~ NOTICE OF MEETING ~ CAPITAL METROPOLITAN TRANSPORTATION AUTHORITY BOARD OF DIRECTORS FINANCE, AUDIT AND ADMINISTRATION COMMITTEE MEETING

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1 ~ NOTICE OF MEETING ~ CAPITAL METROPOLITAN TRANSPORTATION AUTHORITY BOARD OF DIRECTORS FINANCE, AUDIT AND ADMINISTRATION COMMITTEE MEETING 2910 East Fifth Street Austin, TX ~ AGENDA ~ Wednesday, May 9, :00 AM Capital Metro Board Room I. Public Comment: II. III. Action Item 1. Approval of Minutes for the April 9, 2018 Finance, Audit and Administration Committee Meeting. Presentations: 1. Internal Audit Plan Status 2. Proposed FY2019 Budget Calendar 3. Key Performance Indicators Dashboard IV. Items for Future Discussion: V. Adjournment ADA Compliance Reasonable modifications and equal access to communications are provided upon request. Please call (512) or gina.estrada@capmetro.org if you need more information. BOARD OF DIRECTORS: Terry Mitchell, chair; Wade Cooper; Juli Word and Pio Renteria. Board Liaison: Gina Estrada (512) , gina.estrada@capmetro.org if you need more information. The Board of Directors may go into closed session under the Texas Open Meetings Act. In accordance with Texas Government Code, Section , consultation with attorney for any legal issues, under Section for real property issues; under Section for personnel matters, or under Section , for deliberation regarding the deployment or implementation of security personnel or devices; arising Board of Directors Page 1 Printed 5/9/2018

2 Finance, Audit and Administration CommitteeAgenda May 9, 2018 regarding any item listed on this agenda. Board of Directors Page 2 Printed 5/9/2018

3 Capital Metropolitan Transportation Authority MEETING DATE: 05/09/2018 Board of Directors (ID # 4120) Approval of Minutes for the April 9, 2018 Finance, Audit and Admin Committee Meeting 2.1 Approval of Minutes for the April 9, 2018 Finance, Audit and Administration Committee Meeting.. Page 1 Packet Pg. 3

4 CAPITAL METROPOLITAN TRANSPORTATION AUTHORITY BOARD OF DIRECTORS FINANCE, AUDIT AND ADMINISTRATION COMMITTEE 2910 East Fifth Street Austin, TX ~ MINUTES ~ Monday, April 9, :00 AM Capital Metro Board Room Call to order: 10:02 a.m. I. Public Comment: II. There was no public comment this month. Presentations: 1. FY2017 Financial Audit CFO Reinet Marneweck introduced Mike O'Brien and Tino Robledo, external auditors from RSM. RSM presented a high-level overview of the FY2017 Financial Audit, which also involved compliance with state and federal grant regulations. The audit included Capital Metro's financial statements, accounting policies, and disclosures in financial statements. RSM's opinion is that Capital Metro's financial statements are fairly presented, in conformity with required generally accepted accounting principles, and all required disclosures are present. No significant deficiencies were found. With respect to the audit of federal and state compliance, no findings or deficiencies were found in this area either. Chair Cooper asked for additional detail on the overstatement of Capital Metro's pension liabilities. RSM explained that in sum there was what they believe to be a $410,000 overstatement of the pension liability when all assumptions were considered. This amount may be due to a difference between the accounting assumptions and our actuarial or funding assumptions. Chair Cooper thought it might be a good at some point in the future for the committee to take a deeper dive into Capital Metro's pension plans. 2. Internal Audit Plan Status Vice President of Internal Audit Terry Follmer presented an update of projects in his area. The FTA Triennial review is currently underway and their final report should be available sometime in June. Terry will present that to committee and full board. Other projects underway include a review, with the Finance Department, of segregation of duties in Microsoft AX to be sure the proper controls are in place. Another is a deep dive of internal controls for cash and the GenFare farebox systems. Terry also reviewed several other projects that the department will be getting underway before the end of the fiscal year, including a business continuity plan for the Agency. 3. Finance Department Internal Controls Assessment 2.1.a Attachment: FAA Meeting Minutes (4120 : Approval of Minutes for the April 9, 2018 Finance, Audit and Admin Committee Meeting) Board of Directors Page 1 Printed 5/1/2018 Packet Pg. 4

