Executive Board Meeting Agenda

Transcription

1 Table of Contents Agenda 2 Approve Minutes of 11/06/17 Joint Meeting Executive Board/RCC Minutes of 11/06/17 Joint Meeting Executive Board/RCC 5 Accept 10/17/17 RCC Minutes 10/17/17 RCC Minutes 9 PROCUREMENT - Main Street Station Cleaning Services AFE-MSS Cleaning 12 RESO-VEB MSS Cleaning 13 PROCUREMENT - Automotive Services for Community Transportation AFE-Automotive Services for Community Transportation 15 RESO-VEB Automotive Services for Community Transportation 16 Meeting Dates for 2018 Meeting Dates for Set Public Hearing Date for FY2018 Budget Amendment Memo-Request for Public Hearing Date for FY2018 Budget Amendment 20 Set Public Hearing Date for Asset Disposal Memo-Set Public Hearing Date for Asset Disposal 21 Proposed Agenda for 01/08/18 VRT Board of Directors Meeting Memo-Proposed Agenda for 01/08/18 VRT Board of Directors Meeting 22 Officer Succession and Nominations for Open Positions Officer Succession and Nominations for Open Position 24 ValleyConnect 2.0 Memo-ValleyConnect Regional Public Transportation Authority Funding Memo Funding Planning 29 Regional Vanpool Design and Development Memo Regional Vanpool 32 Procurement Calendar Procurement Calendar 34 Department/Staff Reports Report Executive Director 35 Report-Finance & Administration 36 Report-Development Department 37 Report-Operations Department 40 Report-Community Relations 42 Report-Bike Share Program 43 1

2 Executive Board Meeting Agenda Monday, December 4, :00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho I. CALLING OF THE ROLL Chair Garret Nancolas 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 11/06/17 Joint Meeting Executive Board/RCC Ө Pages 5-8 B. Accept 10/17/17 RCC Minutes Ө Pages 9-11 V. ACTION ITEMS A. PROCUREMENT 1. Main Street Station Cleaning Services Ө Pages Jake Hassard The Executive Board members will review for approval Resolution VEB for the updated cleaning costs for Main Street Station, which had a scope increase during the first year. This increase pushed the contract amount over the level needing VRT Board approval, so it is before the Executive Board now. 2. Automotive Services for Community Transportation Ө Pages Billy Wingfield The members will review for approval Resolution VEB to approve award of a contract to Commercial Tires to provide automotive services to support VRT's GoRide program. B. Meeting Dates for 2018 Ө Pages Kelli Badesheim The members will review for approval the meeting dates for 2018 for the VRT Board of Directors and Executive Board and review the proposed meeting dates for NE 2nd Street, Suite 100 Meridian, ID p: f:

3 C. Set Public Hearing Date for FY2018 Budget Amendment Ө Page 20 Jim McMahon Jim McMahon will request a Public Hearing date be set for an Amendment to the FY2018 Budget to include carry forwards from FY2017 to FY2018. The next regularly scheduled VRT Board of Directors meeting will be held January 8, 2018 at 12:00 p.m. D. Set Public Hearing Date for Asset Disposal Ө Page 21 Billy Wingfield The members will review for approval a request to set January 8, 2018 for the Public Hearing date for the disposal of surplus and obsolete assets for one year. E. Proposed Agenda for 01/08/18 VRT Board of Directors Meeting Ө Pages Kelli Badesheim The Executive Board will review and approve the proposed agenda for 01/08/18 VRT Board of Directors Meeting and authorize the Executive Director to use discretion in adding any other information that may arise before the meeting packet is scheduled to be distributed in early January. F. Officer Succession and Nominations for Open Positions Ө Pages Kelli Badesheim The Executive Board will review and confirm officer succession and discuss nominations for Secretary/Treasurer and at-large positions for the 2018 calendar year. G. ValleyConnect 2.0 Ө Pages Stephen Hunt The Executive Board will review and recommend that the VRT Board approve the current draft plan for public outreach and education to solicit input on the plan and refine scenarios. VRT staff will prepare and present the findings of the outreach process to the VRT Board and prepare the final completed ValleyConnect 2.0 Plan for Board action at the April 2018 VRT Board meeting. The draft ValleyConnect 2.0 Plan can be viewed at the following weblink: H. Regional Public Transportation Authority Funding Ө Pages Kelli Badesheim The Executive Board will provide input into the scope of the funding plan that will be developed in FY2018. The funding plan will provide strategic focus to define a dedicated funding source to meet the investment needs for public transportation in the region as defined by ValleyConnect 2.0. I. Regional Vanpool Design and Development Ө Pages Kelli Badesheim Staff will present a process to work with the Executive Board on a vision and design criteria for a comprehensive regional vanpool system. The project will look at funding considerations and how to phase the project to include a short-term viable Canyon County centered vanpool system. 3

4 VI. INFORMATION ITEMS A. COMPASS Board and VRT Board Holiday Lunch Linda Ihli Members are reminded of the COMPASS Board and VRT Board Holiday Lunch on Monday, December 18th at noon at the Nampa Civic Center. Please RSVP to Linda Ihli if you plan to attend. B. Procurement Calendar Ө Page 34 Kelly Higgs The most current Procurement Calendar is included for information only. C. Department/Staff Reports Ө Pages VRT Staff The most current Department/Staff Reports are included in the meeting packet. VII. ADJOURNMENT Ө = Attachment Agenda order is subject to change. NEXT MEETING: Monday, January 8, :00 a.m. VRT Board Room 700 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. 4

5 ITEM IV-A JOINT MEETING MINUTES VRT Executive Board & Regional Coordination Council Monday, November 6, 2017 at 11:00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho Ex Board MEMBERS PRESENT Ex Board MEMBERS ABSENT OTHERS PRESENT Dave Bieter, Boise Luke Cavener, Meridian Kelli Badesheim, VRT Elaine Clegg, Boise Linda Ihli, VRT Corey Cook, Boise State University Rhonda Jalbert, VRT Tom Dale, Canyon County Stephen Hunt, VRT Jim Hansen, ACHD Mark Carnopis, VRT Bob Henry, Nampa Jake Hassard, VRT David Lincoln, ACCHD Susan Powell, VRT Garret Nancolas, Caldwell Kelly Higgs, VRT Darren Taylor, Middleton Jim McMahon, VRT Jim Tibbs, Ada County Shauna Miller, ITD Toni Tisdale, COMPASS RCC MEMBERS PRESENT RCC MEMBERS ABSENT Ken Pidjeon, Citizen Deborah Allen, Vocational/Labor Kelly Berg, Older Adults Ryan Head, ACHD John Bechtel, Veterans Lisa Brady, Educational Programs Susan Bradley, Transit Rider or Consumer Therrie Butz, Housing Leslie Felton-Jue, Neighborhood Associations Kara Fink, Limited English Speaking Population Annette Harper, Transportation Service Providers Terri Lindenberg, Rural Providers Jason Madsen, Blind & Visually Impaired Community Jeremy Maxand, Persons with Disabilities Leslie Pedrosa, Transportation Integration Courtney Rosenkoetter, At-large Eric Selekof, Community Services Duane Wakan, Local Governments TBD, Low Income Individuals & Families TBD, Non-Emergency Medical Transport Chair Garret Nancolas began the meeting at 11:07 a.m. with a quorum of both the VRT Executive Board and the Regional Coordination Council (RCC) present. AGENDA ADDITIONS/CHANGES A correction was noted that at the end of the agenda the next RCC meeting should be listed as December 19, NE 2nd Street, Suite 100 Meridian, ID p: f:

