Solano County Transit

AGENDA ITEM 13 - REVISED BOARD MEETING DATE: APRIL 18, 2013 Solano County Transit TO: BOARD OF DIRECTORS PRESENTER: KRISTINA BOTSFORD, BUDGET & ACCOUNTING MANAGER MONA BABAUTA, EXECUTIVE DIRECTOR SUBJECT: FY 2013-14 PROPOSED OPERATING AND CAPITAL BUDGET ACTION: MOTION ISSUE: Per the SolTrans Budget Policy, approved by the Board in March 2011, the proposed capital and operating budget for the next fiscal year shall be presented to the Board no later than April for purposes of discussion and public feedback. DISCUSSION: The total FY 2013-14 Operating and Capital Budget is being proposed at $21,737,149. It includes an $11,708,540 Proposed Operating Budget, as well as a $10,028,609 Proposed Capital Budget. Staff has identified a full-funding plan for both the operating and capital budgets; therefore, the FY 2013-14 Proposed Budget is balanced. FY 2013-14 Operating Budget The total FY 2013-14 Operating Budget (Attachment A) is being proposed at $11,708,540 and broken out per mode as follows: Table 1: Budget Breakdown Mode FY 13-14 Proposed Budget Fixed Route $9,819,153 Paratransit $1,639,022 Taxi $250,365 Total: $11,708,540 In general, SolTrans existing service levels will be maintained with the potential for a modest increase in fixed route revenue hours beginning January 1, 2014. Projected farebox revenues and proposed operating costs are based on the following number of revenue service hours: Fixed route - 91,170 hours plus an estimated 2,100 hours for possible service increase Paratransit - 10,700 hours General Public (GP) Dial-a-Ride - 3,000 hours

Changes in Operating Costs from FY 2012-13 are reflected as follows: The overall cost of the Transit Service Contract is down by $178,000 from FY 2012-13, due to lower fixed and variable costs proposed by National Express. Diesel Fuel has been budgeted at $3.75 per gallon vs. $4.25 in the prior year to better reflect actual costs for operating our diesel hybrid electric bus fleet. Additional usage has been included in the budget for proposed service increases mid-year. Unleaded Fuel for the Paratransit fleet has been increased $44,000 to cover potential cost and usage increases. The security budget was reduced by approximately $50,000 due to WETA assuming responsibility for security services at the Ferry Building and costs being lower than originally anticipated in FY 2013. (WETA s reimbursement to SolTrans has been reduced accordingly.) Professional Services is, essentially, remaining flat from FY 12-13 budget. However, the proposed budget is higher than projected actual expenses for FY 12-13 due to incomplete projects being carried over into the next fiscal year such as one-time service planning and marketing/branding work. Printing is budgeted to increase by approximately $32,000 to support important outreach programs related to travel training, the new paratransit eligibility determination process, the new paratransit no-show policy, and potential service changes after January 1, 2014. An overall increase of over 20% from FY 2013 in salaries and benefits (all three modes combined) is reflected for FY 2014 given the assumption that full staffing will be achieved and benefit plans will be established. General Administration is less than the prior year budget but higher than projected actuals for FY 12-13 due to shifting cash counting to Dunbar from the transit operator ($30,000), the addition of a marketing budget ($32,500), and higher professional membership and advocacy expenses ($30,000). Regional Taxi Scrip has been removed from the budget since there are no actual expenses and the revenue is collected and remitted directly to the program administrator. Salaries and benefits for the taxi program have increased to reflect the actual time the Program Coordinator historically spends on the taxi scrip program. Certain budget line items have been regrouped for reporting purposes. Therefore the FY 12-13 budget may differ by line item with previous reports. However, the total expenses remain the same. Operating Revenue Assumptions: Fixed Route Fixed Route farebox revenues are expected to increase by $50,000 from FY 2012-13 due to a potential service increase mid-year and due to increased marketing efforts. FTA Section 5307 formula funding will finance a significant portion of fixed route operating costs, and Transportation Development Act (TDA) funds will only be used as a last resort to ensure that all expenses are fully funded. RM2 funds will remain flat from the prior fiscal year and serve as the second largest source of local revenue behind passenger fares.