5 Finance, Audit and Administration Committee Agenda April 9, 2018 III. IV. CFO Reinet Marneweck presents an assessment of internal controls in Capital Metro's Finance Department. The Capital Metro Accounting Department has not previously had one of these assessments done. These controls help prevent fraud and errors. An external audit does not include a comprehensive review or testing of these controls, and performing one is considered a best practice. Our external auditors, RSM, are going to assist us in identifying a standard set documentation for our internal controls. Based on that we will be able to assess our internal controls, and identify gaps or redundancies. Our goal will be to get that done this year. Following that our Internal Audit team will begin testing the internal controls on a rotational basis as part of their annual audit plan. We expect that for this first go-round that there will be some gaps or deficiencies identified, which is normal. 4. Finance Report CFO Reinet Marneweck presented the monthly report, which is through February. She highlighted that ridership is tracking below expectations budget, which is driving fare revenue to track significantly below as well. We expect there may be a variance of approximately $1.3 million below budget in fare revenue by the end of the year. That figure includes $300,000 for the free fare week in June after service change. Sales tax revenues for February had not been received as of the committee date, but it has been trending positively. Job growth numbers also strong. On the expense side the Salaries and Benefits are running favorable due to vacancies. We do expect that there will be an approximately a $3 million adjustment to the bargaining unit pension by the end of the year. We are waiting for an estimate from our actuary to determine a final figure. We are also seeing a favorable variance in our fuel cost of about 5 cents per gallon. Cumulatively at this point we have unfavorable variances of $6.9 million in our overall budget. With a contingency of $3 million, we have a net negative variance of $3.9 million. But with vacancies and lower spending on services, along with sales tax receipts, we should be able to offset this. Items for Future Discussion: Adjournment Adjourn: 10:42 a.m. ADA Compliance Reasonable modifications and equal access to communications are provided upon request. Please call (512) or gina.estrada@capmetro.org if you need more information. BOARD OF DIRECTORS: Terry Mitchell, Chair; Wade Cooper, Pio Renteria and Juli Word. Board Liaison: Gina Estrada (512) , gina.estrada@capmetro.org if you need more information. Board of Directors Page 2 Printed 5/1/2018 Packet Pg a Attachment: FAA Meeting Minutes (4120 : Approval of Minutes for the April 9, 2018 Finance, Audit and Admin Committee Meeting)

6 Finance, Audit and Administration Committee Agenda April 9, 2018 The Board of Directors may go into closed session under the Texas Open Meetings Act. In accordance with Texas Government Code, Section , consultation with attorney for any legal issues, under Section for real property issues; under Section for personnel matters, or under Section , for deliberation regarding the deployment or implementation of security personnel or devices; arising regarding any item listed on this agenda. 2.1.a Attachment: FAA Meeting Minutes (4120 : Approval of Minutes for the April 9, 2018 Finance, Audit and Admin Committee Meeting) Board of Directors Page 3 Printed 5/1/2018 Packet Pg. 6

7 Capital Metropolitan Transportation Authority MEETING DATE: 05/09/2018 Board of Directors (ID # 4104) Internal Audit Plan Status 3.1 TITLE: Internal Audit Plan Status Staff will provide an update to the committee regarding the preliminary findings from the FAA Triennial Review as well as status on the overall FY18 Audit Plan. Page 1 Packet Pg. 7

8 Capital Metropolitan Transportation Authority MEETING DATE: 05/09/2018 Board of Directors (ID # 4105) Proposed FY2019 Budget Calendar 3.2 TITLE: Proposed FY2019 Budget Calendar Staff will review the proposed dates for the development of the FY2019 Budget. Page 1 Packet Pg. 8

9 3.2.a FY2019 Budget Development Calendar 1 capmetro.org Presented on May 9, 2018 Attachment: FY19 Proposed Budget Development Calendar (4105 : Proposed FY2019 Budget Calendar) Packet Pg. 9

10 3.2.a 2 FY2019 Budget Development Calendar Feb 7 Operating and Capital Budget kick-off meeting with departments Apr 13 Capital Budget requests received from departments Apr 27 Operating Budget requests received from departments May 9 Board Committees review proposed budget calendar Jun 13 Board Committees initial review and discussion Major operating budget assumptions Service priorities and funding Capital improvement program update Outlook beyond 2019 (5 year & long range) Jul 18 Budget proposal presented to Board Committees Jul 30 Budget proposal presented to Board of Directors capmetro.org Attachment: FY19 Proposed Budget Development Calendar (4105 : Proposed FY2019 Budget Calendar) Packet Pg. 10

11 3.2.a 3 FY2019 Budget Development Calendar PUBLIC OUTREACH / FEEDBACK PROCESS Aug 1 Presentation to Access Advisory Committee Aug 8 Presentation to Customer Satisfaction Advisory Committee Aug 17 Proposed budget document is published online Aug 24 Notice of public hearing on proposed budget and capital improvement plan Sep 3-7 Webinars and open houses Coordinate with public process for proposed service changes Sep 13 Update Board Committees Sep 13 Public hearing on proposed budget and capital improvement plan at noon Sep 28 Board of Directors considers budget proposal capmetro.org Attachment: FY19 Proposed Budget Development Calendar (4105 : Proposed FY2019 Budget Calendar) Packet Pg. 11