6 ITEM IV-A PUBLIC COMMENTS - none CONSENT AGENDA - VRT Executive Board Tom Dale moved to accept the VRT Executive Board Consent Agenda; seconded by Elaine Clegg. The motion was approved unanimously. The Executive Board Consent Agenda consisted of approve Minutes of the 09/18/17 VRT Executive Board & ACHD Board of Commissioners Joint Meeting, approve the 09/25/17 Executive Board Minutes, accept 09/19/17 RCC Orientation Corrected Meeting Minutes, approve Transit Asset Management Targets. CONSENT AGENDA RCC Tina Wilson moved to approve the RCC Consent Agenda (minutes of the 10/17/17 RCC meeting); seconded by Therri Butz. The motion was approved unanimously. JOINT ACTION ITEMS VRT Social Media Policy Mark Carnopis presented the VRT Social Media Policy for review for approval by the Executive Board members and Regional Coordination Council members. Following discussion, Bob Henry moved to approve the VRT Social Media Policy; seconded by Darin Taylor. The motion was approved unanimously by the VRT Executive Board and RCC. ACTION ITEMS - EXECUTIVE BOARD Public Transportation Balancing Rhonda Jalbert reviewed the unprogrammed 5307SU and Surface Transportation Program-Transportation Management Area (STP-TMA) funding amount for FY2018 which is available to be programmed for Small Urban and Large Urban area projects. The approved recommendation will go to COMPASS Board to be included in the TIP. Rhonda explained $20,505 is available for programming for the Large Urban Area which includes FY2016 Motor Coach/Bus purchase requiring an additional $19,000 to complete the purchase, and ACHD is requiring VRT to cost share for Bus Stop improvements in their 15 th & State Bridge Replacement Project for $4,400. Following discussion, Elaine Clegg moved for approval of the $20,505 available to complete the purchase of the motor coach and put the rest for the relocation of the shelter and ask ACHD to absorb the rest of that cost, and also to approve the large urban projects; seconded by Dave Bieter. Further discussion was held regarding staff making the request of ACHD Commissioners to absorb the rest of the 6

7 ITEM IV-A cost of the relocation of the bus stop shelter, and if the answer is no, VRT will go forward with the agreement as is and find the funding in the current budget. Following discussion, the motion was approved unanimously. Rhonda Jalbert reviewed the Small Urban projects requiring funding with a total of $760,500 available which included Middleton Park & Ride Project cost overruns totaling $150,000, CWI Roundabout Project anticipated cost overrun of $300,000, and Nampa Transit Oriented Development (TOD) Project in the amount of $310,500. Following discussion, Bob Henry moved to approve the Small Urban funding as presented; seconded by Darin Taylor. The motion was approved unanimously. Public Transportation Programming and Applications Rhonda Jalbert distributed a handout detailing Public Transportation Funding and Needs in the Large and Small Urban Areas and requested the Executive Board adopt the project list to guide the submission in the upcoming application process. Tom Dale moved to approve the prioritization as presented; seconded by Elaine Clegg. The motion was approved unanimously. Kelli Badeshiem clarified that as local match is determined, the projects will be applied for based on the prioritization for these projects. Rhonda Jalbert noted the prioritization process will be brought to a future meeting, with the ValleyConnect 2.0 piece included. INFORMATION ITEMS ValleyConnect 2.0 Stephen Hunt presented the draft ValleyConnect 2.0, and members provided feedback. The final plan which will be before the VRT Board of Directors in January. Comments/Complaints Report FY2017 Mark Carnopis presented the Comments/Complaints Report for FY2017 noting that in the future the report will be presented quarterly. Social media comments will be included in future reports. JOINT WORKSHOP - RCC Strategic Plan The Executive Board and RCC members discussed approaches and activities that the RCC could use to better support the work of the VRT Board and to provide input into developing the RCC Strategic Plan for FY2018 which will be organized around the framework of policy, services, and outreach. Comments from the joint workshop will be incorporated into the RCC Workshop documentation. At the December RCC meeting, 7

8 ITEM IV-A the RCC members will generate a list of more specific questions and to the Executive Board members for response. INFORMATION ITEMS continued National Transit Database Rhonda Jalbert reviewed the list of the NTD project objectives and noted additional information will be provided to the Executive Board as the project progresses. Procurement Calendar The most current Procurement Calendar was included in the meeting packet. Department/Staff Reports The most current Department/Staff Reports were included in the meeting packet for information. Rhonda Jalbert announced that City Center Plaza won the Idaho Business Review Top Project of the Year Award, and Main Street Station took second place for Transportation Project. City Center Plaza also received the Idaho Smart Growth Project Award. ADJOURNMENT At 12:41 p.m., Tom Dale moved to adjourn the meeting; seconded by Bob Henry. The motion was approved unanimously. NEXT MEETINGS: VRT Executive Board RCC Monday, December 4, 2017 Tuesday, December 19, :00 a.m. 9:00 a.m. VRT Board Room VRT Board Room 700 NE 2 nd Street 700 NE 2 nd Street Meridian, Idaho Meridian, Idaho 8

