MEETINGS OF THE Boards of Directors
Valley Metro RPTA METRO Light Rail
MEETING DATE MEETING DATE Thursday, June 18, 2015 Thursday, June 18, 2015
TIME TIME 12:15 p.m. 1:15 p.m.
LOCATION Valley Metro RPTA Lake Powell Conference Room
101 N. 1st Avenue, 10th Floor Phoenix
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
June 10, 2015
Board of Directors Thursday, June 18, 2015 Lake Powell Conference Room 101 N. 1st Avenue, 10th Floor 12:15 p.m.
The Pledge of Allegiance will be recited. Action Recommended
1. Public Comment 1. For information
A 15-minute opportunity will be provided to members of the public at the beginning of the meeting to address the Board on all agenda items. The Chair may recognize members of the public during the meeting at his/her discretion. Up to three minutes will be provided per speaker or a total of 15 minutes total for all speakers.
2. Minutes 2. For action
Minutes from the May 21, 2015 TMC meeting are presented for approval.
3. Chief Executive Officer’s Report 3. For information
Steve Banta, Chief Executive Officer (CEO), will brief the Board on current issues.
CONSENT AGENDA 4A. Purchase of Diesel Fuel 4A. For action
Staff will request that the Board of Directors authorize the CEO to execute a cooperative agreement purchase order with Union Distributing Company of Tucson under Arizona State Contract #ADSPO14-052198 for diesel fuel for a not-to-exceed amount of $936,000 over a 1-year period.
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
4B. Fiscal Year 2016 (FY16) Contract Change Orders 4B. For action
Staff will request that the Board of Directors authorize the CEO to execute contract change orders to extend the period of performance and/or provide budget authority for FY16 projects under contract tied to the approved Valley Metro RPTA FY16 Operating and Capital Budget.
4C. Fiscal Year 2016 (FY16) Intergovernmental Agreements 4C. For action (IGA)
Staff will request that the Board of Directors authorize the CEO to execute FY16 IGAs and IGA amendments for projects tied to the approved Valley Metro RPTA FY16 Operating and Capital Budget as listed in the attachment for the period of performance and in the amount indicated for each agreement.
4D. Authorization to Issue a Request for Proposals (RFP) for 4D. For action Federal Legislative Counsel
Staff will request that the Board of Directors authorize the CEO to issue a Request for Proposals (RFP) for Washington, DC based federal legislative counsel services.
4E. Authorization to Issue a Request for Proposal (RFP) for 4E. For action Valley Metro Armored Car Services
Staff will request that the Board of Directors authorize the CEO to issue a RFP for a three-year contract for armored car services.
4F. Authorization to Exercise Option Year One and Make a 4F. For action Contract Value Adjustment to the Fare Inspection and Security Services Contract With AlliedBarton
Staff will request that the Board of Directors authorize the CEO to exercise option year one for the period October 1, 2015 to September 30, 2016, and to execute a contract value adjustment to the Fare Inspection and Security Services Contract with AlliedBarton in an amount not to exceed $3,650,000 for the period of October 1, 2015 to September 30, 2016. The RPTA portion will not exceed $250,000.
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REGULAR AGENDA 5. Transit Life Cycle Program Update 5. For action
Steve Banta, CEO, will introduce Paul Hodgins, Manager, Revenue Generation and Financial Planning, who will request that the Board of Directors approve the 2015 TLCP Update.
6. Valley Metro Service Animal Policy 6. For information
Steve Banta, CEO, will introduce Ron Brooks, Accessible Transit Services Manager, who will provide information to the Board of Directors on updates to Valley Metro’s Service Animal Policy.
7. Valley Metro Reasonable Modification Policy 7. For information
Steve Banta, CEO, will introduce Ron Brooks, Accessible Transit Services Manager, who will provide information to the Board of Directors regarding a new Reasonable Modifications Policy which Valley Metro is implementing in accordance with new Americans with Disabilities Act requirements recently promulgated by the U.S. Department of Transportation.
8. Election of Valley Metro RPTA Budget and Finance 8. For action Subcommittee Members
The Board will be asked to elect Board members to serve on the RPTA BFS for FY16.
9. Election of Valley Metro RPTA and Valley Metro Rail 9. For action Joint Board Subcommittee Members
The Board will be asked to elect Board members to serve on the Valley Metro RPTA and Valley Metro Rail Joint Board Subcommittee.
10. Future Agenda Items Request and Report on Current 10. For information Events and discussion
Chair McDonald will request future agenda items from members, and members may provide a report on current events.
11. Next Meeting 11. For information
The next meeting of the Board is scheduled for Thursday, August 13, 2015 at 12:15 p.m.
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Qualified sign language interpreters are available with 72 hours notice. Materials in alternative formats (large print, audiocassette, or computer diskette) are available upon request. For further information, please call Valley Metro at 602-262-7433 or TTY at 602-251-2039. To attend this meeting via teleconference, contact the receptionist at 602-262-7433 for the dial-in-information. The supporting information for this agenda can be found on our web site at www.valleymetro.org.
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DATE AGENDA ITEM 1 June 10, 2015
SUBJECT Public Comment
PURPOSE A 15-minute opportunity will be provided to members of the public at the beginning of the meeting to address the Board on all agenda items. The Chair may recognize members of the public during the meeting at his/her discretion.
BACKGROUND/DISCUSSION/CONSIDERATION None
COST AND BUDGET None
COMMITTEE PROCESS None
RECOMMENDATION This item is presented for information only.
CONTACT Steve Banta Chief Executive Officer 602-262-7433 [email protected]
ATTACHMENT None
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
DATE AGENDA ITEM 2 June 10, 2015 Minutes of the Valley Metro RPTA Board of Directors Thursday, May 21, 2015 12:15 p.m.
Meeting Participants Councilmember Jim McDonald, City of Avondale, Chair Councilmember Gary Sherwood, City of Glendale, Vice Chair Councilmember Thelda Williams, City of Phoenix, Treasurer Vice Mayor Eric Orsborn, City of Buckeye Councilmember Rick Heumann for Vice Mayor Kevin Hartke, City of Chandler Councilmember Lynn Selby, City of El Mirage Councilmember Jenn Daniels, Town of Gilbert (via phone) Supervisor Steve Gallardo, Maricopa County Vice Mayor Dennis Kavanaugh, City of Mesa Vice Mayor Jon Edwards, City of Peoria Councilmember Suzanne Klapp, City of Scottsdale Councilmember Skip Hall, City of Surprise Vice Mayor Corey Woods for Mayor Mark Mitchell, City of Tempe Councilmember Kathie Farr, City of Tolleson
Members Not Present Vice Mayor Joe Pizzillo, City of Goodyear Councilmember Sam Crissman, Town of Wickenburg
Chair McDonald called the meeting to order at 12:16 p.m. and welcomed everyone to the May meeting of the RPTA.
Chair McDonald said our first item on the agenda is public comment. I have two cards so far.
This is an opportunity to provide public address to the Board on items that aren't on the agenda and are on the agenda. Citizens will be requested not to exceed a three-minute time period for their comments. A total of 15 minutes will be provided for public comment on an agenda item.
1. Public Comment
Ms. Barker said good afternoon, RPTA. I'm Diane Barker. I reside in downtown Phoenix and I am a transit passenger, have been living in the Valley and relying on transit for 27 years, so now you know I'm really not sixteen, but I am the lady that does
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
cartwheels, but I was able to -- I know. You wouldn't tell.
I was able to get your agenda today and want to thank Pat Dillon providing that and Blue Crowley for reminding me at the Board of Supervisors that you would be meeting and my passion is transit. I did read this last night and I noticed that dialogue between Wulf Grote and the Chairman had caught my eye because I think there's a really good question we need to answer.
I'm a big believer in moving this area into twenty-four/seven transit. We need to get people into a general system. We need to restore the fact the flexible bus will be a priority and anything at grade rail or a possible future elevated or fast train and all the vans and everything Dial-A-Ride fits into a comprehensive system.
So the question was, is this when you're looking at origins, destinations, getting on and off of transit that's the study that you've had, but it was brought up, how do you get to your first stop. And apparently we don't have study on that and I'd like to see that so that a person can leave their doorstep and they can be independent, you know, of the car, even if it's on a voluntary day. We're supposed to still have that according to your work plan with particulates, which is ambient air quality standard were out of compliance. We are supposed to have that.
If you were going to actually choose and do and be part of that program, how would you, first, get into the system. Ask yourself. I'm asking all of you people that live here use this, our contractors maybe come in and take the money out and go back to Boston or whatever. Invest in Arizona. Be a part of it. Ride your system.
See that if you're going to build any more at grade rail, it hurts when you hit the water fountain, even they said it was new technology, yeah, it starts getting cold after thirty minutes, but you're burning your hand. It needed to be covered.
Let's get sensible. Let's lose the system. I challenge all of you to walk out of your door and figure out how you're going to get into the system and get down here. And thank you.
Chair McDonald said thank you, Ms. Barker. I also have a card for Mr. Blue Crowley.
Mr. Crowley said I'd first like to start off with that at the last rail meeting we had a city staffer representing the City of Phoenix running the meeting, making votes. When I informed Thelda of it, she said she didn't know this, because you can't substitute.
There's a reason that there's a manager's meeting and then an electeds meeting because in the process you are of different status.
So at the last rail meeting when you had city staff running it, I find that that was an undone meeting. Can't do it that way. And you had a minimum for a quorum and one of them, I know, Mr. Kavanaugh, was on the phone, but you can't do it that way. And my favorite part of not liking that was that you passed giving that company that has
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been doing the outreach and finding out what different routes, etc. that I pointed out that in Glendale they had the announcement on the buses after the meeting. And that when there's only five people at one place and seven at another and I would have been 20 percent of one and 14 percent of the other because I was there trying to input and get the job done.
That doesn't count, so you need to do last month's meeting over again on the rail side. And usually I do go off on different tangents, but since you do have the proposed service changes and the short range plan, could I get that document, Grote?
You know that's something you do have to produce and it's not just in here. It lists every single one of the projects, how much it is, which city, et cetera, we've been doing that for how many years. It's a part of the federal thing, Mr. Banta, so I'd like that, because it's only for information today and I'd like to get that information in my hot little hand.
When it comes to the proposed service changes, I don't see the 17 going out onto the res, I don't see that as a part of it. That was one of the ones that was brought up and was one of the ones that I said how with the way you're ineptly doing outreach can we get the job done.
Lastly, Steve, you know that I'm passing out your cards and Clint's and also the ones for Mr. Wright for the Wickenburg and people have done some outreach to me and you'll be also getting calls now from Tonopah because a part of the process was that you guys were to establish, continue, and expand the rural parts of the connector.
And when it came up with the City of Phoenix saying that we need to be getting 25 percent farebox recovery, it killed the Wickenburg connector. You need to reestablish that, getting it from Aguila down, because when we made those inferences and told you what we wanted done, it wasn't to eliminate routes, because you say it wasn't making money. What part of the system is supposed to make money. Getting money in is a part of it, but as a business your job is transportation, not to make a profit.
Chair McDonald said thank you, Mr. Crowley. I don't have any more cards for public comment.
2. Minutes
Chair McDonald said the next item on the agenda is the minutes. Is there anyone that has any questions, concerns about the minutes? If not, I'll entertain a motion.
IT WAS MOVED BY COUNCILMEMBER FARR, SECONDED BY COUNCILMEMBER SHERWOOD AND UNANIMOUSLY CARRIED TO APPROVE THE APRIL 16, 2015 BOARD MEETING MINUTES.
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3. Chief Executive Officer’s Report
Chair McDonald said the next item on the agenda is Chief Executive Officer's Report. Mr. Banta, please.
Mr. Banta said good afternoon, Mr. Chairman, members of the Board. It's my pleasure to talk about the design a wrap unveiling that we had recently.
On April 30, we unveiled the winning design of the 15th Annual Design a Transit Wrap contest at Cactus High School in Glendale. Cactus High School was part of the Peoria Unified School District. Sophomore Sofia Garcia is the artist behind our future's ride.
The artwork is based on memories of bus rides with her mother to visit her grandmother. The wraps will remain on the bus and light rail vehicle for one year. Sofia, thank you very much for participating and entering our contest. Your design cleverly illustrates how transit connects people to school, work, and fun. Would you please come up and sign the likeness of your design, which we will hang in this boardroom and have your artwork framed for years to come.
If Vice Mayor Edwards and Councilmember Sherwood would come up for some photos that would be great.
Also I'd like to announce this year there were 196 entries from across the Valley that had to be judged. And the judging panel is comprised of representatives participating cities and businesses and art communities. This year the panel included the very first design a bus wrap winner, Maria Madrid, was then a sophomore at Camelback High School, when she won the first contest.
Back when she were winning the contest, it propelled her to pursue her passion for art today and Maria Madrid Reed is now a graphics designer who works for the Phoenix SUNS. Congratulations to Maria on her professional success. Thank you for your valuable contribution to our program.
In the early days of the contest we didn't provide winners with a keepsake, so we'd like to do that now. So if Councilmember Williams and Maria could come up. Thank you to Sofia and Maria. Again, thank you, Councilmember Sherwood, Vice Mayor Edwards, and Councilmember Williams.
Also we had another event this past month the Route 685 Ribbon Cutting. Valley Metro hosted the Route 685 expansion Ribbon Cutting on April 27th. We added service to the Buckeye City Center and also the White Tank Justice Court. The event attended by local elected officials including Valley Metro Board Members Vice Mayor Eric Orsborn, Councilmember Gary Sherwood, and Supervisor Gallardo.
Dump the Pump Day is Thursday, June 18th. We are encouraging activity on Tuesday, June 16th, to create awareness and participation on the June 18th Dump the Pump Day. The intent is to encourage public to ride public transportation instead of drive
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alone to help save money and improve air quality. This year we'll add a local twist by incorporating the message that riding transit allows for more "me" time, which is the theme of Valley Metro's marketing campaign targeted at discretionary riders.
If Board members would like to participate in Dump the Pump Day events scheduled for Tuesday, June 16th, on buses and trains please contact Hillary Foose to schedule for the event.
Ridership for April 2015 is down about 4 percent over April of 2014. We had the same number of weekdays and the same number of weekends. The only thing we can point to at this point in time is the cost of gas was about $1.11 more in April than it was last April. It is generating a modification to ridership nationally.
We are in the process of looking to see how we can better communicate the advantage of taking public transportation, and as we talked about before, more "me" time with our campaign we're continuing to look at ridership. We know that summer is usually a low for us. And more to come if this trend continues.
Legislative report is at your seat. We have recently, the House of Representatives has passed a short-term bill, reauthorization bill, for two months and we are waiting now Senate confirmation on that to keep us moving forward. If you remember, MAP-21 expires May 31st of this month. We're hopeful for good news.
With that, Mr. Chairman that concludes my report. I'd be glad to answer any questions.
4. Authorization to Exercise Option Year Two and Make a Contract Value Adjustment to the Information Technology Consulting Services
Mr. Banta said Mr. Chairman, members of the Board, staff is requesting Board of Directors to authorize the CEO to exercise option year two for the period December 1, 2015, to November 30, 2016, with information technology consulting services contract with ETS in the amount not to exceed $700,000. That $700,000 will be split evenly between the RPTA and Valley Metro Rail Board.
This is a $350,000 request to this Board. ETS provides valuable on-call services which augment the small in-house IT staff that we currently have. Actual hours of service and actual expenditures vary based on our requirements. It is a task-order based contract. With that, Mr. Chair, I ask for your approval.
Chair McDonald said are there any questions from the Board for Mr. Banta? Hearing none, I'd like to ask for a motion.
IT WAS MOVED BY VICE MAYOR ORSBORN, SECONDED BY COUNCILMEMBER KLAPP AND UNANIMOUSLY CARRIED TO AUTHORIZE THE CEO TO EXERCISE OPTION YEAR TWO FOR THE PERIOD DECEMBER 1, 2015, TO NOVEMBER 30, 2016, WITH INFORMATION TECHNOLOGY CONSULTING SERVICES CONTRACT WITH ETS IN THE AMOUNT NOT TO EXCEED $700,000. THAT $700,000 WILL BE
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SPLIT EVENLY BETWEEN THE RPTA AND VALLEY METRO RAIL BOARD.
5. Valley Metro Fiscal Year 2016 Operating and Capital Budget and Five-Year Operating Forecast Plan.
Chair McDonald said I do have a card on this item.
Mr. Banta said do you want to hear the card first? Do you want to hear the presentation first?
Chair McDonald said let's go ahead with the presentation first. Thank you.
Mr. McCormack said thank you. Good afternoon, members of the Board, agenda Item 5 is an action item requesting the Board approve the FY16 proposed budget and five-year plan.
This budget has been developed with the cooperation of member city staff who have provided regular inputs through the service planning working group and financial working groups, as well as the RTAG. I wish to thank the city staff for their efforts to continuously improve the budget process. I'd also like to recognize and thank Tyler Olson, our Valley Metro Budget Manager, and his staff for their hard work this year.
Our budget process has moved through the preliminary budget and member city comment phases to the final steps and adoption. The executive summary of the budget was posted to our Website in February. And the complete budget details are available to the general public on the Web.
We have achieved successful coordination with our member city budget processes. On May the 6th, the Transit Management Committee reviewed the budget and five-year plan with the changes that have been made since the April presentation. The TMC voted unanimously to recommend the Board approve the budget. On May the 14th, the Budget and Finance Subcommittee recommended the budget be forwarded for approval today.
The proposed budget has a few changes from the April presentation. I'll focus the presentation today on those changes with a summary of the overall budget and five- year plan.
Changes from the preliminary budget presented to the Board in April are as follows: Total operations expenditures increased by $2.2 million. The City of Phoenix provided increased costs for ADA paratransit service of $1.8 million and also fixed route service increases of $400,000. Those cost increases are funded with PTF reserves of $2 million and fare revenues of $100,000 and transit service reimbursements of $100,000.
On the right side here you see the five-year change of -- impacts of those changes. For the paratransit service it's $9.8 million over the five years and $400,000 for fixed route transit.
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The funding impact over the five years is $10.1 million of additional PTF reserves and $100,000 of fare revenues. There are no changes to the capital expenditures or capital revenues from the preliminary budget presentation.
Some details of FY16 changes to transit service reimbursements, the changes relate to funding of the ZOOM circulator route. There are no changes to the program cost for Fiscal 16.
However, a funding correction was made for miles operated in Goodyear versus Avondale, and Tolleson costs were understated in the preliminary budget due to the overstatement of some federal preventive maintenance. Surprise costs were overstated in the preliminary budget due to an understatement of federal preventive maintenance.
So here we have the FY16 total budget, $286.9 million dollars, which is down by 37.7 million from last year's budget. Public transportation funds are up with the approving economy. Federal grants are down primarily due to reduction of capital requirements on Scottsdale and Rural Road facilities. Carry-forwards and reserves, down here, major change, are down due to construction tapering off for the light rail extensions
Our total expenditures for FY16 are $286.9 million dollars, a decrease of $37.7 million from last year. There's a $7.5 million dollar decrease in PTF lead agency disbursements. That's caused by a decrease in construction activity for light rail projects, which is offset partially by increases in ADA disbursements and lead agency disbursements for regional bus fleet. A $4.9 million dollar increase for transit services contracts and fuel. There are some contractual increases on fixed route.