12 3.2.a 4 FY2019 Budget Development Calendar Early Oct Approved budget is posted online Early Dec Approved budget document submitted for consideration by Government Finance Officers Association Distinguished Budget Presentation recognition capmetro.org Attachment: FY19 Proposed Budget Development Calendar (4105 : Proposed FY2019 Budget Calendar) Packet Pg. 12

13 3.2.a 5 capmetro.org Questions/Discussion Attachment: FY19 Proposed Budget Development Calendar (4105 : Proposed FY2019 Budget Calendar) Packet Pg. 13

14 Capital Metropolitan Transportation Authority MEETING DATE: 05/09/2018 Board of Directors (ID # 4122) Key Performance Indicators Dashboard 3.3 TITLE: Key Performance Indicators Dashboard Staff will introduce the new Key Performance Indicators Dashboard. The dashboard will integrate leading Agency financial, ridership, operations, and safety metrics into a single report. Page 1 Packet Pg. 14

15 3.3.a 1 Performance & Transparency Dashboard capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 15

16 3.3.a 2 Background Development of organizational KPI dashboards Benchmarked organizational dashboards MBTA UTA MTA Objective of continued organizational performance and transparency capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 16

17 3.3.a 3 Sample Online Dashboards - MTA capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 17

18 3.3.a 4 Sample Online Dashboards - UTA capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 18

19 3.3.a 5 Sample Online Dashboards - MBTA capmetro.org Performance Dashboard Alignment with MBTA Strategic Goals 1. Customer 2. Ridership 3. Community 4. Human Capital 5. Finance Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 19

20 3.3.a 6 Sample Online Dashboards - MBTA capmetro.org Performance Dashboard -On Time Performance -By Mode -By Route Data Source: CAD/AVL Data Owner: Planning -Financial Data -Spending vs Budget - Capital Projects Portfolio Status -Finance KPI data - Link to deep dive data Data Source: Finance Spreadsheets Data Owner: Finance Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 20

21 3.3.a 7 Sample Online Dashboards - MBTA capmetro.org Performance Dashboard - Call Center Statistics - Abandoned Call Rate - Service Levels Data Source: Customer Service CRM - Ridership Data - By Mode - By Route Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Data Source: Planning Monthly Ridership Report Packet Pg. 21

22 3.3.a 8 Capital Metro Performance & Transparency Dashboard capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 22

23 3.3.a 9 Capital Metro Performance & Transparency Dashboard capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 23

24 3.3.a 10 Route-Specific Data capmetro.org Performance Dashboard Additional Route Data Points: Average Subsidy per Passenger Miles Between Road Calls Ridership Per Hour Incidents per 100,000 Miles And more.. Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 24

25 3.3.a 11 Proof of Concept Beta Site capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 25

26 3.3.a 12 Future Dashboard Data Sets Safety Severity Report Capital Projects On Schedule On Budget capmetro.org Performance Dashboard Customer Technology - Mobile App - Website - TVM - DMS Uptime Paratransit Operations Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 26

27 3.3.a 13 Dashboard Team Objectives Develop data requirements/owners including: Marketing customer service data as well as web displays (content and design) Planning-Ridership Report Bus performance information Rail-Rail performance information Finance-Financial KPIs IT-Develop dashboards Communications Team Determine elements for Proof of concept-start with one/two set of data Financial Data Ridership Data Document Data requirements in detail capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 27

28 3.3.a 14 Dashboard Implementation Timeline capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 28

29 3.3.a 15 Next Steps Discuss proposed dashboard elements and proof of concept with Senior Management Discuss proposed dashboard and proof of concept with Board of Directors (May) Continue to develop data requirements and design with dashboard team Test and implement Revisit with Senior Management and Board (November) capmetro.org Performance Dashboard Attachment: KPI Dashboard Presentation SM 5-9 (4122 : Key Performance Indicators Dashboard) Packet Pg. 29

30 3.3.b 1 Financial Report Fiscal Year 2018 capmetro.org Year to Date March 31, 2018 Presented on May 9, 2018 Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 30

31 3.3.b Major Highlights Revenue FY2018 sales tax revenue budgeted at 2.5% growth over FY2017 Sales tax remittances received YTD February 2018 are 2.96% higher than YTD February 2017 Capital contributions and grants are below budget due to timing of processing eligible paid expenses Operating Expenses $111.3 million expended to date, or 44.5% of full year budget Year to date diesel cost of $1.96 per gallon is in-line with budgeted rate of $2.00 per gallon Capital Projects FY2018 capital project budget of $151.5 million $29.2 million expended to date, or 19.3% of full year budget Positive Train Control Bus Replacements 17 Transit Buses $41.9 million outstanding commitments have been issued, or 27.7% of full year budget Positive Train Control, TIGER Grant Project, MetroRapid and Intelligent Transportation System 2 capmetro.org Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 31