Paratransit Paratransit farebox revenues are projected to remain flat as ridership is not expected to increase with the implementation of the new paratransit eligibility determination process. TDA funds will finance the bulk of the paratransit operations and the taxi scrip program. Less FTA Section 5307 ADA Set-aside funding for paratransit is reflected in FY 2014. This is due to the programming of 100% of the FTA Section 5307 Annual Formula Funds, obtained through the Vallejo Urbanized Area (UA), to general operating assistance (OA) for fixed route, instead of breaking-out this funding between two projects (OA and ADA- Set-aside) as was done in the past. The FTA funding shown for FY 2014 paratransit operations is SolTrans share of the San Francisco-Oakland UA FTA Section 5307 ADA Set-aside funding. Taxi 100% of the State Transit Assistance Fund (STAF) Revenue Based funds identified for SolTrans for FY 2013-14 are being allocated to paratransit operations. Accounting for this funding is easier when it is applied to simply one mode, instead of two to three. Projected taxi scrip revenues have been adjusted down to reflect actual revenue collections during FY 2012-13. The lower farebox revenue projection is resulting in a higher amount of TDA budgeted for taxi subsidies for qualified patrons. The remaining TDA funds, after operating expenses have been fully funded, are estimated to amount to $3,292,191 (See Attachment B). FY 2013-14 Capital Budget The total FY 2013-14 Proposed Capital Budget (Attachment C) is being proposed at $10,028,609. This includes $886,000 in FY 2013-14 new requests and $9,142,609 in carryover budget/funding from FY 2012-13 approved projects. FY 2012-13 Carryover: The largest projects included in the FY 2012-13 Capital Budget, which staff is requesting be carried over to FY 2014 are: Table 2: Breakdown of Large Carryover Projects Fund Code Carryover Project Carryover Amount 45315 Operations & Maintenance Facility-1850 Broadway, Vallejo $1,500,000 45313 Vehicle Purchases $2,850,000 45312 Automatic Vehicle Locator System $2,160,000 45319 Curtola Parking and Transit Facility $1,800,000 45316 Communications System Upgrade $350,000 TOTAL: $8,660,000 The following, smaller projects compose the remaining $482,609 of the requested carryover amount:

Fund Code 45311 Table 3: Breakdown of Small Carryover Projects Carryover Project Farebox Upgrades: These are nearly complete with $249,941 of the $308,750 budget spent as of March 31, 2013. Estimated Carryover $58,809 45318 45314 45317 Branding: Branding efforts are underway with signage and bus decals being installed, and staff expects to spend at least $130,000 of the $250,000 budget by June 30, 2013. Video Surveillance System Components / Security Cameras: Approximately $250,000 is expected to be spent on the procurement and installation of video security systems on a total of 52 fixed route and paratransit vehicles by June 30, 2013. Information Technology: Computer equipment for new staff was purchased, resulting in a total of $2,886 expected to be spent by June 30, 2013. $120,000 $156,686 $147,114 TOTAL: $482,609 Additional details on the requested carryover amounts may be found on Attachment D. FY 2013-14 New Capital Requests: For FY 2013-14, budget authority for the following projects is being requested: Fund Code Table 4: FY 2014 New Capital Requests Project Details Requested Amount TBD Vehicle Maintenance: Necessary for State of Good Repair of Vehicles. $200,000 TBD Facility Maintenance: Necessary for State of Good Repair of Facilities. $25,000 45317 45313 45315 45314 45311 Information Technology: ADA-Compliant Phone System is the primary project categorized under this capital budget line item. Vehicles: For the purchase of one ADA Accessible Van for Road Supervisor, one Maintenance Vehicle, and three paratransit vehicles. CNG Feasibility Study: To identify feasibility of implementing CNG technology on fleet and supporting facilities. Security Surveillance System Components: For project management of security camera procurement, installation, and quality assurance monitoring/testing. Farebox/Clipper Upgrades: Upgraded fareboxes are needed on the Solano Express Fleet. Combined with FY13 carryover budget, the new request will allow for the procurement and installation of six new fareboxes on buses for Routes 78 and 80S (routes with greatest need). $100,000 $366,000 $100,000 $10,000 $85,000 TOTAL: $886,000

