Executive Board Meeting Agenda

Transcription

1 Table of Contents Agenda 2 Approve Minutes of 03/05/18 Executive Board Meeting Minutes of 03/05/18 Executive Board Meeting 4 FY2019 Budget Development & Local Revenue Memo-FY2019 Budget & Local Revenue 7 Revenue and Expense Trends By Division 8 Federal Appropriations Graphs 13 Division Overviews 15 PROCUREMENT - On-Call Architecture and Engineering Services AFE-On-Call Architecture, Engineering and Associated Services 37 On-Call A&E Score Summary 38 Reso-VBD On-Call Architecture, Engineering and Associated Services 39 Transit Asset Management Plan/Policy Memo-TAM Plan 41 FY2018 Procurement Calendar FY2018 Procurement Calendar 43 1

2 Executive Board Meeting Agenda Monday, April 2, :00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho I. CALLING OF THE ROLL Chair Jim Hansen II. AGENDA ADDITIONS/CHANGES III. PUBLIC COMMENTS IV. CONSENT AGENDA Items on the Consent Agenda will be enacted by one motion. There will be no separate discussion on these items unless an Executive Board Member requests the item be removed from the Consent Agenda and placed under Action Items. A. Approve Minutes of 03/05/18 Executive Board Meeting Ө Pages 4-6 V. FINANCE COMMITTEE ACTION ITEM A. FY2019 Budget Development - Local Revenue Request Ө Pages 7-36 Jim McMahon The VRT Executive Board is requested to review and approve the percentage increase in local revenues that will form the basis for expense budget development. As a follow-up from the 03/05/18 Executive Board Meeting, Division Overviews are attached for information. VI. EXECUTIVE BOARD - ACTION ITEMS A. PROCUREMENT - On-Call Architecture and Engineering Services Ө Pages Jake Hassard The Executive Board will review for approval Resolution VBD to approve the On-Call Architecture, Engineering, Planning and related services as needed for capital, planning, infrastructure, or other projects. VII. EXECUTIVE BOARD - INFORMATION ITEMS A. Transit Asset Management Plan/Policy Ө Pages Rhonda Jalbert Staff requests input from the Executive Board on the outline of the Transit Asset Management Policy/Plan. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

3 B. Bike Share Update Dave Fotsch Dave Fotsch, Boise Bike Share Program Director, will provide an update on the Boise GreenBike System. C. FY2018 Procurement Calendar Page 43 Jim McMahon The most current Procurement Calendar is provided for information. VIII. ADJOURNMENT Ө = Attachment Agenda order is subject to change. NEXT VRT EXECUTIVE BOARD MEETING: Monday, May 7, 2018 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. 3

4 ITEM IV-A Executive Board Meeting Minutes Monday, March 5, :00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho MEMBERS ATTENDING MEMBERS ABSENT OTHERS PRESENT Dave Bieter, Boise Garret Nancolas, Caldwell Kelli Badesheim, VRT (phone) Luke Cavener, Meridian Jim Tibbs, Ada County Linda Ihli, VRT Elaine Clegg, Boise Billy Wingfield, VRT Corey Cook, Boise State University Rhonda Jalbert, VRT Tom Dale, Canyon County Jim McMahon, VRT Jim Hansen, ACHD Jake Hassard, VRT Debbie Kling, City of Nampa David Lincoln, ACCHD Darin Taylor, Middleton Leslie Pedrosa, VRT Kelly Higgs, VRT Nick Moran, VRT Larry Maneely, Ada County Maureen Gresham, ACHD Commuteride Gregg Eisenberg, First Transit Michael Chin, First Transit Nancy Lohr, First Transit Rocky Perkins, ATU 398 Ken Pidgeon, Citizen Matt Stoll, COMPASS Chair Jim Hansen began the meeting at 11:05 a.m. with a quorum present. AGENDA ADDITIONS/CHANGES - none PUBLIC COMMENTS - none CONSENT AGENDA Approve Minutes of 02/05/18 Executive Board Meeting Darin Taylor moved to approve the Consent Agenda; seconded by Elaine Clegg. The motion was approved unanimously. FINANCE COMMITTEE ACTION ITEMS FY2017 Audit Lia Dunne with Eide Bailly presented the final FY2017 Audit for review and acceptance by the Executive Board and noted a clean audit was received. Tom Dale moved to approve acceptance of the Financial Audit Report (FY2017) as presented; seconded by David Lincoln. The motion was approved unanimously. The audit will be placed on the Consent Agenda for the April 2nd VRT Board of Directors meeting. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

5 ITEM IV-A FY2018 First Quarter Budget Report Jim McMahon presented the FY2018 First Quarter Budget Report for review and acceptance. Following discussion, Darin Taylor moved to accept the FY2018 First Quarter Budget Report; seconded by Luke Cavener. The motion was approved unanimously. FY2018 Cash Balance Report Qtr. 1 Jim McMahon presented the Cash Balance Report for the first quarter of FY2018. After discussion, Debbie Kling moved to accept the Cash Balance Report for the first quarter of FY2018; seconded by Elaine Clegg. The motion was approved unanimously. FINANCE COMMITTEE INFORMATION ITEMS FY2018 Budget Overview & Trends The VRT Directors Team which included Jim McMahon/Finance Director, Billy Wingfield/Operations Directors, and Rhonda Jalbert/Development Director, provided a PowerPoint presentation with an overview of the FY2018 Budget and trends. Handouts distributed at the meeting and referred to during the discussion included: Funding Matrix Handout A - Division 10/23 Capital Projects Handout B - Boise Green Bike Capital Needs Handout C - Large Urban (LU) Area Capital Needs Handout D - Small Urban (SU) Area Capital Needs Staff will follow up on the following items as requested by the members: Ensure that Quarterly Reports & other financial reporting have a breakout of subrecipient pass-thru transactions as a separate line item above and outside of Miscellaneous Expense. Provide a listing of divisions and the various departments within each division and define the various programs. At a future VRT Board meeting, Dave Fotsch will provide an update on the Bike Share program to include opportunities and threats that dockless bikes may bring to the current Boise GreenBike system. Work toward getting a transit application up and running sooner than later. 5