32 3.3.b 3 Revenue $' Million Category capmetro.org FY17 Mar YTD Actual FY18 Mar YTD Actual FY18 Full Year Budget % of Budget Ridership 15,477,605 14,933,571 31,680, % Sales Tax $114.6 $117.9 $ % Comments Feb year-to-date positive variance of $577K Oct - Feb actual receipts; Mar accrued Passenger Fares % $1.3M estimated full-year negative variance Third Party Fares % Freight Railroad Revenue % 45G railroad tax credit - $570K positive variance Other Revenue % Timing of investment income Operating Contributions and Grants % Capital Contributions and Grants % Timing of processing eligible paid expenses Total $158.6 $155.2 $ % Fare Revenue per Passenger $ 0.76 $ 0.79 $ 0.80 Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 32

33 3.3.b $ M Actual Sales Tax Receipts 4 capmetro.org Total $221.3M $228.7M $97.3M Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 33

34 3.3.b 5 Sales Tax Trend capmetro.org 6 Month Annual Growth 3.9% 6 Month Annual Growth 2.0% 6 Month Annual Growth 3.7% Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 34

35 3.3.b 6 Sales Tax Rolling Average Trend capmetro.org Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 35

36 3.3.b 7 Job Growth Trend capmetro.org Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 36

37 3.3.b 8 Operating Expense $' Million Category capmetro.org FY17 Mar YTD Actual FY18 Mar YTD Actual FY18 Full Year Budget % of Budget Revenue Hours 897, ,180 1,901, % Revenue Miles 12,294,650 13,058,903 26,844, % Comments Salaries and Benefits $18.6 $20.2 $ % $3M estimated negative variance for bargain pension adjustment Professional Services % Timing of spending on contracts Materials and Supplies % Fuel and Fluids % $684K favorable - $1.96/gallon actual cost versus $2.00/gallon budget Utilities % Insurance % Taxes % Purchased Transportation % Lease/Rentals % Other Expenses % Timing of software contract expense and unspent contingency Total $109.8 $111.3 $ % Cost per Revenue Hour $ $ $ Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 37

38 3.3.b 9 Estimated Budget Variances Estimated budget variances - favorable/(unfavorable) Note: $4.6 million variance is estimated to be offset by vacancy savings, favorable spending on services and potential increases in Sales Tax receipts. capmetro.org $ Million Year-to-Date February 2018 sales tax variance $ 0.6 Section 45G railroad maintenance tax credit 0.6 Estimated full-year farerevenue variance (1.3) Rail state of good repair grant (4.4) Bargain pension plan adjustment (notcash) (3.0) Total budget variances - favorable/(unfavorable) (7.6) Operating expense contingency 3.0 Net estimated variance $ (4.6) Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 38

39 3.3.b 10 Budget Transfers Consistent with Capital Metro s financial policies, there were 2 budget transfers to report for Quarter 2 for the period ending March 31, 2018 that cumulatively exceeded $150,000 January-18 Transfer #1 From: RRC1102 Positive Train Control (3,804,762) To: RRC1803 Rail - Special Project 3,804,762 January-18 Transfer #2 From: RRC1803 Rail - Special Project (458,275) To: RRC1102 Positive Train Control 458,275 capmetro.org Positive Train Control budget true-up and decrease for FY17 actual spend. Transfer funds to Positive Train Control for Mott MacDonald Revision 4. Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 39

40 3.3.b 11 Reserve, Allocated & Restricted Funds capmetro.org Reserve Funds *Budget Stabilization reserve needs to grow to 1 month of operating expenses Shortfall currently $7.6 million Allocated & Restricted Funds Notes: Additional funding was allocated to the statutory operating and budget stabilization reserves based on the board approved funding formula. The statutory operating reserve equals 2 months of FY2017 operating expenses. Contributions to the budget stabilization reserve began in February 2016 with $7 million reserved in FY2016 and $3 million in FY2017. An additional contribution of $3 million is budgeted for FY2018 in quarterly installments of $750,000 offset by board approved spending of $2 million for Downtown Station Storm Water Improvements. Funds for capital investment are required to help address extensive capital needs. The capital budget for FY2018 is $152 million, with $69 million funded by FY2018 income and $83 million from reserves. Due to project delays $60 million of the FY2017 capital budget was carried forward to FY2018. These capital improvements are needed to get caught up with the state of good repair of the community's transit infrastructure and to be in compliance with Federal regulations. Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 40