The aforementioned, new FY 2013-14 project requests will be fully funded with Transportation Development Act (TDA) grant funds. Overall, the FY 2013-14 Proposed Capital Budget will not exceed the sum of actual amounts that would be carried over from FY 2012-13 capital projects and the new FY 2014 requests. FISCAL IMPACT: The proposed FY 2013-14 operating budget will provide a framework for delivering, at the minimum, current levels of service with opportunities to improve the quality of their delivery. Some service expansion is reflected, but the assumption is that such service would result in higher ridership, an increase in farebox revenues, and improved competitiveness for future grant funds. In addition, the proposed operating budget will be financed significantly with federal grant sources, which will allow the agency to fund capital projects that are critical for ensuring that the agency has a sound infrastructure and fleet for delivering the highest quality of transit services possible. PERFORMANCE GOAL: Goal 2 - Optimize the financial health of SolTrans as required for providing services that meet the needs of the citizens of the Cities of Benicia and Vallejo; Objective C - Strategically align financial resources with operational and capital priorities. RECOMMENDATION: 1. Provide feedback on FY 2013-14 Proposed Operating and Capital Budget. 2. Direct staff to revise the FY 2013-14 Proposed Budget per feedback received and return in May 2013 with the final FY 2013-14 Operating and Capital Budget for approval. Attachments: A. FY 2013-14 Proposed Operating Revenue and Expense by Mode B. FY 2013-14 Proposed Capital Budget C. FY 2012-13 Project Carryover Details D. FY 2013-14 TDA Estimates

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SolTrans ATTACHMENT A Operating Revenue by Mode PAGE 1 OF 2 FY 11-12 FY 12-13 FY 13-14 Actuals Adopted Projected Proposed Budget Actuals Budget Fixed Route Revenue Farebox Revenue $ 3,491,633 $ 3,250,000 $ 3,250,000 $ 3,300,000 FTA Section 5307 - Fuel - 320,606 320,606 - FTA Section 5307 - Operating Assistance - 3,264,219 3,264,219 3,654,762 FTA Section 5311 Non-Urbanized Area 42,503 107,300 107,300 63,474 FTA Section 5316 JARC 200,000 300,000 300,000 - FTA Section 5307 - STIC - - - 902,075 FTA STP Preventive Maintenance Funding - 1,000,000-500,000 STAF - Revenue Based 215,616 1,126,201 1,056,201 - STAF - Population Based - 1,000,000 1,000,000 - STAF - Lifeline - 556,865 556,865 - Transportation Development Act (TDA) 6,208,080 3,629,475 5,411,880 * 170,002 Regional Measure 2 (RM-2) 1,223,840 1,223,840 1,223,840 1,223,840 Other/Interest 1,057 5,000 5,000 5,000 Subtotal Fixed Route Revenue 11,382,729 15,783,506 16,495,911 9,819,153 Paratransit (Demand Response) Revenue FTA Section 5307 10% ADA set-aside - 593,543 593,543 270,091 TDA 847,289 924,102 924,102 1,110,450 STAF - Revenue Based 394,000-70,000 177,481 Farebox Revenue 114,424 81,000 81,000 81,000 Subtotal Paratransit Revenue 1,355,713 1,598,645 1,668,645 1,639,022 Taxi Scrip Revenue Taxi Scrip - Local 121,076 112,000 70,000 72,100 Taxi Scrip - Regional 25,728 25,000 25,000 - TDA 153,559 158,289 158,289 178,265 Subtotal Taxi Scrip Revenue 300,363 295,289 253,289 250,365 FAREBOX REVENUE 3,727,133 3,443,000 3,401,000 3,453,100 FUNDING SOURCE REVENUE 9,311,672 14,234,440 15,016,845 8,255,440 Total Revenue $ 13,038,805 $ 17,677,440 $ 18,417,845 $ 11,708,540 Farebox Recovery 31.5% 29.2% 30.7% 29.5% * TDA Revenue includes deferred revenue from FY 11-12 of $1,188,205

