Operations & Finance Committee Meeting Agenda Nashville MTA Committee Meetings Music City Central Meeting Room 400 Charlotte Ave., Nashville, TN 37219 Thursday, November 16, 2017 The Operations & Finance Committee will begin at 1:30 p.m. Operations & Finance Committee Walter Searcy, Chair Hannah Paramore Breen 1. Call to Order 2. Discussion Items a. Monthly Financial Report Compared to Budget Ed Oliphant, CFO b. FY2017 Annual Audit Report Ed Oliphant, CFO c. Monthly Operating Statistics India Birdsong, COO d. 40 Low Floor Bus Replacement Purchase Rick Dooley, Director of Maintenance & Maria Harris, Procurement & Projects Administrator 3. Other Business 4. Adjourn OF-D-17-028 OF-A-17-020 OF-D-17-029 OF-A-17-021
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: OF-D-17-028 Meeting Date: 11/16/17 Item Title: MONTHLY FINANCIAL REPORT COMPARED TO BUDGET Attached is a statement of operations for the month of September compared to the budget and a balance sheet as of September 30, 2017. CURRENT STATUS Chief Financial Officer Ed Oliphant will review the statements at the committee meeting. Approved: Chief Financial Officer November 10, 2017 Date 1
Metropolitan Transit Authority Statement of Operations Compared to Budget For the Period Ending September 30, 2017 UNAUDITED Actual Month Month End F / Prior Year Actual Budget Y-T-D F / Original Month Budget Variance U Y-T-D Y-T-D Y-T-D Variance U Budget Revenue form Operations: Passenger Fares $636,956 $616,600 $20,356 F $2,531,536 $2,014,166 $1,887,200 $126,966 F $7,217,000 Access Ride 82,561 85,000 (2,439) U 223,596 226,616 228,300 (1,684) U 864,900 Contract Revenues 199,846 212,815 (12,969) U 625,869 619,472 638,450 (18,978) U 2,553,800 Advertising 84,162 90,000 (5,838) U 318,105 269,213 261,000 8,213 F 1,100,000 Other Non-Trans Revenue 84,256 84,679 (423) U 323,717 261,064 254,037 7,027 F 1,062,450 Total Operating Revenue 1,087,781 1,089,094 (1,313) U 4,022,823 3,390,531 3,268,987 121,544 F 12,798,150 Federal/State/Local Income: Local Assistance 5,000,000 5,000,000 0 F 18,250,000 17,250,000 17,250,000 0 F 48,635,900 State Assistance 0 0 0 F 0 0 0 0 F 4,723,500 Federal Assistance - CMAQ 157,841 158,000 (159) U 477,849 477,324 474,500 2,824 F 1,900,000 Federal Assistance - JARC/New Free 103,166 107,610 (4,444) U 106,168 317,985 322,830 (4,845) U 1,291,320 Total Assistance Income 5,261,007 5,265,610 (4,603) U 18,834,017 18,045,309 18,047,330 (2,021) U 56,550,720 Capital Revenue: Capital Operating Reimbursement 0 0 0 F 0 0 0 0 F 9,563,300 Capital ADA Reimbursement 0 0 0 F 0 0 0 0 F 2,750,000 Total Capital Income 0 0 0 F 0 0 0 0 F 12,313,300 Total Revenue $6,348,788 $6,354,704 ($5,916) U $22,856,840 $21,435,840 $21,316,317 $119,523 F $81,662,170 Expenses from Operations: Labor and Fringes $4,527,505 $4,882,626 $355,121 F $13,203,422 $14,042,776 $14,820,674 $777,898 F $57,850,140 Services 558,811 663,139 104,328 F 1,680,058 1,775,407 1,985,900 210,493 F 7,970,200 Fuel 360,792 415,864 55,072 F 923,436 1,115,997 1,272,997 157,000 F 5,142,785 Parts, Materials and Supplies 364,837 533,594 168,757 F 1,456,885 1,414,977 1,574,720 159,743 F 6,357,220 Utilities 87,219 120,315 33,096 F 313,975 277,663 358,690 81,027 F 1,430,850 Casualty and Liability 181,289 176,817 (4,472) U 558,003 543,833 530,451 (13,382) U 2,121,800 Other 38,827 66,320 27,493 F 181,751 179,274 267,948 88,674 F 789,175 Total Operating Expenses 6,119,280 6,858,675 739,395 F 18,317,530 