41 3.3.b 12 Statement of Revenue, Expenses and Changes in Net Position capmetro.org $' Million Operating Revenue FY17 Mar YTD Actual FY18 Mar YTD Actual FY18 Full Year Budget % of Budget Passenger Fares $8.4 $8.0 $ % Third Party Fares % Freight Railroad Revenue % Other Revenue % Total % Operating Expenses Salaries and Benefits % Professional Services % Fuel and Fluids % Utilities % Purchased Transportation % Other Expenses % Interest Expenses % Lease/Rental % Depreciation & Amortization % Total % Operating Income/Loss (113.4) (116.0) (258.2) 44.9% Non-Operating Revenue/(Expenses) Sales Tax % Investment Income % Operating Contributions and Grants % Capital Contributions and Grants % Mobility Interlocal Agreements (1.5) (1.4) (12.4) 11.0% Other.0 (.0) - 0.0% Non-Operating Income/(Loss) % Change in Net Position $28.8 $22.0 $ % Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 41

42 3.3.b 13 Budget Variances by Department $'000 Department capmetro.org FY17 Mar YTD Actual FY18 Mar YTD Actual FY18 Full Year Budget YTD % of Budget Non-Allocated Benefits $4,767 $5,683 $11, % Comments Wellness Center % Timing of professional fees Child Care Center % Business Center % Executive Staff % Vacancy savings, timing of dues and subscription expense Communications % Government Relations & Compliance , % Timing of Transit Empowerment Fund Board Of Directors % Internal Audit % Vacancy savings Strategic Oper Mgt. & Administration % Security 2,047 2,344 4, % Legal % Finance 1,305 1,795 6, % Unspent contingency Information Technology 4,409 4,216 10, % Procurement , % Rideshare 1,165 1,255 2, % Planning 1,114 1,279 3, % Marketing 1,164 1,291 3, % Community Involvement % Customer Service , % Human Resources , % Risk Management And Safety , % Timing of casualty and liability expense Public Facilities 1,908 1,855 4, % Capital Projects , % Real Estate And Property Mgt , % Freight Rail Management , % Commuter Rail Operations 9,520 7,418 17, % Rail Compliance % Real Estate and Facility Planning 1,510 1,195 3, % Operations and Maintenance Oversight 1,691 1,342 3, % Bus Contract Operations 56,036 58, , % Paratransit Contract Operations 14,230 13,412 30, % Paratransit Administration % Paratransit Reservation & Control , % Paratransit Eligibility % Central Corridor Development , % Timing of corridor analyses spending Total $109,784 $111,264 $249, % Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 42

43 3.3.b 14 Capital Projects Summary $'000 Project Category capmetro.org Expended Outstanding Commitments Budget Expended & Committed as % of Budget Comments Commuter Rail $12,493 $21,238 $54, % Positive Train Control Vehicles 8, , % Bus Replacements - 17 Transit Buses Information Technology 1,586 1,505 10, % Intelligent Transportation Systems Project Real Estate 1-2, % Facilities 5,825 18,283 51, % TIGER Grant Project; Downtown Station Freight Railroad , % Property and Asset Mgmt , % Contingency - - 4, % Strategic Planning - - 5, % Security , % Total $29,193 $41,902 $151, % Outstanding commitments are for the purchase orders that have been issued. Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 43

44 3.3.b 15 capmetro.org Questions/Discussion Attachment: CFO Monthly Report March 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 44

45 3.3.c 1 Key Performance Indicators Year to Date September 30, 2017 Presented by Kevin Conlan, Director of Budget and Financial Planning May 9, 2018 capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 45

46 3.3.c 2 Key Performance Measures capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 46

47 Key Metrics By Mode 3 Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) 3.3.c capmetro.org Finance Packet Pg. 47

48 3.3.c 4 Passengers Per Revenue Mile Ridership divided by revenue miles Ridership declined 9% from FY14 to FY17, while revenue miles increased 23% MetroBus ridership down 14% FY14 to FY17, due to shift to MetroRapid, low gas prices and population shift UT ridership declined due to more student housing moving closer to campus, detours around Speedway pedestrian mall and service cuts driven by fixed UT contribution and rising operating costs MetroRapid has increased ridership of 25% in FY17 due to increased frequency and elimination of premium fare capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 48

49 3.3.c 5 Total Cost Per Revenue Hour Operating cost divided by hours traveled when vehicles are in revenue service Overall agency increase in FY17 is due flat overall costs and a 2.7% reduction in revenue hours MetroAccess FY17 increase is due to a change in allocation methodology MetroRideShare costs increased in FY17 after vendor switch and a different vehicle depreciation method MetroRail increase in FY16 is due to periodic overhaul costs of fleet rail cars beginning in FY16 maturing fleet capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 49

50 6 Total Cost Per Revenue Hour (Including Depreciation) Operating cost divided by hours traveled when vehicles are in revenue service Overall agency increase in FY17 is due flat overall costs and a 2.7% reduction in revenue hours MetroAccess FY17 increase is due to a change in allocation methodology MetroRideShare costs increased in FY17 after vendor switch and a different vehicle depreciation method MetroRail increase in FY16 is due to periodic overhaul costs of fleet rail cars beginning in FY16 maturing fleet capmetro.org Finance 3.3.c Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 50