SolTrans ATTACHMENT A Operating Expenses by Mode PAGE 2 OF 2 A B C D D - B D - C FY 11-12 FY 12-13 FY 13-14 Actuals Adopted Budget Projected Actuals Proposed Budget FY 13 Budget vs. FY 14 Budget FY 13 Actuals vs. FY 14 budget Fixed Route Expenses Transit Service Contract $ 7,865,544 $ 6,678,309 $ 6,678,309 $ 6,653,750 $ (24,559) $ (24,559) Security 246,936 300,000 270,000 250,000 (50,000) (20,000) Reimbursement From WETA (665,913) (642,000) (642,000) (610,000) 32,000 32,000 Fuel - diesel 1,493,061 1,630,000 1,350,656 1,506,000 (124,000) 155,344 Facility and Vehicle Maintenance 80,648 76,065 76,458 74,080 (1,985) (2,378) Professional Services 68,888 281,769 232,277 281,392 (377) 49,115 Printing 64,951 61,352 58,600 91,450 30,098 32,850 Salaries and Benefits - Permanent & Temporary Employees 474,781 913,736 756,861 1,076,077 162,341 319,216 Accounting, Auditing & Legal 66,785 154,972 142,072 154,972-12,900 Insurance 364,722 34,400 22,360 34,400-12,040 General Administration 179,401 320,892 221,528 307,032 (13,860) 85,504 Subtotal Fixed Route Expenses $ 10,239,803 $ 9,809,495 $ 9,167,121 $ 9,819,153 $ 9,658 $ 652,032 Paratransit (Demand Response) Expenses Transit Service Contract 1,081,456 1,266,944 1,266,944 1,112,740 (154,204) (154,204) Fuel - unleaded 149,656 200,000 200,000 244,000 44,000 44,000 Facility and Vehicle Maintenance 13,500 25,000 11,805 10,513 (14,487) (1,292) Salaries and Benefits - Permanent & Temporary Employees 69,936 127,498 105,609 154,057 26,559 48,449 General Administration 45,101 112,365 83,954 117,712 5,347 33,758 Subtotal Paratransit Expenses $ 1,359,649 $ 1,731,807 $ 1,668,311 $ 1,639,022 $ (92,785) $ (29,289) Taxi Scrip Expenses Scrip - Local 148,815 155,000 160,000 160,000 5,000 - Scrip - Regional 25,728 25,000 25,000 - (25,000) (25,000) Salaries and Benefits - Permanent & Temporary Employees 53,770 11,970 17,601 53,676 41,706 36,075 Printing 17,532 18,000 18,200 18,150 150 (50) General Administration 5,303 26,174 12,601 18,539 (7,635) 5,938 Subtotal Taxi Scrip Expenses 251,148 236,144 233,403 250,365 14,221 16,962 Total Expenses $ 11,850,600 $ 11,777,446 $ 11,068,834 $ 11,708,540 $ (68,906) $ 639,706 Unused Funds held for 15% Operating Reserve and Capital Projects $ 1,188,205 $ 5,899,994 $ 7,349,011 $ (0)

document date: 4/11/2013 FY 2013-14 TRANSPORTATION DEVELOPMENT ACT (TDA) ESTIMATES Estimated TDA Revenues & Expenses Amounts MTC Fund Estimate for FY14* $ 5,093,431.00 (Less STA 2.7% Share for Planning) $ (137,522.64) (Less Contribution to City of Vacaville for Intercity Taxi Program) $ (155,000.00) (Less Contribution to Fairfield & Suisun (FAST) Transit for Solano Express**) $ (250,000.00) Subtotal: $ 4,550,908.36 (Less FY14 Fixed Route Operating Need) $ (170,002.00) (Less FY14 Paratransit Operating Need) $ (1,110,450.00) (Less FY14 Taxi Subsidy Need) $ (178,265.00) Subtotal: $ 3,092,191.36 ADD Contribution to SolTrans from Fairfield & Suisun Transit for Solano Express** $ 200,000.00 Estimated Remainder for Capital Projects and Reserves: $ 3,292,191.36 *Resolution 4086, Approved by MTC Commission on 2/27/2013. ATTACHMENT B **SolTrans contributes to FAST for Solano Express Services they provide that benefit Vallejo/Benicia citizens. SolTrans receives contributions from FAST for services we provide that benefit Fairfield/Suisun citizens. NOTE: TDA Shares claimed by STA, City of Vacaville, and FAST are coordinated by STA through the Intercity Funding Agreement process. Funds remaining from this process are what are available for local SolTrans operating/capital needs.