6 ITEM IV-A EXECUTIVE BOARD - ACTION ITEMS There were no action items. EXECUTIVE BOARD - INFORMATION ITEMS ValleyConnect 2.0 Public Outreach Update The most current public outreach calendar for ValleyConnect 2.0 outreach meetings was included in the packet. National Transit Database Project A memo on the status of reporting performance data to the National Transit Database for Ada and Canyon counties was included in the meeting packet. Procurement Calendar The most current Procurement Calendar was included in the packet for information. Department/Staff Reports The most current Department/Staff Reports were included for information in the packet. ADJOURNMENT There being no further business before the Executive Board members, the meeting was adjourned at 2:05 p.m. NEXT VRT EXECUTIVE BOARD MEETING: Monday, April 2, 2018 (followed by VRT Board of Directors meeting at noon) 11:00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho 6

7 TOPIC: FY2019 Budget Development - Local Revenue Requests DATE: March 22, 2018 Summary: The Executive Board reviewed a detailed overview of Operations and Revenue and Expense Trends by Division at the February meeting. Graphs outlining historical federal grant revenues by large and small urban areas are attached to this memorandum, as well as a report of divisional revenues and expenses by fiscal year. As a follow-up to the 03/05/18 Executive Board meeting, Division Overviews are also attached. The development of expense budgets was initiated by program managers in late February. The revenue parameters need to be established in order to submit estimates that will be provided to local governments and special members during April for them to consider in their own budgeting work. Staff will continue to monitor developments on revenue and expenditure trends, as well as input from local jurisdictions on revenues while budgets are being developed. In order to plan the FY2019 Budget, staff is recommending that a 4.0% increase be considered for Local Revenues - both for member assessments and service contributions. For assessments, the 4.0% increase would be applied to the FY2018 Population Rate of.3997 to arrive at a FY2019 Population Rate of For service contributions, the 4.0% percentage increase would be applied to the total FY2018 Service Contribution of each member. The typical annual percentage increase approved by the Board has been 2.5%. These increases have been able to offset purchasing power losses imposed by general inflationary trends. The Consumer Price Index for 2017 and 2016 was 2.11% and 2.07%, respectively. Staff is requesting an incremental 1.5% above the historical level (2.5%) in order to assist in funding deferred facility maintenance and additional costs associated with increased labor and information technology. Staff Recommendation/Request: Staff is requesting authority to proceed with a 4.0% increase in member assessments and service contributions for budget development and to refine the budget as input from members is received. Implication (policy and/or financial): The revenue estimates will form the basis of the FY2019 budget. The FY2019 Budget will be presented to the VRT Board in July. More Information: Jim McMahon, Finance Director, , jmcmahon@valleyregionaltransit.org Attachments Divisional Revenue and Expenses by Fiscal Year Federal Appropriations Graphs Division Overviews 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

8 Operational Area / Year VRT REGIONAL REVENUE & EXPENSE TRENDS BY DIVISION % Chg. FY15 to FY Division 10 - Regional Overhead % Chg. FY16 to FY QR Annual Budget Total Operating Revenues 2,216,096 1,133, % 1,408, % 341,894 1,618,655 Local Operating Funds 1,422,130 1,133, % 1,411, % 340,992 1,181,655 Federal Operating Funds 793, % ,000 Non-Transportation Funds (20) (161) % (3,067) % Total Expenses (1,625,736) (1,297,150) % (1,530,543) 17.99% (415,712) (1,618,655) Salaries and Wages (486,950) (435,171) % (406,300) -6.63% (131,199) (404,539) Fringe Benefits (414,545) (355,448) % (408,310) 14.87% (87,698) (388,309) Professional Services (315,075) (148,843) % (226,750) 52.34% (40,407) (124,023) Material & Supplies (13,528) (10,194) % (11,977) 17.49% (2,279) (22,855) Utilities (63,048) (55,903) % (58,228) 4.16% (14,637) (104,107) Casualty & Liability Insurance (39,684) (35,081) % (16,551) % (4,138) (32,711) Miscellaneous Expense (287,825) (248,347) % (396,893) 59.81% (134,079) (521,203) Interest Expense (141) (367) % % (31) (400) Lease & Rentals (4,939) (7,797) 57.86% (5,533) % (1,245) (20,508) 590,360 (163,867) (122,437) (73,818) - Operational Area / Year VRT REGIONAL REVENUE & EXPENSE TRENDS BY DIVISION % Chg. FY15 to FY16 Division 23 - Planning 2017 % Chg. FY16 to FY QR Annual Budget Total Operating Revenues 430, , % 483, % 196,711 1,063,886 Local Operating Funds 88, , % 66, % 39, ,900 Federal Operating Funds 342, , % 417, % 157, ,986 Total Expenses (453,364) (737,422) 62.66% (449,472) % (196,711) (1,063,886) Salaries and Wages (260,699) (304,601) 16.84% (267,128) % (74,594) (314,456) Fringe Benefits (107,278) (115,519) 7.68% (103,769) % (32,755) (160,405) Professional Services (70,540) (312,881) % (67,401) % (87,175) (575,565) Material & Supplies - - (70) - - Utilities (2,141) (1,577) % (1,414) % (390) (3,560) Miscellaneous Expense (12,707) (2,844) % (9,690) % (1,797) (9,900) (23,002) (7,968) 34,