For paratransit, there are service level increases, demand for the those paratransit services are forecasted to increase by 10 percent, plus contract increases
Our capital outlay is down by $4.6 million primarily due to reductions in land acquisition improvements for the Scottsdale/Rural Road LINK project. And there's an offset for increases to regional fleet and equipment purchases
Personnel costs are at $26.3 million. That's 9 percent of the total budget. Salary and fringe increases are $1.4 million. There's a base salary and fringe increase of $700,000, that's 3 percent over last year's base.
And new positions are $700,000. There's 16 total positions: two in IT and 14 in light rail maintenance positions, to accommodate the Central Mesa Extension, three miles of new light rail and three miles in Northwest Extension.
Finally, lead agency bond disbursements, this line right here, is at $25 million, down $31 million versus last year, as our rail construction project expenditure levels peaked in 15 and are tapering off in Fiscal 16.
At our briefing with the Budget and Finance Subcommittee last week Councilmember Daniels recommended that we highlight the changes from last year's budgeted cost of
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operations.
Fixed route bus service operated by Valley Metro is up by $1.5 million. Fixed route bus services purchased from the City of Phoenix is up by $1.1 million. Paratransit operated by Valley Metro is up by $1.2 million, this line right here. ADA reimbursements for paratransit operated by member cities is up by $2.6 million. Personnel costs are up by $1.4 million. Planning costs are down by $1.5 million. And all other costs are up by $800,000. So total operating cost change is $7.3 million versus last year's budget.
Moving on to the five-year plan overview. On the revenue side, total five-year operating revenues are $721.3 million. Very minor change from what was presented in April, which was $721.2 million. There's some minor adjustments to the federal funds, transit service funds, and fare revenues.
Public Transportation Funds total is $734 million. Bond proceeds over the five years $61 million. There's some debt service payments that reduce that by $149 million, rail capital funding by $254 million dollars. So net PTF for operations is $392 million dollars. No changes to that from last April's presentation. And there's some minor changes down in these numbers right here. Total revenue is $721.3 million.
On the expenditure side, the total operating expenses are $712 million dollars. That's up by $10 million dollars from what was presented in April.
Changes from the numbers presented in April, fixed route is up by $400,000 due to revised budget for Phoenix fixed route service. And ADA increase, the ADA line right here, is up by $9.8 million due to the revised budget for Phoenix ADA requirements. No changes to the remaining lines. Total operating expenses for the five years is $712 million.
On the capital side, there are no changes from what we presented to you in April on the revenues. Set $202 million over the five-year period, $45 million are public transportation funds; $140 million of federal, it's about 70 percent of the total, and $16.5 million of PTF fund balance.
On the capital expenditures, there's no changes from what was presented in April. We're spending $152 million for bus fleet, that's about 75 percent. There's 483 bus units planned to be purchased over the five years. The vanpool is $19 million. It's about 9 percent of the total. And there are 448 vanpool units planned to be purchased over the five years.
In the facilities and equipment, the all other line items there, are $31 million, about 16 percent of the overall budget. Total planned expenditures are $202 million.
This graphic shows our fund balance projection. It goes all the way back to 2006. And the five-year period ends in 2020, right here.
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The bus fund balance, the RPTA bus fund balance, is shown in the green bars. That's forecasted at $25 million out in FY20.
The rail portion of the fund balance, that's shown in purple, that's forecasted at $23 million dollars in FY20.
The bus program policy minimum is shown by this red line in 2020, that's about $16 million.
That concludes my presentation today. And the action is shown here on the slide. I'm happy to answer any questions you may have.
Chair McDonald are there any questions from Board members? All right hearing none, I do have a card for Mr. Crowley.
Mr. Crowley said I'd like to start off with the third paragraph down where it has the revenue breakdown of the $133 million of PTF and then it goes bus operating and bus capital. And then it says $57.9 million for light rail capacity, transit capital. Where's the operating number?
Then if you'll go to page 4 where it says debt service, bus and rail, they don't need to be convoluted together. I'd like to see the differences since, you know, this is bus, wouldn't that be more important to you.
Then I go to the next page and it has the expenditures for bus passenger amenities. And you know it costs about $10,000 to do a covered bus stop. And then if you look right underneath it you've got nine million for park-and-ride. And it costs how much for each one of those park-and-ride spaces, $10,000. So which is more important. And what are you showing with doing it that way.
Then going on further into the document where you come to the vanpool service, and that's 10 percent of your expenditures for the 425 vehicles, and we've done the math, and it comes out to a thousand dollars a person, and that's $14 million. Extrapolate that back, so we're spending 10 percent of your resources on what and why.
And then are you going to answer the question what are those vans doing at 51st and Bethany Home that is neither an origin or destination.
When I then get to the regional marketing initiatives, thank you, Mr. Banta, you're getting rid of the bus book. Nice way you put it in there. Evolve the Transit Book to better integrate new technologies and reduce waste. You mean, you don't want to put it out, right, so that you don't waste any paper, but then there are some of us that don't use your electronic methods to communicate so why. And would you please let him know that we don't need to eliminate the bus book. You know, it was hard enough trying to get it from this last time.
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Then onto the last pages of this where it has on the second page 11, the improvements, and it says for 17 no service changes.
But with no service changes you do plan on raising the cost to us and saying that you're not getting what you need to have coming in. Well, if you're not improving and bringing more in, then why are you going to be having your handout that way.
And I also don't see in here the document that stated from '06 that one of the things you would have been doing last year, and not that it would matter to the west side, it's 75th Avenue and 83rd, going all the way down across into the multiple communities: Glendale, Phoenix, Avondale, Goodyear and have connections with them. But you don't have that in here. And you don't have the proposed changes that you were supposed to also be doing.
Chair McDonald said thank you, Mr. Crowley. So I didn't hear any questions earlier, so I'll go ahead and ask for a motion on Item 5.
Councilmember Daniels said I had a lot of extensive discussion. $1.4 million dollars is going to personnel. When I looked at that slight increase, which I very much appreciate you for providing, Mr. McCormack, that was very helpful.
When I look at that sheet, I can’t point to either strategic plans or policy level discussions that we've had at the Board level that are driving those numbers. I know that we're having ongoing discussions about the ADA costs and the ADA increase.
The one piece that we haven't had either a policy level discussion or some direction from the Board is on personnel and on range -- salary ranges and things like that.
So I would just request that at some future meeting we have the ability to weigh in from a policy perspective on our goals and desires for both personnel and where we want to be within a salary range, be it the midpoint or whatever else we decide as a Board, but let's allow the policy to dictate the direction we're going when it comes to personnel and increased costs.
We all know in all of our different cities that is the highest cost that we have is our personnel and it does deserve some added attention, I think, from our -- from us.
Chair McDonald said thank you. That is a future agenda item?
Councilmember Williams said I will tell you that we have thoroughly reviewed this, a couple times in the Budget Subcommittee, and I think we've asked some tough questions and made some adjustments that we want this organization to operate very well, but in a very efficient manner. And looking down the road it becomes even more important as federal funds continue to be questionable and local funds as well.
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But I think all in all, we have done a good job of reviewing this and I would move approval.
Councilmember Sherwood said and I would second that.
IT WAS MOVED BY COUNCILMEMBER WILLIAMS, SECONDED BY COUNCILMEMBER SHERWOOD AND UNANIMOUSLY CARRIED TO APPROVE THE APPROVE THE VALLEY METRO PROPOSED FISCAL YEAR 2016 BUDGET (JULY 1, 2015 THRU JUNE 30, 2016) AND ACCEPTANCE OF THE FIVE-YEAR OPERATING FORECAST CAPITAL PROGRAM (FY 2016 THRU 2020).
6. Exercise Contract Options for West Valley Fixed Route Bus Service
Mr. Banta said Mr. Chairman, members of the Board, I'd like to introduce Ray Abraham who has a brief presentation on the exercising the contract for West Valley fixed route bus service.
Mr. Abraham said Mr. Chair, members of the Board, I'm here today to ask you to authorize our CEO to exercise the four one-year options with ValuTrans Holdings, LLC, to provide fixed route service in the West Valley.
Currently, it's a four-year base contract with four one-year renewable options. It was entered into in July of 2011, and June 30, 2015, it will expire, and we would exercise our options.
I would like to exercise the four-year options. ValuTrans has been a provider of high- level service. They're very responsive to our needs. And I would like to provide them with some stability for the work force.
They provide the express routes from the West Valley. They provide the 251 Vee Quiva and they also provide the Avondale ZOOM service.
That's the estimated cost of the contract for each year based on an approximate 3 percent increase that could change with the cost of living indexes. We, along with the affected cities, negotiated a cost-per-mile change for the next four years to sort of smooth out all the rates. And that's reflected here in this slide.
We're here today asking you to authorize our CEO to enter into this four year contract -- to exercise our four one-year options. If you have any questions, I'll be glad to answer them.
Chair McDonald said are there any questions from the Board? I do have a card on this item. Mr. Crowley.
Mr. Crowley said loved that he expressed that you guys have changed your payment plan, but then I pointed out that the 557 -- or the 571, it's supposed to go Grand Avenue and that would make it a, I believe, a 12-mile route.
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But instead what they do is they go up get on the 10, take the 10 out to the 101, the 101 up to Grand, and then back into the route which is 25 miles. Since you are paying them by the inch and in the book it shows that Grand Avenue when we did have a book, you know, how are we paying these people? Are we paying them for the route in the book, or are we giving them ten extra miles because they go instead of Grand Avenue taking the freeway.
Is there any chance that you could have staff answer this question at the moment, because to me it's pretty relevant. And I have pointed this out how many times that the route is going that way. Thelda, you've heard it how many times. Gary.
And then in here it says, well, we've rearranged the contract. Is that to take care of that padding of the ten extra miles, because one of the excuses was is the reason they didn't use Grand was during the construction. It was so long for those express riders to get out there.
So when you agree to this, what are you really agreeing to, because you can't deny you have the information. You can't deny that this is the way it's been going on, because it's on the record that I have expressed that this is how that bus is operating.
So I don't see where you're doing 75th Avenue and 83rd and making it go all the way, but what I do say is a convoluted contract, so which way are you paying them on that route specific. Are you paying them for the twelve miles on Grand Avenue, or are you paying them for 25 miles using the freeway? Thank you.
Chair McDonald said thank you, Mr. Crowley. I want to ask again if there are any questions from the Board? If not, I'd like to entertain a motion.
IT WAS MOVED BY COUNCILMEMBER FARR, SECONDED BY COUNCILMEMBER WILLIAMS AND UNANIMOUSLY CARRIED TO AUTHORIZE THE CEO TO EXERCISE THE FOUR OPTION YEARS WITH VALUTRANS HOLDINGS, LLC FOR THE OPERATION OF FIXED ROUTE BUS SERVICE FOR THE PERIOD JULY 1, 2015 THROUGH JUNE 30, 2019 IN AN AMOUNT NOT TO EXCEED $16,004,000.
7. New Accessibility Icon
Mr. Banta said Mr. Chairman, members of the Board, we are proposing before this Board to approve the new accessibility icon. I don't have an overhead for you, but it is in your packet. We are looking regionally to adopt the new icon. And I wanted your concurrence in moving forward to do that.
Councilmember Williams said thank you. City of Phoenix recently adopted this. I understand ADOT is still in the process, so we are in the lead on doing this, but it is the new symbol, shows better mobility, and I know the community embraces it, so I would move approval.
Councilmember Williams said I will make a motion.
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Councilmember Kavanaugh said I will second the motion.
Councilmember Heumann said in terms of this icon will it be replaced as needed, or we're not going out and replacing everything; it's just as we need to replace those?
Mr. Banta said I should have mentioned that. Through our normal maintenance repair program, we will replace the signs as needed.
Vice Mayor Orsborn said I do have a question. Is this specific to sounds like Phoenix and RPTA, or is this a federal?
Mr. Banta said it's a national adoption of a new symbol. It shows the mobility device a bit more active than it does vertically where it's more stationary, but it's being adopted nationally.
Chair McDonald said I do have a card for Mr. Crowley, sir, go ahead.
Mr. Crowley said if you want to check, Pat has a picture of it if she'd hold it up and see. I know that we no longer have Stoke straps, which was named after the advocate from the City of Phoenix, Bill Stokes, and I'm glad that we are getting the new international symbol.
Chair McDonald said we do have a motion and a second on the floor. I'll ask once again for any questions or comments? Hearing none, all in favor say aye.
IT WAS MOVED BY COUNCILMEMBER WILLIAMS, SECONDED BY COUNCILMEMBER KAVANAUGH AND UNANIMOUSLY CARRIED TO ADOPT THE USE OF THE UPDATED INTERNATIONAL SYMBOL OF ACCESS.
8. Short Range Transit Program
Chair McDonald said we will move on to Item No. 8. Mr. Banta.
Mr. Banta said Mr. Chairman, members of the Board, Mr. Grote is going to give you a presentation for information only on the short range transit program.
Mr. Grote said Mr. Chairman, members of the Board, the short range transit program is actually a new document that we're doing now. It's replaced a document we did in the past, the short range transit plan that we haven't done for the last couple of years, and we've kind of condensed it and refocused our attention to what we wanted to accomplish in this document.
Really the purpose of what we're doing here is to identify over the next five-year period all the proposed service changes, both from a regional perspective as well as from a local perspective, and make sure that we spend time organizing and coordinating those needs as well as understanding the fleet that goes with those services.
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We think that by doing this document, you know, first of all, we've been working closely with member agencies and staff through our service planning working group, but this -- by working together on this, we have a much better coordinated approach at making adjustments to future service changes.
I will note that this document does take into account all of the transit life cycle program policies that have been adopted by this Board in the past and it's also our intent with this document to update this at least every two years and if there's significant changes we would do it every year.
And this is the first one that we're doing of this nature. And it's really more of a set of tables, it's no longer a report. It's just a table -- it's more like the MAG Transportation Improvement Program document and really focuses specifically on the projects and services that are programmed for the next five years.
So, as I mentioned, the document, really, the objective is to look at the next five years and this is really a working document. This is not a document that we're asking the Board to approve. There are other documents that really follow that are the documents that we would like you to approve.
But, you know, things like the -- this is providing an input into things like the transit life cycle program, which will be discussed here shortly, we can do a fleet management plan, both for bus and for rail each year. This is an input into that document and to understand our fleet needs. We also have the biannual service change process, which I'm going to be talking about next, that is also something that this document helps to feed into, helps us to better understand our capital needs and also in some cases also an input into the MAG Transportation Improvement Program.
We've broken out the set of tables that are in your packet in Appendix 1 to this agenda item. We've broken it into two different categories. The short term that we're calling the first and second year, which is the production years, as we call it, and those are services that really have defined funding behind them, if the services are well defined, and these are things that are ready to move forward. So in order to get to the first couple of years, it has to be pretty well defined services and funding for that.
Then we have the development years, which is year three to five of the program, and those may be less certain. And there may be a lot more questions, more analysis that needs to be done, more coordination with the local jurisdictions between local jurisdictions before we want to move those projects forward.
We also have a set of guiding principles specifically to help us with the regionally funded service modifications and adjustments. And again, we've been working with local agencies to also address that, but these are -- the principles are based upon our adopted policies, either through the transit life cycle program, as well as over the last couple of years the transit standards and performance measures that we've all been working on together.
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There's really two categories of the guiding principles, either for existing service or future services. And what we look at specifically is we're going to look at the potential and long-term feasibility and sustainability of operation expenses, as well as the capital costs and the dollars available for that.
For existing services, we're going to look at transit performance. For future services, we want to make sure if they're regionally funded that they're in the Proposition 400 program, the initial plan that was put together back in 2004. We also look at connectivity with our major high-capacity transit corridors, specifically rail, and in some cases maybe bus corridors as well. And we also identify the future performance as well. We look at how we anticipate these various services that we'll perform over time as part of the evaluation
So in terms of process, we develop -- we work with the member agencies to develop service concepts, we develop cost estimates and fleet needs. We then work on prioritizing the production year, the first two-year projects and understanding what really should be moved forward. And then those projects then get moved forward into the Transit Life Cycle Program and that's the document that you all act on each year
For this document that you have in your packet, there's a whole series of different kinds of changes. In some cases we're just talking about reallocating the costs, maybe going from local funding to regional funding or vice versa.
In some cases we're just doing modifications to routes. We have some new services that are identified in there, either locally funded or regionally funded. And then also in some cases there are service reductions
So I'm not going to go into all that with you. You have that all in your document. You can look at that. But I just wanted to give you just a basic idea of the process that we all go through with the staffs from your agencies and that we're going to be doing in the years to come
If you have any questions, I'd be happy to address those
Chair McDonald said are there any questions of the Board? Okay. This item is just presented for information only.
9. Proposed October 2015 Transit Service Changes
Chair McDonald said agenda Item 9 is Proposed October 2015 Transit Service Changes.
Mr. Banta said this item is also for information, Mr. Chairman, Mr. Grote has a presentation on the proposed changes for October 2015.
Mr. Grote said Mr. Chair, members of the Board, this is really an introduction to the service changes that are proposed for October. There's still a lot of work to do ahead of
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us to get to a final list of improvements, but this is the starting point. We just wanted you to be aware of some of the work that we're doing leading towards October.
And the discussion that I'm going to have today is going to focus not just on Valley Metro services, but also all the other services in Phoenix and, I think, in Scottsdale that are also proposed for October. When we come back we'll be coming back here in August and we'll be looking more specifically at services that are focused on Valley Metro that are Valley Metro funded and we'll be addressing service contract changes as well as intergovernmental agreement changes. That will be addressed all at that time.
And again, I do want to note for you that we have been working very closely throughout this process to date working with the service planning working group, which is made up of representatives from each of your agencies.
So, as I said, there's a number of service changes that are proposed at this point. They're either proposed by Valley Metro or Phoenix or Scottsdale.
And again, I want to emphasize that this is a preliminary list. There may be a lot of changes between now and the end of the summer. There may be comments that come from the community that may help us to make adjustments to some of the services that are proposed here, maybe for other reasons there may be some things that drop out at this point.
So what you're going to see here is, first of all, there are three different services that are being proposed for extension: the Route 48 in Tempe, the ZOOM, which would extend into Goodyear, and also very significantly here is the extension of the light rail line into downtown Mesa. And that particular change also affects a number of other changes to the bus system to help feed that new service. And that's also addressed in here.
We have one new route in Scottsdale. It's the Scottsdale Camelback trolley, a circulator route that will operate within the central Scottsdale area.
We also have several routes that there's going to be some adjustments or modifications to. There's either removing a detour, as with the case on Route 19, because of the construction that's going on 19th Avenue for light rail that will now be changed back to its old conditions.
We have a number of other changes that are either shortening routes or rerouting, I'm not going into all of them, but there's nine routes in total that are affected here. There's also new trips that are going to be added to the Route 542 into Chandler, as well as the FLASH Back, is the circulator in downtown Tempe. We're going to be increasing service frequency on East Camelback on Route 50, as well as the Route 61 in Mesa. It's a Sunday only service -- improving the Sunday only frequency change -- excuse me -- that will be changing from sixty to thirty minutes. We'll also be eliminating a couple of routes: The 19th Avenue connector, it will no longer be necessary because of the construction being completed on 19th Avenue for light rail.
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The FLASH McAllister is being eliminated -- is proposed to be eliminated but in exchange the, I mentioned earlier, the FLASH Back would increase its services to help counterbalance that.