9 ITEM IV-B REGIONAL COORDINATION COUNCIL MINUTES Tuesday, October 17, :00 a.m. VRT Board Room NE 2 nd Street - Meridian, Idaho MEMBERS PRESENT MEMBERS ABSENT OTHERS Deborah Allen, Vocational/Labor (phone) Lisa Brady, Educational Programs Kelli Badesheim, VRT John Bechtel, Veterans Annette Harper, Transportation Service Linda Ihli, VRT Providers Kelly Berg, Older Adults Terri Lindenberg, Rural Providers Rhonda Jalbert, VRT Susan Bradley, Transit Rider or Consumer Jason Madsen, Blind & Visually Impaired Kelly Higgs, VRT Community Therrie Butz, Housing Leslie Pedrosa, Transportation Integration Nick Moran, VRT Leslie Felton-Jue, Neighborhood TBD, Low-income Individuals & Families Stephen Hunt, VRT Associations Kara Fink, Limited English Speaking TBD, Non-emergency Medical Transport Population Jeremy Maxand, Persons with Disabilities Courtney Rosenkoetter, At-large Eric Selekof, Community Services Duane Wakan, Local Governments Tina Wilson, Employers Chair Jeremy Maxand began the meeting at 9:01 a.m. with a quorum present. Members participated in a round-robin discussion about a customer/constituent experience that they would be thinking about during the meeting. The overall theme that emerged from the exercise is that if you design a public transportation system for all people it will benefit the most vulnerable. AGENDA ADDITIONS/CHANGES - none CONSENT AGENDA Approve Minutes of 06/20/17 RCC Meeting Approve Minutes of 09/19/17 RCC Orientation Meeting Susan Bradley noted a change to the 09/19/17 minutes to read, Susan Bradley distributed a flyer for concert to be held October 15 th with proceeds to provide programs to benefit blind children of Idaho. Approve Updated RCC Practices & Procedures Leslie Felton-Jue pointed out correction under Mid-Term Member Recruitment Process which should read, the process is. VRT Public Comment Plan 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

10 ITEM IV-B John Bechtel moved to approve the Consent Agenda with the noted corrections; seconded by Therri Butz. The motion was approved unanimously. PUBLIC COMMENT - none ACTION ITEMS RCC Meeting Dates for FY2018 The members reviewed and discussed the RCC meeting dates for FY2018. Following discussion, Susan Bradley moved to approve the RCC meeting dates for FY2018; seconded by Tina Wilson. The motion was approved unanimously. Assignments for FY2018 Kara Fink has volunteered to provide the RCC Quarterly Report at the January 8, 2018 meeting. Linda Ihli will work with others interested in presenting the report which include Courtney Rosenkoetter, Tina Wilson, Jeremy Maxand, and Duane Wakan. Kelli Badesheim noted Tina Wilson, Lisa Brady, and Duane Wakan had participated in the Technical Resource Group regarding ValleyConnect 2.0, and other RCC members have participated in marketing and outreach activities. Additional assignments and subcommittee assignments will be made as they come up through the year. RCC FY2018 Work Program Calendar Rhonda Jalbert reviewed the RCC FY2018 Work Program Calendar to set expectations for what will be coming up in future meetings so members can provide input addressing the needs of their constituents. Rhonda noted corrections to the calendar to include: Correction VRT Social Media Policy (not an update) Meeting date June 19 should be 2018 not The group discussed items around the work program that will be incorporated into the notes on the RCC Refresher Process workshop. Following discussion, Leslie Felton-Jue moved to approve the FY2018 Work Program Calendar; seconded by Courtney Rosenkoetter. The motion was approved unanimously. WORKSHOP - RCC Refresher Process The RCC members discussed ways to improve the RCC processes, membership representation, and participation to make meetings as meaningful as possible. Staff 10

11 ITEM IV-B explained that the FY2018 meetings will be used for workshops to discuss the RCC refresh and what the RCC will look like in FY2019. Many ideas pertaining to the process were discussed by the RCC members including changing the name of the committee to more accurately reflect the purpose, holding meetings in different places across the valley to ensure access by the public, and defining more clearly what the purpose of the RCC is in alignment with the mission of VRT. The group determined the process is essentially a strategic planning process for the RCC. The next workshop will be a joint workshop with the Executive Board to discuss ways the RCC could support the work of the VRT Board. December s workshop will be a workshop designed to create a list of groups and constituents to communicate with and to explore the three key areas of Policy, Services, and Outreach as they pertain to the work of the RCC. Staff will develop a more detailed plan for future workshops to be held in Summary notes from the RCC discussion pertaining to the strategic planning process will be developed and provided as documentation for the strategic planning work. INFORMATION ITEMS Department/Staff Reports The October Department/Staff Reports will be part of the meeting packet for the November 6th Joint Meeting of the VRT Executive Board and Regional Coordination Council. ADJOURNMENT 10:59 a.m. At 10:59 a.m. John Bechtel moved to adjourn the meeting; the motion was seconded and approved unanimously. NEXT REGIONAL COORDINATION COUNCIL MEETING: Joint Meeting VRT Executive Board & RCC Monday, November 6, :00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho 11

12 ITEM V-A-1 AUTHORIZATION FOR EXPENDITURE EXECUTIVE BOARD APPROVAL PROCUREMENT DESCRIPTION: TOTAL COST: Main Street Station Cleaning Services $115, (over three years) PURPOSE/ACTION: Staff is seeking approval by the Executive Board to award a cleaning services contract to Jan-Pro for cleaning services at VRT facilities. SCOPE OF WORK: This effort includes window, restroom, flooring, and general facility cleaning including specialty services as needed. DISCUSSION: Jan-Pro was competitively procured for cleaning services prior to the opening of Main Street Station. Their scope of services was for three days a week. At that time, their contract amount was under the limits needed for Executive Board approval. After the facility was opened, additional cleaning needs became apparent, and funds were provided by the City of Boise. With the increased scope of work (moving the same type and scope of work from three days per week to six per week) the contract limits are beyond the limits needed for the Executive Director approval. As such, this contract amount is before the Executive Board. This contract timeframe will stay the same, but will include funding of approximately $35,000 per year with a 9% contingency. ALTERNATIVES: The alternative would be to re-procure the services needed to clean the facility in a very competitive vending environment, causing notable staff and administration time, as well as possibly increasing the contract cost. The alternative will also run the risk of not having cleaning services should the purchasing of this service be interrupted. FISCAL IMPACT: Funds for this project are included in the previously approved operational budget for These dollars come from operational budgets and are noted on the existing budget already approved by the VRT Board July 10, Resolution VBD RECOMMENDATION/JUSTIFICATION: POST RFP/FINAL SELECTION OF PROJECT: Recommend: Staff is requesting that the Executive Board approve Resolution VEB and approve the cleaning services procurement as noted. ROUTING # ORDER OF REVIEW DATE APPROVED RESOLUTION # 1 EXECUTIVE DIRECTOR Up to $49,999 2 EXECUTIVE BOARD Approves procurements over $50,000 to $199,999. On Executive Board Agenda 12/4/17 VEB VRT BOARD Approves procurements $200,000 and over. 07/10/17 VBD FY2018 Budget 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