19,349,927 20,811,380 1,461,453 F 81,662,170 Surplus / (Deficit) before GASB 33 $229,508 ($503,971) $733,479 F $4,539,310 $2,085,913 $504,937 $1,580,976 F $0 Capital Grant Revenue 3,373,172 3,373,172 F 938,681 3,373,172 3,373,172 F 0 Rental income - MCC Amortization 49,167 49,167 F 147,501 147,501 147,501 F Gain/(Loss) on Sale of Property (25,158) (25,158) U 0 (25,158) (25,158) U Comprehensive Operational Analysis (11,542) (11,542) U 0 (38,683) (38,683) U Depreciation (1,234,439) (1,234,439) U (4,237,116) (3,639,613) (3,639,613) U 0 Surplus / (Deficit) $2,380,708 ($503,971) $2,884,679 F $1,388,376 $1,903,132 $504,937 $1,398,195 F $0 2
Metropolitan Transit Authority Comparative Balance Sheets Month Ended Month Ended September 30, 2017 June 30, 2017 (unaudited) (unaudited) CURRENT ASSETS Cash and cash equivalents $5,070,800 $2,254,719 Receivables from federal, state and local government 2,083,452 5,028,295 Accounts receivable 1,387,412 1,744,529 Materials and supplies 3,202,920 3,096,646 Prepaid expense and other 878,028 754,835 Pension Deferred Outflow 6,412,991 6,412,991 Total Current Assets 19,035,603 19,292,015 PROPERTY AND EQUIPMENT Land 14,733,025 14,733,025 Building, shelter and benches 95,665,423 93,878,816 Revenue equipment and parts 123,811,303 121,291,561 Office furniture and equipment 4,045,371 4,098,720 Other 6,013,604 8,540,355 244,268,726 242,542,477 Less: Accumulated Depreciation (118,319,475) (115,814,900) Total Property and equipment, net 125,949,251 126,727,577 OTHER ASSETS Cash and investments for self-insurance and other 11,038,047 13,664,028 TOTAL ASSETS $156,022,901 $159,683,620 LIABILITIES AND NET ASSETS CURRENT LIABILITIES Accounts payable $1,231,192 $3,277,698 Accrued expenses 6,744,802 6,089,065 Deferred revenue 47,068 46,466 Note Payable 850,000 2,850,000 Total Current Liabilities 8,873,062 12,263,229 NON-CURRENT LIABILITIES Deferred Revenue 8,999,964 9,147,465 Refundable Grants 2,559,769 5,185,951 Net Pension Liability 16,972,784 16,972,784 Pension Deferred Inflow 1,262,057 1,262,057 Net other postemployment benefits obligations 42,936,147 42,936,147 NET ASSETS Invested in capital assets 116,099,287 114,730,112 Reserve for capital purchases 10,688,047 13,314,038 Unrestricted (54,271,348) (46,502,782) Current Year Surplus / (deficit) 1,903,132 (9,625,381) Total Net Assets 74,419,118 71,915,987 TOTAL LIABILITIES AND NET ASSETS $156,022,901 $159,683,620 Current Ratio 2.15 1.57 Quick Ratio 0.96 0.74 Working Capital 3,749,550 615,795 3
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE ACTION ITEM Item Number: OF-A-17-020 Meeting Date: 11/16/17 Item Title: FY2017 ANNUAL AUDIT REPORT BACKGROUND The enclosed report is the Comprehensive Annual Financial Report for the fiscal year ended June 30, 2017. The following page is a copy of the audited Statement of Operations for FY 2017 in the format normally presented to the Committee. We are pleased to report that the MTA once again received a clean opinion on the report from our auditors and that no material internal control weaknesses were encountered during the audit. STAFF RECOMMENDATION MTA s outside accountants from Crosslin will review the Annual Report and their required communications at the committee meeting. We are requesting that the Operations and Finance Committee recommend to the Board the acceptance of the Comprehensive Annual Financial Report for the fiscal year ended June 30, 2017. Approved: Chief Financial Officer November 10, 2017 Date 4