And then there's also a number of smaller adjustments on select routes just to runtime, so that's really minor changes.
In addition to that, there's a couple of new facilities coming online this fall. One is the downtown Mesa bus interface facility, which is going to be completed in conjunction with the light rail project, and that will affect the two LINK routes that come into the central Mesa area, as well as the BUZZ circulator will also be affected by that.
In Phoenix, Phoenix is going to be completed their Desert Sky Mall Transit Center which is at 79th Avenue and south of Thomas, and there are six routes that will be adjusted because of that new facility being located at that location.
So without getting into the details, I just wanted to give you a map that's kind of showing, you can get an idea from this map just generally where some of these changes are being proposed. Again, I won't go into all of them. You've got this in your packet as well, but at least you can get a general idea of where these different trip service changes are occurring
One very important element of this is the community process. We've started working with the community in late April. We'll be going through the community process until the first of June. And we're going to be seeking -- we have been seeking customer feedback in a number of different ways.
We do have a public hearing coming up here next week on May 28 at 5:00 p.m. Here in this room for the community at large. We've also had some targeted outreach on some of the routes that we're significantly altering. We held a Webinar that actually occurred a couple days ago. Eight people participated in that Webinar. We have social media. We also have opportunities for e-mail.
All in all to date, we've received just under eighty comments from the community. Most of them have either been positive on some of the changes we're making or just general comments about different service options and opportunities they'd like to see.
All in all of that 80, we've had 15 comments that have been negative. And most of those have been focused on the Route 50 change on east Camelback into Scottsdale and predominantly because the people that were using that route before could go all the way out to the Indian community to the community college; they'll now have to transfer to go onto the local circulator to make the rest of that trip. So that was where most of our comments have come in to date. I guess that's it.
With that, that concludes my presentation. Mr. Chair, if there's anything else you all would like to know, I'd be happy to share that
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MR. CHAIRMAN: Thank you, Mr. Grote. Does the Board have any questions? I do have a speaker card just handed to me. Marvin Rochelle.
Mr. Rochelle said good afternoon, ladies and gentlemen of this meeting. I'm Marvin Rochelle, as you all know. I brought this up at a citizens transit meeting. I want to bring it up again to emphasize my worry about the new bus depot that we're getting on 79th Avenue, which has been long overdue.
My worry about this is there is a crossing that goes to two schools directly across the street from that facility. There is no bridge. There is no tunnel. There is some sort of a traffic signal set up, which I'm not familiar with, but how much is a child's life worth. I hope you'll all agree that it's worth more than $1.2 million that they say it costs to do a bridge. Thank you for your courtesy.
Chair McDonald said thank you, Mr. Rochelle. Mr. Grote, I just had one question. On all those changes you went through, those also would appear then on the short range transit program under FY16? I think there's about 25 or 26 of those listed on the previous item.
Mr. Grote said yes. We use the short range transit program as the basis for developing our service changes for this October.
Chair McDonald said so they're comparable then?
Mr. Grote said right.
Chair McDonald said thank you. As I said, this item was presented for information only, so we'll go to Item 10. Transit Life Cycle Program.
10. Transit Life Cycle Program Update
Mr. Banta said Mr. Chairman, members of the Board, this item is for information only. Your approval of life cycle will be next month at the RPTA Board. I'd like to introduce Paul Hodgins, Manager of Revenue Generation and Financial Planning.
Mr. Hodgins said thank you, Mr. Chair, members of the Board. This is the annual update to the transit life cycle program, which is the 20 year Prop 400 tax.
Just as a quick overview, we do show that our financial models for the bus and the rail programs are balanced. Our surplus, our fund balance at the end of Fiscal 2026, about $35 million for the bus program, about $23 million for the rail program.
Currently, we do have some changes that we're proposing, including in this year's update for the bus operating program mostly based on the short range transit program. And then there are a couple of rail alignments that were approved by the Valley Metro Rail Board that we're updating the cost and the schedule for those corridors.
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So the high level on the revenues are PTF forecasts that we get from ADOT is down, just under $40 million dollars, it's about 1.35 percent for the remainder of the tax. And by Board policy, we do split that between the bus and the rail programs on a percentage basis, so its $22 million for the bus program and just under $17 million for the rail program. And for programming purposes, we are showing or assuming a fare increase in FY17, and then every three years thereafter.
We're showing on the rail side some new local funding for two corridors: the Tempe Streetcar and the Northwest Extension Phase II, which I'll talk about a little more.
Again, our transportation excise tax for the last few years, this chart shows 20-year totals based on the forecast year. So back in 2006 we thought the tax would generate about five billion. We're now at about $2.8 billion. The last few years has been consistent around $2.8, $2.9 billion for the 20-year total. And I do anticipate that that's pretty much where we'll end up by the end of the tax, somewhere around $2.9 billion.
The bus program, we have some changes programmed -- operating program changes, some changes to our fleet plan, and also to facilities.
The operating program, you'll have seen most of these in the previous two presentations, so I'll walk through. These are the ones from the short range plan and also the October service changes that we're proposing funding with regional funds.
So it's the increased frequency on Route 50, 61 in Mesa, the Route 72 changes in Scottsdale and Tempe, extending a couple morning trips on the 156 in Gilbert and actually goes into Mesa as well.
In addition a round trip on the Route 542, the elimination of the LINK service between Sycamore and Country Club. And then also we had a full length corridor program for Scottsdale Rural in the life cycle, but we're deferring that beyond 2026. And the Route 72 improvements will be done in place of the full length corridor.
There are some funding changes that came out of the short range transit program. We are proposing that service on Route 81 in Scottsdale and Tempe, existing service on the 562 and 563 in Avondale that those local funds be replaced with regional funds beginning July 1 of this coming fiscal year and then also on the Route 30 in Tempe but not until Fiscal 2020. So those are some proposed funding changes.
For the capital program, we have updated our fleet replacement plan that Tempe has changed the composition of its Orbit fleet that they are planning, so we've updated that.
We're extending the useful life of our vanpools. We're seeing that there's a lot of value left on them when we go to auction them off, so we're really going to stretch out the life, get as much use out of them as possible and reduce the replacement cost of those.
Then consistent with the short range transit program, we are programming some expansion fleet for some of those additional services. We're working on an upgrade to
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the entire communications system for the communications network that includes the mountaintop radio communications, in-vehicle radio, the vehicle management GPS, all of that, a full upgrade for the system. We had some amount programmed and our current estimates are a little higher, so we're increasing the amount programmed for that project. It's roughly at 80 percent federal, 20 percent local.
Then also some of the facilities, the north Glendale park-and-ride transit center we have a little more definition on the location and the estimates. Baseline and 24th Street park- and-ride and the Desert Sky transit Centers that are both under construction, we've updated the cost, the TLCP. The PTF is providing the local match on those projects.
As I mentioned, the Scottsdale Rural LINK we're deferring that as a full length project, but for the capital piece we're maintaining a little bit of scope. We'll be doing some traffic signal priority along the corridor and also some bus stop improvements at some key intersections for Route 72.
So overall our expenditures for the program for the bus program are up a little bit, mostly on the operations side for the short range transit program improvements. The fleet and the facilities changes, actually the cost came down a little bit, so overall we're up about $24 million, just under 1 percent from last year's update.
The revenue side, you can see the reduction in the PTF revenues. Overall the operating revenue is down about $8 million. Capital revenue is down mostly as a result of the decrease in the capital program. The federal revenues are tied to the project. So capital revenue is down about $14 million, so an overall decrease of $22 million.
In terms of the summary, we end up with about a $35 million dollar fund balance. I'd like to highlight that for the bus program, we don't anticipate any future financing. It's pretty much pay-as-you-go for the rest of the program
Now on the bus program we do have a guiding principle that requires us to maintain our jurisdictional equity, so I added this slide just to show how we get from our revenue forecast at $1.6 billion.
There are some things we spend PTF on that aren't part of the jurisdictional equity distribution. The largest being customer service, that's the call center, it's the marketing, the Transit Book, those items, but also the ADA certification including the mobility center and then a few other smaller items. We get down to just under $1.4 billion that we use for our jurisdictional equity distribution.
And our policy requires that we maintain our jurisdictional equity on a subregional basis within two and a half percent of our policy amount. So this just shows that we are currently within two and a half percent for each of the subregions, so we meet the policy.
I will note, though, that the City of Mesa is underallocated by more than $7.5 million, so that's kind of an exception within the policy, and so we'll have to work with the City of
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Mesa to look at how to program some of those additional funds.
So that's kind of an overall high-level view of the bus program. Unless there's some questions, I'll move on and discuss the rail program. Mr. Chair? Move on, okay
So just to highlight, this was the map as we showed it in 2014 for the rail program. There will be one change to the map. No change to the dates, but we'll change the South Central corridor, and also the streetcar alignment has been updated. It's a little bit longer, about three miles instead of 2.6 miles, so we have an updated cost estimate for that.
The Northwest Phase II is an updated alignment. We're now showing it going across I- 17 to Metrocenter, so we have a new cost estimate for that.
South Central is just finishing going through the MAG major amendment process. It will be part of the regional transportation plan with a completion date in 2034, so that will be shown on the map as a light rail extension.
Additionally, we're proposing adding eight regionally funded expansion vehicles to meet some capacity needs that we think will happen in about five years or so based on our modeling. It's important to get those in the plans. We can go seek some federal funds.
The last item is we've actually reduced our cost estimate for expanding the operations and maintenance center. What was programmed we felt was excessive. There's a satellite facility. We don't think we need that right now during -- for the current plan, so that's been reduced in scope.
On the revenue side, for the streetcar it's about a $40 million dollar increase in cost. We're proposing increasing the federal small starts participation to the maximum of $75 million. That leaves a gap of $23 million which we have asked the City of Tempe to provide funds to meet that gap.
For the Northwest Phase II, we're increasing the federal new starts request by $43 million. And then we're asking Phoenix to provide an additional $76 million to meet both the regional elements and also the local cost increase on that project.
And then on the LRV acquisition, we've added 50 percent federal funding, so about $20 million for the vehicles. And we certainly would not go out and order them unless we had at least 50 percent. We'll try to find more, but for programming purposes we have 50 percent federal assumed for those.
Overall, our corridor costs for the program, again this is the twenty-year totals, is about $2.6 billion dollars. We have several other categories of capital costs, about $620 million roughly for those over the twenty years with some cost of financing, so just over $3.3 billion for the rail program.
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You can see the decrease in the PTF revenues of about $17 million. Some minor changes to some of the other categories. Overall, it's about a $99 million increase in revenues for just over $3.3 billion.
In terms of the cash flow summary, you can see then there's a $23 million fund balance. I will note that we have in 2017 a need for additional financing, which we assume will be some tax exempt municipal bonds as we've done in 2009 and ‘14.
And there's a short-term need in 2023 that we're not sure yet how we're going to do that with a tax that expires in 2025. It will be some sort of short-term financing. It won't be tax exempt municipal bonds, but there are two years where we do need some financing to meet the rail program
Just a look at the fund balance for both the programs, the bus in blue, rail in purple. There are a couple years in the rail program where in 2018 and 2025 where the balance drops fairly low that we'll really need to keep an eye on that. It causes a little concern but we'll work on that.
This just splits the bus between capital and operating. It's essentially the same chart.
In terms of the timeline, as Mr. Banta mentioned, this is for information. We'll be coming back through the committee process in June for action. But I will note that the METRO Board of Directors following this meeting will be looking at the rail piece for action this month, not next month. And some of the things we need to work on, as I mentioned, working with Mesa to program some additional funds in the bus program.
And for rail we need to work with the City of Phoenix, complete the funding arrangement to close that gap, because we do want to move forward with a small starts application for the streetcar this fall.
And then we want to start working on an LRV procurement for fleet for the Gilbert Road extension, some expansion fleet, and then potentially streetcar vehicles.
That completes my presentation. I'd be happy to answer any questions, Mr. Chair.
Chair McDonald said thank you. Does the Board have any questions?
Vice Mayor Orsborn said I have a question -- a couple actually. But in the capital expenditure -- or the capital program, you had mentioned some technologies. And I know we've talked Wi-Fi on buses in the past. Can you remind me sort of what the decision was or what the cost is and the implications of getting Wi-Fi on the buses?
Mr. Hodgins said Mr. Chair, Vice Mayor Orsborn, the equipment that we're looking at procuring for this upgrade will have all the hardware necessary to do the Wi-Fi. The real cost impact there is the service.
Vice Mayor Orsborn said so it's like a cellular?
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Mr. Hodgins said it's essentially a cellular -- a Wi-Fi cellular card that will be on the bus, but we'd have to buy the service for each bus for each card on a monthly basis. That's where the real expense is. So that the hardware will be there, we'll be able to do it. We'll just need to look at how -- if it's something we want, how to fund the operating piece.
Vice Mayor Orsborn said okay. I just want to say I appreciate the fact that we're looking at things like the vanpool and able to extend the life of -- or extend the time we keep those around, I'm assuming that's because we take care of a given fleet and we're able to keep the vans around longer, maybe run them a little bit longer miles instead of just ditching them at whatever, whatever time we thought that was going to be. So good on for doing that.
The last question, and it really hadn't occurred to me until it was in one of the slides, it's the light rail going out into Mesa, and I don't know this for sure, but I'm assuming that there's a bus that runs along that same line. And as we build out more light rail, does that take the place of maybe the bus on that specific street so that we can then take whatever bus was there and, you know, extend that out into other locations or beef up other routes that need some help?
Mr. Hodgins said we would look at each extension individually and make decisions. But in the central Mesa case we have LINK service right now that goes up Arizona Avenue, Country Club, and then over to the Sycamore station, then also on Main Street that goes all the way out down to the Superstition Springs. Those we are cutting back because they would duplicate the service the light rail is doing. There's also an overlaying Main Street bus route that we're not looking at cutting back at this point. So there would be some local service, but that LINK service is being cut back.
Vice Mayor Orsborn said okay. And that's no -- nothing on Mesa, it just occurred to me that no matter where we expand or extend out the light rail, there's opportunity to maybe gain some efficiencies between rail and bus and then use those buses in other locations.
Mr. Hodgins said certainly it's an opportunity, but with the rail generally with either half mile or a full mile between stations, there is still a need for some local connectivity in there. So while we might not have fifteen or ten-minute headway service on the same route that there's still a need for some level of local service. With each corridor we look at that and what's appropriate.
Vice Mayor Orsborn said okay. Thank you.
Mr. Banta said Mr. Chairman, Vice Mayor Orsborn, we do as a matter of practice when we do a major improvement in terms of transit service, we look how to better integrate all of our modes together. Sometimes that's a different route in the city itself, sometimes it might eliminate the route, or as Paul said, maybe reduce frequency on that route and complement it with rail and bus service on the same alignment.
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One of the decisions we made in central Phoenix was to not eliminate all of the bus service on Central Avenue in Phoenix when we introduce light rail because of the intermediate stops between the stations. But we did augment the frequency so it complemented each other.
Chair McDonald said are there any other questions? I just have one comment. I believe in the future we're going to be looking at a policy for fund balance on the rail side.
Mr. Hodgins said yes, Mr. Chair, I think we'll be discussing a policy on fund balance.
11. Future Agenda Items Request and Report on Current Events
Chair McDonald said Board members is there anything you'd like to see or talk about like to see on the next agenda in June or talk about today?
Being as I see no one wanting to talk, because the Board elected officers in December and voted to have them serve for eighteen months, there will be no Board officer elections in June.
However, there will be elections for the Budget and Finance Subcommittee and the Joint Board Subcommittee, information regarding this process will be coming forward next week.
And if I don't see anything else, the next Board meeting is Thursday, June 18 at 12:15 p.m. Thank you.
With no further discussion the meeting adjourned at 1:32 p.m.
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DATE AGENDA ITEM 3 June 10, 2015
SUBJECT Chief Executive Officer’s Report
PURPOSE Steve Banta, Chief Executive Officer, will brief the Board on current issues.
BACKGROUND/DISCUSSION/CONSIDERATION None
COST AND BUDGET None
COMMITTEE PROCESS None
RECOMMENDATION This item is presented for information only.
CONTACT Steve Banta Chief Executive Officer 602-262-7433 [email protected]
ATTACHMENT None
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
DATE AGENDA ITEM 4A June 10, 2015
SUBJECT Purchase of Diesel Fuel
PURPOSE To request Board authorization for the Chief Executive Officer (CEO) to execute a cooperative agreement purchase order with Union Distributing Company of Tucson under Arizona State Contract #ADSPO14-052198 for diesel fuel for a not-to-exceed amount of $936,000 over a 1-year period.
BACKGROUND/DISCUSSION/CONSIDERATION Cooperative Agreements are contracts that are solicited and awarded by other public entities and whose cooperative language allows RPTA to utilize these contracts for goods and services it requires. This cooperative contract for diesel fuel was procured via the State of Arizona Procurement Office of the Department of Administration. Valley Metro will use this contract to fulfill its FY16 diesel fuel purchase needs.
In FY15, Valley Metro’s contract with Union Distributing Company of Tucson totaled $1.2 million. The decrease for FY16 over the previous year is due to forecasted decrease in diesel prices.
COST AND BUDGET The diesel fuel contract with Union Distributing Company of Tucson for approval has a total term of 1 year. For FY16 the Mesa Bus Operations and Maintenance Facility needs are estimated to be $448,000 and the West Valley Bus Operation and Maintenance Facility needs are estimated to be $488,000. The total RPTA contract obligation is estimated to be $936,000, which is fully funded within the Valley Metro Adopted FY16 Operating and Capital Budget.
COMMITTEE PROCESS RTAG: May 19, 2015 for information TMC: June 3, 2015 approved Board of Directors: June 18, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors authorize the CEO to execute a cooperative agreement purchase order with Union Distributing Company of Tucson under Arizona State Contract #ADSPO14-052198 for diesel fuel for a not-to-exceed amount of $936,000 over a 1-year period.
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433
CONTACT Carol Ketcherside Director, Administration and Organizational Development 602-623-6040 [email protected]
ATTACHMENT None
2
DATE AGENDA ITEM 4B June 10, 2015
SUBJECT Fiscal Year 2016 (FY16) Contract Change Orders
PURPOSE To request Board authorization for the Chief Executive Officer (CEO) to execute contract change orders in order to extend the period of performance and/or provide budget authority for FY16 projects under contract tied to the approved Valley Metro RPTA FY16 Operating and Capital Budget.
BACKGROUND/DISCUSSION/CONSIDERATION There are a number of contract change orders that require Board approval prior to the start of FY16. This memo and its attachment summarize RPTA required FY16 contract change orders. These change orders when executed will align both the budget and contract authority for multiyear contracts awarded by the Agency.
COST AND BUDGET Please see the attached spreadsheet.
COMMITTEE ACTION RTAG: May 19, 2015 for information TMC: June 3, 2015 approved Board of Directors: June 18, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors authorize the CEO to execute contract change orders to extend the period of performance and/or provide budget authority for FY16 projects under contract tied to the approved Valley Metro RPTA FY16 Operating and Capital Budget.