51 3.3.c 7 Passengers Per Revenue Hour Ridership divided by revenue hours Ridership declined 9% from FY14 to FY17, while revenue hours increased 19% MetroBus ridership down 14% FY14 to FY17, due to shift to MetroRapid, low gas prices and population shift UT ridership declined due to more student housing moving closer to campus, detours around Speedway pedestrian mall and service cuts driven by fixed UT contribution and rising operating costs MetroRapid has increased ridership of 25% in FY17 due to increased frequency and elimination of premium fare capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 51

52 3.3.c 8 Total Cost Per Passenger Operating cost divided by ridership Cost per passenger rose 30% from FY14 to FY17 Operating costs increased 17% due to increased service and an increase in revenue hours of 19%, while ridership declined 9% MetroAccess FY17 increase is due to 6.5% ridership from FY16 decrease and change in allocation methodology MetroRapid decline in FY17 is due to an increase in ridership of 25% in FY17 MetroRail increase in FY16 is due to periodic overhaul costs of fleet rail cars beginning in FY16 capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 52

53 9 Total Cost Per Passenger (Including Depreciation) Operating cost divided by ridership Cost per passenger rose 30% from FY14 to FY17 Operating costs increased 17% due to increased service and an increase in revenue hours of 19%, while ridership declined 9% MetroAccess FY17 increase is due to 6.5% ridership from FY16 decrease and change in allocation methodology MetroRapid decline in FY17 is due to an increase in ridership of 25% in FY17 MetroRail increase in FY16 is due to periodic overhaul costs of fleet rail cars beginning in FY16 capmetro.org Finance 3.3.c Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 53

54 3.3.c 10 Revenue Per Passenger Average price a rider pays for a transit trip Steady overall growth for the agency due to system-wide fare increase in FY15 and MetroRapid ridership MetroRapid decline in FY17 is due to premium fare elimination in Jan This resulted in an increase in ridership of 25% in FY17 Consistent ridership from FY14 to FY17 for MetroRail but decline in FY16 in revenue per passenger due to the City of Austin ending funding for Friday night and Saturday service capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 54

55 3.3.c 11 Subsidy Per Passenger Difference between the cost of providing transportation and the fare collected Increase in subsidy per passenger is due to increased costs, stable fare revenues and declining ridership MetroAccess costs increased $6.4M/20% from FY14 to FY16 and had small gains in ridership and revenue MetroRideShare costs exclude the vehicle lease costs, consistent with NTD reporting requirements MetroRail increase in FY16 is due to the City of Austin ending its funding for weekend service and periodic overhaul costs of fleet rail cars beginning in FY16 and continuing in FY17 capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 55

56 3.3.c 12 Fare Recovery Ratio The percentage of operating expenses funded by passenger fares Relatively flat as an agency overall slow decline is a result of rising operating costs and declining ridership MetroRideShare was contracted out in February 2014, changing fare structure and subsidy per vehicle MetroRapid decline in FY17 is due to premium fare elimination in January 2017 MetroRail decline in FY16 is due to the City of Austin ending its funding for weekend service and periodic overhaul costs of fleet rail cars beginning in FY16 and continuing in FY17 capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 56

57 3.3.c 13 Cost Per Passenger Mile Annual passenger miles reporting is not available for UT Shuttle and MetroRapid and is included in MetroBus capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 57

58 3.3.c 14 Key Performance Measures Service capmetro.org Finance Cost Service Effectiveness Ex: Passengers/hour Passengers/mile Usage Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 58

59 3.3.c 15 Next Steps Need to increase Service and Cost Effectiveness o Implement Cap Remap o Increase ridership Fiscal Year 2018 KPI reporting will report quarterly comparison results by mode capmetro.org Finance Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 59

60 3.3.c 16 capmetro.org Finance Questions/Discussion Attachment: KPI Report Q4 September 2017 (4122 : Key Performance Indicators Dashboard) Packet Pg. 60

61 3.3.d 1 Safety Update Second Quarter FY 2018 Operations, Planning, and Safety Committee May 09, 2018 Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 61

62 3.3.d 2 Safety Management System Framework From SMS Manual Public Passenger Transportation Systems APTA March, 2016 Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 62

63 3.3.d 3 Strategic Plan Link Goal 1: Deliver Best Possible Customer Experience Objective 1.1 Promote a culture of safety Performance Measure and Goal: Critical and Catastrophic accident rate: 5% or less Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 63

