from which the authority can evolve. I attended the Boise Metro Chamber Leadership Conference this year. I made some good contacts with local leaders and will be having some follow-up meetings to see how we might engage some of these leaders in our work to build a funding stream to support public transportation. I was very encouraged by the support I heard from many of the speakers and conference participants for the vision and mission of VRT. Financial Analysis Staff is taking a comprehensive look at VRT s financial systems and policies. We are focusing our attention toward what we need to look like to achieve the vision of our Growth Scenario. April has been focused on building the foundation for the expense budgets for our largest budget divisions. The focus for our expense side of the budget has been to think about what we need to operate at adequate levels. This will have to be evaluated against the revenues and some difficult decisions may need to be made to make expenses and revenues come together in a balanced budget. The preliminary budget will be presented to the Executive Board in June. There are also some financial policies in the board packet for the Executive Board to discuss. We will be bringing as series of policies for discussion and final review through the spring and summer this year. This round of review is for discussion. Our objective is to get the perspective of the Executive Board from the governance responsibility. We will then look at the policies from the implementation and processes perspective, bringing that together later in the summer as a final policy recommendation. We anticipate the final policies being presented to the VRT Board in September Regional Coordination Council VRT staff is working with Jeremy Maxand, the current RCC chair, to look at the role of the RCC and develop a strategic plan for the Council that will better align their work around the needs of the current and future consumers of the region s mobility services. The Policy and Outreach Subcommittees conducted work sessions at the April meeting to share the work they completed during the break. They are continuing to refine the work of the subcommittees and will be bringing a final recommendation for the organizational changes in June. The Executive Board will be asked to approve the final recommendation at the annual Joint Meeting between the RCC and the Executive 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

52 ITEM VII-C Board in November. Staff will be providing an overview of the work to the Executive Board at the July Executive Board meeting. Division 19 I am working with a project team that consists of VRT, Commuteride, and Safe Routes to School staff to build the program supports that are needed to help increase awareness, education, and access and utilization for the services and programs provided to support mobility in our region. VRT staff is also completing a strategic plan to restructure the organization so that we can meet the needs for these important functions today and into the future. A more detailed report on this work will be provided at the June meeting when we present the budget for Division 19. More information: Kelli Badesheim, Executive Director, , kbadesheim@valleyregionaltransit.org 52

53 ITEM VII-C TOPIC: Finance and Administration Activity Report DATE: April 23, 2018 Summary This memo provides an update on the accomplishments of the Finance and Administration Department. VRT Strategic Plan Goal 1 Demonstrate responsible stewardship of public resources. Highlights: Budget/Finance Finance and operations staff has prepared the FY2019 Expense Budgets for the Ada and Canyon County and Boise GreenBike Program. These expense budgets will be presented to the Executive Board at the May 7 th Meeting. FY2018 Period 6 (March) is now closed. Finance Staff has prepared the QR-2 Budget to Actual Variance and Cash Position Reports that are included in the Executive Board Packet. Finance and Development Staff have completed the final submissions of National Transit Database (NTD) reporting for FY2017 activity. Finance and Development Staff are working on documenting procedures in the Finance and Organizational Capacity Workgroup. This working group reviews policy, procedures, and emerging financial and organizational capacity issues for the organization. Grant Management The federal apportionment came out on 3/19/18, giving approval to spend 6/12ths of the total apportionment. There is no update on when the total apportionment will occur. FTA is currently reviewing the Operations grant application. Do not have an ETA on obligation date at this time. ITD Site Review was completed on March 14 th. There will be a follow up call with ITD to discuss any findings. Procurement The Procurement Calendar that documents procurements through FY2018 has been updated. VRT Finance, Operations, and Development staff are currently working on the following procurements: 700 N. East 2nd Street, Suite 100 Meridian, ID p: f:

54 ITEM VII-C o On-Call Marketing Services vendor selection is pending based on Executive Board approval. o Emerging Mobility Transit Technology interviews are taking place the week of 4/22 with potential vendors. o On Call Architecture and Design Three vendors have been selected: CSHQA, Paragon Consulting, and TAIT Associates. o On Call General Contractor Services o On Call Electrical Maintenance and Service o City of Middleton Park and Ride Design and Construction o CWI Infrastructure- Roundabout o HVAC and CNG System Design & Replacement Boise o Annunciators o Nampa/Boise Bus Lifts o Nampa Support Vehicles Procurements for Bus Advertising, Legal and Audit Services will be starting development in QR-3 of this fiscal year. For More Information: Contact Jim McMahon, Finance Director, (208) , or e- mail: jmcmahon@valleyregionaltransit.org 54