13 ITEM V-A-1 VEB EXECUTIVE BOARD RESOLUTION Main Street Station Cleaning Services RESOLUTION VEB BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT APPROVING THE MAIN STREET STATION CLEANING SERVICES CONTRACT 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, staff has budgeted dollars to complete said services as planned and bid to date; and WHEREAS, funding for this procurement is currently available with 2018 and future budget dollars totaling $115, as approved through the VRT FY2018 Budget Resolution VBD on July 10, 2017; and WHEREAS, the Valley Regional Transit staff conducted a competitive procurement process 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 evaluated responses to select the most responsive and responsible bidder from offering entities; 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

14 ITEM V-A-1 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; WHEREAS, the Board of Valley Regional Transit has conferred upon the Executive Board the power to review and approve certain transactions in conformance with the procurement policy of the Authority pursuant to Resolution , all such power has been conferred for the carrying out the purpose of Chapter 21, Title 40, Idaho Code and discharging all powers and duties conferred to Valley Regional Transit pursuant to Chapter 21, Title 40. NOW THEREFORE, BE IT RESOLVED BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT: Section 1. That the Executive Board authorizes approval of the procurement for the Main Street Station Cleaning Services Contract. 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 4 th day of December, APPROVED by the Executive Board Chair this day of, ATTEST: APPROVED: SECRETARY CHAIR OF EXECUTIVE BOARD VEB

15 ITEM V-A-2 PROCUREMENT DESCRIPTION: Automotive Services for Community Transportation AUTHORIZATION FOR EXPENDITURE EXECUTIVE BOARD TOTAL COST: $160,000 over four years PURPOSE/ACTION: Valley Regional Transit is requesting the VRT Executive Board review and approve award of a contract to provide automotive services to support VRT s GoRide Program. VRT Finance and Operations has determined through a RFB process that Commercial Tires provides the best option for reoccurring automotive services. SCOPE OF WORK: Automotive services for VRT s GoRide vehicle fleet. The vehicle fleet includes a variety of vehicle models and will require comprehensive support for preventative maintenance activities not addressed in the Ada County maintenance facility. This agreement will be for one-year with up to four (4) year extensions. Annuals costs are estimated at $40,000. DISCUSSION: Commercial Tires was identified as the most responsive bidder and demonstrated the ability to cover the automotive service needs of Valley Regional Transit. ALTERNATIVES: The alternative would be to require Ada County s maintenance staff to address all automotive services for GoRide. Given the age of this vehicle fleet and the frequency of service needs, this would place considerable strain on Ada County resources. FISCAL IMPACT: Funds for this project are included in the previously approved budget for These dollars come from Preventative Maintenance line items and are noted on the existing budget already approved by the VRT Board July 10, Resolution VBD RECOMMENDATION/JUSTIFICATION: POST RFP/FINAL SELECTION OF PROJECT: Recommend: Staff is requesting that the Executive Board approve Resolution VEB to provide automotive services to support VRT s GoRide Program. ROUTING # ORDER OF REVIEW DATE APPROVED RESOLUTION # 1 EXECUTIVE DIRECTOR Up to $49,999 2 EXECUTIVE BOARD Approves procurements over $50,000 to $200, VRT BOARD Approves all procurements $200,000 and over. On Executive Board Agenda 12/4/17 VEB NE 2nd Street, Suite 100 Meridian, ID p: f:

16 ITEM V-A-2 VEB EXECUTIVE BOARD RESOLUTION Automotive Services for Community Transportation RESOLUTION VEB BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT APPROVING THE AUTOMOTIVE SERVICES FOR COMMUNITY TRANSPORTATION CONTRACT 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, Valley Regional Transit is need of automotive services to support VRT s GoRide Program; and WHEREAS, given the age of the GoRide vehicle fleet and the frequency of service needs, this would place considerable strain on Ada County resources; and WHEREAS, Valley Regional Transit included the budget for this expenditure in the fiscal year 2018 budget and future budget dollars totaling $140, as approved through the VRT FY2018 Budget Resolution VBD on July 10, 2017; and WHEREAS, the Valley Regional Transit staff conducted a competitive procurement process 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 evaluated responses to select the most responsive and responsible bidder from offering entities; and WHEREAS, Commercial Tires has been identified as the most responsive bidder and demonstrated the ability to cover the automotive service needs of Valley Regional 16

17 ITEM V-A-2 Transit; 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, the Board of Valley Regional Transit has conferred upon the Executive Board the power to review and approve certain transactions in conformance with the procurement policy of the Authority pursuant to Resolution , all such power has been conferred for the carrying out the purpose of Chapter 21, Title 40, Idaho Code and discharging all powers and duties conferred to Valley Regional Transit pursuant to Chapter 21, Title 40. NOW THEREFORE, BE IT RESOLVED BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT: Section 1. That the Executive Board authorizes approval of the procurement for Automotive Services for Community Transportation with Commerical Tire. 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 4 th day of December, APPROVED by the Executive Board Chair this day of, ATTEST: APPROVED: EXECUTIVE ASSISTANT CHAIR OF EXECUTIVE BOARD VEB

18 ITEM V-B 2018 Meeting Schedule Executive Board Meetings 2018 VRT Board Quarterly Meetings 2018 Monday, January 8, 2018 at 11:00 a.m. to 12pm Full Board joins Executive Board at noon Monday, January 8, :00 p.m. to 2:00 p.m. Monday, February 5 at 11:00 a.m. to 1pm Monday, March 5 at 11:00 a.m. to 1pm Monday, April 2 at 11:00 a.m. to 12pm Full Board joins Executive Board at noon Monday, April 2, :00 p.m. to 2:00 p.m. Monday, May 7 at 11:00 a.m. to 1pm Monday, June 4 at 11:00 a.m. to 1pm Monday, July 9 at 11:00 a.m. to 12pm (2 nd Monday) Full Board joins Executive Board at noon Monday, July 9, :00 p.m. to 2:00 p.m. Monday, August 6 at 11:00 a.m. to 1pm Monday, September 24 at 11:00 a.m. to 12pm (combine Sept & Oct into one meeting) Full Board joins Executive Board at noon Monday, September 24, :00 p.m. to 2:00 p.m. No Executive Board meeting in October Monday, November 5 at 11:00 a.m.to 1pm *Executive Board Joint Meeting with RCC Monday, December 3 at 11:00 a.m. to 1pm Monday, December 17 at 12:00 p.m. Holiday Lunch VRT Board & COMPASS Board Nampa Civic Center More Information: Linda Ihli, Executive Assistant, , lihli@valleyregionaltransit.org 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

