Central Florida Regional Transportation Authority Board Date: 4/11/2013 455 N. Garland Ave. Time: 1:00 PM 2nd Floor Board Room Orlando, FL 32801 As a courtesy to others, please silence all electronic devices during the meeting. 1. Call to Order & Pledge of Allegiance 2. Approval of Minutes Minutes from the Board of Directors' Meeting January 31, 2013 Pg 4 • 3. Recognition • Service Awards 20 Years: Normand Audet, Bus Operator; Jaime Barreto, Transportation Supervisor; Hector Matos, Bus Operator; Gail Raines, Bus Operator; George Rodriguez, Bus Operator; Robert Rodriguez, Bus Operator; Ross Sprenkle, Bus Operator; Stephanie Spurling, Bus Operator 4. Public Comments • Citizens who would like to speak under Public Comments shall submit a request form to the Assistant Secretary prior to the meeting. Forms are available at the door. 5. Chief Executive Officer's Report 6. Consent Agenda A. Request for Proposal (RFP) i. Authorization to Release a Request for Proposal (RFP) for Health Benefits Broker Pg 13 B. Invitation for Bid (IFB) i. Authorization to Issue an Invitation for Bid (IFB) for Motor Oil Bulk Delivery Pg 15 ii. Authorization to Issue an Invitation for Bid (IFB) for Installation of Bus Shelters at LYNX Pg 17 Bus Stops iii. Authorization to Issue an Invitation for Bid (IFB) for Manufacturing of LYNX-style Bus Pg 19 Shelters C. Extension of Contracts i. Authorization to Execute First Renewal Year of Contract with State Farm Mutual Pg 22 Automobile Insurance Company for Advertising Under the Road Ranger Contract ii. Authorization to Execute First Option Year of Contract #10-C22 with ADARide.com for Pg 24 Paratransit Eligibility, Functional Assessment and Fixed Route Travel Training D. Miscellaneous i. Authorization to Ratify the Termination of Contract #12-C01 with Transportation America Pg 25 for Non-Core Paratransit Services ii. Confirmation of the Appointment of Stuart Boggs to the Position of Director of Planning Pg 27 and Development iii. Authorization to Ratify a Purchased Transportation Service Agreement with the City of Pg 28 Winter Springs for Paratransit Services iv. Authorization to Reallocate LYNX American Recovery and Reinvestment Act (ARRA) Grant Pg 29 Funds v. Authorization to Notify MetroPlan Orlando of LYNX' Desire to Continue as the Community Pg 31 Transportation Coordinator (CTC) for Orange, Osceola, and Seminole Counties vi. Authorization to Increase the Contract Amount with Apple One Employment Services and Pg 33 Manpower for Temporary Staffing Services vii. Authorization to Dispose of Items Accumulated Through the Lost and Found Process Pg 35 -Attachments viii. Authorization to Upgrade Mentor On-vehicle Communications to Verizon 3G/4G Service Pg 102 ix. Authorization to Implement the External Social Media Policy Pg 104 -Attachments x. Authorization to Purchase Vanpool Vehicles for Replacement and Expansion Pg 111 xi. Authorization to Write-off Assets as of June 30, 2012 Physical Inventory Count and Pg 113 Reconciliation xii. Authorization to Modify the Sub-recipient Agreements with Meals On Wheels and Independent Transportation Network Orlando for the New Freedom Program (NFP) Pg 117 Awards xiii. Authorization to Ratify the Increased Contract Amount with Enghouse Transportation (f/k/a Ontira Communication, Inc.) to Procure Spanish Language Translations for Pg 119 Paratransit and Fixed Route Interactive Voice Response (IVR) System xiv. Authorization to Implement Proposed Service Adjustments Effective April 21, 2013 Pg 120 xv. Authorization to Enter into a Contract with Digital Recorders, Inc. (DRI) Pg 122 xvi. Authorization to Submit FY 2014/2015 Service Development Grant Proposals to the Florida Department of Transportation (FDOT) and the Authority to Execute Upon Pg 124 Notification of Funding by Resolution No. 13-004 -Attachments xvii. Authorization to Auction Surplus Equipment Pg 128 7. Action Agenda A. Authorization to Ratify the Exercising of the Non-Core Option of Contract #12-C02 with MV Pg 131 Transportation, Inc. B. Amendment to LYNX' FY2013 Operating and Capital Budgets Pg 132 -Attachments C. Acceptance of the Annual Financial Audit and Comprehensive Annual Financial Report (CAFR) Pg 147 for the Fiscal Year Ending September 30, 2012 -Attachments 8. Work Session A. Overview of Fiscal Year 2014 Preliminary Operating Budget Pg 225 -Attachments 9. Other Business 10. Monthly Reports A. Monthly Financial Reports - February 28, 2013 Pg 241 -Attachments B. Monthly Financial Reports - January 31, 2013 Pg 248 -Attachments C. LYNX American Recovery and Reinvestment Act Project Status Report Pg 255 D. Ridership Report January and February 2013 Pg 256 E. Planning and Development Report Pg 260 F. Communications Report Pg 263 G. Government Relations Report Pg 275 H. Monthly Employee Travel Report - March 2013 Pg 281 I. Monthly Employee Travel Report - February 2013 Pg 284 Section 286.0105, Florida Statues states that if a person decides to appeal any decision made by a board, agency, or commission with respect to any matter considered at a