Metropolitan Transit Authority Statement of Operations Compared to 2/28/17 Reforecast For the Period Ending June 30, 2017 AUDITED Actual Month Month End F / Prior Year Actual Reforecast Y-T-D F / Original Month Reforecast Variance U Y-T-D Y-T-D Y-T-D Variance U Budget Revenue form Operations: Passenger Fares $647,334 $731,242 ($83,908) U $9,561,529 $9,248,918 $9,412,130 ($163,212) U $10,736,615 Access Ride 73,275 71,460 1,815 F 879,160 858,159 847,129 11,030 F 940,950 Contract Revenues 213,135 208,325 4,810 F 2,470,648 2,497,151 2,480,649 16,502 F 2,491,185 Advertising 88,967 68,140 20,827 F 1,140,723 1,007,651 979,609 28,042 F 700,000 Other Non-Trans Revenue 72,884 91,850 (18,966) U 1,305,247 1,116,825 1,156,494 (39,669) U 1,041,300 Total Operating Revenue 1,095,595 1,171,017 (75,422) U 15,357,307 14,728,704 14,876,011 (147,307) U 15,910,050 Federal/State/Local Income: Local Assistance 0 0 0 F 40,013,600 42,013,600 42,013,600 0 F 42,013,600 State Assistance 0 0 0 F 4,585,000 4,653,700 4,653,700 0 F 4,653,700 Federal Assistance - CMAQ 160,375 164,560 (4,185) U 1,902,979 1,911,089 1,920,136 (9,047) U 1,900,000 Federal Assistance - JARC/New Free 208,928 86,170 122,758 F 767,023 704,653 557,591 147,062 F 994,800 Total Assistance Income 369,303 250,730 118,573 F 47,268,602 49,283,042 49,145,027 138,015 F 49,562,100 Capital Revenue: Capital Operating Reimbursement 1,470,000 1,914,000 (444,000) U 8,600,000 9,300,000 9,607,940 (307,940) U 8,693,940 Capital ADA Reimbursement 250,000 0 250,000 F 2,500,000 2,500,000 2,500,000 0 F 2,500,000 Total Capital Income 1,720,000 1,914,000 (194,000) U 11,100,000 11,800,000 12,107,940 (307,940) U 11,193,940 Total Revenue $3,184,898 $3,335,747 ($150,849) U $73,725,909 $75,811,746 $76,128,978 ($317,232) U $76,666,090 Expenses from Operations: Labor and Fringes $4,376,120 $4,740,634 $364,514 F $50,176,384 $54,832,543 $55,370,502 $537,959 F $55,330,740 Services 1,035,924 668,575 (367,349) U 8,772,809 8,017,345 7,664,065 (353,280) U 6,861,150 Fuel 306,742 300,025 (6,717) U 4,889,955 3,464,155 3,534,982 70,827 F 4,246,005 Parts, Materials and Supplies 637,960 480,039 (157,921) U 5,708,115 5,791,091 5,436,332 (354,759) U 5,946,500 Utilities 86,936 105,820 18,884 F 1,137,619 1,220,806 1,291,041 70,235 F 1,386,000 Casualty and Liability (107,356) 188,670 296,026 F 2,211,043 1,939,283 2,240,319 301,036 F 2,060,000 Other 37,718 54,670 16,952 F 569,001 542,904 591,737 48,833 F 835,695 Total Operating Expenses 6,374,044 6,538,433 164,389 F 73,464,926 75,808,127 76,128,978 320,851 F 76,666,090 Surplus / (Deficit) before GASB 33 ($3,189,146) ($3,202,686) $13,540 F $260,983 $3,619 $0 $3,619 F $0 Capital Grant Revenue 2,999,337 2,999,337 F 7,342,390 7,258,833 7,258,833 F 0 Rental income - MCC Amortization 49,167 49,167 F 590,004 590,004 590,004 F Gain on Sale of Property 6,520,230 6,520,230 F 0 6,517,430 6,517,430 F Comprehensive Operational Analysis (280,057) (280,057) U 0 (361,462) (361,462) U GASB OPEB Expense (5,761,741) (5,761,741) U (4,867,693) (5,761,741) (5,761,741) U GASB 68 Pension Disclosure (1,095,645) (1,095,645) U 1,292,478 (1,095,645) (1,095,645) U Depreciation (1,375,622) (1,375,622) U (16,067,870) (16,176,419) (16,176,419) U 0 Surplus / (Deficit) ($2,133,477) ($3,202,686) $1,069,209 F ($11,449,708) ($9,025,381) $0 ($9,025,381) U $0 5