9 Operational Area / Year VRT REGIONAL REVENUE & EXPENSE TRENDS BY DIVISION % Chg. FY15 to FY % Chg. FY16 to FY17 Division 20 - Customer Service 2018-QR Annual Budget Total Operating Revenues 339, , % 947, % 197, ,507 Local Operating Funds 85, , % 215, % 46, ,301 Federal Operating Funds 252, , % 732, % 150, ,206 Non-Transportation Funds 1, % Total Expenses (340,735) (743,650) % (954,021) 28.29% (195,766) (946,507) Salaries and Wages (217,587) (345,005) 58.56% (355,789) 3.13% (64,937) (296,026) Fringe Benefits (111,518) (213,033) 91.03% (137,265) % (37,114) (145,491) Professional Services (925) (171,802) % (383,282) % (90,364) (348,501) Material & Supplies (1,781) (4,620) % (2,976) % (922) (23,690) Utilities (927) (1,961) % (2,402) 22.46% (295) - Casualty & Liability Insurance - - (15,051) (775) (35,000) Miscellaneous Expense (4,524) (3,082) % (51,163) % 430 (89,800) Lease & Rentals (3,473) (4,147) 19.41% (6,093) 46.92% (1,789) (8,000) (1,525) (22,451) (6,560) 1,663 (0) Operational Area / Year VRT REGIONAL REVENUE & EXPENSE TRENDS BY DIVISION % Chg. FY15 to FY % Chg. FY16 to FY17 Division 41 - Community Transportation - Operations 2018-QR Annual Budget Total Operating Revenues 354,715 1,072, % 1,339, % 380,653 1,427,582 Local Operating Funds 64,744 94, % 287, % 96, ,979 Federal Operating Funds 278, , % 1,024, % 280,253 1,079,804 Directly Generated Funds 11,464 23, % 26, % 3,933 65,800 Total Expenses (616,569) (1,049,603) 70.23% (1,337,903) 27.47% (380,690) (1,427,582) Salaries and Wages (65,118) (59,438) -8.72% (79,487) 33.73% (18,072) (82,261) Fringe Benefits (33,558) (34,989) 4.27% (38,555) 10.19% (8,396) (49,186) Professional Services (109,063) (284,679) % (204,640) % (51,909) (198,371) Material & Supplies (27,821) (63,929) % (66,596) 4.17% (42,509) (14,330) Utilities (1,005) (865) % (886) 2.38% (183) (1,660) Casualty & Liability Insurance (71,661) % (48,059) % (12,015) - Purchased Transportaton (289,114) (604,307) % (897,665) 48.54% (247,099) (1,051,673) Miscellaneous Expense (19,230) (1,784) % (2,015) 12.98% (507) (30,100) (261,855) 22,879 1,321 (37) - 9

10 Operational Area / Year REVENUE & EXPENSE TRENDS BY DIVISION % Chg FY15 to FY Division 21 - Fixed Line Operations % Chg. FY16 to FY QR Annual Budget Total Operating Revenues 5,706,713 6,710, % 6,940, % 1,851,339 7,423,607 Directly Generated Funds 682, , % 682, % 230, ,717 Local Operating Funds 3,749,070 4,536, % 4,601, % 1,218,119 4,616,943 Federal Operating Funds 1,038,454 1,293, % 1,403, % 369,272 1,926,998 Bus Advertising 60,916 65, % 82, % 33,227 65,717 Non-Transportation Funds 175, , % 170, % ,232 Total Expenses (6,168,498) (6,507,183) 5.49% (6,853,339) 5.32% (1,854,394) (7,423,607) Salaries and Wages (2,142,682) (2,536,100) 18.36% (2,794,356) 10.18% (748,569) (2,697,155) Fringe Benefits (2,490,936) (2,368,976) -4.90% (2,380,626) 0.49% (666,206) (2,670,881) Professional Services (395,632) (342,116) % (411,499) 20.28% (135,049) (434,700) Material & Supplies (588,773) (654,938) 11.24% (730,359) 11.52% (166,890) (841,989) Utilities (84,986) (94,389) 11.06% (129,650) 37.36% (27,369) (122,600) Casualty & Liability Insurance (356,073) (404,755) 13.67% (274,618) % (72,028) (414,296) Purchased Transportation (49,364) % Miscellaneous Expense (28,810) (46,224) 60.44% (58,850) 27.31% (15,509) (147,400) Lease & Rentals (31,242) (59,684) 91.04% (73,381) 22.95% (22,774) (94,586) (461,785) 202,924 86,999 (3,055) - Operational Area / Year REVENUE & EXPENSE TRENDS BY DIVISION % Chg FY15 to FY Division 22 - Demand Response Operations % Chg. FY16 to FY QR Annual Budget Total Operating Revenues 1,405,414 1,531, % 1,633, % 481,848 1,571,727 Directly Generated Funds 79,501 87, % 89, % 32,567 87,335 Local Operating Funds 1,159, , % 979, % 388, ,523 Federal Operating Funds 166, , % 565, % 61, ,869 Non-Transportation Funds % (855) % (275) - Total Expenses (1,377,051) (1,500,180) 8.94% (1,612,017) 7.45% (474,497) (1,571,727) Salaries and Wages (565,159) (637,515) 12.80% (716,038) 12.32% (212,198) (629,530) Fringe Benefits (519,339) (532,107) 2.46% (582,443) 9.46% (174,400) (608,230) Professional Services (75,954) (61,833) % (79,704) 28.90% (28,585) (66,003) Material & Supplies (131,459) (154,504) 17.53% (139,786) -9.53% (33,906) (163,262) Utilities (15,895) (18,201) 14.50% (19,428) 6.74% (4,907) (14,895) Casualty & Liability Insurance (59,124) (78,653) 33.03% (51,036) % (13,701) (66,441) Miscellaneous Expense (3,712) (7,032) 89.44% (10,657) 51.55% (2,767) (7,410) Lease & Rentals (6,408) (10,335) 61.29% (12,925) 25.06% (4,033) (15,956) 28,363 30,821 21,096 7,351-10