meeting or hearing, he will need a record of the proceedings, and that, for such purposes, he may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. In accordance with the Americans With Disabilities Act of 1990, persons needing a special accommodation at this meeting because of a disability or physical impairment should contact Sarah Tirado at 455 N. Garland Ave, Orlando, FL 32801 (407) 841- 2279, extension 6012, not later than three business days prior to the meeting. If hearing impaired, contact LYNX at (407) 423- 0787(TDD). LYNX Central Florida Regional Transportation Authority Monthly Board Meeting Minutes PLACE: LYNX Central Station 455 N. Garland Avenue Board Room, 2nd Floor Orlando, FL 32801 DATE: January 31, 2013 TIME: 1:04 p.m. Members in Attendance: City of Orlando, Mayor Buddy Dyer, Chairman Orange County, Mayor Teresa Jacobs, Secretary Seminole County Commissioner, Carlton Henley Osceola County Commissioner, Frank Attkisson FDOT District 5 Secretary, Noranne Downs Members Absent: 1. Call to Order and Pledge of Allegiance The Chairman, Mayor Buddy Dyer, called the meeting to order at 1:04 p.m. Chairman Dyer asked Commissioner Frank Attkisson to lead the Pledge of Allegiance. The Chairman welcomed Osceola Commissioner, Frank Attkisson, to LYNC’ Board of Directors. The Chairman provided that Commissioner Attkisson currently serves as Chairman of the Osceola County Board of County Commission. Commissioner Attkisson has also served as Mayor and Commissioner of the City of Kissimmee. He was elected to the Florida House of Representatives in 2000 and served the eight years allowed under term limits. Commissioner Attkisson’s extensive knowledge of transit in the Central Florida Region and the needs of Osceola County will ensure that transportation is available as a mode of choice. 2. Approval of Minutes Motion was made and seconded to approve the Minutes of the November 8, 2012 Board of Directors. The Motion passed unanimously. Board Meeting Minutes Page 1 of 9 4 of 285 3. Recognition The Chairman recognized Donna Tefertiller, Director of Human Resources, to present LYNX employee recognitions. 20 Years of Service: Charlie Elmore, Bus Operator Jack Etienne, Bus Operator Ismael Gonzalez, Bus Operator Victor Perez, Bus Operator 4. Public Comments Joanne Counelis addressed the Board in support of 24 hour service 7 days a week including holidays and weekends. Margo Wright addressed the Board regarding the improvement of route connections. Ms. Wright requested that operators’ customer service attitude be addressed, The Chairman stated that it is the Board’s goal that customers be treated with dignity and that they receive a quality customer experience. Patrick Foote addressed the Board regarding Florida HB 117, Rental Car Surcharge. 5) Chief Executive Officer’s Report The Chairman recognized John Lewis, Chief Executive Officer. Mr. Lewis announced that applications will be accepted from February 18 – March 29 for the 12th annual Public Service Bus. To be eligible, applicants must be a non-profit organization based in Orange, Osceola or Seminole County, have an operating budget for less than $1 million dollars, and proof of 501C(3) status. Eight organizations will be selected through a random drawing. The selected organizations can display a logo and / or art work on LYNX’ Public Service Bus. Over the next year, LYNX’ Public Service Bus provides the organizations free advertising throughout its service area. Mr. Lewis reported that LYNX’ ridership continues on an increasing trend. For the last three years, the highest ridership totals from the year have been broken. While the goal of 30 million was not reached in FY2012, the first quarter of FY2013 is 4% above the first quarter of last year. LYNX has its first group of gently used Articulated vehicles. Over last summer, the Board discussed the challenges of overcrowded routes and to alleviate some of the overcrowding, approved the purchase of these vehicles by utilizing reserves. By utilizing Artic vehicles, LYNX’ operations is more efficient. The Artic vehicles can accommodate almost twice as many passengers for the same operating cost. Two of the vehicles are currently being retrofitted and brought up to LYNX’ standards by the maintenance crew and anticipate the delivery of two more in May. Board Meeting Minutes Page 2 of 9 5 of 285 Due to the continued increase in ridership, LYNX’ operating revenues are outperforming the budget estimates. The fares are 112% of the budget estimates. However, the expenses for the first quarter are higher than budget due to higher than anticipated operator retirements. LYNX’ Human Resources and Operations are working to increase recruitment efforts. Staff will continue to monitor the situation to ensure overtime use stays within budget over the long term. Fuel costs are approximately 2% under budget with the average price per gallon is $3.10. This price is locked in and the budgeted cost was $3.17. The national average for fuel during the first quarter was $3.63 per gallon.