64 3.3.d 4 Severity Pyramid I II III IV Category I Catastrophic Death or severe injury, system loss, extreme financial loss, damages greater than $100k Category II Critical Severe injury/illness resulting in transport, significant equipment damage, minor service disruption, damages $25k - $100k Category III Minor Minor injury, minor damages and insignificant service disruption; damages less $1k - $25k Category IV Less than $1,000 Minor injury, insignificant service disruption; damages less than $1,000 Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 64

65 3.3.d 5 Vehicle Collision and Incident Severity FY 2018 through 03/31/ % [10] 40.49% [164] 57.04% [231] BUS & PARATRANSIT Category I Catastrophic Death or severe injury, system loss, extreme financial loss, damages greater than $100k Category II Critical Severe injury/illness resulting in transport, significant equipment damage, minor service disruption, damages $25k - $100 k Category III Minor Minor injury, minor damages insignificant service disruption; damages $1k - $25k Category IV Less than $1,000 Minor injury, insignificant service disruption; damages less than $1,000 Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 65

66 6 Vehicle Collision Severity by Mode FY 2018 through 03/31/2018 BUS McDonald and MV Bus % [9] 45.64% [157] 51.74% [178] Category I Catastrophic Severe loss, damages greater than $100k Category II Critical Significant loss, damages $25k $100k Category III Minor Minor loss, damages less than $1k - $25k Category IV Less than $1,000 Insignificant loss, damages less than $1, % [1] 11.48% [7] 86.89% [53] PARATRANSIT MV Para and Ride Right 3.3.d Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 66

67 7 Critical and Catastrophic Accident Types FY2018 through 03/31/2018 Other vehicle rear ends CMTA vehicle (3) All non-preventable CMTA vehicle rear ends other vehicle (3) All preventable Intersection accidents (4) 2 preventable Actions to address: Rear-end collision campaign - 2 non-preventable Operator training/retraining programs Texas Transportation Institute Partnership 3.3.d Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 67

68 3.3.d FIXED ROUTE COLLISION RATE FOR CMTA AND PEER CITIES 2017 [SOURCE: NATIONAL TRANSIT DATABASE [REPORTED BY CALENDAR YEAR] Collision Totals Denver, CO Las Vegas, NV Capital Metro Pittsburgh, PA Indianapolis, IN Charlotte, NC Collision Rate per 100,000 miles Systems with similar congestion rating in TTI study 8 Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 68

69 3.3.d FIXED ROUTE COLLISION RATE FOR CMTA Collision Totals 9 [SOURCE: NATIONAL TRANSIT DATABASE [REPORTED BY CALENDAR YEAR] YTD Collision Rate per 100,000 miles 0 Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 69

70 10 Rail Collisions, Derailments and Passenger Injuries YTD Incidents /17/ /20/18 MetroRail Vehicle Collisions [Herzog] Commuter Passenger Injuries [Herzog] *MetroRail DMU collisions with other vehicles or with pedestrians Freight Vehicle Collisions [Watco] Red = Category I Catastrophic Severe loss, damages greater than $100k Yellow = Category II Critical Significant loss, damages $25 $100k Green = Category III Minor Insignificant loss, damages less than $25k 1 12/14/17 Freight Derailments [Watco] 3.3.d Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 70

71 3.3.d 11 Safety Management System Achievements Professionally produced training video Rear-end collision prevention campaign Safety Culture Survey and Focus Groups Safety risk assessment added to all Capital Project planning Employee safety culture awareness training (Violence in the Workplace Prevention Defined the roles and responsibilities of all departments in Safety and Security Attachment: Safety Update Report 2nd Q FY 2018 (4122 : Key Performance Indicators Dashboard) Packet Pg. 71

72 3.3.e Capital Metro Monthly Ridership Report March 2018 (Fiscal Year 2018) Attachment: Monthly Ridership v3 Rapid Separated (4122 : Key Performance Indicators Dashboard) Page 1 of 5 Packet Pg. 72