11 Operational Area / Year REVENUE & EXPENSE TRENDS BY DIVISION % Chg FY15 to FY Division 24 - Fixed Line Operations % Chg. FY16 to FY QR Annual Budget Total Operating Revenues 1,472,592 1,127, % 531, % 179, ,179 Directly Generated Funds 50,928 46, % 40, % 15,441 46,396 Local Operating Funds 882, , % 98, % 138, ,128 Federal Operating Funds 481, , % 368, % 17, ,849 Bus Advertising 11,796 9, % 24, % 8,437 9,806 Non-Transportation Funds 45,976 43, % % - - Total Expenses (770,572) (697,455) -9.49% (741,543) 6.32% (179,970) (826,179) Salaries and Wages (305,963) (306,948) 0.32% (312,764) 1.89% (78,631) (344,745) Fringe Benefits (59,673) (46,731) % (69,465) 48.65% (14,857) (73,137) Professional Services (91,136) (113,869) 24.94% (85,124) % (18,364) (110,400) Material & Supplies (179,579) (133,428) % (180,873) 35.56% (42,300) (186,600) Utilities (24,327) (22,173) -8.85% (29,647) 33.71% (5,645) (15,399) Casualty & Liability Insurance (70,229) (61,697) % (56,847) -7.86% (19,539) (74,148) Miscellaneous Expense (36,886) (11,290) % (6,415) % (633) (16,250) Interest Expense (379) % - - (3,000) Lease & Rentals (2,400) (1,320) % (407) % - (2,500) 702, ,946 (209,629) - - Operational Area / Year REVENUE & EXPENSE TRENDS BY DIVISION % Chg FY15 to FY Division 25 - Demand Response Operations % Chg. FY16 to FY QR Annual Budget Total Operating Revenues 59,908 57, % 57, % 24,644 74,917 Directly Generated Funds 9,035 7, % 6, % 1,766 7,649 Local Operating Funds 4,267 9, % 10, % 4,579 14,899 Federal Operating Funds 46,606 39, % 40, % 18,299 52,369 Total Expenses (59,346) (58,832) -0.87% (56,318) -4.27% (24,644) (74,917) Salaries and Wages (14,079) (15,420) 9.52% (16,084) 4.31% (14,017) (30,644) Fringe Benefits (3,532) (3,164) % (3,566) 12.73% (3,012) (3,723) Professional Services (9,942) (9,724) -2.20% (7,336) % (1,728) (11,450) Material & Supplies (19,680) (22,383) 13.73% (20,797) -7.08% (3,416) (14,255) Utilities (2,690) (1,728) % (1,672) -3.27% (689) (1,369) Casualty & Liability Insurance (7,679) (5,609) % (5,168) -7.86% (1,737) (10,026) Miscellaneous Expense (1,710) (685) % (1,657) % (46) (2,800) Interest Expense (34) % - - (500) Lease & Rentals - (120) (37) % - (150) 562 (1,542) (0) Operational Area / Year REVENUE & EXPENSE TRENDS BY DIVISION % Chg FY15 to FY % Chg. FY16 to FY QR Annual Budget Division 31 - Inter-County Fixed Line Operations Total Operating Revenues 481, , % 823, % 229, ,790 Directly Generated Funds 148, , % 119, % 41, ,606 Local Operating Funds (251,853) 99, % 301, % 147, ,684 Federal Operating Funds 584, , % 402, % 40, ,500 Total Expenses (751,308) (795,512) 5.88% (822,160) 3.35% (229,146) (845,790) Salaries and Wages (337,622) (342,547) 1.46% (356,158) 3.97% (95,676) (390,711) Fringe Benefits (56,087) (60,436) 7.75% (66,975) 10.82% (16,057) (66,272) Professional Services (101,087) (105,288) 4.16% (97,020) -7.85% (25,405) (125,800) Material & Supplies (136,976) (181,255) 32.33% (201,275) 11.05% (62,767) (147,550) Utilities (28,635) (25,113) % (23,544) -6.25% (6,438) (17,452) Casualty & Liability Insurance (84,400) (72,914) % (67,972) -6.78% (22,144) (82,972) Miscellaneous Expense (6,052) (6,399) 5.73% (8,734) 36.50% (658) (11,700) Interest Expense (448) % - - (2,033) Lease & Rentals - (1,560) (482) % - (1,300) (270,133) (9,375) 1,

12 Operational Area / Year REVENUE & EXPENSE TRENDS BY DIVISION % Chg FY15 to FY Division 12 - Boise GreenBike Program % Chg. FY16 to FY QR Annual Budget Total Operating Revenues 274, , % 267, % 73, ,335 Directly Generated Funds 37,860 63, % 63, % 8,387 67,226 Local Operating Funds 236, , % 204, % 65, ,109 Federal Operating Funds - 2, % - - Non-Transportation Funds % % - - Total Expenses (189,864) (261,088) 37.51% (272,632) 4.42% (71,038) (367,335) Salaries and Wages (77,860) (94,789) 21.74% (96,688) 2.00% (33,407) (117,963) Fringe Benefits (33,596) (40,615) 20.89% (40,773) 0.39% (11,190) (76,644) Professional Services (40,053) (82,827) % (74,130) % (10,783) (103,928) Material & Supplies (19,205) (10,815) % (15,667) 44.86% (5,678) (15,300) Utilities (1,703) (3,762) % (2,698) % (546) (3,000) Casualty & Liability Insurance - (5,000) (5,000) 0.00% (1,250) (5,000) Miscellaneous Expense (11,197) (8,356) % (8,577) 2.65% (908) (15,500) Lease & Rentals (6,250) (14,925) % (29,100) 94.97% (7,275) (30,000) 85, (4,974) 2,488-12

13 5,000,000 Large Urban Federal Appropriations 4,000,000 3,000,000 Annual Amount 2,000,000 1,000,000 FY2008 FY2009 FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016 FY2017 FY2018 (Est.) 13

14 Small Urban/Rural Federal Appropriations 3,000,000 2,000,000 Annual Amount 1,000,000 FY2008 FY2009 FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016 FY2017 FY2018 (Est.) 14

15 FY2019 Budget Development Division Overview: Division 10 VRT Regional Overhead Budget Division Name Division 10 VRT Regional Overhead Division Overview Division 10 is the administrative overhead for Valley Regional Transit. It includes six (6) Regional Operating Overhead departments and the Capital Projects department. The six overhead departments are: Transportation Services Admin.; Information Technology; Finance and Accounting; 4) Office Administration 5) Executive Director/Board Administration; and Planning Administration (Costs for planning staff leave). Total Division FTE Direct Labor: 10 FTE (labor partially or fully accounted for in this Division). Contracted Labor: 0 FTE Major Accomplishments Completion of 2017 Federal Transit Administration Triennial Review. Three (3) Successful Audits minimum findings. Business Process Flow development and completion. Improved procurement documentation and procurement transaction catch-up. Analysis and redesign of Regional Operating Divisions and Budgets (Div. 19, Div. 20 and Div. 41). Operations Director organized funding (19/20/14) to generate savings in local dollars for VRT Regional. Renegotiation of Contractor RFP that established savings over a seven (7) year horizon. Realignment of the VRT Information Technology Department that is now under Operations. Website redesign. FY2018 Budget Total Total Operating Revenue - $1,618,655: Federal Assistance (405) Sub. $437,000 Local Assistance (408) $1,181,655 Total Operating: Labor and M and O Expenditures - $1,618,655: Depreciation is unfunded. Total Capital Revenue - $7,528,125: Local Assistance (407) $874,248 Federal Assistance (405) $6,653,877 Total Capital Expenses - $7,528,125: ITEM V-A Division Issues to Watch Continued opportunity to coordinate with other jurisdictions and transportation providers. Focus needs to be directed to securing dedicated source of funding to ensure coverage of Regional Overhead. Need to develop strategic approach to address cash flow issues that have come about due to fluctuations in the processing of federal formula funding Canyon and Ada system capital funding are lagging behind the replacement schedule. 15