55 ITEM VII-C TOPIC: Development Department Monthly Report DATE: April 18, 2018 Summary: Update of Development Department activities for the month of May 2018 VRT Strategic Plan Goal 1 - Demonstrate responsible stewardship of public resources Performance based decision-making ValleyConnect 2.0 (VC2.0) Staff presented the final draft of VC2.0 to the VRT Board of Directors in April and the VRT Board adopted VC2.0 with the proposed changes from the outreach Public Transportation Plan (COMPASS Lead) The technical resource group for this has been reviewing public transportation priorities and plans for high capacity transit between Canyon and Ada County. The public transportation priorities were presented to COMPASS Board on April 16, 2018 and were approved. National Transit Database (NTD) Reporting Project Boise State and ACHD Commuteride have received their login IDs for NTD. ACHD has input their FY17 data for their vanpools into NTD. Staff is working with Boise State to input their FY17 shuttle data into NTD. The next step is to report Star and Eagle Senior Centers data to NTD through Idaho Transportation Department (ITD). VRT staff will utilize the information from Star and Eagle s monthly invoices to complete this task on a quarterly basis. Transit Asset Management Staff is working with the Public Transportation Provider Group to provide a Transit Asset Management Policy and Plan. The Transit Asset Management Policy will include the Scoring Criteria Policy. The Transit Asset Management Plan will be an instructional manual for staff and providers on how to score, what to score, when to score, etc. All Transportation Providers are scoring assets. Scoring will be completed by mid-may. The outcome of the scoring will be used to set regional goals and targets which will reported to the FTA. This information will be presented at the July 2018 VRT Board of Directors Meeting for action. Fare Tariff VRT will be reviewing the prior analysis conducted by Four Nines, operational input, IT input, and VC2.0 to assemble issues and recommendations for a 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

56 ITEM VII-C simplified and updated fare tariff sheet. This fare update will review and analyze fare revenue targets (fare recovery ratio) with rider impacts. Increase ridership and revenue May in Motion Development staff has been supporting May in Motion planning efforts to increase awareness of service changes in Canyon County and promote ridership on those new services. These promotions include direct mailings, ride-free month, and outreach to businesses and social services along transit corridors in Nampa and Caldwell. We will be leveraging these efforts to increase ridership in Ada County as well, in particular marketing the Vista, Fairview, and State Street corridors where current transit service levels are the highest. On-call Marketing Support Development staff worked with other VRT departments to complete the procurement of an on-call marketing support contract. This contract will allow Metro to more aggressively market transit service in the areas where it is most relevant. Development s involvement with marketing ensures that key messages from VC2.0 are carried through all our materials. Development will also ensure that our marketing efforts are aligned with future service changes and goals. Service Changes VRT staff is evaluating existing service, customer comments and service plans to prepare service change concepts for the fall of These changes could include: o Retiming of intercounty routes to improve on-time performance o Restructuring of some Ada County routes to improve productivity, on-time performance, and advance service concepts from ValleyConnect 2.0 such as higher levels of service on State Street and reallocating service from low-performing routes to higher performing services. Goal 3 - Build institutional and regional capacity Regional Capital Enhancements Boise Operations Facility Upgrades HVAC/CNG project design is underway and expected to be completed this spring. Plans for permitting have been reviewed by Development and Operations staff for submittal to the City of Boise. Construction will be in the summer or fall of 2018, pending grant approvals. Waiting on grant funding. 56

57 ITEM VII-C Happy Day Transit Center Interior Remodel and Site Improvements Second phase of improvements has been prioritized and approved by the VRT Board. Implementation of this project will be in FY18. Waiting on grant funding. College of Western Idaho Roundabout Staff is working on the Environmental Document Approval. Staff is working with CWI to prepare 30% drawings to submit to the FTA along with the NEPA according to FTA suggestions. CWI will fund the 30% design work necessary for the NEPA application completion. Middleton Park & Ride VRT s construction efforts have wrapped up and the City of Middleton has moved in to complete the park elements around the Park and Ride. The final product will include a farmers market, a skate park, a splash pad, an amphitheater and restrooms. Final construction items are expected to be complete in late VRT has entered into an oversight and long term review role at this time. Facilities and Infrastructure Maintenance Review Staff has been evaluating the maintenance and oversight of our existing facilities and infrastructure over the last three (3) years. Staff has researched past expenditures for all buildings and grounds expenses. Expenses are being analyzed and a revised Buildings and Grounds budget will be proposed for FY19 with a line item for a Maintenance Reserve. This will be discussed during the budget preparation for FY19 and an outcome will be determined. Nampa Transit Oriented Development Technical Resource Group is still in the site selection process. 57

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