19 ITEM V-B 2019 Proposed Meeting Schedule Executive Board Meetings 2019 VRT Board Quarterly Meetings 2019 Monday, January 7, 2019 at 11:00 a.m. to 12pm Full Board joins Executive Board at noon Monday, January 7, :00 p.m. to 2:00 p.m. Monday, February 4 at 11:00 a.m. to 1pm Monday, March 4 at 11:00 a.m. to 1pm Monday, April 1 at 11:00 a.m. to 12pm Full Board joins Executive Board at noon Monday, April 1, :00 p.m. to 2:00 p.m. Monday, May 6 at 11:00 a.m. to 1pm Monday, June 3 at 11:00 a.m. to 1pm Monday, July 8 at 11:00 a.m. to 12pm (2 nd Monday) Full Board joins Executive Board at noon Monday, July 8, :00 p.m. to 2:00 p.m. Monday, August 5 at 11:00 a.m. to 1pm Monday, September 30 at 11:00 a.m. to 12pm (combine Sept & Oct into one meeting) Full Board joins Executive Board at noon Monday, September 30, :00 p.m. to 2:00 p.m. No Executive Board meeting in October Monday, November 4 at 11:00 a.m.to 1pm *Executive Board Joint Meeting with RCC Monday, December 2 at 11:00 a.m. to 1pm Monday, December 16, 2019 at 12:00 p.m. Holiday Lunch VRT Board & COMPASS Board Nampa Civic Center More Information: Linda Ihli, Executive Assistant, , lihli@valleyregionaltransit.org 19

20 ITEM V-C TOPIC: Request for Public Hearing Date - FY2018 Budget Amendment DATE: November 22, 2017 Summary: Annually, the VRT Board approves a budget amendment that carries unexpended grant spending authority into the new fiscal year budget. Staff is requesting this process take place at the January 8, 2018 VRT Board meeting.. Staff Recommendation/Request: Staff recommends the Executive Board set the Public Hearing date for the FY2018 Budget Amendment for January 8, 2018 at 12:00 p.m. Implication (policy and/or financial): If the budget amendment is not approved, some capital projects could be adversely affected. For detailed information contact: Jim McMahon, Finance Director, , jmcmahon@valleyregionaltransit.org. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

21 ITEM V-D TOPIC: Request for Public Hearing Date-Disposal of Surplus and Obsolete Assets DATE: November 17, 2017 Summary: VRT and ValleyRide have and will be accumulating surplus and obsolete assets, most of which will be beyond their useful life or not practically repairable. The VRT disposal policy requires a public hearing prior to these assets being transferred to our contributing jurisdictions, donation, sale, or selling for scrap. Staff requests the public hearing for asset disposals covering January 2018 through December 2018, be scheduled for January 8, 2018, at the VRT Board of Directors meeting. Staff Recommendation/Request: Staff requests that the Executive Board set the public hearing for assets disposals as listed below in the method most advantageous to VRT for Monday, January 8, 2018, at 12:00 p.m. at the regularly scheduled VRT Board of Directors meeting. Implication (policy and/or financial): Generally donations or transfers generate good will from the public and the receiving institution. Sale or scrapping an item will usually generate a modest income. Highlights: Potential items for disposal include: Buses beyond their useful life. These vehicles are not suitable for the GoRide program. Support vehicles beyond their useful life that are not suitable for vehicle sharing Obsolete spare parts inventory Desk side computers, monitors, and peripherals Server computers no longer of use or capable of reasonably costing upgrades Worn out or broken furniture. For detailed information contact: Billy Wingfield, Operations Director, , bwingfield@valleyregionaltransit.org 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

22 ITEM V-E TOPIC: Proposed Agenda Items for 01/08/18 VRT Board of Directors Meeting DATE: November 17, 2017 Summary of Proposed Agenda Items for 01/08/18 VRT Board of Directors Meeting INTRODUCE NEW MEMBERS: TBD RCC QUARTERLY REPORT Kara Fink representing Limited English Proficiency (LEP) population CONSENT AGENDA Approve Minutes of 09/25/17 VRT Board of Directors Meeting Accept Minutes of 08/07/17 Executive Board Meeting Accept Minutes of 09/25/17 Executive Board Meeting Accept Minutes of 11/06/17 Joint Meeting Executive Board/RCC Minutes Accept Minutes of 12/04/17 Executive Board Meeting Acknowledge FY2017 Budget 4 th Qtr Budget Variance Report Acknowledge Operating Cash Balance-Qtr 4 Accept Triennial Report Accept FY2017 Year End Ridership Report Approve Meeting Dates for 2018 & Proposed Meeting Dates for 2019 Ratify VRT Social Media Policy (approved by ExB/RCC 11/06/17) PUBLIC HEARINGS FY2018 Budget Amendment to include Budget Carryforwards FY2017 to FY2018 Disposal of surplus & obsolete assets for one year ACTION ITEMS VRT Board/Executive Officer Succession Open Position Nominations & Election ValleyConnect 2.0 FINAL Volunteer Driver Fare Changes (info 09/25/17 but not presented) Fares Findings prioritized with Plan of Action PROCUREMENTS Annunciators 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

23 ITEM V-E INFORMATION ITEMS FY2019 Capital Budget NTD Matrix Department/Staff Reports Recommendation: Staff requests the Executive Board approve the proposed agenda items for the January 8, 2018 VRT Board meeting, and authorize the Executive Director to use discretion in adding any other information that may arise before the meeting packet is scheduled to be distributed in early January. For additional information contact: Kelli Badesheim, Executive Director, , 23

24 ITEM V-F TOPIC: VRT Board Officer Succession and Nominations for Calendar Year 2018 DATE: November 27, 2017 Summary Executive Board members are asked to review the 2018 officer succession list and propose suggestions on nominations for open officer positions to be approved at the January 8, 2018, VRT Board meeting. Background The Valley Regional Transit Board voted at the April 2011 Board meeting to proceed with a change to the governance structure of VRT. The change maintained the existing representative Board structure and created an Executive Board elected from the full Board. The full Board meets quarterly to conduct the governance business of the organization. The Executive Board meets monthly to execute the actions of the full VRT Board of Directors. Each January the VRT Board of Directors confirms a new slate of Executive Board members. The chair, chair-elect, and vice-chair are in the line of succession and those members move up one position. The current chair remains on the Executive Board as the immediate past-chair. The bylaws require at least one member be placed on the Executive Board from Boise, Caldwell, Nampa, and Boise State University. Recommendation The succession of officers for 2018 would be as follows: Jim Hansen (Ada County) will move from chair-elect to the chair position Tom Dale (Canyon County) will move from vice-chair to chair-elect. Dave Bieter (Ada County-Boise) will move from sec/treasurer to vice-chair. Garret Nancolas (Canyon County-Caldwell) will remain on the Executive Board as immediate past chair. Elaine Clegg will be completing her term in the officer rotation as past chair. Jim Tibbs and Luke Cavener will be completing their terms as the Ada County at-large members. David Lincoln, Darin Taylor, and Bob Henry will be completing their terms as Canyon County at-large members. Corey Cook, Boise State University s representative will remain on the Executive Board. Staff is looking for suggestions on nominations for the positions listed below which comprise the open positions for the upcoming year. Canyon County Sec/Treasurer Ada County At-large 3 members Canyon County - At-large 2 members 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