73 3.3.e Ridership Summary This is a summary of Capital Metro system-wide ridership statistics for the month of March 2018 by mode of service. March Total Boardings by Mode Mode Mar-17 Mar-18 Mar 17 to Mar 18 March Average Daily Boardings by Mode All tables reflect ridership data as of April 23, YTD 2017 YTD 2018 YTD Change Total Fixed Route 1,973,974 1,795, % 11,198,015 10,166, % Total Special Events 2, % 143, , % Total MetroAccess 59,802 58, % 331, , % Total Innovation Mobility 1-2, ,297 - Total UT Shuttle 258, , % 1,554,852 1,477, % Total Rideshare 41,598 43, % 223, , % Total MetroRail 117, , % 439, , % Total MetroRapid 348, , % 1,585,683 2,161, % Total System 2,802,665 2,651, % 15,477,605 14,933, % 1 Formerly counted under MetroAccess Mode Mar-17 Mar-18 Mar 17 to Mar 18 Mar-17 Mar-18 Mar 17 to Mar 18 Mar-17 Mar-18 Mar 17 to Mar 18 Total Fixed Route 72,115 66, % 45,586 44, % 33,246 29, % Total Special Events % % - 6 #DIV/0! Total MetroAccess 2,258 2, % 1,027 1, % % Total Innovation Mobility #DIV/0! - 68 #DIV/0! - - #DIV/0! Total UT Shuttle 3 14,236 13, % % % Total Rideshare 1 1,342 1, % 1, % 1, % Total MetroRail 4 4,232 3, % 4,099 3, % 3,653 2, % Total MetroRapid 12,731 14, % 8,305 10, % 5,701 7, % 2 Formerly counted under MetroAccess 3 UT - 17 Weekdays and 3 Sundays due to Spring Break 4 MetroRail operated one Sunday Weekday Saturday Sunday 1 Rideshare 2017 month total divided by total days in month whether wk, sa, su; 2018 each service day type broken down for more accurate representation of each day type Attachment: Monthly Ridership v3 Rapid Separated (4122 : Key Performance Indicators Dashboard) Page 2 of 5 Packet Pg. 73

74 3.3.e The table below shows the factors that have potential impacts on ridership in the current month. Other peer agencies have shown this type of information is useful to explain ridership changes. March 2018 Factors Affecting Ridership this Month Factor Service Level March 2017 March 2018 Impact Calendar Mix (FR, Rail, Rapid) Calendar Mix (UT Shuttle Full Service) Weather Impact Special Events (SXSW) Weekday Saturday Sunday Weekday Sunday Weekday Saturday Sunday Fixed Route MetroRail MetroRapid Fuel Prices* All % * Average monthly Gulf Coast All Grades Reformulated ( Red indicates potential negative impact on ridership Green indicates potential positive impact on ridership 1 No additional service on MetroRapid per newly designed, higher frequency schedules for entire service period Ridership Overview System-wide ridership was down 5.4% compared to March Average weekday was down 4.1%. There one less weekday in March this year compared to last March and with the weekday added back in ridership would be down 4%. Gas prices are up from last year. Weather was comparable to last year. Attachment: Monthly Ridership v3 Rapid Separated (4122 : Key Performance Indicators Dashboard) Page 3 of 5 Packet Pg. 74

75 3.3.e The Board passed the proposed service changes for June 2018 which includes many of the recommendations from Connections The new services include additional high frequency routes, more direct routing and better connections. Implementation continues. Fixed Route and MetroRapid Looking at Fixed Route, including MetroRapid, ridership was down 5.0% from March Average weekday was down 4.7%. MetroRapid by itself saw an 18.1% increase from March Average weekday ridership was up 16.5%. This increase is primarily related to enhanced frequency enhancing all-day service for SXSW festival goers. Fixed Route by itself was down 9% from March Average weekday ridership was down 8.4%. Round Rock As a part of Fixed Route service, Capital Metro began providing service to the City of Round Rock in August For the seventh full month of service in March, there were over 3,700 boardings. This is an increase from February. Georgetown For the new fixed route service in Georgetown in March, there were 1,611 boardings. MetroAccess MetroAccess showed a decrease in ridership for March 2018 and was down 2.3% compared to last year. MetroAccess continues with efforts to manage this high cost service through eligibility evaluations, travel training, and pathway assessment. The ondemand Via Pickup Pilot program was moved to its own category under Innovation Mobility. Innovation Mobility Via Pickup Pilot service began operation in June 2017 as a free ride hailing bus service that allows riders to arrange on-demand transit trips in the Mueller, Windsor Park and Coronado Hills neighborhoods using a mobile app. This being a pilot on-demand service project, ridership was originally grouped under MetroAccess and now will by highlighted in its own category. Ridership on this service has grown from 410 riders in June 2017 to 2,625 riders in March Attachment: Monthly Ridership v3 Rapid Separated (4122 : Key Performance Indicators Dashboard) Page 4 of 5 Packet Pg. 75

76 3.3.e UT Shuttle For March 2018, UT Shuttle showed a 9.2% decrease from last year. UT Shuttle operated one less weekday and one less Sunday in March 2018 compared to March RideShare The vride program is going strong and showed an 5.1% increase for March. MetroRail MetroRail began operating additional peak period service in January with new trains. This presented some operational challenges that continued through SXSW festival period. Trains continued to be substantially delayed during this period. Schedules were modified on March 19, 2018 to assist in resolving these operational challenges. Important construction projects also continue along the entire length of the line. These construction projects will add frequency and capacity to existing service and will be ongoing until the end of 2018 affecting existing operations. MetroRail ridership was down 11.6% from March 2017 and average weekday ridership was down 9.4% from the same period. Attachment: Monthly Ridership v3 Rapid Separated (4122 : Key Performance Indicators Dashboard) Page 5 of 5 Packet Pg. 76