CONTACT Carol Ketcherside Director, Administration and Organizational Development 602-523-6040 [email protected]
ATTACHMENT List of FY16 RPTA Contract Change Orders
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
FY 2016 Contract Change Orders
RPTA Total Change First FY 2015 FY 2016 Total Change from Year Change Change Contract Contractor Brief Description Orders FY 2015 Term of Contract Reason Award Order Order Value Prior to to Amount (with FY FY15 Amount Amount 2016 2016 change)
Preventive and repair FY 2016 is year five of the contract Clean Energy maintenance services on Ten year term. Five year base period base period. Cost is based on the Contract Valley Metro’s natural gas $513,000 $800,000 $225,000 $250,000 $25,000 $1,788,000 with five one year options. Base estimated amount of CNG gallons #1150019-S compression and vehicle Term: July 1, 2011 to June 30, 2016. used and contract rate. fueling equipment.
The second option year runs thru FY 16 and FY17 (November 2015 thru Planning Support Services. Three year base period with two one November 2016). The overall HDR Engineering, HDR awarded contract in year options. Term: November 16, estimated value of the VMR Planning Inc. 2011 for consulting services. NA $1,020,000 $1,280,000 $662,000 618,000 $2,962,000 2011 to November 15, 2016. The Support Services contract over the Contract RPTA Board approved option years were exercised by the five-year duration will remain #12-175-PSS utilization of this contract in VMR Board in November 2014. unchanged. The forecasted amount August 2013. of RPTA’s utilization of this contract will be up to $2,962,000 through the FY2016 RPTA budget.
Public Involvement Consulting Services. RPTA-assigned tasks have grown HDR Engineering, InfraConsult, now HDR, was Three year base period with two one with additional studies and scope. Inc. awarded this contract in NA $109,000 $141,601 $270,000 $128,399 $520,601 year options. Term: September 21, Additional scope in FY16 includes Contract Sept 2012. This contract 2012 through September 20, 2017. outreach support for fare and service #11-185-PICS. was jointly procured to be of changes, major events and grant- use by both VMR and funded bike/pedestrian programming. RPTA.
$42,000 SMS Messaging added to LogicTree, Inc Short Message Service (72000 maintenance contact. The FY 2016 is 5 year base Term: July 1, 2013 to Contract (SMS) fees for the NextRide $641,000 $808,770 less a 72,600 600.00 $1,564,370 year 2. SMS Messaging rate has June 30, 2018 #14006-IVR Program. $30k increased due to expected usage for credit) NextRide Program.
DATE AGENDA ITEM 4C June 10, 2015
SUBJECT Fiscal Year 2016 (FY16) Intergovernmental Agreements (IGA)
PURPOSE To authorize the Chief Executive Officer (CEO) to execute FY16 IGAs and IGA amendments for projects tied to the approved Valley Metro RPTA FY16 Operating and Capital Budget.
BACKGROUND/DISCUSSION/CONSIDERATION There are a number of IGAs and IGA amendments that require Board approval prior to the start of FY16. This memo and its attachment summarize the FY16 RPTA required IGAs and renewals.
The IGAs are based on the latest estimates of costs and services funded by each member. They do not account for any changes proposed in the FY15 TLCP Update or any proposed service changes for October and April. The TLCP Update includes some funding changes that would take place on July 1 if approved. As a supplement, Attachment 2 shows which IGAs would be affected and reduced if the TLCP is approved.
Any IGA changes that are required as a result of service changes in October or April will be brought to the Board for approval after the final lists of service changes is determined after the appropriate public processes.
COST AND BUDGET Please see the attached spreadsheet.
COMMITTEE ACTION RTAG: May 19, 2015 for information TMC: June 3, 2015 approved Board of Directors: June 18, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors authorize the CEO to execute FY16 IGAs and IGA amendments for projects tied to the approved Valley Metro RPTA FY16 Operating and Capital Budget as listed in the attachment for the period of performance and in the amount indicated for each agreement.
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
CONTACT Carol Ketcherside Director, Administration and Organizational Development 602-523-6040 [email protected]
ATTACHMENT Attachment 1 - List of FY16 IGAs Attachment 2 – List of Updated FY16 IGA amounts if TLCP is approved
2
RPTA Intergovernmental Agreements
Member Agency/Jurisdiction * FY 2016 Change from FY Expense/ Revenue Brief Description FY 2015 Amount Intergovernmental Agreement No. Amount 2015 to FY 2016
City of Avondale Fixed Route Transit Revenue $650,000 $683,713 $33,713 106-75-2015 Services City of Avondale PTF Reimbursement ADA Allocations $198,471 $211,920 $13,449 106-75-2015 City of Buckeye Fixed Route Transit Revenue $16,000 $33,000 $17,000 166-75-2015 Services City of Chandler Revenue RideChoice $58,602 $45,813 $12,789 118-75-2015 City of Chandler Fixed Route Transit Revenue $310,974 $360,600 $49,626 118-75-2015 Services City of Chandler Revenue East Valley DAR $377,919 $124,064 $253,855 118-75-2015 City of Chandler PTF Reimbursement ADA Allocations $1,180,000 $1,215,400 $35,400 118-75-2015 City of El Mirage Revenue Northwest Valley DAR $12,090 $43,810 $31,720 121-48-2015 City of El Mirage PTF Reimbursement ADA Allocations $23,500 $24,100 $600 121-48-2015 Town of Fountain Hills PTF Reimbursement ADA Allocations $36,400 $37,400 $1,000 124-75-2015 Town of Fountain Hills Revenue RideChoice $28,930 $0 $28,930 124-75-2015 Town of Gilbert Revenue RideChoice $60,940 $37,251 $23,689 130-75-2015 Town of Gilbert Revenue East Valley DAR $291,917 $367,627 $75,710 130-75-2015 Town of Gilbert PTF Reimbursement ADA Allocations $965,181 $1,030,584 $65,403 130-75-2015 Gila River Indian Community Fixed Route Transit Revenue $1,190,211 $1,051,652 $138,559 128-75-2015 Services City of Glendale PTF Reimbursement ADA Allocations $691,111 $710,785 $19,674 133-75-2015 City of Glendale PTF Reimbursement Capital Projects $0 $2,821,501 $2,821,501 133-75-2015 City of Glendale Pilot Supplemental ADA Taxi Revenue $20,000 $6,210 $13,790 133-75-2015 Program City of Goodyear Fixed Route Transit Revenue $0 $66,248 $66,248 136-75-2015 Services City of Goodyear PTF Reimbursement ADA Allocations $22,473 $23,372 $899 136-75-2015
*FY 2016 Change Order amounts shown are estimates 1 of 3 RPTA Intergovernmental Agreements
Member Agency/Jurisdiction * FY 2016 Change from FY Expense/ Revenue Brief Description FY 2015 Amount Intergovernmental Agreement No. Amount 2015 to FY 2016
Town of Guadalupe PTF Reimbursement ADA Allocations $5,000 $5,000 $0 139-75-2015 Maricopa Association of Transit Planning Revenue $224,720 $224,720 $0 Governments (MAG) #1 Services Maricopa Association of Regional Revenue $594,000 $594,000 $0 Governments (MAG) #4 Rideshare/Telework Trip Reduction Revenue Maricopa County #1 $370,000 $370,000 $0 Expansion
Revenue Maricopa County #2 Trip Reduction $250,000 $260,000 $10,000
City of Mesa Revenue RideChoice $497,611 $406,462 $91,149 145-75-2015 City of Mesa Fixed Route Transit Revenue $3,641,134 $3,645,817 $4,683 145-75-2015 Services City of Mesa Revenue East Valley DAR $497,516 $712,461 $214,945 145-75-2015 City of Mesa PTF Reimbursement ADA Allocations $2,761,422 $2,948,543 $187,121 145-75-2015 City of Peoria Revenue Northwest Valley DAR $215,010 $200,000 $15,010 151-75-2015 City of Peoria PTF Reimbursement ADA Allocations $216,300 $222,100 $5,800 151-75-2015 City of Peoria PTF Reimbursement Capital Projects $0 $24,595 $24,595 151-75-2015 City of Phoenix Fixed Route Transit Revenue $4,473,989 $4,255,380 $218,609 131568 Services - Phx Buys City of Phoenix PTF Reimbursement ADA Allocations $15,072,462 $16,951,089 $1,878,627 127858 City of Phoenix Fixed Route Transit Expense $6,865,139 $9,794,093 $2,928,954 127858 Services - RPTA Buys City of Scottsdale Fixed Route Transit Revenue $971,748 $1,213,338 $241,590 160-75-2015 Services City of Scottsdale Revenue East Valley DAR $139,413 $125,275 $14,138 160-75-2015 City of Scottsdale PTF Reimbursement ADA Allocations $1,349,245 $1,440,670 $91,425 160-75-2015 City of Scottsdale PTF Reimbursement Capital Projects $0 $483,725 $483,725 160-75-2015 City of Surprise Fixed Route Transit Revenue $51,936 $83,897 $31,961 166-75-2015 Services
*FY 2016 Change Order amounts shown are estimates 2 of 3 RPTA Intergovernmental Agreements
Member Agency/Jurisdiction * FY 2016 Change from FY Expense/ Revenue Brief Description FY 2015 Amount Intergovernmental Agreement No. Amount 2015 to FY 2016
City of Surprise Revenue Northwest Valley DAR $555,000 $646,100 $91,100 166-75-2015 City of Surprise PTF Reimbursement ADA Allocations $22,333 $23,847 $1,514 166-75-2015 City of Tempe Revenue RideChoice $119,810 $75,402 $44,408 169-75-2015 City of Tempe Fixed Route Transit Revenue $14,605,045 $14,349,394 $255,651 169-31-2015 Services City of Tempe Revenue East Valley DAR $219,514 $61,002 $158,512 169-75-2015 City of Tempe PTF Reimbursement ADA Allocations $981,863 $1,025,813 $43,950 169-75-2015 City of Tolleson Fixed Route Transit Revenue $257,740 $301,978 $44,238 172-75-2015 Services City of Tolleson PTF Reimbursement ADA Allocations $21,800 $22,400 $600 172-75-2015 Town of Youngtown Revenue Northwest Valley DAR $21,170 $24,326 $3,156 172-75-2015 Town of Youngtown PTF Reimbursement ADA Allocations $1,600 $1,600 $0 172-75-2015
*FY 2016 Change Order amounts shown are estimates 3 of 3 RPTA Intergovernmental Agreements Attachment 2 Updated FY16 Amounts if TLCP is Approved
Member Agency/Jurisdiction * FY 2016 Change from FY Expense/ Revenue Intergovernmental Agreement Brief Description FY 2015 Amount Amount 2015 to FY 2016 No. City of Avondale Fixed Route Transit Revenue $650,000 $579,737 $70,263 106-75-2015 Services City of Scottsdale Fixed Route Transit Revenue $971,748 $286,985 $684,763 160-75-2015 Services City of Tempe Fixed Route Transit Revenue $14,605,045 $13,431,871 $1,173,174 169-31-2015 Services
*FY 2016 Change Order amounts shown are estimates 1 of 1
DATE AGENDA ITEM 4D June 10, 2015
SUBJECT Authorization to Issue a Request for Proposal (RFP) for Federal Legislative Counsel
PURPOSE To request Board authorization for the Chief Executive Officer (CEO) to issue a RFP for Federal Legislative Counsel.
BACKGROUND/DISCUSSION/CONSIDERATION Valley Metro RPTA and Valley Metro Rail, Inc. have retained federal legislative counsel over the previous five years to assist the region with public transportation issues and funding before the U.S. Congress and with the Federal Transit Administration (FTA). The contract is expiring in January 2016. Staff requests approval to issue a competitive procurement and will return to the Board with a contract recommendation.
Since 1998, Valley Metro has educated members of Congress about public transportation policy issues and the need for federal transit funding in the region. The region regularly submits requests for New and Small Starts and TIGER applications. In addition to the annual appropriations process, the reauthorization of the existing surface transportation program (MAP-21) is being addressed by Congress.
It is important that Valley Metro continues to retain federal legislative counsel based in Washington D.C. to represent our issues in Congress and with the FTA, keep the region informed of grants and pending legislation, coordinate multi-agency lobbying efforts and secure discretionary transit funding.
This procurement will be a done jointly between the RPTA and Valley Metro Rail with each agency sharing in the costs equally.
COST AND BUDGET Funding for Legislative Counsel has been $120,000 annually over the previous five years. It is anticipated that the next contract will be within five to ten percent of this amount. The funding for this contract is included in the FY 2016 Operating and Capital Budget and Five Year Operating Forecast and Capital Program. Federal law requires that no federal funding be used to lobby the federal government.
COMMITTEE PROCESS RTAG: May 19, 2015 for information TMC: June 3, 2015 approved Board of Directors: June 18, 2015 for action
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433
RECOMMENDATION It is recommended that the Board of Directors authorize the CEO to issue a Request for Proposal (RFP) for Washington, DC based federal legislative counsel services.
CONTACT John Farry Government Relations Officer 602-744-5550 [email protected]
ATTACHMENT None
2
DATE AGENDA ITEM 4E June 10, 2015
SUBJECT Authorization to Issue a Request for Proposal (RFP) for Valley Metro Armored Car Services
PURPOSE To request Board authorization for the Chief Executive Officer (CEO) to issue a RFP for a three-year contract to provide Armored Car Services (ACS) for the collection of fare revenues from our bus operations and maintenance facilities located in Tempe and Mesa and the RPTA and Rail Ticket Vending Machines (TVMs).
BACKGROUND/DISCUSSION/CONSIDERATION Valley Metro currently contracts its armored car services for fare revenue collected at both the Mesa and Tempe Operations Facilities. These services ensure Valley Metro fare revenue is collected and securely deposited to the regional bank for monthly fare revenue distribution. Valley Metro’s current contract for armored car services is set to expire on October 9, 2015. The current contract will be extended by two months to enable a competitive procurement of both the rail and bus armored car services.
Valley Metro’s current contractor performs the following armored car services: Collects bus fare revenue from both the Mesa and Tempe Operations Facilities Transports bus fare revenue back to the ACS cash processing center for counting and preparation of deposit Transports bus fare revenue from the ACS cash processing center to the regional bank for monthly fare revenue distribution by the City of Phoenix
The new RFP will incorporate the above services and also include: Collecting fare revenue containers from TVMs located in the East Valley Transporting TVM fare revenue containers back to the ACS cash processing center for counting and preparation of deposit Transporting TVM fare revenue from the ACS cash processing center to the regional bank for monthly fare revenue distribution by the City of Phoenix
Valley Metro staff is seeking authorization to issue a RFP to provide armored car services. It is planned that the RFP would be released in July 2015 and contract award recommendation would be brought back for Board approval in October 2015.
COST AND BUDGET - RPTA The estimated three-year cost for armored car services is $382,000.
Cost for first year of the contract is estimated at $124,000 and is included in the RPTA Proposed FY16 Operating and Capital Budget. Contract obligations beyond FY16 are VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
incorporated into the RPTA Five-Year Operating Forecast and Capital Program (FY2016 thru FY2020). Funding is provided by a combination of PTF, and Member City Contributions.
COST AND BUDGET - VMR The estimated three-year cost for armored car services is $853,000.
Cost for first year of the contract is estimated at $276,000 and is included in the VMR Proposed FY16 Operating and Capital Budget. Contract obligations beyond FY16 are incorporated into the VMR Five-Year Operating Forecast and Capital Program (FY2016 thru FY2020). Funding is provided by Member City Contributions.
COMMITTEE PROCESS RTAG: May 19, 2015 for information TMC: June 3, 2015 approved Board of Directors: June 18, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors authorize the CEO to issue a RFP for a three-year contract for armored car services.
CONTACT John McCormack Chief Financial Officer 602-495-8239 [email protected]
ATTACHMENT None
2
DATE AGENDA ITEM 4F June 10, 2015
SUBJECT Authorization to exercise option year one and make a contract value adjustment to the Fare Inspection and Security Services Contract with AlliedBarton
PURPOSE To request Board authorization for the Chief Executive Officer (CEO) to exercise option year one for the period October 1, 2015 to September 30, 2016 and to execute a contract value adjustment to the Fare Inspection and Security Services Contract with AlliedBarton in an amount not to exceed $3,650,000 for the period of October 1, 2015 to September 30, 2016. The RPTA portion will not exceed $252,100.
BACKGROUND/DISCUSSION/CONSIDERATION In April 2012, RPTA and Valley Metro Rail (VMR) jointly procured fare inspection and security services. The proposal was for a three-year on-call contract with two one-year options. In August 2012, the RPTA Board awarded a three-year contract to Allied Barton.
There is a continued need for fare inspection and security services. The Contractor’s performance has been satisfactory and it is in the best interest of the Agency to exercise this option. An independent cost estimate including a market analysis was completed. The pricing for this option year is consistent with market and industry standards and has been deemed fair and reasonable.
AlliedBarton provides valuable services ensuring fares are paid by Light Rail passengers along with helping to create a safe environment for passengers on the Light Rail and platforms along the Alignment. This service results in increased public confidence in their safety and well-being while using the Light Rail.
This contract option year one will provide ongoing professional services for Fare Inspection and Security Services through September 30, 2016.
COST AND BUDGET The expenditure for this period is expected not to exceed $3,650,000.
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
Previously Authorized Current Projected Base Contract Contract Authorized Year 4 (Three years) Amendments Contract Total Expenditure New Contract Amount
RPTA $ 720,000 $ 0 $720,000 $250,000 $970,000 VMR $ 6,390,000 $ 1,570,000 $ 7,960,000 $3,400,000 $11,360,000 Total $ 7,110,000 $ 1,570,000 $ 8,690,000 $3,650,000 $12,330,000
This option year will bring the total term of the contract to four years (three-year base contract plus one one-year option) and a revised contract authority of $12,330,000; with the RPTA portion being $970,000 and the VMR portion totaling $11,360,000.
The contract extensions are fully funded within the RPTA and Valley Metro Rail FY16 Operating budgets.
COMMITTEE PROCESS RTAG: May 19, 2015 for information TMC: June 3, 2015 approved Board of Directors: June 19, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors authorize the CEO to exercise option year one for the period October 1, 2015 to September 30, 2016, and to execute a contract value adjustment to the Fare Inspection and Security Services Contract with AlliedBarton in an amount not to exceed $3,650,000 for the period of October 1, 2015 to September 30, 2016. The RPTA portion will not exceed $250,000.
CONTACT Adrian Ruiz Director Safety and Security 602-523-6054 [email protected]
ATTACHMENT None
2
DATE AGENDA ITEM 5 June 10, 2015
SUBJECT Transit Life Cycle Program (TLCP) Update
PURPOSE To present the draft 2015 TLCP Update and proposed TLCP policy change for approval. The item will cover both the bus and rail programs within the TLCP.
BACKGROUND/DISCUSSION/CONSIDERATION The TLCP was developed in 2005 to provide guidance for the implementation of the transit component of the Regional Transportation Plan. The TLCP includes Guiding Principles, policies, procedures and financial forecasts to ensure that the program can be balanced.
The most recent update to the TLCP was in June 2014. Since that time, the official forecast has projected a slight decrease in revenues for the Transportation Excise Tax. In addition, the preliminary Short Range Transit Plan (SRTP) has identified some service and/or funding changes that are recommended to be incorporated into the TLCP. The City of Tempe has requested that bus PTF be transferred to the rail program. The policy implications of such a transfer are discussed after the program changes are outlined.