25 ITEM V-F The Executive Board will discuss a slate of nominees at the December 4th Executive Board meeting to be followed by elections on January 8th at the VRT Board of Directors meeting. For additional information contact: Kelli Badesheim, Executive Director, , kbadesheim@valleyregionaltransit.org 25

26 ITEM V-G TOPIC: ValleyConnect 2.0 Update DATE: December 4, 2017 Summary: Valley Regional Transit (VRT) is in the process of updating the ValleyConnect, VRT s six year operating plan and ten year capital plan. This update is being coordinated with the Compass Communities in Motion Public Transportation 2.0 update and will reflect the regions goals and objectives for public transportation. ValleyConnect 2.0 will guide future VRT activities and be used to help coordinate VRT activities with our stakeholders. ValleyConnect 2.0 will include plans for significant growth in fixed route and other public transportation programs. This growth is based on Communities in Motion and a review of our peers. The plan will explore the transit activities that VRT would take in the following three fixed route scenarios: Scenario Est. Fixed Route Operating Dollars Est. Annual Fixed Route Service Hours Est. Total Capital Costs Redesign Scenario $10,000,000 <110,000 $38,000,000 Intermediate Scenario $20,000, ,000 $98,000,000 Growth Scenario $40,000, ,000 $191,000,000 ValleyConnect 2.0 is a plan for how the residents of Ada and Canyon counties can maintain the freedom to move even while the region continues to add more jobs, people, and opportunities. Increase the number of jobs and households with access to transit: Connect Meridian, Kuna, Eagle, Nampa, Caldwell, Parma, and Wilder. Increase the amount of transit service by four (4) times. ( Currently approximately 100K annual hours) Create a grid of frequent reliable public transportation: Nine (9) Frequent fixed routes across Ada and Canyon County 15 minutes all day with service until 9PM or later. (Currently no frequent services) Create a grid of congestion-free transit services: Over 100 of miles of premium service (Currently no premium services. State St. would be the first. We are planning on adding, Fairview, Vista, Overland, Chinden, and Curtis) Increase the hours of operation: Most all-day services (almost 70%) would have service until 9PM, eight (8) routes run seven (7) days a week (That would be 15 routes that run until 9PM or later. Currently, there are only two (2)). Increase public transportation use: Target ridership increase 800% to between million annual boardings (Today we have approximately 1.2 million boardings) ValleyConnect 2.0 was developed in collaboration with local jurisdiction land-use and development plans. It is supportive of Boise s Transportation Action Plan, providing higher levels 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

27 ITEM V-G of transit service on identified mixed use corridors. It is supportive of Nampa s plans to intensify development in the Nampa Gateway corridor. It connects growing communities of Kuna, Star, and Middleton. It integrates the current Bus Rapid Transit plans for State Street which connect the cities of Boise, Eagle and Garden City and supports transit oriented development in that corridor. It increases access to health care facilities such as the St. Luke s and St. Alphonsus campuses in both Ada and Canyon counties. It improves public transportation accessibility to educational facilities. It creates high quality, frequent transit connections between Caldwell and Nampa and connects with developing centers such as the Treasure Valley Marketplace. ValleyConnect 2.0 also responds to public requests for longer hours of service, more frequent service, and more weekend service, and lays the foundation for rail service in the region. This draft also incorporates staff, VRT Regional Coordination Council, and Board member comments. Specifically it addresses the following; Incorporates the rail planning into the plan Refines the description of three scenarios including updating the definition of the Redesign Scenario Further describes the relationship of the ValleyConnect 2.0 plan with on-going service plans Provides a draft of potential funding options and the needs to further develop a specific funding plan Incorporates current Capital and operating needs Outlines some of the non-fixed route operating and capital needs All major changes between the previous draft and the current draft are highlighted in yellow. This draft still contains a few notes where we are working to complete the content, including the executive summary. The Valley Regional Transit staff believes the current draft plan is ready for a robust public and stakeholder outreach to gain further insight on the ValleyConnect 2.0 scenarios. Valley Regional Transit staff will continue to work with the Technical Resource Group and other stakeholders over the winter to complete a robust outreach and education process on the plan and will present the findings along with any recommended changes to the Valley Regional Transit Board of Directors in April Staff Recommendation/Request: Action Item. Staff recommends that the VRT Executive Board recommend that the VRT Board approve the current draft plan for public outreach and education to solicit input on the plan and refine scenarios. VRT staff will prepare and present the findings of the outreach process to the VRT Board and prepare the final completed ValleyConnect 2.0 Plan for Board action at the April 2018 VRT Board meeting. Implication (policy and/or financial): Although this action does not have direct financial impacts, approval of the goals, performance measures, prioritization themes, network design principles, and size and scope of the scenarios will define; How VRT will use performance measurement to inform its progress toward its goals 27

28 ITEM V-G Identify the themes VRT will consider when prioritizing projects Establish the principles VRT will consider when designing new fixed route services or restructuring existing services Establish the scope of VRT growth plans which will inform and guide funding discussions, identification of transit needs, grant strategies, etc. Highlights: Completed: March 2017 Drafted plan goals and objectives and Finalized SWOT analysis April 2017 Completed public and stakeholder input on transportation needs, Drafted Initial ValleyConnects2.0 conceptual networks May 2017 Finalized ValleyConnect 2.0 outline, discussed network design principles, and the role of community transportation and technology June 20, 2017 ValleyConnect 2.0 status update to Regional Coordination Council (RCC) for information. June 2017 Identified initial capital needs and programmatic supports and presented to the Technical Resource Group (TRG) for their comment July 2017 Identified draft performance metrics and presented to the Technical Resource Group (TRG) for their comment August Identified draft prioritization themes and presented to the Technical Resource Group (TRG) for r comment September ValleyConnect 2.0 status update to Regional Coordination Council (RCC) for their and information. September ValleyConnect 2.0 update to Valley Regional Transit Board of Directors for their comment and concurrence. November Presented draft of ValleyConnect 2.0 at joint VRT Executive Board and RCC for comment and recommendation December - Executive Board recommend that the VRT Board approve the current draft plan for public outreach and education to solicit input on the plan and refine scenarios. Upcoming: January to April 2018 Initiate a public outreach and education phase with stakeholders and the general public April 2018 Present completed ValleyConnect 2.0 plan to VRT Board for action 2018 Establish performance metric targets and prioritization process The ValleyConnect 2.0 Plan draft can be viewed at the following weblink: More Information: Stephen Hunt, Principal Planner, shunt@valleyregionaltransit.org 28