16 Budget Division Name Services/ Programs within the Division Total Division FTE FY2019 Budget Development Division Overview: Division 12 Boise GreenBike Division 12 Boise GreenBike Bike Share Program Direct Labor: 3 FTE Contracted Labor: Major Accomplishments Doubled ridership from FY15 to FY16, Added 15 new station hubs in FY17 FY2018 Budget Total Total Revenue: $367, Total Labor and M and O Expenditures: $367, Issues to Watch The program is reliant on sponsorships, memberships and user fees for financial sustainability. Employer groups are critical to enroll groups of members, even at discounted rates. Marketing and new promotions are important investments to build ridership. Need to work with local jurisdictions and private sector as the dockless bike share systems are seeking a foothold in the region. Location/FTE at each Federal and local funding support and match rates Justification for federal support 365 days a year, 24 hours a day Boise GreenBike World Headquarters downtown Boise For operations, no federal support. For capital improvements federal support is about 93%, local support 7%. Equipment for bike share equipment is eligible under the Transportation Alternatives Program (TAP). Utilization Trends FY2015 New sign-ups 3,335, Overall trips 8,913, Active members 3,174 FY2016 New sign-ups 4,654, Overall trips 23,165, Active members 7,446 FY2017 New sign-ups 3,607, Overall trips 23,015, Active members 10,785 16

17 Budget Division Name FY2019 Budget Development Division Overview: Division 20 Information Supports Services/ Programs within the Division Total Division FTE Division 20 Rideline Operations Rideline is the customer service division of Valley Regional Transit that where pass sales, program reporting, Demand Response ACCESS service compliance, ACCESS eligibility, travel training, trip planning, reservation, scheduling and dispatching is housed. Ride line Customer Information Direct Labor: 5 customer service Rideline Dept. 2 FTE - ITS supports Contracted Labor: Accomplishments Division budget and staffing restructure to support ITS projects and a rapid scale up of specialized transportation services and program partners. Successfully implemented four new service programs in 2016 & 2017: SHIP, Rides-to-Wellness, Village Van and Harvest Transit. Staffed the opening of the Main Street Station and Canyon County facility without incurring additional expenses related to staffing. Supported the training efforts that lead greater efficiency in trip scheduling for the Specialized Transportation services. ITS team implemented smart scheduling technology across all programs in an effort to realize the one-call one click or no wrong door initiative. FY2018 Budget Total Total Revenue: 1,064, Total Labor - M and O Expenditures: 1,064, Issues to Watch New phone system will be a more effective tool to coordinate with partners Staffing changes should be monitored for opportunities to improve efficiencies Staffing customer services in multiple locations and addressing turnover, training, and coverage Program Name and Descirption Rideline The customer information center for VRT. The Rideline customer service department serves as the one stop shop for information related to all services directly operated or coordinated through VRT. The customer service department creates reservations, develops schedules, handles pass sales, offers operator training, customer information for a variety of mobility choices within the region, ITS hardware and system supports. Meridian 8 a.m. to 5p.m. Monday through Friday Main Street Station 8 am to 5 pm Monday through Saturday 17

18 Location/FTE at each Federal and local funding support and match rates Justification for federal support Utilization Trends Happy Day Transit Center 8 a.m. to 5 p.m. Monday through Friday Meridian 1 FTE Main Street Station 3.5 FTE Happy Day Transit Center 1 FTE 5307 Federal dollars Eligible expense under Mobility Management Calls received: FY ,154 FY ,887 FY ,403 Calls successfully answered: FY ,042 FY ,256 FY ,108 Calls abandoned: FY ,112 FY ,631 FY ,295 Average call time: FY2015 0:02:32 minutes FY2016 0:02:44 minutes FY2017 0:02:55 minutes RouteMatch New reservations entered (all services): FY ,649 FY ,216 FY ,737 New passengers added (all services): FY FY FY Program Name and Description Total FTE Location/FTE at each Travel Information Volunteer Program Travel Information Volunteers help riders understand and navigate the ValleyRide bus system. You can identify them by the purple vests that they wear while riding the buses Monday through Saturday during Valleyride service hours (program started in 2014) Direct Labor: 0 FTE (1FTE support staff is needed to support this program, however this FTE is already accounted for in Division 19.) Contracted Labor: 16 Volunteers Volunteers are located in the field 18

19 Federal and local funding support and match rates Justification for federal support Utilization Trends 5307 match funds are generated by volunteer hours at the rate of $15.00 per hour. Traveler information services are eligible as a mobility management service under federal regulations FY volunteer hours hours X $15.00 = $11, match FY2016 2, volunteer hours 2, X $15.00 = $34, match FY2017 2, volunteer hours 2, hours X $15.00 = $31, match Budget Division# and Description Services/ Programs within the Division Total Division FTE , ITS Department Intelligent Transportation Systems Direct Labor: ITS Administrator ITS DBA Contracted Labor: N/A Total: $167, Loaded (47% of total Budget) Accomplishments Restructure of fare sets and programing Farebox purchase for system compliance AVL/GPS 100% completion Secure Signal for MSS/ Transit Rider Wi-Fi Tablet Replacement for entire fleet Public route match Web portal Update vehicle security camera system Re-Alignment of ITS dollars from operational divisions to leverage 80/20 match opportunity Implementation of Routematch across all specialized transportation programs TSP Implementation/Testing State Street Corridor Budget development/management for (ITS) FY2018 Budget Total Total Revenue: $349, Total Labor and O&M Expenditures: $349, Local Revenue Income Support Fees: $13,720.00= ($70, Total) Opportunities and Threats for Services/Programs # of Volunteers = 16 # of Volunteer hours = for FY-2018 # of people helped = 356 for FY-2018 Opportunities: Improve Reporting for all divisions Asses regional asset management project Mitel Phone system implementation Consolidate Internet services (Compliance) Restructure IT/ITS Department Department growth Department generating revenue from service fees with 19