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Last Update: 4/11/2013 CAPITAL EXPENDITURES Project ATTACHMENT C (1 of 2) FY 2013-14 CAPITAL BUDGET FY 2012-13 Carryover* FY 2013-14 Requested TOTAL FY14 PROPOSED Vehicle Maintenance $ - $ 200,000 $ 200,000 Facility Maintenance $ - $ 25,000 $ 25,000 Information Technology $ 147,114 $ 100,000 $ 247,114 Vehicles $ 2,850,000 $ 366,000 $ 3,216,000 1850 Broadway--Bus Maintenance Facility Renovation $ 1,500,000 $ 100,000 $ 1,600,000 Automatic Vehicle Locator (AVL) System $ 2,160,000 $ - $ 2,160,000 Branding (Bus Decals, Signage) $ 120,000 $ - $ 120,000 Security Surveillance System Components/ Security Cameras $ 156,686 $ 10,000 $ 166,686 Farebox/Clipper Upgrades $ 58,809 $ 85,000 $ 143,809 Communications Systems Upgrade $ 350,000 $ - $ 350,000 Curtola Parking Lot/Structure & Transit Hub $ 1,800,000 $ - $ 1,800,000 CAPITAL REVENUES Proposed Capital Expenditures & Revenues Funding Sources TOTALS: $ 9,142,609 $ 886,000 $ 10,028,609 FY 2012-13 Carryover* FY 2013-14 Requested TOTAL FY14 PROPOSED Transportation Development Act (TDA) $ 1,360,875 $ 886,000 $ 2,246,875 Proposition 1B (Lifeline) $ 1,000,000 $ - $ 1,000,000 Proposition 1B (PTMISEA-Population Based) $ 559,402 $ - $ 559,402 Proposition 1B (PTMISEA-Revenue Based) $ - $ - $ - Proposition 1B CalEMA $ 156,686 $ - $ 156,686 RM2 $ 1,800,000 $ - $ 1,800,000 FTA Section 5309-Earmark $ 1,290,598 $ - $ 1,290,598 FTA Section 5307-Annual Formula $ 2,975,048 $ - $ 2,975,048 TOTALS: $ 9,142,609 $ 886,000 $ 10,028,609 *Only actual amounts remaining from FY 2012-13 Board-approved budget as of June 30, 2013 will be carried over to FY 13-14, if authorized by the Board.

last update: 4/11/2013 ATTACHMENT C (2 of 2) FY 2013-14 CAPITAL BUDGET-EXPENSES AND REVENUES (PROPOSED) Projected FY12-13 Carryover** FY 2013-14 New Requests TOTAL FY14 PROPOSED BUDGET* TOTAL REVENUES (PROPOSED) 1 Vehicle Maintenance $ - $ 200,000 $ 200,000 Transportation Development Act (TDA) $ - $ 200,000 $ 200,000 2 Facility Maintenance $ - $ 25,000 $ 25,000 TDA $ - $ 25,000 $ 25,000 3 Information Technology $ 147,114 $ 100,000 $ 247,114 TDA $ 147,114 $ 100,000 $ 247,114 4 Vehicles $ 2,850,000 $ 366,000 $ 3,216,000 Proposition 1B (Lifeline) $ 1,000,000 $ 1,000,000 Proposition 1B (PTMISEA-Population) $ 559,402 $ 559,402 Proposition 1B (PTMISEA-Revenue) $ - $ - $ - FTA (Sec. 5309-Earmark) $ 1,290,598 $ 1,290,598 TDA $ - $ 366,000 $ 366,000 5 1850 Broadway--Bus Maintenance Facility Renovation $ 1,500,000 $ 100,000 $ 1,600,000 FTA (Sec. 5307-Annual Formula-SolTrans) $ 1,200,000 $ 1,200,000 TDA $ 300,000 $ 100,000 $ 400,000 6 Automatic Vehicle Locator (AVL) System $ 2,160,000 $ - $ 2,160,000 FTA (Sec. 5307-Annual Formula-SolTrans) $ 1,728,000 $ 1,728,000 Prop 1B CalEMA $ - $ - $ - TDA $ 432,000 $ 432,000 7 Branding (Bus Decals, Signage) $ 120,000 $ - $ 120,000 RM2 $ - $ - TDA $ 120,000 $ 120,000 8 Security Surveillance System Components/ Security Cameras $ 156,686 $ 10,000 $ 166,686 Proposition 1B (CalEMA) $ 156,686 $ 156,686 TDA $ 10,000 $ 10,000.00 9 Farebox/Clipper Upgrades $ 58,809 $ 85,000 $ 143,809 FTA (Sec. 5307-Annual Formula-Vallejo) $ 47,048 $ 47,048 TDA $ 11,761 $ 85,000 $ 96,761 10 Communications Systems Upgrade $ 350,000 $ - $ 350,000 TDA $ 350,000 $ 350,000 11 Curtola Parking Lot/Structure & Transit Hub $ 1,800,000 $ - $ 1,800,000 RM2 $ 1,800,000 $ - $ 1,800,000 TOTALS: $ 9,142,609 $ 886,000 $ 10,028,609 $ 10,028,609 *Total FY 2013-14 Proposed Budget includes New Requests and Carryover amounts combined. **Only actual amounts remaining from FY 2012-13 Board-approved budget as of June 30, 2013 will be carried over to FY 13-14, if authorized by the Board.