Bus Program
Capital Program Since the 2014 TLCP update, there have been some minor adjustments to the fleet and facilities programs related to timing and federal funding. The SRTP has identified 11 buses that are required for expansion, which are included in the TLCP. In addition, some updates to the replacement schedules for regional fleet have been included.
The City of Tempe has requested that PTF currently allocated to the Tempe regional bus program be transferred to the rail program to fund up to $10 million of Streetcar capital project costs, if needed. To accommodate this request, the following changes have been made to the TLCP bus and rail models: A new capital project within the bus program has been created to show the transfer of funds to the rail capital model. The funds are transferred over an eight year period beginning in FY2018. Reductions in PTF funding for bus operations in Tempe beginning in FY2018 will offset the transfer to the rail program A portion of the Tempe bus-to-rail reallocation will provide an allowance for finance costs which may be incurred on the Rail TCLP program to accommodate any
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
additional borrowing needed to cash flow the Streetcar project costs under the modified funding arrangement.
Subsequent updates to the TLCP financial model will refine the funding amounts needed to transfer annually as the project progresses through preliminary engineering, final design and construction. Only the amount needed to fully fund the project will ultimately be transferred.
Operating Program One of the agency goals is to “expand services through effective planning, design, and construction of rail and bus projects through the Regional Transportation Plan.” To that end, Valley Metro developed Transit Standards and Performance Measures (TSPM) which provide guidance for future service expansion to meet this goal while adhering to JE policies.
Valley Metro planning staff developed the SRTP to guide the implementation of new service improvements, including those funded with PTF. The SRTP used principles developed from the TSPM to guide recommendations. The SRTP includes some recommendations for changes in TLCP funded service. The proposed changes to TLCP funded service are listed below along with the estimated annualized cost impact. All of the changes are proposed for FY2016 unless noted otherwise.
Service changes
Increased frequency on Route 50 Weekdays, Scottsdale $248,000 Increased frequency on Route 61 Sunday, Mesa $149,400 Increased frequency on Route 72 Weekdays, Scottsdale and $904,900 Tempe Extend two morning trips on Route 156, Gilbert $25,000 One additional round trip on Route 542 $79,900 Eliminate LINK service between Sycamore and Country Club ($307,600) when Central Mesa Light Rail opens Defer Scottsdale/Rural LINK beyond 2026 ($1,100,000) Sub-total Service Changes ($ 400)
Funding changes
Fund existing service on Route 81, Scottsdale and Tempe $1,843,900 Fund existing service on Route 562, Avondale $22,800 Fund existing service on Route 563, Avondale $81,100 Sub-total Funding Changes $1,947,800
The annualized impact for proposed service changes in FY2016 is nearly zero. The impact of funding changes is $1,947,800 in FY2016. The budget impact in FY2016 will be will be on the revenues, as there will be less city funding and more PTF for service. The funding changes will take effect on July 1, 2015. Funding for regional bus services in 2
the City of Tempe will be updated annually through the SRTP and TLCP updates to maintain positive JE balances at the city and sub-regional levels.
Since the 2014 TLCP update, costs for operations, including ADA reimbursements are up 2.4 percent. These costs assume continuation of the unified contract for service in the East Valley. The fund balance at the end of the program is anticipated to be about $35.2 million, down from $81.1 million in the 2014 update. The ending fund balance is down primarily due the decrease in revenues from the latest ADOT forecast, changes in TLCP funded service recommended in the SRTP and the PTF transfer to the rail capital program for the Streetcar project. The following table summarizes the changes in fund balance.
Beginning fund balance $81.1 million Revenue Forecast -$22.0 Net cost of SRTP changes -$10.7 PTF transfer to rail program -$10.0 Other changes -$3.2 Ending fund balance $35.2
The TLCP Guiding Principles require that jurisdictional equity be maintained for the bus program. The policy allows that each sub-region can be within 2.5 percent above or below their policy allocation. In the current model, all of the sub-regions are within this policy allowance. Additionally, the policy allows that regardless of sub-regional percentages, no jurisdiction can be under-allocated by $7.5 million or more. In the current model one jurisdiction, Mesa, meets that condition. The table with all jurisdictions is attached to the end of the memo.
Jurisdiction Equity Summary by Sub‐Region (millions of dollars) May 27, 2015
Total Total Policy JE Under Percent of JE Jurisdiction Calculated PTF PTF Allocation (JE Over) Calculated Central $435.0 $438.1 $3.1 0.72% East $763.6 $782.5 $18.8 2.41% West $161.3 $159.9 ($1.4) ‐0.86% $1,359.9 $1,380.5 $20.6 1.49%
3
Rail/High Capacity Transit Program
The baseline rail model has some significant changes from the adopted 2014 TLCP Update. The South Central corridor has been amended into the Regional Transportation Plan with a completion date of 2034. Therefore it has been added to the TLCP, although no capital costs are programmed through the TLCP sunset.
2015 TLCP 2014 TLCP Open Year Open Year Central Mesa 2015 2015 Northwest Phase I 2016 2016 Tempe Streetcar 2018 2018 Gilbert Road 2018 2018 Capitol/I-10 West 2023 2023 West Phoenix/Central Glendale 2026 2026 Northwest Phase II 2026 2026 Northeast Phoenix 2034 2034 South Central 2034 NA
Some changes in project costs have been included to reflect recent changes in alignments for two corridors. Additionally, it is recommended that eight expansion light rail vehicles be included in the TLCP. Below is a summary of the major changes.
OMC Expansion - The build out of the current facility is estimated to cost $32 million, which is a reduction of $28 million from the approved TLCP. Assuming a 50 percent PTF share for the project, the savings equal $14 million.
Tempe Streetcar - The cost of the project increased by $40 million as a result of the alignment change. The Small Starts request will be increased by $17 million to the maximum allowable of $75 million. The remaining $23 million funding will be provided by a combination of Tempe local funds and a transfer from Tempe’s jurisdictional equity allocation of bus PTF.
Northwest Phase II - The estimated cost for this new alignment is $295 million, which is an increase of $119 million. Assuming that FTA will fund 40 percent of the project results in an additional $43 million in federal funds. The cost increase to the City of Phoenix for the local construction is $41 million. The cost increase for the regional elements is $35 million, which is assumed to be provided by the City of Phoenix.
Light Rail Vehicle Expansion - In anticipation of a future need, 8 regionally funded expansion vehicles are recommended to be included in the TLCP. It is estimated that the unit cost for the LRVs is $5 million. For the TLCP model, federal participation is assumed at 50 percent of the project cost. The regional impact of purchasing 8 LRVs would be $20 million. 4
Inflation rates assumed in the ADOT Forecast are in the range of 2.2% to 2.4% for the remainder of the program. Year of expenditure costs calculated in the rail model assume a slightly higher rate of 2.7% to 2.9% over the long term.
Currently, the rail program baseline financial model is balanced, with a surplus of $23 million remaining. The rail program currently anticipates additional financings. An additional issue in FY17 is anticipated and expected to generate up to $62 million. In addition, in FY23 short term financing is needed to cover cash flow. The final financing needs are driven by the construction of three projects simultaneously and will likely change as those projects advance.
The rail/high capacity transit element of the TLCP was approved by the METRO Board of Directors on May 21, 2015.
Policy Changes
The TLCP policies provide for a separation of bus and light rail/high capacity transit program development and splits the PTF revenues by policy percentage. To date the two programs have been balanced independently, without intermodal fund transfers. The City of Tempe has asked that funds allocated to them through the jurisdictional equity policies within the bus program be transferred to the rail program to supplement capital funding for the Tempe Streetcar project.
This type of transfer poses no statutory issues. There are no legal funding firewalls between transit modes such as exist under Prop 400 statutes between the transit, highway and arterial programs. However, a policy change is needed to regulate such transfers with safeguards to protect regional bus program services and the jurisdictional equity allocations of other members.
The split between bus and rail, as defined in Guiding Principle 3 policy b), will not be changed, as such a change would ultimately affect the jurisdictional equity allocations of all member within the bus program. To protect the other members, the transfer to rail will come from the requesting jurisdiction’s bus PTF allocation, with a corresponding reduction in other bus projects to maintain a balance.
Under Guiding Principle 6, a new policy g) will be added to read:
g) A jurisdiction with a light rail/high capacity transit project in the current TLCP may request that a portion of its bus PTF jurisdictional equity allocation be transferred to supplement capital funding for such light rail/high capacity transit project provided that: i) The transfer of funds does not cause the sub-regional jurisdictional equity to be out of balance, (as defined in policy c); and
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ii) The requesting jurisdiction reduces funding for other bus program projects in the amount of the transfer to the rail program to ensure its jurisdictional equity does not become negative; and iii) The transfer of funds does not result in a reduction of regional or cross- jurisdictional bus service, unless such reduction is a result of Board- approved performance-based service changes completed through the Short Range Transit Program; and iv) If the transfer of funds is completed over time resulting in an increased need for financing the rail program, additional funds will be transferred from the requesting jurisdiction to pay the incremental finance costs. v) Each succeeding update to the TLCP will review and confirm the provisions of policy g) are upheld.
COST AND BUDGET The TLCP model as presented includes funding for some services that are not in the preliminary budget. If the TLCP is adopted as presented, with the additional services and funding, the changes will be included in a mid-year budget adjustment and contracts and IGA schedules with affected cities will be amended. There will be little change to expenditures and an increase of PTF used for service of $1.95 million, with a corresponding decrease in transit service reimbursements.
COMMITTEE PROCESS RTAG: May 19, 2015 for information TMC: June 3, 2015 approved Board of Directors: June 18, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors approve the 2015 TLCP Update and TLCP policy change for approval.
CONTACT Paul Hodgins Manager, Revenue Generation and Financial Planning 602-262-7433 [email protected]
ATTACHMENT Jurisdictional Equity Summary
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Jurisdiction Equity Summary (millions of dollars) May 27, 2015
Total Total Calculated Policy PTF JE Under (JE JE Calculated JE Policy Jurisdiction PTF Allocation Over) Percent Percent Avondale $19.8 $21.2 $1.5 1.45% 1.54% Buckeye $4.8 $1.0 ($3.8) 0.35% 0.07% Chandler $130.1 $130.6 $0.6 9.56% 9.46% County $16.5 $9.0 ($7.5) 1.21% 0.65% El Mirage $1.5 $3.1 $1.6 0.11% 0.23% Fountain Hills $1.0 $1.2 $0.1 0.08% 0.09% Gila Bend $0.0 $1.9 $1.9 0.00% 0.14% Gilbert $81.8 $84.4 $2.7 6.01% 6.12% Glendale $79.8 $78.4 ($1.4) 5.87% 5.68% Goodyear $3.2 $3.6 $0.4 0.24% 0.26% Guadalupe $3.9 $0.1 ($3.8) 0.28% 0.01% Litchfield Park $0.0 $3.1 $3.1 0.00% 0.23% Mesa $259.9 $268.4 $8.5 19.11% 19.44% Paradise Valley $3.5 $7.4 $3.9 0.26% 0.54% Peoria $25.4 $30.6 $5.2 1.87% 2.22% Phoenix $435.0 $438.1 $3.1 31.98% 31.74% Queen Creek $0.0 $0.8 $0.8 0.00% 0.06% Salt River Reservation $0.7 $0.0 ($0.7) 0.05% 0.00% Scottsdale $137.1 $143.7 $6.6 10.08% 10.41% Surprise $4.7 $3.2 ($1.5) 0.35% 0.23% Tempe $145.7 $145.8 $0.1 10.72% 10.56% Tolleson $4.9 $4.3 ($0.7) 0.36% 0.31% Wickenburg $0.0 $0.3 $0.3 0.00% 0.02% Youngtown $0.6 $0.2 ($0.4) 0.05% 0.02% $1,359.9 $1,380.5 $20.6 100.00% 100.00%
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6/10/2015
Transit Life Cycle Program 2015 Model Update
June 18, 2015
Overview
• Financial models are balanced • Bus surplus $35.2 million • Rail surplus $23.1 million
• Update funding for Tempe Streetcar • Proposed policy change
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1 6/10/2015
Capital Program
• Add a project to show bus PTF supporting Tempe Streetcar – Beginning in FY2018 – $1.25 million per year for 8 years – Total amount required to be determined by final cost of Streetcar project
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Operating Program
• Reduction in programmed PTF funding for Tempe service – Beginning in FY2018 – $1.25 million per year for 8 years – Amount and timing to be updated annually
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2 6/10/2015
Policy Change • Update jurisdictional equity policies to include new policy g) – A jurisdiction with a light rail/high capacity transit project in the current TLCP may request that a portion of its bus PTF jurisdictional equity allocation be transferred to supplement capital funding for such light rail/high capacity transit project provided that: • The transfer of funds does not cause the sub-regional jurisdictional equity to be out of balance, (as defined in policy c); and • The requesting jurisdiction reduces funding for other bus program projects in the amount of the transfer to the rail program to ensure its jurisdictional equity does not become negative; and • The transfer of funds does not result in a reduction of regional or cross- jurisdictional bus service, unless such reduction is a result of Board- approved performance-based service changes completed through the Short Range Transit Program; and • If the transfer of funds is completed over time resulting in an increased need for financing the rail program, additional funds will be transferred from the requesting jurisdiction to pay the incremental finance costs. • Each succeeding update to the TLCP will review and confirm the provisions of policy g) are upheld. 5
Cash Flow Summary
Funding Surplus / Bus Program TLCP Totals Shortfall Total Program Revenues $2,990.1 Total Operating Costs ($1,736.3) Funding surplus before capital and financing $1,253.9 Total Capital Costs ($1,195.6) Financing Needs anticipated: Proceeds Debt Service Series 2009 $50.0 ($73.0)
Total Financing $50.0 ($73.0) ($23.0) Total Program Cost 2026 ($2,954.9) Net Fund Balance $35.2
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3 6/10/2015
JE Summary
Calculated Policy Percent Sub‐region Allocation Allocation Difference Difference Central $435.0 $438.1 $3.1 0.72% East $763.6 $782.5 $18.8 2.41% West $161.3 $159.9 ($1.4) ‐0.86% $1,359.9 $1,380.5 $20.6 1.49%
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Rail Program
• No changes to rail program • Approved by METRO Board of Directors on May 21, 2015
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4 6/10/2015
2015 Proposed Update Cash Flow Summary
Funding Surplus / Rail program TLCP Totals Shortfall Total Program Revenues $3,334.4 Total Base Program Cost ($3,032.4) Funding surplus before PTF utility expenses and financing $302.0 Non Prior Right Utility Relocations ($218.5) ($218.5) Financing Needs anticipated: Proceeds Debt Service Series 2009 $55.5 ($77.9) Series 2014 $135.4 ($156.9) Series 2017 $61.6 ($72.9) Term 2021 $0.0 $0.0 Term 2023 $25.0 ($28.7) Advance Funds by Phoenix $60.0 ($61.5) Total Financing $337.5 ($397.9) ($60.4) Total Program Cost 2026 ($3,311.2) Net Fund Balance $23.1 9
Recommendation
• It is recommended that the Board of Directors approve the 2015 TLCP Update and TLCP policy change.
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DATE AGENDA ITEM 6 June 10, 2015
SUBJECT Valley Metro Service Animal Policy
PURPOSE To provide information to the Board of Directors on updates to Valley Metro’s Service Animal Policy.
BACKGROUND/DISCUSSION/CONSIDERATION In keeping with requirements of the Americans with Disabilities Act and Arizona State law, Valley Metro permits passengers to travel with service animals on all buses, trains, Dial-a-Ride vehicles and in any Valley Metro facilities. However, Valley Metro policy is being updated to more clearly define the legal definition of the term “service animal”, describe the process which Valley Metro will use in order to verify that any particular animal is a service animal as defined by the ADA, and define Valley Metro’s expectations of customers traveling with service animals.
COST AND BUDGET There is no cost associated with this item.
COMMITTEE PROCESS RTAG: May 19, 2015 for Information TMC: June 3, 2015 for Information Board of Directors: June 18, 2015 for Information
RECOMMENDATION This item is being presented for information only.
CONTACT Ron Brooks Accessible Transit Services Manager 602-716-2107 [email protected]
ATTACHMENT Service Animal Policy
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433
6/10/2015
Valley Metro Service Animal Policy
June 2015
Purpose
To provide information regarding updates which Valley Metro is making to its Service Animal Policy.
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Current Service Animal Policy
• Persons with disabilities who use service animals may board with the service animal regardless of fare category. • Operators may ask any passenger if their animal is a service animal and/or if the animal assists them with their disability, but may not require certification or identification for service animals. • Passengers using service animals must keep their animals under control and the animal must not pose a threat to other passengers. Failure to do so may result in the passenger being requested to exit the vehicle.
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Issues with Current Policy • Definition of “service animal” is vague. - Creates confusion about other animals like “companion” and “therapy” animals. • Questions which VM Operators can ask to verify that an animal is a service animal differ from those permitted by the ADA. • Expectations for passengers using service animals are not clearly defined.
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2 6/10/2015
Summary of Proposed Policy
• Permits service animals as defined by ADA. • Denies access when: – Animal is not a service animal as defined by ADA – When animal is not under the control of the handler – When animal poses a direct threat to others • Specifies operator responsibilities, including questions operators may ask. • Clearly defines passenger rights and responsibilities. 5
Next Steps
• Policy will be briefly summarized on car cards to be placed on buses and trains. • Policy will be summarized in appropriate agency publications and on-line. • Complete policy will be available on-line and to the public upon request.
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Ron Brooks
Manager, Accessible Transit Services 602-716-2107 [email protected]
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Valley Metro
Service Animals on Valley Metro Buses, Light Rail Trains and at Valley Metro Bus Stops, Light Rail Stations and Other Facilities
1. Policy Statement 1.1 Valley Metro is committed to taking reasonable measures to ensure that all passengers and the public are able to utilize Valley Metro’s public transportation services and facilities with ease and comfort. Valley Metro has developed this policy to assist those qualified individuals with disabilities who use service animals on the fixed-route bus services, light rail vehicles, Dial-a-Ride services and Valley Metro facilities. In addition, this policy will enable Valley Metro employees and contractors to facilitate utilization by such individuals of Valley Metro’s services and facilities. 1.2 Service animals play an important role in ensuring the independence of individuals with disabilities, and it is Valley Metro’s policy to welcome any service animal that is trained to assist an individual with a disability on our buses, light rail vehicles, Dial-a-Ride vehicles and at all Valley Metro facilities. This policy is designed to assist Valley Metro employees and qualified individuals with disabilities in complying with all State and Federal laws, including the Americans with Disabilities Act of 1990 (“ADA”) and its amendments.
2. APPLICABILITY 2.1 This policy is applicable to Valley Metro employees, contractors, and all qualified individuals with disabilities who travel on Valley Metro buses, light rail vehicles and Dial-a-Ride vehicles or who visit Valley Metro bus stops, shelters, light rail stations and other facilities.