20 specialized programs and BSU MOD application for regional 20

21 FY2019 Budget Development Division Overview: Division 21 & 22 Boise TMA ITEM V-A Budget Division Overview and Division 21 - Boise Fixed Line Valleyride Description Services/ Programs within the Boise Fixed Line Operations, Maintenance, Building and Grounds and Division General Administration Total Division FTE Direct Labor: 0 Contracted Labor: Accomplishments First Transit hired as contractor, liability insurance savings, Negotiated a new collective bargaining agreement FY2018 Budget Total Total Revenue: $7,417, (FY 2018) Total Labor and M and O Expenditures: $7,788, Issues to Watch Build on opportunities to benefit from support provided by First Transit Federal support for maintenance and capital is not keeping pace with ongoing cost escalations Maintenance reserve and capital replacement funding needs to be aligned with Transit Asset Management system Consider need for increasing staffing support for safety and security Fares and ridership need to be reviewed with an emphasis on increasing farebox return and passenger trips Service/Program Description Operations ValleyRide Monday Saturday Total FTE Direct Labor: Contracted Labor: 57 Location/FTE at each Boise 57 Federal and local funding support and match rates $4,556, Justification for federal support No federal funding supports operations Utilization Trends Total FY18 284,406 FY17 1,190,663 FY16 1,185,965 FY15 1,200,095 Service/Program Description Maintenance Monday Saturday Total FTE Direct Labor: Contracted Labor: 15 FTE Location/FTE at each Boise 15 Fed/local funding support & match $1,823, Justification for federal support Federal funds can be used to support preventative maintenance at an 80/20 match ratio Service/Program Description Building and Grounds Monday Saturday Total FTE Direct Labor: 0 Contracted Labor: Third party contracts Location/FTE at each Boise 21

22 Fed/local funding support & match $199, Justification for federal support Service/Program Description General Administration Weekdays 8a-5p Total FTE Direct Labor: Contracted Labor: 2 Location/FTE at each Boise 2 Fed/local funding support & match $1,210, Justification for federal support Buildings and grounds are a capital maintenance function eligible for federal match Budget Division# and Description Division 22 ACCESS ADA Paratransit Services/ Programs within the Boise Demand Response Operations, Maintenance, Building and Division Grounds and General Administration Total Division FTE Direct Labor: 0 Contracted Labor: Accomplishments FY2018 Budget Total Total Revenue: $1,571, (FY 2018) Opportunities and Threats for Services/Programs Total Labor and M and O Expenditures: $1,649, Threats: Customer service controls capacity Allocated resources may be greater than demand Operator overtime and efficiency Service/Program Description Operations Monday Saturday Total FTE Direct Labor: 0 Contracted Labor: 17 Location/FTE at each Boise 17 Federal and local funding support and match rates $1,204, Justification for federal support Federal funds are eligible for ADA Paratransit at 80/20 match ratio Service/Program Description Maintenance Monday Saturday Total FTE Direct Labor: 0 Contracted Labor: 2 Location/FTE at each Boise 2 Fed/local funding support & match $248, Justification for federal support Federal funds are eligible for preventative maintenance at an 80/20 match ratio Service/Program Description Building and Grounds Monday Saturday Total FTE Direct Labor: 0 Contracted Labor: Third-party contractors Location/FTE at each Boise Fed/local funding support & match $16, Justification for federal support Federal Funds are eligible for Buildings and Grounds at an 80/20 match ratio Service/Program Description General Administration Weekdays Total FTE Direct Labor: 0 Contracted Labor: (FTE shown in Fixed Route Admin) Location/FTE at each Boise 22

23 Fed/local funding support & match $180, Justification for federal support No federal funds are used to support this function 23

24 FY2019 Budget Development Division Overview: Division 23 - Development ITEM V-A Budget Division Overview and Division 23 - Development Description Functions within the Division Planning, Programming & Capital Infrastructure Total Division FTE Direct Labor: 4 FTE Contracted Labor: O FTE Accomplishments FY 16 o Facilitated Emmett P & R Phase II o Nampa Pedestrian Improvements o Regional Fare Policy & Analysis o Main Street Station Opened FY17 o Bus Stop Maintenance Plan and Guidelines Approved Happy Day Site Improvements complete o Boise State Asset Management o Facility Maintenance Policy FY18 o Interior Improvements of HDTC completed o Service Changes complete January 2018 o Draft ValleyConnect 2.0 submitted to the VRT Board of Directors o Middleton P & R completed March 2018 FY2018 Budget Total Total Revenue: Large Urban Local = $88,000 Federal = $352,000 Small Urban Local = $35,000 Federal = $139,000 Total Labor and M and O Expenditures: $614,000 FY2019 Budget Total Total Revenue: Large Urban Local = $88,000 Federal = $352,000 Small Urban Local = $36,000 Federal = $142,000 Total Labor and M and O Expenditures: $618,000 Issues to Watch Performance reporting system needs to be revamped and aligned with ValleyConnect 2.0 Asset Management system needs to be fully adopted by end of FY 2018 Complete a prioritization process that aligns with VC2.0 Need to consider how to address facility maintenance and oversight National Transit Database needs to be reconciled for the region with the state and multiple providers Direct Labor expenses exceeding Planning allocation Demands from local jurisdictions for planning support increase 24