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: OF-D-17-029 Meeting Date: 11/16/17 Item Title: MONTHLY OPERATING STATISTICS BACKGROUND Attached are monthly operating statistics through September 2017. CURRENT STATUS Chief Operating Officer India Birdsong will review the statistics at the committee meeting. Approved: Chief Operating Officer November 10, 2017 Date 6
MTA Operations Dashboard Report September 2017 September 2016 Pct. Change Average Monthly Goals Ridership Total Passengers Bus 826,525 857,464-3.6% AccessRide (MTA) 25,702 25,274 1.7% AccessRide (Overflow/Taxi) 12,256 13,514-9.3% AccessRide Total 37,958 38,788-2.1% Total 864,483 896,252-3.5% 850,000 Passengers per Revenue Hour Bus 19.96 20.83-4.2% 20 AccessRide 2.05 2.07-1.0% 2.15 Total Scheduled Revenue Hours 53,968 53,361 1.1% Total Cost Per Scheduled Revenue Hour of Service $106.10 $112.93-6.1% Safety Miles Between Total Accidents 38,473 31,993 20.3% 40,000 Miles Between Preventable Accidents 346,257 234,618 47.6% 325,000 Preventable Accidents 2 3-33.3% Non-Preventable Accidents 16 19-15.8% Internal Accidents 0 0 0.0% External Accidents 16 22-27.3% Service Quality Bus Trip Completion Percentage 99.51% 99.63% -0.1% 99.9% AccessRide Trip Denials 0 0 0.0% 0.0% Miles Between Road Calls 2,213 4,788-53.8% 7,000 On-Time Performance Bus 83.04% 81.55% 1.5% 90.0% Customer Care Passengers Carried Per Complaint Bus 9,392 9,744-3.6% 8,000 AccessRide 584 970-39.8% 950 Total Calls Received 29,012 26,710 8.6% Percent of Calls Answered 95.00% 94.72% 0.3% 95.0% 7
MTA Operations Dashboard Report FY 2018 September FY 2017 September Pct. Change Average Monthly Goals Ridership Total Passengers Bus 2,335,887 2,425,105-3.7% AccessRide (MTA) 78,650 75,220 4.6% AccessRide (Overflow/Taxi) 35,239 39,118-9.9% AccessRide Total 113,889 114,338-0.4% Total 2,449,776 2,539,443-3.5% 2,550,000 Passengers per Revenue Hour Bus 18.23 19.27-5.4% 20 AccessRide 2.02 2.06-1.9% 2.15 Total Scheduled Revenue Hours 167,040 162,371 2.9% Total Cost Per Scheduled Revenue Hour of Service $108.96 $106.47 2.3% Safety Miles Between Total Accidents 43,675 31,907 36.9% 40,000 Miles Between Preventable Accidents 305,725 356,297-14.2% 325,000 Preventable Accidents 7 6 16.7% Non-Preventable Accidents 42 61-31.1% Internal Accidents 1 2-50.0% External Accidents 46 65-29.2% Service Quality Bus Trip Completion Percentage 99.55% 99.68% -0.1% 99.9% AccessRide Trip Denials 0 0 0.0% 0.0% Miles Between Road Calls 2,239 5,139-56.4% 7,000 On-Time Performance Bus 84.69% 83.13% 1.6% 90.0% Customer Care Passengers Carried Per Complaint Bus 7,487 7,773-3.7% 8,000 AccessRide 633 893-29.2% 950 Total Calls Received 83,954 79,553 5.5% Percent of Calls Answered 91.87% 95.74% -3.9% 95.0% 8
MTA Operations Dashboard Glossary Metric Ridership Total Passengers Bus AccessRide (MTA) AccessRide (Overflow/Taxi) AccessRide Total Passengers per Revenue Hour Bus AccessRide Total Scheduled Revenue Hours Definitons Total fixed route passenger boardings on all MTA operated services Total paratransit passenger boardings on MTA vans Total paratransit passenger boardings on 3rd party service providers Total paratransit boardings (MTA vans and 3rd party service providers) Total fixed route passenger boardings divided by total scheduled fixed route revenue vehicle hours. Total paratransit boardings on MTA vans divided by total scheduled paratransit revenue vehicle hours. Total fixed route and paratransit scheduled revenue vehicle hours. Note: Revenue vehicle hours are total vehicle