3. DEFINITIONS 3.1 "Direct Threat" means a significant risk of substantial harm to the health and safety of other individuals. 3.2 "Person with a Disability" means an individual who has a physical or mental impairment that substantially limits one or more major life activities of the individual; an individual with a record of such impairment; or being regarded as having such an impairment. 3.3 "User/Owner" means an individual with a disability who requires assistance with one or more daily life activities from a service animal, or service animals. 3.4 "Service Animal" means any dog, or other animal, individually trained to do work or perform tasks for the benefit of a qualified individual with a disability, including psychiatric, cognitive or mental disabilities. Possible tasks that service animals may perform include but are not limited to, guiding individuals who are blind or have low vision, alerting individuals who are deaf or hearing impaired to 1
the presence of people or sounds, pulling a wheelchair, fetching dropped items, assisting an individual during a seizure, retrieving medicine or alerting the individual to a telephone call, providing physical support to assist with balance and stability to individuals with mobility disabilities and assisting individuals including those with cognitive disabilities with navigation. A service animal is not a pet or a comfort animal. 3.5 “Companion Animal” (also referred to as “comfort animal” or “therapy animal”): means an animal which may provide a sense of well-being, comfort or companionship to a person (including individuals with disabilities) but which is not individually trained to perform specific tasks of daily living to assist people with disabilities. Companion animals are subject to Valley Metro’s policies and procedures for transporting pets. Companion animals are not the same as service animals, and they do not have the same rights as service animals to board and ride Valley Metro buses, light rail vehicles and Dial-a-Ride vehicles.
4. STANDARDS 4.1 Owners/users of service animals are welcome in all Valley Metro facilities and on-board all Valley Metro buses, light rail vehicles and Dial-a-Ride vehicles, whether owned or operated by Valley Metro or any contractor or subcontractor thereto. Companion, comfort and therapy animals are not permitted in Valley Metro facilities or on Valley Metro buses and light rail vehicles unless they can be stowed within an enclosed pet carrier that fits on the customer’s lap or on the floor beneath the customer’s seat. 4.2 Employees of Valley Metro, its contractors and subcontractors may ask the following questions to verify that an animal traveling with a Valley Metro passenger is a service animal: 4.2.1 Is the animal a service animal? 4.2.2 What specific tasks is the animal trained to perform? 4.3 The user/owner boarding a Valley Metro vehicle with a service animal may not be charged an extra fee for the service animal. 4.4 The user/owner is not limited in the number of service animals he/she may have as each may provide a different type of service. 4.5 The user/owner must be in control of the service animal(s) at all times. 4.6 The service animal(s) must be appropriately trained and be able to perform its tasks for the benefit of the user/owner. 4.7 There is no specific requirement about how to board a service animal onto the bus, light rail vehicle or Dial-a-Ride vehicle. The vehicle operator should ask the user/owner how he/she would like to board with his/her service animal(s), and follow the requested procedures, if appropriate. An operator may call Dispatch for assistance. 4.8 Users/owners with service animals may not be required to sit in a specified area. 4.9 Service animals must sit or lie at their owner’s feet or may be held in the owner’s lap. 2
4.10 Service animals may not occupy a seat or block any aisle, vehicle entrance or exit. 4.11 A person’s right to travel with a service animal may not be denied even if there is another passenger who is afraid of animals or who has an allergy to the service animal. In such instances, the passenger with the service animal may board as normal, and the passenger who is allergic to, or afraid of, the service animal may board the bus at a different door and sit or stand in a location as far from the service animal and its owner/user as possible. 4.12 A service animal may be barred from Valley Metro facilities, buses and/or light rail vehicles when: 4.12.1 The animal causes damage to Valley Metro buses, light rail vehicles or facilities. 4.12.2 The animal poses a direct threat to the health or safety of other passengers or employees. 4.12.3 The owner/user is unable to maintain verbal or physical control over the animal. 4.13 Valley Metro may not bar access to a service animal based on experience with other service animals of the same type or breed, or on an unreasonable fear that is not related to the service animal's actual behavior. 4.14 Other passengers are requested not to call, touch or interfere with a service animal without the consent of its owner/user. 4.15 Any individual who violates this policy may be required to exit Valley Metro facilities, buses and/or light rail vehicles.
5. OWNER/USER RESPONSIBILITIES 5.1 Read and become familiar with Valley Metro’s service animal policies 5.2 Be prepared to explain whether or not your animal is a service animal and what task(s) of daily living your animal(s) is/are trained to perform 5.3 Know the best way to safely board and ride with your service animal(s) 5.4 Maintain continuous verbal and/or physical control over your service animal(s) at Valley Metro facilities or when riding Valley Metro buses, light rail vehicles and/or Dial-a-Ride vehicles 5.5 Immediately control any inappropriate or threatening behavior exhibited by your service animal while visiting Valley Metro facilities or when riding Valley Metro buses, light rail vehicles or Dial-a-Ride vehicles 5.6 Request drivers or other Valley Metro personnel to provide assistance when boarding, riding or disembarking the bus, light rail vehicle or Dial-a-Ride vehicle with your service animal(s) 5.7 Reimburse Valley Metro for any damage which your service animal causes when visiting Valley Metro facilities or riding Valley Metro buses, light rail vehicles and/or Dial-a-Ride vehicles
6. TRAINING FOR VALLEY METRO EMPLOYEES 6.1 All front-line employees of Valley Metro, its contractors and subcontractors, 3
including drivers, supervisors, dispatchers, Customer Service Representatives and key management personnel, will be provided with training regarding the requirements of the Americans with Disabilities Act (ADA), ADA service animal requirements, applicable state or local service animal laws or regulations regarding this policy. Valley Metro will also provide refresher training as warranted.
7. COMPLAINTS 7.1 General Complaints 7.2 If an individual believes that Valley Metro has violated this policy , the individual may file a general complaint describing the alleged violation. A Manager at Valley Metro, its contractor or subcontractor will research the matter, take appropriate actions to address any areas of alleged poor performance, and advise the passenger (if requested) of any findings and/or actions taken. General complaints may be filed by: 7.2.1 Calling Valley Metro’s Customer Service Department at (602) 253-5000 7.2.2 Sending an email to [email protected] 7.2.3 Filing a complaint on-line at http://www.valleymetro.org 7.2.4 General complaints usually are answered within 10 business days 7.3 ADA-specific Complaints 7.4 If an individual believes that Valley Metro or any of its employees, contractors or subcontractors, is systematically violating the ADA requirements regarding passengers who use service animals, the individual can file an ADA complaint with Valley Metro. Valley Metro and its contractors and subcontractors will research ADA complaints, identify any legal violations which may have occurred, identify the actions to be taken to correct the performance and contact the complainant with findings and next steps. ADA complaints may be filed: 7.4.1 On-line at http://www.valleymetro.org/accessibility/ada_form. 7.4.2 In writing at Valley Metro, 4600 E. Washington St. Ste. 101, Phoenix, AZ 85034 7.4.3 Assistance with the on-line form can be provided at (602) 253-5000 7.4.4 In accordance with federal law, ADA complaints must be addressed within 45 calendar days. 7.5 Individuals may also file ADA complaints (including complaints alleging discrimination based on the presence of a service animal) with the Federal Transportation Administration (FTA), Office of Civil Rights. 7.5.1 By phone: Toll-free at 1 (888) 446-4511 7.5.2 By TTY/TDD – The Federal Relay Service toll-free at (800) 877-8339 7.5.3 On-line at http://www.fta.dot.gov/civilrights/ada/civil_rights_3889.html.
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DATE AGENDA ITEM 7 May 27, 2015
SUBJECT Valley Metro Reasonable Modification Policy
PURPOSE To provide information to the Board of Directors regarding a new Reasonable Modifications Policy which Valley Metro is implementing in accordance with new Americans with Disabilities Act requirements recently promulgated by the U.S. Department of Transportation.
BACKGROUND/DISCUSSION/CONSIDERATION A “Reasonable Modification” is a modification of a policy, procedure or practice which a covered entity makes in order to provide access to a person with a disability who would otherwise not have access to the covered entity’s products or services. To be “reasonable”, the modification must be necessary for the person with a disability to access the service; must not fundamentally alter the nature of the service; must not pose a direct threat to the safety of others; and must not pose an undue financial or operational burden to the covered entity.
Since its adoption in 1990, the Americans with Disabilities Act (ADA) has required all covered entities, excluding public transit agencies, to make “reasonable modifications” to policies, procedures and practices when doing so would be necessary to ensure accessibility for a person with a disability.
In 2006, the U.S. Department of Transportation (USDOT) issued a “Notice of Proposed Rule Making” (NPRM) seeking to require transit agencies to make reasonable modifications, and in March of 2015, the USDOT issued a Final Rule, implementing this requirement with an effective date of July 13, 2015.
Valley Metro and the other transit and Dial-a-Ride providers throughout the region already make reasonable modifications when requested by a person with a disability. Examples of these reasonable modifications include, but are not limited to:
• A Bus operator stopping at the closest safe boarding area when a stop is closed or inaccessible • A Paratransit operator providing assistance to/from the door when a passenger needs assistance getting between the vehicle and the door • A Paratransit operator carrying packages when a person with a disability needs this assistance • Bus, paratransit or light rail personnel assisting with processing of a passenger’s fare
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433
Thus, for Valley Metro, the new federal Reasonable Modification requirements do not necessitate a change in practice, but rather the formalization of current practice into a policy which can then be communicated to customers and then consistently applied across the region.
COST AND BUDGET There is no cost associated with this item.
COMMITTEE PROCESS RTAG: May 19, 2015 for Information TMC: June 3, 2015 for Information Board of Directors: June 18, 2015 for Information
RECOMMENDATION This item is being presented for information only.
CONTACT Ron Brooks Accessible Transit Services Manager 602-716-2107 [email protected]
ATTACHMENT Reasonable Modification Policy
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6/10/2015
Valley Metro Reasonable Modifications Policy June 2015
Purpose
To provide information regarding Valley Metro’s new ADA Reasonable Modifications Policy which will be implemented in accordance with new USDOT requirements.
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Reasonable Modifications
Modification of a policy, procedure or practice that is necessary to permit a person with a disability to use service • Necessary in order for the person to access service • Must not fundamentally alter the nature of service • Must not create a “direct threat” to the safety of others • Must not pose an undue financial or operational burden
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Summary of Reasonable Modifications Policy • Applies to all bus, rail and paratransit services • Individuals will contact VM to request reasonable modifications. • VM will make decisions with concurrence from involved providers. • Individuals may appeal decisions with which they disagree. • Information about policy will be made available on-line and in transit and paratransit publications. 4
2 6/10/2015
Ron Brooks
Manager, Accessible Transit Services 602-716-2107 [email protected]
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Valley Metro Policy for Requesting and Receiving Reasonable Modifications
Purpose
This document (herein referred to as “Reasonable Modifications Policy” sets forth the policy and procedures which Valley Metro will use to receive and act on requests for modifications of transportation policies and procedures (herein referred to as “Reasonable Modifications” or “RM’s”) made by people with disabilities in accordance with the Reasonable Modifications requirements of the Americans with Disabilities Act.
Valley Metro is committed to providing reasonable modification(s) to its fixed-route bus, light rail, and/or ADA paratransit operating policies, practices and/or procedures in order to ensure that its services, programs and facilities are accessible to and usable by individuals with disabilities.
Reasonable Modification
A reasonable modification is a change in Valley Metro’s service policies and practices in circumstances where established practices may prevent individuals with disabilities from accessing and participating fully in Valley Metro’s programs, services and facilities.
Responsible Employee
Valley Metro’s Manager of Accessible Transit Services (ATS Manager) is responsible for implementing this policy and procedures.
Coordination with Participating Communities
This procedure is designed to be used in conjunction with communities that choose to participate in a coordinated, regional approach. Valley Metro will coordinate the receipt, review and documentation of all requests for RM’s. Individuals with disabilities who travel throughout the region will not have to file duplicate requests with each participating community.
The ATS Manager or his/her designee will handle RM requests. Each participating community will designate one person to work with the ATS Manager.
Policy Advertisement
Valley Metro will provide a link to the full text of the RM policy and procedures on its website (www.valleymetro.org). The policy includes information about how to make requests for reasonable modifications of its policies. A summary of the Reasonable Modification policy also will be included in the Valley Metro “Transit Book” as well as in each Dial-A-Ride “Ride Guide.” Participating communities also may provide information about the Reasonable Modification policy in similar ways.
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Requesting a Reasonable Modification
Individuals may request RM’s on-line, by email, in writing or by phone. To facilitate this process, Valley Metro will make this policy and the Reasonable Modifications Request Form (Attachment A) available on-line and in hard-copy upon request.
Valley Metro also will make this policy and the Reasonable Modifications Request Form available in the following alternate formats: large print, braille, audio and electronic (Word or text file formats). This policy and the Reasonable Modifications Request Form also will be available in Spanish.
On-Line - The customer must complete the On-Line Request Form and attach any supplemental information required by this policy. By Email – The customer must send a completed copy of this form to Valley Metro at [email protected] along with any supplemental information required by this policy. In Writing– The customer must complete the On-Line Request Form and attach any supplemental information required by this policy. The completed form and all attachments should be mailed to: Manager of Accessible Transit Services, 4600 E. Washington Street, Phoenix, AZ 85034. By Phone – The customer may request a Reasonable Modification by contacting Valley Metro at (602) 716-2100, Option 1, during standard Valley Metro business hours. Staff will either email, fax or mail this policy and the Reasonable Modifications Request Form to the customer. If needed, staff will complete the on-line form for the customer, based on information provided by the customer.
Evaluating Requests
Upon receipt of a Request for a Reasonable Modification, Valley Metro staff will evaluate each request as follows:
Initial review for completeness – Staff will review the information in the Reasonable Modifications Request Form and all supplemental documentation to ensure that the request is complete. If a request is incomplete, staff will follow up with the customer to advise him/her of the missing information. However, no action will be taken on the request until it is complete. When the request is complete, it will be forwarded to the ATS Manager or his/her designee. The ATS Manager will distribute a copy of the request (along with any and all supporting documentation provided by the requestor) to any transit or paratransit provider which may be called upon to provide the requested modification. When all parties have been provided a copy of the RM request, the ATS Manager will review the request, in consultation with the transit and paratransit providers which may be affected, to determine the best course of action. Within
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five (5) business days, the ATS Manager (in consultation with all potentially affected service providers) will decide either to: o Grant the modification requested by the customer. o Deny the modification requested by the customer. If a request is denied, consideration will be given to alternate approaches and/or modifications that will enable the customer to participate in the service(s) and/or benefit from the program(s). o Negotiate the request and offer an alternate modification. If a request is negotiated and an alternate modification is proposed, priority will be given to alternate modifications which provide services, programs and activities in the most integrated setting appropriate to the needs of individuals with disabilities. Because transit and paratransit systems across the region have different types of fleets, different operating rules and operate in different areas, it is possible that a requested modification may be feasible for one provider but not for another. When communicating Valley Metro’s final decision regarding each requested modification, the ATS Manager will provide an explanation of any limitations placed on the extent to which a request can be fulfilled.
Factors to Consider in the Evaluation of Requests for Reasonable Modification
The ATS Manager and/or his/her designee will consider the following factors when reviewing and responding to Requests for Reasonable Modifications: 1. Does the requestor have a disability?: Does the person requesting the modification have a disability? Is the disability “apparent?” (This might include using a mobility device (wheelchair, walker) or using a long white cane or service dog). If the noted disability is not apparent, is adequate documentation of disability provided? (This might include a current ADA paratransit eligibility ID number, or some reasonable documentation forwarded by the requestor). If the requestor has a disability, proceed. If not, the requested modification will be denied. 2. Is the requested modification necessary to enable nondiscriminatory use of the service?: Consider the policy/procedure that the requestor has asked to have modified. Also consider the requestor’s disability and the stated reason for being unable to use the service in a nondiscriminatory manner. Does the current policy/procedure keep the requestor from using the service in a nondiscriminatory way because of the disability? Is the requestor unable to use the service in a nondiscriminatory way because of the current policy/procedure, or is the reasonable modification being requested as a convenience or personal preference? If the current policy/procedure does prevent nondiscriminatory use of the service, proceed. If not, the requested modification will be denied. 3. Would the requested modification fundamentally change the nature of the service, program or activity?: If no, proceed. If yes, the modification will be denied.
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4. Would implementation of the requested modification create a situation that would pose a direct threat to the health or safety of others?: If no, proceed. If yes, the exact threat should be documented in writing and the modification should be denied. (Note that possible safety threats to the requestor cannot be used as a reason to deny the requested modification. However, if there are possible safety risks for the requestor, these should be clearly communicated to and acknowledged by the requestor before any modifications are made). 5. Would implementation of the requested modification create an undue administrative or financial burden?: This could be a burden to Valley Metro, a participating community, or contractors providing the service. If no, proceed. If yes, the undue burden should be spelled out in detail, in writing, and the requested modification will be denied.
Examples of Reasonable Modifications
The following list, developed by the USDOT, provides examples of when reasonable modification should generally be made. This list is intended only to provide examples and does not constitute an exhaustive list of the reasonable modifications that Valley Metro may provide, nor does the appearance of any reasonable modification on this list suggest or guarantee that Valley Metro can or will provide the modification in all circumstances. Stopping a fixed-route bus a short distance from the bus stop sign to allow a wheelchair user to avoid an obstacle, such as road construction, to boarding using a lift/ramp (assuming the alternate location does not create an unsafe traffic situation). Permitting passengers to board fixed route or DAR vehicles separate from their mobility device in order to not exceed the weight-bearing load of the lift/ramp (assuming rider can do so safely and the vehicle can bear the combined weight of the passenger and his/her mobility device). Having the vehicle operator wait with a DAR passenger at a transfer location until the connecting vehicle arrives, or providing a direct ride without a transfer, if the passenger cannot be left unattended at a transfer location. At large facilities, such as malls and hospital complexes, DAR passengers who, because of a disability are unable to get to or from designated pickup and drop- off locations, will be dropped off and/or picked up at requested entrances within the facility. For passengers whose disability prevents them from independently using the fare collection systems on fixed-route buses or DAR vehicles, driver will assist with the handling of cash or fare media and with the insertion of cash into the fare box, or with the swiping of a pass or ticket through the fare box. (This does NOT include reaching into passenger backpacks, pockets, etc.) Riders may eat, drink or take medicine on transit vehicles or in transit facilities when doing so is medically necessary for the rider’s safety and is related to a documented disability.
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Responding to Requests for Reasonable Modifications
The ATS Manager (in consultation with those providers involved in a requested modification) will have five (5) business days to review and decide on each RM request. The ATS Manager will have an additional (5) business days to provide a final response to the customer
The response will be provided via email if the request was received by email, and by letter (USPS) if the request was made via telephone or letter. Appropriate alternative formats will be used if requested. Acknowledgement of receipt will be requested for all responses.
If a request is denied, or if an alternate modification is proposed, the response will detail the reasons for the denial. Requestors also will be informed of their right to appeal and how to initiate an appeal (see “Appeals”).
Notice of Decision/Outcome – The ATS Manager will send a copy of the response to all participating service providers, to be disseminated as appropriate.
Amendment of Operating Procedure: If a Request for a Reasonable Modification is granted, the appropriate Operations staff will prepare new or amended operating procedure documents and distribute as appropriate. Reasonable modifications generally will be implemented in Operations within seven (7) calendar days, unless the ATS Manager negotiates a longer timeframe with the customer. If a longer timeframe is needed, staff will inform the ATS Manager and indicate a date by which the reasonable modification can be in place.