25 FY2019 Budget Development Division Overview: Divisions 24, 25, and 31 Budget Division# and Description Division 24 Fixed Route Services ValleyRide Services/ Programs within the Division Canyon County Local Fixed Routes 51, 52, and 55 Total Division FTE Direct Labor: 0 Contracted Labor: Accomplishments New management contractor, insurance savings, implemented new service, and fare boxes installed on entire fleet. FY2019 Budget Total Total Revenue: $ 952,773 Total Labor and M and O Expenditures: $1,068,568 Opportunities and Threats for Need to focus on increasing revenue and ridership Services/Programs Need to focus on sustainable funding that covers all operating and capital expenses forthcoming union negotiations, Need to consider scheduling efficiencies that can increase serve available to customers Funding is always a threat for the system Address staffing turnover Service/Program Description Canyon County fixed route bus service in Nampa and Caldwell areas Weekday Only; 6:00 a.m. to 8:18 p.m. Total FTE Direct Labor: 0 Contracted Labor: 10 Location/FTE at each Happy Day Transit Center (HDTC): 10 Federal and local funding support Div 24 Fares ($40,016) Match rates: Advertising ($24,709) Admin: 50:50 Local ($98,911) Operations 50:50 Maintenance 80:20 Federal ($368,278) Justification for federal support Utilization Trends FY2015: *203,545 FY2016: *180,889 FY2017: *154,756 1 st Qtr FY18: 35,466 Budget Division# and Description Division 31 Valleyride Inter-county services Services/ Programs within the Division Canyon and Ada County Intercity Fixed Routes, 40, 41, 42, 43, 44, & 45 Total Division FTE Direct Labor: 0 FTE Contracted Labor: 15.5 FTE Accomplishments New TM contractor, insurance savings, implemented new service, and fare boxes installed on entire fleet. FY2019 Budget Total Total Revenue: $ 941,343 Total Labor and M and O Expenditures: $1,218,584 Opportunities and Threats for Ridership has been dropping along the same trend as gas prices Services/Programs Employer contract participation is dropping 25

26 Need to address scheduling efficiencies Need to address on-time performance on some services Service/Program Description Fixed route bus service between Canyon and Ada Counties. Weekday Only; 5:20 a.m. to 7:55 p.m. Total FTE Direct Labor: 16.5 Contracted Labor: 16.5 Location/FTE at each Happy Day Transit Center (HDTC): 16.5 Federal and local funding support Div 31 Fares ($119,257) Advertising Local ($301,690) Match rates: Admin: 50:50 Operations 50:50 Maintenance 80:20 Federal ($402,803) Utilization Trends FY2015: *203,545 FY2016: *180,889 FY2017: *154,756 1 st Qtr FY18: 35,466 Budget Division# and Description Division 25 ACCESS ADA Paratransit Services Services/ Programs within the Division Canyon County Complementary Paratransit service Total Division FTE Direct Labor: 3 Contracted Labor: Accomplishments New TM contractor and insurance savings. FY2019 Budget Total Total Revenue: $ 75,595 Total Labor and M and O Expenditures: $184,765 Opportunities and Threats for Services/Programs Opportunities: Trip count low (average daily trips: 11). Consider outsourcing service. Threats: None at this time. Service/Program Description FTA required paratransit service Weekday Only; 6:00 a.m. to 8:18 p.m. Total FTE Direct Labor: 0 FTE Contracted Labor: 3 FTE Location/FTE at each Happy Day Transit Center (HDTC): 3 Federal and local funding support Div 25 Fares ($6,632) Match rates: Admin: 50:50 Operations 50:50 Advertising Local ($10,067) Maintenance 80:20 Federal ($40,472) Utilization Trends FY2015: 6,758 FY2016 6,240 FY2017 3,570 26

27 FY2019 Budget Development Division Overview: Division 41 Specialized Transportation Budget Division Name Division 41 GoRide Specialized Transportation Services/ Programs within the Division Total Division FTE Shared Vehicle Pool AOS Programs (acquisition of service) o Metro o SHIP o Harvest Transit o Senior Centers: Eagle, Star, Meridian, Parma,. Job Access Low income o Village Van Health Care access o Rides2Wellness Volunteer Driver Program Direct Labor: 1 FTE Contracted Labor: 25 FTE Volunteers: 10 FTE Accomplishments Implemented a new staffing plan Verified local match opportunity for Volunteers in kind contributions Utilization Trends over all programs FY2018 Budget Total - $1.2M Issues to Watch Ridership 2015: 4, : 43, : 68, Q1: 28,880 Revenue Federal Assistance $908,936 Local Match Contributions $280,409 Total Revenue $1,189,345 Expenses Direct Labor $131,500 Ops & Maint. $1,057,800 Total Expenses $1,189,345 Develop budget process to become more responsive to partner resources and customer needs VW Settlement dollars for rolling stock replacement. Blue Cross Grant application to replace reservations software for private contractors. Funding depreciation for the shared vehicle pool. Data collection challenges related to NTD reporting requirements. Shared Vehicle Program Program Description Total Division FTE Accomplishments Program growth: Vehicle Pool used by 501(c)(3) non-profit organizations, AOS Service Providers, and VRT van pools (Village Van). Direct Labor: 1 FTE Contracted Labor:.5 FTE 27

28 Ridership growth Partnership growth Number of vehicles in pool Program Utilization Rides 34,997 53,430 Hours 12,147 30,744 Miles 105, ,027 FY2018 Budget Total Total Labor and M and O Expenditures: 105,000 Issues to Watch System requires better mechanisms for tracking program performance and revenues User fees now include an allocation for vehicle replacement. Depreciation revenue needs to be tracked Service is getting very popular, but cannot grow beyond the existing fleet availability Service demand needs to be balanced with quality metrics such as on-time performance, routine maintenance requirements, and fleet spare ratio The majority of vehicles have been brought into the fleet through donations and retirements of vehicles Need to formalize a vehicle replacement plan 28