in-service hours excluding vehicle travel from the garage to the first timepoint (or pickup for paratransit) and from the last timepoint (or pickup) to the garage. Total Cost Per Scheduled Revenue Hour of Service Total fully allocated cost to deliver service divided by the total scheduled revenue hours. Safety Miles Between Total Accidents Miles Between Preventable Accidents Preventable Accidents Non-Preventable Accidents Internal Accidents External Accidents Total number of miles travelled by all MTA revenue vehicles (fixed route and paratransit) divided by the total number of accidents. Total number of miles travelled by all MTA revenue vehicles (fixed route and paratransit) divided by the total number of preventable accidents. A motor vehicle collision, in which the Operator did not do everything reasonable to avoid a collision, committed an error or failed to react to the errors of others. A motor vehicle collision in which the Operator committed no driving error and reacted reasonably to the errors of others. A motor vehicle collision that occurs on Nestor or Myatt yard. A motor vehicle collision that occurs outside of Nestor or Myatt yard. Service Quality Bus Trip Completion Percentage Percentage of one-way fixed route revenue trips completed versus scheduled. 9
MTA Operations Dashboard Glossary Metric Definitons AccessRide Trip Denials Miles Between Road Calls Total number of paratransit trips that cannot be scheduled within one hour before or after the customer's requested pick-up time. Any mechanical failure, excluding farebox and accidents. Bus and AccessRide metrics will be reported separately. Bus On-Time Performance Percentage of total scheduled fixed route timepoint departures occurring between 59 seconds early and 5 minutes 59 seconds late. Customer Care Passengers Carried Per Complaint Bus AccessRide Total fixed route passengers divided by total fixed route customer complaints. Total paratransit (MTA and 3rd Party service providers) passengers divided by total paratransit customer complaints. Total Calls Received Percent of Calls Answered Percentage of calls received that were answered. Unanswered calls are calls that are lost for any reason once in the customer call phone queue. 10
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE ACTION ITEM Item Number: OF-A-17-021 Meeting Date: 11/16/17 Item Title: 40FT LOW FLOOR BUS REPLACEMENT PURCHASE BACKGROUND In January 2016, the Board approved Nashville MTA entering into a three-year contract with two (1) one-year options, for the purchase of up to 120 Gillig buses under the procurement contract labeled #2014487. Concurrent with MTA s efforts to operate within our fleet replacement plan, staff requests approval to order 20 replacement vehicles under the aforementioned Gillig contract. In doing so, MTA s maintenance department may create a more balanced schedule for vehicle replacement, warding against erratic financial investment over time to amend a rapidly aging fleet. If approved, these buses will replace those vehicles within our fleet which have met their end of useful life, and are no longer recommended for service. It is important to note that in the event that Metro s May 1, 2017 transit referendum passes, vehicle replacement efforts would be deferred to allow for accelerated service expansion. Due to the anticipated lead time for production scheduling, maintenance staff anticipates the following schedule for