Records of Requests and Outcomes: The ATS Manager will maintain the following records for a period of not less than five (5) years: Copy of the completed Reasonable Modifications Request Form with all supplemental information Copy of the final decision as communicated to the customer Copy of any appeal with all supplemental information and the final decision of the Appeals Panel Any other pertinent information garnered in connection with the request
Appeals
If Valley Metro denies the requested Reasonable Modification, or in the event the customer does not agree with the modification offered by Valley Metro, the customer may appeal Valley Metro’s decision. Requests for appeals must be made either by email ([email protected]) or by sending a written request to:
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Manager of Accessible Transit Services, Valley Metro, 4600 E. Washington St. Ste. 101, Phoenix, AZ 85034.
A request for an appeal must be received no later than sixty (60) days after the date of Valley Metro’s denial or offer of an alternate modification. After sixty days, the customer must initiate a new Request for a Reasonable Modification.
Individuals will be given an opportunity to be heard in person and to bring advocates. If a customer chooses not to appear in person, he or she will be permitted to submit additional documentation.
Appeals will be heard by a Reasonable Modification Appeal Panel consisting of: (1) the ADA or Transportation Coordinator (or that person’s designee) of the customer’s city of residence; 2) a transit or paratransit Operations Manager from one of the agencies who operates service within the customer’s city of residence; and 3) a member appointed by Valley Metro’s Legal Department. None of the members of the Reasonable Modification Appeal Panel will be directly involved in the original decision-making and outcome, or be in a direct line of authority with any of those who made the original determination.
Appeals will be scheduled as soon as is practicable but not more than thirty (30) days after the receipt of a written appeal request. The outcome of the appeal will be made in writing within thirty (30) calendar days of the date the appeal is heard. If an appeal upholds Valley Metro’s original determination(s), the reasoning behind the outcome will be included in the written notification.
In-Service Requests
Individuals are encouraged to request Reasonable Modifications in advance of using the service whenever possible, and if the issue is known in advance. If issues with policies and procedures are encountered while using the service(s), individuals may make a request for a reasonable modification to the appropriate employee on-site (for example, the driver of the fixed route bus or Dial-A-Ride vehicle). The employee on-site will contact and inform dispatch of the request. Dispatch will provide direction as to whether or not to make the requested modification, and will document the request and any action(s) taken. Individuals are encouraged to make formal request so that appropriate service will be provided thereafter.
Training
Within ninety (90) calendar days of the issuance of this policy and procedures, all transit and paratransit service operations management personnel will be provided with training regarding this policy and procedures. Appropriate training regarding Reasonable Modification requests made “in-service” (or “on-site) will be developed for all front-line personnel. This training will be incorporated into refresher and new hire training within ninety (90) additional calendar days.
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Attachment A Valley Metro Reasonable Modification Request Form
Name of rider: ______
Street Address: ______
City: ______State: ______Zip Code: ______
Telephone number: (______) ______- ______
Email address: ______
If the request is being made by someone else on behalf of the rider, please provide name, relationship to the rider, and telephone number:
Advocate name: ______
Relationship to rider: ______
Telephone number: (______) ______- ______
1. Describe the rider’s disability or disabilities. ______
If the rider has been determined ADA paratransit eligible by Valley Metro, please provide the riders ADA eligibility ID number: ______
If the rider does not have an ADA eligibility ID number, please attach some form of documentation verifying the rider’s disability.
2. Describe the service policy or program that may need to be modified to allow the rider full access to the transit services provided. ______
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3. How does the current service policy or program prevent the rider from using the transit service or program? ______
4. Please describe the specific modification to the current policy/procedure that you are requesting. ______
5. How would you like Valley Metro to respond to your request?
___ In writing to the address listed above ___ By email to the address listed above
If future communications regarding this request are needed in an alternate format, please indicate the appropriate format below:
___ large print (font size needed: ______) ___ Spanish
This form can be requested in large print or Spanish by calling 602-253-5000; TTY 602-251-2039; or emailing [email protected]).
Please send the completed form and any required documentation of disability to:
Manager, Accessible Transit Services Valley Metro 4600 E. Washington Street Phoenix, AZ 85034
Electronic versions of the completed form and scans of required documentation of disability should be sent to [email protected].
Valley Metro will provide a written response to your Request for a Reasonable Modification within seven (7) days of its receipt. To check on the status of the request, call Valley Metro Customer Service at (602) 253-5000; TTY: (602) 251-2039.
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DATE AGENDA ITEM 8 June 10, 2015
SUBJECT Election of Valley Metro RPTA Budget and Finance Subcommittee Members
PURPOSE To elect Valley Metro RPTA Budget and Finance Subcommittee (BFS) members for Fiscal Year 2016 (FY16).
BACKGROUND/DISCUSSION/CONSIDERATION At the February 2008 Board meeting, the Board adopted guidelines for the BFS. In those guidelines it states the terms of membership shall be two years, with the ability to be reelected by the Board. No members shall serve more than four years as a BFS member. The guidelines also state that one of the five subcommittee members will always be the elected official representing the City of Phoenix on the Valley Metro RPTA Board. A member’s financial background will be considered along with their regional representation as part of the election process.
Currently, members of the BFS are listed below along with expiration date of the terms.
BFS Member City/Town Term Expires Vice Mayor Joe Pizzillo City of Goodyear June 2015* Councilmember Suzanne Klapp City of Scottsdale January 2015* Councilmember Gary Sherwood City of Avondale June 2016* Councilmember Jenn Daniels Town of Gilbert June 2016 Councilmember Thelda Williams City of Phoenix Permanent Seat *Eligible for reelection
A letter from the Chairman was distributed to Board members on May 27, 2015 requesting letters of interest to serve on the BFS. The letters of interest for the two positions eligible for election/reelection are attached for your information.
COMMITTEE PROCESS Board of Directors: June 18, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors elect Board members to serve on the RPTA BFS for FY16.
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
CONTACT PERSON John Farry Government Relations Officer 602-744-5550 [email protected]
ATTACHMENT Letters of Interest
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DATE AGENDA ITEM 9 June 10, 2015
SUBJECT Election of Valley Metro RPTA and Valley Metro Rail (RPTA/VMR) Board Subcommittee Members
PURPOSE To elect RPTA Board members to the RPTA/VMR Board Subcommittee for Fiscal Year 2016 (FY16).
BACKGROUND/DISCUSSION/CONSIDERATION At the February 16, 2012 Board meetings of Valley Metro RPTA and Valley Metro Rail (VMR), the respective Boards agreed to enter into an Intergovernmental Agreement (IGA) regarding the Single Chief Executive Officer. Provisions of the IGA state that a subcommittee consisting of 4 total members (two from each Board) be established. The IGA created the subcommittee to:
Resolve conflicting direction that the CEO may receive from the Valley Metro RPTA Board and the VMR Board. Establish recommended annual goals for the CEO that are subject to the approval of the Valley Metro RPTA Board and the VMR Board. Evaluate the CEO’s achievement of assigned annual goals consistent with the CEO’s Employment Agreement and provide recommendations to the Valley Metro RPTA Board and the VVMR Board.
According to the Subcommittee guidelines, members will be elected by the Board at the last meeting of the fiscal year or in the same month as Board Officer elections. Terms of membership shall be one year, with the ability to be reelected by the Board. Current Subcommittee members are:
Valley Metro RPTA o Councilmember Thelda Williams, City of Phoenix o Councilmember Kathie Farr, City of Tolleson Valley Metro Rail o Councilmember Gary Sherwood, City of Glendale o Councilmember Rick Heumann, City of Mesa
A memo from the Chairman was distributed to Board members on May 27, 2015 requesting letters on interest to serve on the Subcommittee. At the date of this mailing only one letter of interest has been received for the RPTA positions (see attached). The time limit to submit letters of interest has been extended through June 12, 2015. Additional letters of interest received will be forwarded to the Board on June 15, 2015.
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
COMMITTEE PROCESS Board of Directors: June 18, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors elect two Board members to serve on the RPTA/VMR Board Subcommittee for FY16.
CONTACT PERSON John Farry Government Relations Officer 602-744-5550 [email protected]
ATTACHMENT Letter of Interest
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DATE AGENDA ITEM 10 June 10, 2015
SUBJECT Future Agenda Items Request and Report on Current Events
PURPOSE Chair McDonald will request future agenda items from members, and members may provide a report on current events.
BACKGROUND/DISCUSSION/CONSIDERATION None
COST AND BUDGET None
COMMITTEE PROCESS None
RECOMMENDATION This item is presented for information only.
CONTACT Steve Banta Chief Executive Officer 602-262-7433 [email protected]
ATTACHMENT Pending Items Request
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
Pending Items Request
Item Requested Date Requested Planned Follow-up Date
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June 10, 2015
Board of Directors Thursday, June 18, 2015 Lake Powell Conference Room 101 N. 1st Avenue, 10th Floor 1:15 p.m.
Action Recommended
1. Public Comment 1. For information
A 15-minute opportunity will be provided to members of the public at the beginning of the meeting to address the Board on all agenda items. The Chair may recognize members of the public during the meeting at his/her discretion. Up to three minutes will be provided per speaker or a total of 15 minutes total for all speakers.
2. Minutes 2. For action
Minutes from the May 21, 2015 Board meeting are presented for approval.
3. Chief Executive Officer’s Report 3. For information
Steve Banta, Chief Executive Officer (CEO), will brief the Board on current issues.
4. Authorization to Exercise Option Year One and Make a 4. For action Contract Value Adjustment to the Fare Inspection and Security Services Contract with AlliedBarton
Steve Banta, CEO, will introduce Adrian Ruiz, Director of Safety and Security, who will request that the Board of Directors authorize the CEO to exercise option year one for the period October 1, 2015 to September 30, 2016, and to execute a contract value adjustment to the Fare Inspection and Security Services Contract with AlliedBarton in an amount not to exceed $3,650,000 for the period of October 1, 2015 to September 30, 2016. VMR portion will not exceed $3,400,000.
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433
5. Contract Award for Advertising Sales Services 5. For action
Steve Banta, CEO will introduce Hillary Foose, Director of Marketing and Communication who will request that the Board authorize the CEO to execute a five-year base contract with two, three-year renewal options (total of 11 years) for a revenue- generating agreement with OUTFRONT MEDIA for Advertising Sales Services.
6. Valley Metro Service Animal Policy 6. For information
Steve Banta, CEO, will introduce Ron Brooks, Accessible Transit Services Manager, who will provide information to the Board of Directors on updates to Valley Metro’s Service Animal Policy.
7. Valley Metro Reasonable Modification Policy 7. For information
Steve Banta, CEO, will introduce Ron Brooks, Accessible Transit Services Manager, who will provide information to the Board of Directors regarding a new Reasonable Modification Policy which Valley Metro is implementing in accordance with new Americans with Disabilities Act requirements recently promulgated by the US Department of Transportation.
8. Election of Officers 8. For action
The Board will elect new Board Officers for Fiscal Year 2016.
9. Election of Valley Metro RPTA and Valley Metro Rail Joint 9. For action Board Subcommittee Members
The Board will be asked to elect Board members to serve on the Valley Metro RPTA and Valley Metro Rail Joint Board Subcommittee.
10. Future Agenda Items Request and Report on Current 10. For information Events
Chair Kavanaugh will request future Board agenda items from members and members may provide a report on current events.
11. Next Meeting 11. For information
The next meeting of the Board is scheduled for Thursday, August 13, 2015 at 1:15 p.m.
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Qualified sign language interpreters are available with 72 hours notice. Materials in alternative formats (large print, audiocassette, or computer diskette) are available upon request. For further information, please call Valley Metro at 602-262-7433 or TTY at 602-251-2039. To attend this meeting via teleconference, contact the receptionist at 602-262-7433 for the dial-in-information. The supporting information for this agenda can be found on our web site at www.valleymetro.org
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DATE AGENDA ITEM 1 June 10, 2015
SUBJECT Public Comment
PURPOSE A 15-minute opportunity will be provided to members of the public at the beginning of the meeting to address the Board on all agenda items. The Chair may recognize members of the public during the meeting at his/her discretion.
BACKGROUND/DISCUSSION/CONSIDERATION None
COST AND BUDGET None
COMMITTEE PROCESS None
RECOMMENDATION This item is presented for information only.
CONTACT Steve Banta Chief Executive Officer 602-262-7433 [email protected]
ATTACHMENT None
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
DATE AGENDA ITEM 2 June 10, 2015
Minutes of the METRO Board of Directors Thursday, May 21, 2015 1:15 p.m.
Meeting Participants Councilmember Dennis Kavanaugh, City of Mesa, Chair Thelda Williams, City of Phoenix, Vice Chair Councilmember Rick Heumann, City of Chandler Councilmember Gary Sherwood, City of Glendale Vice Mayor Corey Woods for Mayor Mark Mitchell, City of Tempe
Chair Kavanaugh called the meeting to order at 1:47 p.m.
We'll go ahead and call our meeting to order for the Valley Metro Rail for Thursday, May 21, 2015.
1. Public Comment
Chair Kavanaugh said under items for our general public comment we have one slip from Mr. Blue Crowley.
Mr. Crowley said I'd like to point out that last month's meeting did not exist because, as I've stated at the RPTA, you have a status. You can be substituted, but the person has to have that same status. If it's an electeds position, you have to have an elected there. You can't use staff.
And with city staff running the meeting and making points and that, I have not filed yet, I will be doing that within the month to make sure that you do the meeting over. But my biggest problem with that was that the acceptance of an extension of a contract and two million dollars added to it for what I've considered to be totally unacceptable, when you have outreach meetings in Glendale to find out for route changes -- that's what the people are doing -- and the announcement is on the buses, was it, two weeks after the meeting occurred, but it wasn't on there before.
When five people are all that come to one in the Arcadia district, seven in Mesa, and in Mesa, you know how I know there were seven, because I made it, I went out there to be a participant. When it's just an activist like me who knows about what's going on and is participating, that's not the way it should be. With technology you should be able to get more of the input from people.
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433
Now you're going to have a meeting here on the 28th on your extensions and your changes, but when you are hiring and increasing this cost by two million dollars, Mr. Banta, that's the part that I really find fascinating.
And as I pointed out, I'm giving them an "F" on what they've done. They don't get out the outreach. They don't try to find out what the citizens want. And you're not putting it to where it should be.
What I do see is, well, we'll eliminate the bus book, and we're going to make it to where it's harder for the citizenry that are most affected by the use of mass transit and tell them, well, if you're not a part of the electrical age, we're going to do it this way.
So you say that you put the information out there, it's not happening. You say that you're doing outreach, well, what was it, a total of thirty-four people for equivalent of six million that are in the metroplex. That's not getting an input from the citizenry.
What we need to do is have 24/7 bus service within all the grids, each of your communities to have stepped up and had the political will to get the moneys to finance actual transit. And when you are creating these parts of the equation, would you do it so that you're using it, because I don't see you using it and it's not getting done.
Chair Kavanaugh said thank you. And Mr. Crowley, I have that staff also come -- staff counsel to talk with you afterwards about the validity of the meeting and about the various approved alternates that each Board member has.
2. Minutes
Chair Kavanaugh said the next item is the approval of the minutes from our April 16 Board meeting. And are there any questions, comments, or changes? Otherwise, I'll entertain a motion for approval.
IT WAS MOVED BY COUNCILMEMBER SHERWOOD, SECONDED BY COUNCILMEMBER WOODS AND UNANIMOUSLY CARRIED TO APPROVE THE APRIL 16, 2015 BOARD MEETING MINUTES.
3. Chief Executive Officer’s Report
Mr. Banta said Mr. Chairman, members of the Board, earlier we recognized the artist Miss Sofia Garcia from Cactus High School with the Design a Wrap Contest. We were very happy to see her here today with her parents and her teacher. We appreciate the fact that we have engaged with our youth as it relates to public transportation and the value thereof.
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Coming up on two weeks ago, three weeks ago, I believe, we had a rail rodeo down at the operations maintenance facility. This is our first international rodeo competition for operators and maintainers. We had many different opportunities for operators to compete and also some skilled tests for our maintenance technicians. A team of five: two operators and three technicians, will compete on behalf of Valley Metro at the 2015 APTA International Rail Rodeo Event in Salt Lake City this year. And as you remember, we've notified you prior, that next year, 2016, we host the rail rodeo here and the conference in Phoenix.
National Dump the Pump Day is Thursday, June 18th. We have a number of different opportunities for Board members to participate. If you'd like to participate, please contact Hillary Foose and we will talk to you about an opportunity at an event.
We've got a "save the date" for you. It's Railvolution. It's coming up in the fall. The conference is in Dallas, Texas. Information can be found on Railvolution.org. I believe that Mr. Sherwood has participated in that conference before. And I also know that there's other interests with Board members. So we are also going to send to you via e- mail other opportunities for you to participate in different conferences through the rest of this year. Be looking for that from Pat over the next day or two.
Ridership is down about 4 percent over last April. The ridership is down a bit across the nation and we do attribute that to gas prices. We remind you that the gas prices in April of this year is $1.11 less than they were in April of last year.
The Legislative update is at your seat.
I'd be glad to answer any questions you might have, Mr. Chairman.
4. Authorization to Exercise Option Year Two and Make a Contract Value Adjustment to the Information Technology Consulting Services Contract with Enterprise Technology
Chair Kavanaugh said the next item is Item 4 - information technology services contract. And we've heard that presentation at our prior meeting. Are there any questions from the Board at this point?
IT WAS MOVED BY COUNCILMEMBER WILLIAMS, SECONDED BY COUNCILMEMBER HEUMANN AND UNANIMOUSLY CARRIED TO AUTHORIZE THE CEO TO EXERCISE OPTION YEAR TWO FOR THE PERIOD DECEMBER 1, 2015 TO NOVEMBER 30, 2016, AND TO EXECUTE A CONTRACT VALUE ADJUSTMENT TO THE INFORMATION TECHNOLOGY CONSULTING SERVICES CONTRACT WITH ETS IN AN AMOUNT NOT TO EXCEED $700,000 FOR THE PERIOD OF JULY 1, 2015 TO NOVEMBER 30, 2016. THE VMR PORTION WILL NOT EXCEED $350,000.
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5. Valley Metro Rail, Inc. Fiscal Year 2016 (FY16) Operating and Capital Budget and Five-Year Operating Forecast and Capital Program (FY 2016 thru 2020)
Chair Kavanaugh said Item 5 is our Operating and Capital Budget and Forecast. I have one public comment, and we're going to go to Mr. Blue Crowley at this point.
Mr. Crowley said I note in here that on the capital projects that the Northwest Extension, as I said, it's coming out to be one that doesn't have a proper origin or destination. Where you have the write-up in here it says that it's stopping at Metrocenter.
Well, it needs to be stopping at the Metrocenter Transit Center. We've invested a lot of money there. I don't need a circulator bus going from a transit center to a rail center. I need both of them to be multimodal and working together.
I also saw in here the, as I pointed out before, the organizational staffing. It's like the ever-expanding leech that they continue to say, well, we're doing this, but we need some more and some more and some more and some more. And as the Councilmembers pointed out, it's your biggest cost, but what are we getting for it.
So when I look at the capital projects and note that on your next one, one of the capital projects it will show is the Northeast Extension. Interesting. And that's going to be built in thirty-four. And we have how much money based into it and, oh, nothing, and nothing, and nothing.
If you're actually doing planning, what are you planning for, because I also note in here that it is based on whether there's the extension of the Prop 400. But not only is it the extension of the Prop 400, how are we deciding where it goes. Thank you.
Chair Kavanaugh said thank you, Mr. Crowley.
