11:00 Amto 1:00 PM

CHAPEL HILL TRANSIT Town of Chapel Hill 6900 Millhouse Road Chapel Hill, NC 27514-2401 phone (919) 969-4900 fax (919) 968-2840 www.townofchapelhill.org/transit CHAPEL HILL TRANSIT PUBLIC TRANSIT COMMITTEE NOTICE OF COMMITTEE MEETING AND AGENDA AUGUST 26, 2014 – 11:00 A.M.to 1:00 P.M. CHAPEL HILL TRANSIT – FIRST FLOOR CONFERENCE ROOM PAGE # 1. Approval of June 24, 2014 Meeting Summary 1 2. Employee Recognition 3. Consent Items A. July Financial Report 3 4. Discussion Items 5. Information Items A. Estes Park Bus Service Update 5 B. North South Corridor Study Update 7 C. Long Range Financial Sustainability Plan Update 10 D. Regional Branding Study Update 11 E. FTA Triennial Review 14 6. Departmental Monthly Reports A. Operations 15 B. Director 17 7. Future Meeting Items 18 8. Partner Items 19 9. Next Meeting – September 2014 (To be determined) 10. Adjourn Chapel Hill Transit – Serving Chapel Hill, Carrboro and the University of North Carolina at Chapel Hill MEETING SUMMARY OF A REGULAR MEETING OF THE PUBLIC TRANSIT COMMITTEE 1ST FLOOR TRAINING ROOM, CHAPEL HILL TRANSIT Tuesday, June 24, 2014 at 11:00 AM Present: Jim Ward, Chapel Hill Town Council Ed Harrison, Chapel Hill Town Council Damon Seils, Carrboro Alderman Bethany Chaney, Carrboro Alderman Cheryl Stout, UNC Public Safety Than Austin, UNC Transportation Planner Jeff McCracken, UNC Public Safety Absent: Matt Czajkowski, Chapel Hill Town Council Staff present: Flo Miller, Deputy Town Manager, Brian Litchfield, Transit Director, Rick Shreve, Administrative Analyst, Nick Pittman, Interim Operations Manager, Mila Vega, Transportation Planner, David Bonk, Transportation and Long Range Planner, Jeff Brubaker, Carrboro Transportation Planner Guests: Michael Parker 1. The Meeting Summary of May 20, 2014 was received and approved. Jim Ward welcomed Bethany Chaney, Carrboro Alderman, to the Partner’s Committee. He also thanked Jeff Bruebaker for his support of the committee. Jeff is leaving to take a new position in California. 2. Employee Recognition – No Employee Recognition this month. 3. Consent Items A. May Financial Report – Rick reviewed this report. 4. Discussion Items A. FY 2014-15 Budget Development – Brian reported that the Town Council has approved the FY 15 Town Budget. The Transit budget included financing and use of an advance on the Orange County Bus and Rail Investment Plan funds if possible for bus purchases. Discussions with the Partners regarding the FY 16 budget year will begin in September/October. Damien Seils noted that the Town of Carrboro also adopted their FY 15 budget which includes a 5.50% increase in contributions for transit. Brian also reported that the PX route grant funding will continue at 50% for the FY 15 budget year and the funding will be up to 30% for FY 16. 1 Fuel contracts have been entered into with James River Solutions for FY 15. Brian announced the hiring of the Procurement Specialist who will begin work in July. B. Long Range Financial Sustainability Plan – Brian and Rick reviewed progress to date. David Bonk asked that the $800,000-1 million FY 16 STP-DA funds for bus purchases be included. Jim Ward would like both the Chapel Hill Town Council and the Carrboro Aldermen to be informed on the plan and Cheryl would like UNC officials included as well. Brian noted that the FTA has a new grant program for replacement or rehab of buses and deadline for applications is August 4th. If possible, a regional application will be submitted, otherwise CHT will make our own application for the funds. C. North South Corridor – Purpose & Need Statement – Mila reviewed the Purpose and Need Statement and asked for Partner approval/comments. It was noted that the Central West Plan and the 202 Plan also need to be included as well as other future development plans. The Partners approved the Purpose and Need Statement. Mila also reviewed the Modes and Alignments that was included in the packet. 5. Information Items A. May Performance Report – Provided for the Partners information. 6. Departmental Monthly Report A. Operations - Provided for the Partners B. Director - Brian noted the Assistant Director-Operations Assessment Center will be held this week. Also, the recruitment for the Maintenance Manager has begun. 