bus order and delivery: Ordered quantity (10 buses); Delivery date anticipated between the 3 rd and 4 th quarter of FY18. Ordered quantity (10 buses); Delivery date anticipated between the 1 st and 2 nd quarter of FY 19. STAFF RECOMMENDATION Staff requests that the committee seek approval from the Board to provide the Chief Executive Officer authority to approve the purchase of (20) twenty replacement 40ft Low Floor Hybrid buses from Gillig, LLC, for the attainment of replacement vehicles to be used in fixed route service. The total sum of this purchase is $14,580,000.00 ($729,000 per bus). The cost per bus includes all ancillary equipment such as on-board Wi-Fi technology and cameras. Funding sources to support this purchase will be comprised of FY17 and FY 18 Metro funding for bus replacement. Approved: Chief Operating Officer 11 November 10, 2017 Date
New Initiatives & Community Engagement Committee Meeting Agenda Nashville MTA Committee Meetings Music City Central Meeting Room 400 Charlotte Ave., Nashville, TN 37219 Thursday, November 16, 2017 Committees begin meeting at 1:30 p.m. The NICE Committee will immediately follow the Operations & Finance Committee. NICE Committee Janet Miller, Chair Glenn Farner 1. Call to Order 2. Discussion Item a. Route Improvement Communications Plan: Summary of Outcomes Jason Minser, Director of Marketing b. Nestor Operations & Maintenance Facility Renovation Julie Navarrete, CDO 3. Other Business 4. Adjourn NICE-D-17-008 NICE-D-17-009
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: NICE-D-17-008 Meeting Date: 11/16/17 Item Title: ROUTE IMPROVEMENT COMMUNICATIONS PLAN: SUMMARY OF OUTCOMES BACKGROUND In previous years, semi-annual service changes were shared with the public in the form of a multipage brochure detailing the intricacies of each of the changes. The summary brochure would often times be lengthy and entirely text based. This approach provided riders with the required technical information on upcoming changes. Although standard for the transportation industry, this approach is considered unfriendly to anyone who is not a transportation professional. In Fall 2017, Nashville MTA overhauled its communications strategy for service changes. This effort focused on diversified communication tactics, visually appealing and graphically oriented communication style, emphasized improvements, offered targeted route messaging, and tracked the reach of the campaign. This presentation gives an overview of the campaign, looks at various tactical approaches, and summarizes the successes and challenges of the new approach. CURRENT STATUS Director of Marketing Jason Minser will present the findings from the route improvement communications plan. Approved: Chief Development Officer November 10, 2017 Date 1
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: NICE-D-17-009 Meeting Date: 11/16/17 Item Title: NESTOR OPERATIONS & MAINTENANCE FACILITY RENOVATION BACKGROUND Per the approved capital budget, the Nashville Metropolitan Transit Authority (Nashville MTA) staff is advancing design and construction projects for renovation of Nestor Operations and Maintenance Facility. The Nashville MTA staff will present a review of facility history, current conditions, proposed repairs and improvements, including an estimated cost, for Committee consideration and comment, and proposed future actions. Approved: Chief Development Officer November 10, 2017 Date 2