29 ITEM V-H TOPIC: ValleyConnect 2.0 Funding Plan DATE: November 16, 2017 Summary: In January 2018 the VRT Board of Directors will be considering the approval of ValleyConnect 2.0. The VC2.0 plan is a framework that provides comprehensive and strategic guidance for the development and implementation of regional public transportation services. The plan is divided into three scenarios, each based on funding assumptions. The constrained funding scenario is based on existing resources. The Intermediate and Growth Target scenarios are based on significant expansion of funding to support the operations and capital costs. The Growth Target Scenario represents the level of transit services we should be reaching in the current year to be on track to meet the demand for services envisioned in CIM The total fixed route operating expenses needed to meet the target is $40M per year. The capital to support those increased levels of service would be $153M spread over the six-year plan horizon. The Intermediate Scenario represents a level of transit services that are half-way between the financially constrained services of today and the Growth Target Scenario. The total fixed route operating expenses for this scenario would be $20M per year. The capital funding required for this scenario would $60M spread over the six-year plan horizon. Several previous analyses have determined that local options sources from sales tax, personal property tax on vehicles, gas tax, registration fees, and real property tax are the only funding sources that would raise enough revenue to meet the funding requirements in the plan. Each of these options has certain opportunities and risks that would need to be better understood as VRT continues to look for a viable funding source. The next step in the process is to update a funding plan to determine the rates that would be needed for each funding source or a combination to achieve the funding goals. The review would also identify the challenges and barriers that would need to be overcome to achieve the individual funding sources. Any direct and dedicated funding source will require a change in state statute and some would require a change in the Idaho Constitution to be made available to Regional Public Transportation Authorities (RPTA). COMPASS has taken the lead on advocacy for funding sources for the regional transportation system over the past nine years. There may also be other indirect or voluntary funding options that would not require legislative action that VRT should also consider. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

30 ITEM V-H Staff Recommendation/Request: Staff is looking for input from the Executive Board on the funding sources that should be included (or excluded) in the funding analysis. Additionally, COMPASS Executive Committee voted on November 14, 2017 to recommend a series of policy statements that include the two attached statements supporting funding legislation for transportation including public transportation. I indicated to the COMPASS Executive Committee members that I would bring these funding proposals to the VRT Board s leadership for discussion. Matt Stoll will be available to answer any questions regarding the proposed policy statements. Implication (policy and/or financial): The region will continue to slip farther behind in achieving the vision for the transportation system defined in CIM 2040 if we fail at achieving more robust investments in public transportation services in the region. Recent public opinion surveys indicate increasing support for expanding and funding public transportation. Identifying strategies and securing a funding source is likely to take multiple years and should be a high priority for leaders in the region. Highlights: (use bullet points) ValleyConnect 2.0 will be considered for adoption by the VRT Board in January COMPASS Executive Committee is recommending federal and state policy statements for the COMPASS Board to consider at their December 2017 meeting. The discussion of funding VC2.0 will be discussed during scheduled VRT Executive Board and VRT Board meetings in FY2018. For detailed information contact: Kelli Badesheim, Executive Director, (208) , kbadesheim@valleyregionaltransit.org. 30

31 ITEM V-H Local Option Sales Tax Authority The COMPASS Board of Directors strongly supports local option sales tax authority legislation. Such a tool will provide local units of government the ability to request necessary supplemental infrastructure revenue for specific transportation projects, as approved by local voters, through a local sales tax. The Board supports the concept of allowing such funds to be used for roadway and/or transit projects. Local option sales tax can provide a tool for local units of government to address local transportation challenges. Regional Public Transportation Authority Funding Alternatives The COMPASS Board of Directors supports a property tax funding mechanism for Idaho s Regional Public Transportation Authorities (RPTA). The Idaho Legislature, in 1994, authorized the formation of RPTAs stating the total mobility needs of commerce and people cannot be met solely with highway and road systems. While a mechanism to create and govern RPTAs was authorized, a mechanism to provide a reliable source of funding remains absent. The COMPASS Board supports granting RPTAs statutory authority to levy a property tax, as approved by voters, to support their operations. 31

32 ITEM V-I TOPIC: Regional Vanpool System Development DATE: November 16, 2017 Summary: In early 2017, the Executive Board formed an ad hoc policy committee to complete a review of the Commuteride Program operated under Ada County Highway District. The Policy Committee presented their recommendations in September 2017 to the Executive Board. The Executive Board acknowledged the work of the Policy Committee, but chose not to act on the recommendation at this time. A decision was made to bring the deliberations about vanpool services under the direction of the Executive Board. There have been no additional activities on this project since September 25. Two themes that came out of the discussions regarding vanpool are to work toward removing all geographic boundaries implications between Ada and Canyon counties, and to evaluate the development of this model considering a sustainable and equitable funding structure. In the meantime, there is an interest in determining the best course of action for developing vanpool services that would be viable in Canyon County. In January 2018, the VRT Board of Directors will consider approving ValleyConnect 2.0. The VC2.0 plan is a framework that provides comprehensive and strategic guidance for the development and implementation of regional public transportation services including phasing of how to implement a comprehensive regional vanpool system that could be fully integrated with future on-demand transportation services, transportation demand management, and the entire public transportation system. Staff Recommendation/Request: VRT staff proposes completing a visioning process that would refine the role of a comprehensive regional vanpool system, how it would adapt to the developments in mobility on demand, improve efforts to manage transportation demand, integrate with the rest of the public transportation network, and how it would look under VRT s governance. This effort would provide overall design criteria and targets, as well as develop shortterm solutions that would lead to a viable and successful vanpool in Canyon County. This process would also include an evaluation of challenges and barriers that would need to be overcome to achieve both the longer-term regional vanpool vision and the shorter-term Canyon vanpool system, and phases that would need to be achieved to implement services. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