29 Budget Division# and Description Services/ Programs within the Division Total Division FTE FY2019 Budget Development Division Overview Div. 41 AOS Providers Transportation for seniors and persons with disabilities Direct Labor: 1 FTE Mobility Coordinator - Vehicle Logistics & Maintenance Contracted Labor:.5 FTE John - Support Accomplishments 13,235 rides in FY ,500 rides in FY ,000 rides in FY2018 Projection The increase in ridership from is projected at 453%. FY2018 Budget Total Total Revenue: $1,066,161 55% Fed Contribution 12% Local Match 15% Fed Contribution 15% Local Match Total Labor, M & O Total labor costs is comprised of efforts by staff that spread across 3 Divisions (19, 41 & 20) which makes its very difficult to extract out a number that will help inform the discussion around labor resources directly related to Specialized Transportation programs. Opportunities and Threats for Services/Programs Opportunities Expand and coordinate provider trips Threats Secure, long-term funding Service/Program Description Eagle Senior Center Mon-Sat., SrCtr meals & activities, medical, lifestyle and group trips Total FTE Direct Labor: 2 Contracted Labor: Location/FTE at each Federal and local funding support and match rates 5310 federal; City of Eagle, AAA, in-kind local. 80% fed/20% local $17.93 boarding rate Justification for federal support 5310 AOS transportation programs for seniors and persons with disabilities Utilization Trends FY2015 $76,904 FY2016 $86,540 FY2017 $90,886 Opportunities Financial support has been secured from City of Eagle to expand service. RouteMatch will be implemented this FY to increase efficiencies and Threats Additional long term funding to maintain and continue to grow operations 29

30 rides-per-hour; decreasing administrative costs. Partnering with Star SC to schedule and dispatch Service/Program Description Star Senior Center Mon/Wed/Fri, SrCtr meals & activities, medical, lifestyle and group trips Total FTE Direct Labor: 1 Contracted Labor: Location/FTE at each Federal and local funding support and match rates 5310 federal; AAA, foundation grants, in-kind local. 80% fed/20% local $14.42 boarding rate Justification for federal support 5310 AOS transportation programs for seniors and persons with disabilities Utilization Trends FY FY2016 $21,596 FY2017 $27,903 Opportunities Coordinating trips with Eagle SC. Providing additional service to Middleton. Partnering for scheduling and dispatching with Eagle SC Threats Dependent on AAA funding Service/Program Description SHIP - Supportive Housing and Innovative Partnerships Mon-Fri, Lifestyle service and group trips Total FTE Direct Labor: 4 Contracted Labor: Location/FTE at each Federal and local funding support and match rates 5310 federal; IDVS, other foundation/agency grants, and in-kind. 80% fed/20% local $28.82 boarding rate Justification for federal support 5310 AOS transportation programs for seniors and persons with disabilities Utilization Trends FY2015 $ 7,632 FY2016 $71,808 FY2017 $202,599 Opportunities Through partnering with a community center, senior center or other organization, SHIP can increase average rides-per-hour without adding additional drivers & vehicles. Plus, there may be opportunities for SHIP to tap into funds made available by AAA and/or Senior Solutions Threats A secure source of long-term local funding 30

31 Service/Program Description Meridian Senior Center Mon-Fri, service centered on meals and activities associated with SrCtr. Occasional medical or grocery trips for SrCtr members. Total FTE Direct Labor: 1 Contracted Labor: Location/FTE at each Federal and local funding support and match rates 5310 federal; AAA local (VRT reimburses both) 80% fed/20% local $15.00 boarding rate Justification for federal support 5310 AOS transportation programs for seniors and persons with disabilities Utilization Trends FY2015 $30,120 FY2016 $57,000 FY2017 $47,085 Opportunities Supporting/partnering with Harvest Transit for scheduling and dispatching ITEM V-A Threats Dependent on AAA for local funding Service/Program Description Parma Senior Center Mon-Sat, service centered on meals and activities associated with Parma Senior Center. Trips to Middleton, Boise VA and planned group trips Total FTE Direct Labor: 2 Contracted Labor: Location/FTE at each Federal and local funding support and match rates 5310 federal; AAA and in-kind local. 80% fed/20% local $11.82 boarding rate Justification for federal support 5310 AOS transportation programs for seniors and persons with disabilities Utilization Trends FY FY FY $14,267 Opportunities Parma SC is the only transportation provider serving Parma and small communities of Western Canyon County. In process of growing service to meet demand for rides. Partnering for scheduling and dispatching with Metro Threats Dependent on AAA for local funding Service/Program Description Kuna Senior Center Mon/Wed/Fri, service centered on meals and activities associated with SrCtr; Tues dedicated to medical runs to Boise Total FTE Direct Labor: 1 Contracted Labor: Location/FTE at each Federal and local funding support 5310 federal; City of Kuna. 80% fed/20% local $7.22 boarding rate and match rates Justification for federal support 5310 AOS transportation programs for seniors and persons with 31

32 disabilities Utilization Trends FY FY FY $21,950 Opportunities Increasing days and hours of service, with increased medical/nutrition trips to Boise. Partnering for scheduling and dispatching with Harvest Transit Threats Loss of local match from City of Kuna Service/Program Description METRO Community Services (formerly CCOA) Mon-Sat., Lifestyle transportation service in Caldwell/Nampa area with trips serving Middleton and rural Canyon County Total FTE Direct Labor: 9 Contracted Labor: (2 receptionists, 2 schedulers, 5 drivers) Location/FTE at each Federal and local funding support and match rates Justification for federal support Utilization Trends FY2015 $111,980 FY2016 $234,623 FY2017 $236,955 Opportunities 5310 & 5307 federal; AAA, City of Caldwell, Canyon County, other foundation and agency grants, and in-kind local. Combination of 80% fed/20% local and 50% fed/50% local $18.14 boarding rate 5310 AOS transportation programs for seniors and persons with disabilities RouteMatch will increase efficiencies and rides-per-hour; decreasing administrative costs Threats Outgrown available 5310 SU. Will need to increase number of rural boardings. In need of additional local funds to meet the 5307 match to maintain and grow operations Service/Program Description Harvest Transit Mon-Sat., SrCtr meals & activities, medical, lifestyle and group trips Total FTE Direct Labor: 2 Contracted Labor: Location/FTE at each Federal and local funding support 5307 federal; City of Meridian 50% fed/50% local and match rates Justification for federal support 5310 AOS transportation programs for seniors and persons with disabilities Utilization Trends FY2015 $76,904 FY2016 $86,540 FY2017 $90,886 Opportunities RouteMatch will increase efficiencies and rides-per-hour without impacting administrative Threats Additional long term funding to maintain and continue to grow operations 32