7. Future Meeting Items 8. Partner Items 9. Next meeting – August 26, 2014 10. Adjourn The Partners set a next meeting date for August 26, 2014 2 CONSENT ITEM August 26, 2014 3A. July Financial Report Staff Resource: Rick Shreve, Budget Manager July 2014 . Expenses for the month of July were $1,137,281. Along with the encumbrances, which are heavily weighted towards the beginning of the fiscal year, approximately 10.95% of our budget has been expended or reserved for designated purchase (e.g. purchase orders created for vehicle maintenance inventory supplies encumber those funds, and show them as unavailable for other uses). One significant caveat to note is that these data are subject to some changes, pending the Town of Chapel Hill’s audit process for FY13-14. This process allows for identifying invoices that have been charged to the previous year that more accurately fall in the current fiscal year, as well as current year charges that will revert to the previous year. We will provide an update on the FY13-14 audited figures once we have final numbers; this will likely be available for the November Partners’ meeting. Highlights . The fiscal year has just gotten underway, and with this July data, it is far too early to ascertain any trend data. This aggregation of expenses and encumbrances is consistent with years past, and is perfectly in line with what we would expect at this point in the year. The attached data exhibits the financial information by division within CHT, and should be a useful tool in monitoring our patterns as the year progresses, and is a high-level representation of the data used by our division heads. o It is worth noting that the “Special Events” line is mostly comprised of Tar Heel Express expenses, and the line labeled “Other” is comprised primarily of special grant-funded expense lines that are not permanent fixtures in the division budgets. Transit 640 Fund Budget to Actual at end of July 2014 % USED OR ACTUAL ENCUMBERED ORIGINAL REVISED MONTH ACTUAL YTD CURRENT BALANCE July = BUDGET BUDGET EXPENSES EXPENSES ENCUMBRANCES AVAILABLE 8.33% Total Advertising $ 91,261 $ 91,261 $ 6,196 $ 6,196 $ - $ 85,065 6.79% Total Admin 1,367,848 1,367,848 92,386 92,386 35,115 1,240,347 9.32% Total Fixed Route 11,613,961 11,636,201 722,988 722,988 55,340 10,857,873 6.69% Total Demand Response 1,912,354 1,923,581 118,718 118,718 32,780 1,772,084 7.88% Total Special Events (THX) 312,302 312,302 1,943 1,943 4,245 306,114 1.98% Total Fleet Maintenance 4,102,377 4,213,673 190,683 190,683 484,185 3,538,805 16.02% Total Building Maintenance 671,360 703,425 1,664 1,664 84,427 617,334 12.24% Total Other 439,350 972,503 2,703 2,703 489,453 480,347 50.61% TOTAL EXPENDITURES $ 20,510,813 $ 21,220,794 $ 1,137,281 $ 1,137,281 $ 1,185,545 $ 18,897,968 10.95% CHT July 2014 YTD Expenses as % of Budget 100.00% 90.00% 80.00% 70.00% 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% % ENCUMBERED 0.00% % USED 4 INFORMATION ITEM August 26, 2014 5A. Estes Park Bus Service Update Staff Resource: Brian Litchfield, Director Background • On Thursday, August 8, 2013, the N and Saturday JN routes were detoured from Estes Park Apartments to allow the complex to make repairs to their parking lot/driveway caused by flooding and CHT vehicles. The routes continue to be on detour, requiring customers who would normally utilize the Estes Park stop to walk to/from Village Drive to access the N and Saturday JN. • Over the last 12 months staff has been working with Town Engineering, Town of Carrboro Engineering and Planning staff and the owner of Estes Park to develop a bus turn around area within the complex. o A final draft of the bus turnaround has been submitted to the Town of Carrboro for review (please see attachment). o Town Engineering has received estimates from two contractors for the work and will ask the contractors to provide final quotes once the plan is approved by the Town of Carrboro. The estimated cost of this work is $40,000. • Staff, working with the Town Attorney, has developed an agreement between the Town of Chapel Hill and the owner of Estes Park Management. o The agreement provides Chapel Hill Transit access to Estes Park property for the provision of transit service for up to 10 years. Chapel Hill Transit will be responsible for maintaining the bus turnaround area and the associated shelter. o The agreement also provides a reimbursement to the owner of Estes Park in the amount of $14,770 for repairs to damaged asphalt in the area near the site of the former bus stop on Estes Park property. Next Steps • Receive final quotes upon approval from Town of Carrboro. • Develop schedule for construction in coordination with Estes Park and selected contractor. • Develop communications updating customers. • Finalize funding to cover the full cost. The initial engineering estimates were around $20,000, so we will likely need to delay other expenditures to fund the remaining costs. Attachment • Estes Park bus stop and surrounding area. 5 Chapel Hill TOWN OF CHAPEL HILL 6 INFORMATION ITEM August 26, 2014 5B.

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