33 ITEM V-I Implication (policy and/or financial): This approach would allow for a more informed and meaningful discussion of options focused on the outcomes the VRT Board would like to achieve for an integrated, forward-looking regional vanpool system in a way that doesn t disrupt existing services. Highlights: Executive Board formed ad hoc Policy Committee to complete a review of Commuteride in March 2017 Ad hoc Policy Committee completed their work in September 2017 For detailed information contact: Kelli Badesheim, Executive Director, (208) , kbadesheim@valleyregionaltransit.org. 33

34 VALLEY REGIONAL TRANSIT FY2018 PROCUREMENT CALENDAR EXECUTIVE BOARD / VRT BOARD OF DIRECTORS ITEM VI-B Goods/Service On-Call Architecture and Design Consultants Capital Infrastructure Design CWI Roundabout Total Procurement Amount Potential Executive Board Action $75,000 January 8, 2018 $100,000 January 8, 2018 Potential VRT Board of Directors Action Annunciators $500,000 January 8, 2018 Capital Infrastructure Construction HDTC Remodel Capital Infrastructure Construction - HVAC Orchard Facility Capital Infrastructure Construction CWI Roundabout $275,000 April 2018 Comments For architecture design consultants for projects on an as needed basis. Amount is for design. Presently, awaiting National Environmental Policy Act (NEPA) Report. Allows VRT to set approach, arrival, and departure announcements on all fixed route vehicles in the Valley Ride Fleet. May need to request VRT Board to delegate to the Executive Board due to the timing of construction. $600,000 April 2018 Amount is for construction of the project. $675,000 April 2018 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 11/16/17kh 34

35 ITEM VI-C TOPIC: Executive Director Report DATE: November 27, 2017 Highlights: Organizational Development The Executive Board will be considering making a recommendation for the VRT Board to approve the draft Valleyconnect 2.0 plan for the Board s consideration at their January 2018 meeting. It is important to see the VC 2.0 plan as a beginning point in the process, not an ending point. We will be evaluating and updating the plan each year to make sure it stays relevant and is informed by ever-changing conditions and trends. The plan provides us with a strategic direction that defines the levels of service a region our size should have today if we want to meet the CIM 2040 service levels. It also defines for us guidelines for service development, project prioritization and performance monitoring. These are all necessary elements to ensure VRT is building a transportation system that achieves the highest return on investment of today s limited dollars and future revenues we must secure to support the growth projected in this region in the future. I have been working closely with staff over the last several months on a review and planning any internal changes needed to ensure a secure foundation to build this plan upon. These areas include staffing levels and where our staffing resources should be aligned to achieve high quality results; financial and administrative processes to ensure we have good documentation and integration between the planning, programming, budgeting and financial management systems; and a review of technologies role in the future of mobility. Between now and the January Board meeting, we will be outlining a process for developing the funding plan and the communication plan associated with VC 2.0. We will be seeking input from a broad cross-section of our region. The outreach and education efforts outlined in the communication plan will help to refine the nearer-term service changes that may be considered with existing resources as well as educate the public on what a more robust transportation system can mean in terms of providing better mobility and access. This outreach will include meetings in each jurisdiction within the two-county region with the elected officials as well as other key community leaders and the general public. More information contact: Kelli Badesheim, Executive Director, , kbadesheim@valleyregionaltransit.org 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

36 ITEM VI-C TOPIC: Finance and Administration Activity Report DATE: November 24, 2017 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 The Accounting Department closed the fiscal year through September The final balance sheet and income statement for FY2017 is now available for executive and finance staff to review. VRT s external auditors (Eide Bailly) have arrived onsite to perform the annual audit. Grant Management Triennial Report Corrective Actions met FTA s November 2 nd deadline. o The following corrective actions were completed: ADA Complimentary Paratransit Financial policies and procedures. Procurement policies DBE Procurement Transit Management Services Contract has been executed. First Transit took over operations on November 1 st from PTM & MV Transportation. The Procurement Calendar that documents procurements through FY2018 has been updated. VRT Finance, Operations, and Development staff are currently working on procurements as listed on the Procurement Calendar which is included in the meeting packet. For More Information: Contact Jim McMahon, Finance Director, (208) , or e- mail: jmcmahon@valleyregionaltransit.org 700 N. East 2nd Street, Suite 100 Meridian, ID p: f:

37 ITEM VI-C TOPIC: Development Department Monthly Report DATE: November 20, 2017 Summary: Update of Development Department activities for the month of July/August 2017 VRT Strategic Plan Goal 1 - Demonstrate responsible stewardship of public resources Performance based decision-making ValleyConnect 2.0 Draft of ValleyConnect2.0 was presented to the Executive Board on November 6. A final draft will go to the VRT Board of Directors in January of Public Transportation Plan (COMPASS Lead) This group is meeting in conjunction with the ValleyConnect 2.0 TRG. National Transit Database (NTD) Reporting VRT has been reviewing with ITD and NTD: what data is being submitted, what data can be submitted, and who should be submitting the data. Staff is working with a public transportation provider group to work through this item to ensure full reporting for all public transportation in our region. Transit Asset Management Staff is working with a public transportation provider group to work through this item to provide a Transit Asset Management Policy for the Board to review and approve. Fare Tariff Findings for the fare analysis and other items will be submitted to the Executive Board for review and prioritization. Increase ridership and revenue Service Changes o Canyon County changes have been approved and staff is working toward a mid January implementation. Goal 3 - Build institutional and regional capacity Regional Capital Enhancements Boise Operations Facility Upgrades HVAC/CNG project is underway. Drawings are being reviewed and plans for permitting will be submitted. Construction will be in the summer of NE 2nd Street, Suite 100 Meridian, ID p: f:

38 ITEM VI-C Happy Day Transit Center Interior Remodel and Site Improvements Second Phase of improvements has been scoped and approved by the VRT Directors. Implementation of this project will be in FY18. College of Western Idaho Roundabout Staff is working on the Environmental Document Approval. Design funding cannot be utilized until the NEPA document is complete and approved by the FTA. Middleton Park & Ride Bids were received over the project budget. Project was rebid; bids were presented to Executive Board on August 25, 2017 and approved. Construction has started and will be complete in early Emmett Park & Ride Staff is working with Emmett and Gem County personnel on bidding the construction. Nampa Transit Orientated Development VRT staff is working with the stakeholders to finalize needs for the project. A second location that was ranked accordingly is being reviewed and a Documented Categorical Exclusion (DCE) is being put together by staff and the Technical Resource Group (TRG) for this project Bus and Bus Facilities grant and 5339 SU grant were submitted for this project. Other Development Activities National Transit Data (NTD) Reporting - FY17 year-end reporting is beginning and data is being collected. Title VI Final submission was approved at the September 25, 2017 and submitted to FTA. 38