last update: 4/11/2013 ATTACHMENT D FY 2012-13 Capital Projects--Carryover Details FY 2012-13 Capital Budget Projected Carryover to FY 2013-14 Information Technology $ 150,000 $ 147,114 Revenue Totals TDA $ 150,000 $ 147,114 Justification for Carryover Funds required for IT Equipment and Software for new, permanent staff and new operations contractor not included in contract. Vehicles $ 2,850,000 $ 2,850,000 Proposition 1B (Lifeline) $ 1,000,000 $ 1,000,000 Proposition 1B (PTMISEA-Population) $ 559,402 $ 559,402 Proposition 1B (PTMISEA-Revenue) $ - $ - FTA (Sec. 5309-Earmark) $ 1,290,598 $ 1,290,598 CARB Regulations prohibit purchases of diesel hybrid electric buses at this time. Purchase will occur within the next 3 years. 1850 Broadway--Bus Maintenance Facility Renovation $ 1,500,000 $ 1,500,000 FTA (Sec. 5307-Annual Formula) $ 1,200,000 $ 1,200,000 TDA $ 300,000 $ 300,000 Automatic Vehicle Locator (AVL) System $ 2,160,000 $ 2,160,000 FTA (Sec. 5307-Annual Formula) $ 1,728,000 $ 1,728,000 Prop 1B CalEMA $ - $ - City of Vallejo is the facility owner and current project manager. This is an important project that must be completed in FY 2014, and staff will procure other management services if necessary. Master contracts are already established with qualified firms to advance this project. Project may start late FY2013 and continue through FY2014. TDA $ 432,000 $ 432,000 Branding (Bus Decals, Signage) $ 250,000 $ 120,000 RM2 $ 130,000 $ - TDA $ 120,000 $ 120,000 Security Surveillance System Components $ 406,686 $ 156,686 Proposition 1B (CalEMA) $ 406,686 $ 156,686 Permanent decals for the local fixed route fleet and additional signage still need to be pursued. Additional security components for the fleet and facilities may be bought in FY 2014. Farebox/Clipper Upgrades $ 308,750 $ 58,809 FTA (Sec. 5307-Vallejo Grant) $ 247,000 $ 47,048 TDA $ 61,750 $ 11,761 Communications Systems Upgrade $ 350,000 $ 350,000 TDA $ 350,000 $ 350,000 Additional farebox equipment is still needed on the commuter (MCI) and paratransit fleets, as well as a spare vault for storing cash. Alternatives to hand-held radios still need to be identified and purchased. This may be tied to AVL project. Curtola Parking Lot/Structure & Transit Hub $ 1,800,000 $ 1,800,000 RM2 $ 1,800,000 $ 1,800,000 TOTALS: $ 9,775,436 $ 9,142,609 $ 9,142,609 Design and Engineering should start in May 2013, but the bulk of the work will occur in FY 2014. *Actual Carryover amounts above reflect actuals as of 4-10-2013. By June 30, 2013, some amounts may be less, and only what remains of the FY 12-13 Boardapproved budget will be carried over to the next fiscal year.

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