Now I know the Board did hear the updates for the budget, so are there any particular questions from the Board with respect to the Valley Metro Rail side? No. Okay. Then we'll entertain a motion.
IT WAS MOVED BY COUNCILMEMBER SHERWOOD, SECONDED BY COUNCILMEMBER WILLIAMS AND UNANIMOUSLY CARRIED TO APPROVE THE FISCAL YEAR 2016 BUDGET (JULY 1, 2015 THRU JUNE 30, 2016) AND ACCEPT THE FIVE-YEAR OPERATING FORECAST CAPITAL PROGRAM (FY 2016 THRU 2020).
6. Transit Life Cycle Program Update
Chair Kavanaugh said Item No. 6. And again, Mr. Crowley has comments on Item No. 6 for us. And this, again, for the Board, this is one where we will be taking action. The RPTA Board was information only.
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Mr. Crowley said you have it down as an action item?
Chair Kavanaugh said yes, we, the Valley Metro Rail Board, need to take it as an action item before the RPTA Board votes on it next month. So that's why we are acting on it this month. The full Board will act on it next month.
Mr. Crowley said well, that's why I didn't comment on it in the RPTA because when it's -- or I had to do that during public comment. As I said, when I look at this and see, well, we're going to be doing the central capital project. And what got me involved in all of this was a project in May 29, 1986, where funding for a bridge over the Deck Park Tunnel had to be okayed so that the rail -- the bridge would be strong enough for the rail.
But there was also a three-story transit center built in the middle of the Deck Park. Now it used to have future transit center wrote on it, now it doesn't have that. But when I see that we're bringing in the west valley capital and as soon as it gets to where we could be using that what do you do, Phoenix, you go down to the Capitol instead of coming in I- 10 and getting to that transit center.
Now this isn't the first, as I call them, "Grote-isms," because Mr. Grote, you're the one that pushed for that. And then you also did the one there at the airport terminal of which we did what with that when you did the rail by there, did we use -- oh, no, we didn't use it at all, so I need you to do it better.
I need you to have that west valley coming in and make it all the way to that transit center and finish it out, make it a part of this infrastructure. Since how many millions did we spend to build it, Thelda, and it's the City of Phoenix who isn't doing it. So when you do get your new moneys for transit, are you going to finish that or make it a part of it, no, because why.
Mr. Grote, why do we do it this way?
Mr. Banta, is this the direction you want your corporate entity to have, that we just have lines and we don't finish them up and we don't get it done. Like I said, where is that I-10 transit center as a part of either the rail and/or the bus. When you're coming in along I- 10 you're stopping, what, a mile and a half away, why.
And if you had to go to the Capitol as a part of this part of it being that it is one of the major employers in the area, which are, oh yeah, the City of Phoenix is number one, the County is number two, and then the State is number three.
If you would have brought it in to where it should be, then maybe you could have been servicing all of them. Thank you for your time.
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Chair Kavanaugh said thank you, Mr. Crowley. We will entertain a motion to approve.
IT WAS MOVED BY COUNCILMEMBER SHERWOOD, SECONDED BY COUNCILMEMBER WILLIAMS AND UNANIMOUSLY CARRIED TO APPROVE THE LIGHT RAIL/HIGH CAPACITY TRANSIT ELEMENT OF THE 2015 TLCP UPDATE.
7. New Accessibility Icon
Chair Kavanaugh said and we're on Item No. 7. The accessibility icon. We heard the presentation on that at the last meeting, so we'll entertain a motion from Ms. Williams.
IT WAS MOVED BY COUNCILMEMBER WILLIAMS, SECONDED BY COUNCILMEMBER SHERWOOD AND UNANIMOUSLY CARRIED TO ADOPT THE NEW ACCESSIBILITY ICON.
8. Future Agenda Items Report on Current Events
Mr. Banta said I have nothing.
Chair Kavanaugh said is there any update for the Board on the Fifth Milestone Event, or are you finalizing that before you provide information to the Board?
Mr. Banta said we are finalizing it as we speak.
Chair Kavanaugh said perfect. Great. So stay tuned for that event in a couple weeks where we'll invite you once again back to Mesa. Okay. Any other items?
Councilmember Heumann said for future agenda items, Steve, we had talked about, way back when, about doing survey not among the ridership but non-ridership to try to get a handle -- we're down 4 percent. It might be down nationally with the gas price, but where are we at in terms of that? Could you get us a report coming up?
Mr. Banta said we can. We will.
Chair Kavanaugh said any other requests for future agenda items? If not, we've had a good meeting, so we'll declare the meeting adjourned.
With no further discussion the meeting adjourned at 2:03 p.m.
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DATE AGENDA ITEM 3 June 10, 2015
SUBJECT Chief Executive Officer’s Report
PURPOSE Steve Banta, Chief Executive Officer, will brief the Board on current issues.
BACKGROUND/DISCUSSION/CONSIDERATION None
COST AND BUDGET None
COMMITTEE PROCESS None
RECOMMENDATION This item is presented for information only.
CONTACT Steve Banta Chief Executive Officer 602-262-7433 [email protected]
ATTACHMENT None
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
DATE AGENDA ITEM 4 June 10, 2015
SUBJECT Authorization to Exercise option year one and make a contract value adjustment to the Fare Inspection and Security Services Contract with AlliedBarton
PURPOSE To request authorization for the Chief Executive Officer (CEO) to exercise option year one for the period October 1, 2015 to September 30, 2016, and to execute a contract value adjustment to the Fare Inspection and Security Services Contract with AlliedBarton in an amount not to exceed $3,650,000 for the period of October 1, 2015 to September 30, 2016. VMR portion will not exceed $3,400,000.
BACKGROUND/DISCUSSION/CONSIDERATION In April 2012, RPTA and Valley Metro Rail (VMR) jointly procured Fare Inspection and Security Services. The proposal was for a three-year on-call contract with two one-year options. In August 2012, the VMR Board awarded a three-year contract to Allied Barton.
There is a continued need for Fare Inspection and Security Services. The Contractor’s performance has been satisfactory and it is in the best interest of the Agency to exercise this option. An independent cost estimate including a market analysis was completed. The pricing for this option year is consistent with market and industry standards and has been deemed fair and reasonable.
AlliedBarton provides valuable services ensuring fares are paid by Light Rail passengers along with helping to create a safe environment for passengers on the Light Rail and platforms along the Alignment. This service results in increased public confidence in their safety and well-being while using the Light Rail.
This contract option year one will provide ongoing professional services for Fare Inspection and Security Services through September 30, 2016.
COST AND BUDGET The expenditure for this period is expected not to exceed $3,650,000.
Previously Authorized Current Projected Base Contract Contract Authorized Year 4 (Three years) Amendments Contract Total Expenditure New Contract Amount
RPTA $720,000 $0 $720,000 $250,000 $970,000 VMR $6,390,000 $1,570,000 $7,960,000 $3,400,000 $11,360,000 Total $7,110,000 $1,570,000 $8,690,000 $3,650,000 $12,330,000
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
This option year will bring the total term of the contract to four years (three-year base contract plus one one-year option) and a revised contract authority of $12,330,000 with the RPTA portion being $970,000 and the VMR portion totaling $11,360,000.
The contract extensions are fully funded within the RPTA and Valley Metro Rail FY16 Operating budgets.
COMMITTEE PROCESS RTAG: May 19, 2015 for information RMC: June 3, 2015 approved Board of Directors: June 19, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors authorize the CEO to exercise option year one for the period October 1, 2015 to September 30, 2016, and to execute a contract value adjustment to the Fare Inspection and Security Services Contract with AlliedBarton in an amount not to exceed $3,650,000 for the period of October 1, 2015 to September 30, 2016. VMR portion will not exceed $3,400,000.
CONTACT Adrian Ruiz Director Safety and Security 602-523-6054 [email protected]
ATTACHMENT None
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6/10/2015
Fare Inspection and Security Services
Board of Directors June 18, 2015
Central Mesa Extension-City of Phoenix Roving Supervisor FY16
• Addition of 9 FTE (Fare Inspectors) in preparation for the Central Mesa Extension – Increase of 2 FTEs/shift (from 10 inspectors to 12)
• Addition of 4 roving supervisors for City of Phoenix – New increase of 1 FTE/shift – Existing supervisor in East Valley
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1 6/10/2015
Recommendation
It is recommended that the Board of Directors authorize the CEO to exercise option year one for the period from October 1, 2015 to September 30, 2016, and execute a contract value adjustment to the Fare Inspection and Security Services Contract with Allied Barton in an amount not to exceed $3,650,000. VMR portion will not exceed $3,400,000.
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DATE AGENDA ITEM 5 June 10, 2015
SUBJECT Contract Award for Advertising Sales Services
PURPOSE To request Board authorization for the Chief Executive Officer (CEO) to execute a five- year base contract with two, three-year renewal options (total of 11 years) for a revenue-generating agreement with OUTFRONT Media for Advertising Sales Services.
BACKGROUND/DISCUSSION/CONSIDERATION Valley Metro Rail (VMR) initiated a system advertising program in October 2009 with CBS Outdoor, now OUTFRONT Media. CBS Outdoor was selected following a Request for Proposals (RFP) and the current agreement provides Valley Metro Rail with 60% of the net advertising revenue. This agreement is effective through June 30, 2015, having been extended from October 2014 to allow for a robust and streamlined sales approach during Super Bowl XLIX.
VMR’s advertising revenue has grown each year since the program’s inception in 2009. In the prior fiscal year, FY14, VMR received more than $630,000 in advertising revenue, growing from $103,000 in FY10. FY15 revenue is expected to achieve $1.3 million with the boost of Super Bowl XLIX. FY16 revenue is estimated in the budget as $900,000.
In February 2015, an Advertising Sales Services RFP was issued seeking to continue to enhance the rail system advertising program, which today consists of exterior vehicle wraps, interior ceiling advertisements and station displays. The RFP was also written to allow the selected contractor to support other areas of advertising that Valley Metro and member cities may want to pursue in the future, including bus and vanpool advertising. Rates would be negotiated and Board-approved contract change order(s) would occur if these additional advertising opportunities become of interest.
Four proposals were received; one was deemed non-responsive as the company offered a program inconsistent with the request of the RFP. Three proposals were evaluated:
Becker Boards Small, Inc. & bluemedia, inc. Joint Venture Clear Channel Outdoor OUTFRONT Media
The evaluation panel consisted of Valley Metro communications, operations and financial staff and a representative from Phoenix and Tempe. Proposals were evaluated on qualifications/experience of firm; qualifications/experience of assigned personnel; understanding/approach to the scope of services; financial stability; and the revenue offer. VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
After a thorough review, including in-person interviews, the evaluation panel identified OUTFRONT Media as the best value for Valley Metro. OUTFRONT offers extensive national and regional, multi-modal transit advertising experience; dedicated, local sales and operations staff; strong emphasis on safety and coordination in an active transit environment; and the most favorable revenue offer.
The contract term will be organized as a five-year base with two, three-year options beginning July 1, 2015. The long-term nature of this contract provides program stability, yet sufficient windows of opportunity to re-negotiate as/if market conditions change. Longer contract terms are common for this type of revenue-generating agreement in the transit industry, including the advertising contracts of the City of Phoenix, TriMet (Portland), San Diego Metropolitan Transit System and Sound Transit (Seattle).
COST AND BUDGET OUTFRONT’s base term revenue offer provides VMR with a minimal annual guarantee of $1.1 million or 65% of net advertising revenues, whichever is greater. The guarantee increases slightly in the option years. The structure of this offer, with both a guarantee and percentage of net sales, provides stability to the program, while also allowing VMR to receive additional revenue when advertising sales are strong.
The current contract provides VMR with 60% of net advertising revenues and no guarantee.
The revenue generated from this program offsets rail member city contributions to operations and service improvements, as determined by the Board.
COMMITTEE PROCESS RTAG: May 19, 2015 for information RMC: June 3, 2015 approved Board of Directors: June 18, 2015 for action
RECOMMENDATION It is recommended that the Board of Directors authorize the CEO to execute a five-year base contract with two, three-year renewal options (total of 11 years) for a revenue- generating agreement with OUTFRONT Media for Advertising Sales Services.
CONTACT Hillary Foose Director, Communication and Marketing 602-322-4468 [email protected]
ATTACHMENT None
2 6/10/2015
Contract Award for Advertising Sales Services
Board June 18, 2015
Advertising Sales Program History • Initiated in 2009 – CBS Outdoor as administrator – Inventory consists of: • Full, center-section wraps • Ceiling advertising • Station advertising – Contract through June 2015 • Revenue has steadily grown – FY14 - $630,000
– FY16 - $900,000 projected 2
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Procurement Process
• RFP issued February 2015 – Three proposals: • Becker Boards • Clear Channel • OUTFRONT Media, formerly CBS Outdoor – Evaluation based on: • Experience of firm/personnel • Understanding of scope of work • Financial stability • Revenue offer 3
Evaluation Result
• OUTFRONT Media identified as best value – Extensive experience – Emphasis on safety, operations – Most favorable revenue offer
Company Cumulative Points Becker Boards 598 Clear Channel 659 OUTFRONT Media 865
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Revenue Offer and Term
• $1.1M minimal annual guarantee OR 65%, whichever is greater – Provides program revenue stability – Takes advantage of favorable market conditions • Five-year base w/ two, three- year options
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About OUTFRONT Media
• Multi-modal transit advertising experience – WMATA (D.C.) – MARTA (Atlanta) – Metro (Los Angeles) – Valley Metro/other member cities • Strong local sales/operations staff
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Recommendation
It is recommended that the Board of Directors authorize the CEO to execute a five-year base contract with two, three-year options (total of 11 years) for a revenue- generating agreement with OUTFRONT Media for Advertising Sales Services.
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DATE AGENDA ITEM 6 May 27, 2015
SUBJECT Valley Metro Service Animal Policy
PURPOSE To provide information to the Board of Directors on updates to Valley Metro’s Service Animal Policy.
BACKGROUND/DISCUSSION/CONSIDERATION In keeping with requirements of the Americans with Disabilities Act and Arizona State law, Valley Metro permits passengers to travel with service animals on all buses, trains, Dial-a-Ride vehicles and in any Valley Metro facilities. However, Valley Metro policy is being updated to more clearly define the legal definition of the term “service animal”, describe the process which Valley Metro will use in order to verify that any particular animal is a service animal as defined by the ADA, and define Valley Metro’s expectations of customers traveling with service animals.
COST AND BUDGET There is no cost associated with this item.
COMMITTEE PROCESS RTAG: May 19, 2015 for Information TMC: June 3, 2015 for Information Board of Directors: June 18, 2015 for Information
RECOMMENDATION This item is being presented for information only.
CONTACT Ron Brooks Accessible Transit Services Manager 602-716-2107 [email protected]
ATTACHMENT Service Animal Policy
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433 6/10/2015
Valley Metro Service Animal Policy
June 2015
Purpose
To provide information regarding updates which Valley Metro is making to its Service Animal Policy.
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Current Service Animal Policy
• Persons with disabilities who use service animals may board with the service animal regardless of fare category. • Operators may ask any passenger if their animal is a service animal and/or if the animal assists them with their disability, but may not require certification or identification for service animals. • Passengers using service animals must keep their animals under control and the animal must not pose a threat to other passengers. Failure to do so may result in the passenger being requested to exit the vehicle.
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Issues with Current Policy • Definition of “service animal” is vague. - Creates confusion about other animals like “companion” and “therapy” animals. • Questions which VM Operators can ask to verify that an animal is a service animal differ from those permitted by the ADA. • Expectations for passengers using service animals are not clearly defined.
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Summary of Proposed Policy
• Permits service animals as defined by ADA. • Denies access when: – Animal is not a service animal as defined by ADA – When animal is not under the control of the handler – When animal poses a direct threat to others • Specifies operator responsibilities, including questions operators may ask. • Clearly defines passenger rights and responsibilities. 5
Next Steps
• Policy will be briefly summarized on car cards to be placed on buses and trains. • Policy will be summarized in appropriate agency publications and on-line. • Complete policy will be available on-line and to the public upon request.
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Ron Brooks
Manager, Accessible Transit Services 602-716-2107 [email protected]
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Valley Metro
Service Animals on Valley Metro Buses, Light Rail Trains and at Valley Metro Bus Stops, Light Rail Stations and Other Facilities
1. Policy Statement 1.1 Valley Metro is committed to taking reasonable measures to ensure that all passengers and the public are able to utilize Valley Metro’s public transportation services and facilities with ease and comfort. Valley Metro has developed this policy to assist those qualified individuals with disabilities who use service animals on the fixed-route bus services, light rail vehicles, Dial-a-Ride services and Valley Metro facilities. In addition, this policy will enable Valley Metro employees and contractors to facilitate utilization by such individuals of Valley Metro’s services and facilities. 1.2 Service animals play an important role in ensuring the independence of individuals with disabilities, and it is Valley Metro’s policy to welcome any service animal that is trained to assist an individual with a disability on our buses, light rail vehicles, Dial-a-Ride vehicles and at all Valley Metro facilities. This policy is designed to assist Valley Metro employees and qualified individuals with disabilities in complying with all State and Federal laws, including the Americans with Disabilities Act of 1990 (“ADA”) and its amendments.
2. APPLICABILITY 2.1 This policy is applicable to Valley Metro employees, contractors, and all qualified individuals with disabilities who travel on Valley Metro buses, light rail vehicles and Dial-a-Ride vehicles or who visit Valley Metro bus stops, shelters, light rail stations and other facilities.
3. DEFINITIONS 3.1 "Direct Threat" means a significant risk of substantial harm to the health and safety of other individuals. 3.2 "Person with a Disability" means an individual who has a physical or mental impairment that substantially limits one or more major life activities of the individual; an individual with a record of such impairment; or being regarded as having such an impairment. 3.3 "User/Owner" means an individual with a disability who requires assistance with one or more daily life activities from a service animal, or service animals. 3.4 "Service Animal" means any dog, or other animal, individually trained to do work or perform tasks for the benefit of a qualified individual with a disability, including psychiatric, cognitive or mental disabilities. Possible tasks that service animals may perform include but are not limited to, guiding individuals who are blind or have low vision, alerting individuals who are deaf or hearing impaired to 1
the presence of people or sounds, pulling a wheelchair, fetching dropped items, assisting an individual during a seizure, retrieving medicine or alerting the individual to a telephone call, providing physical support to assist with balance and stability to individuals with mobility disabilities and assisting individuals including those with cognitive disabilities with navigation. A service animal is not a pet or a comfort animal. 3.5 “Companion Animal” (also referred to as “comfort animal” or “therapy animal”): means an animal which may provide a sense of well-being, comfort or companionship to a person (including individuals with disabilities) but which is not individually trained to perform specific tasks of daily living to assist people with disabilities. Companion animals are subject to Valley Metro’s policies and procedures for transporting pets. Companion animals are not the same as service animals, and they do not have the same rights as service animals to board and ride Valley Metro buses, light rail vehicles and Dial-a-Ride vehicles.
4. STANDARDS 4.1 Owners/users of service animals are welcome in all Valley Metro facilities and on-board all Valley Metro buses, light rail vehicles and Dial-a-Ride vehicles, whether owned or operated by Valley Metro or any contractor or subcontractor thereto. Companion, comfort and therapy animals are not permitted in Valley Metro facilities or on Valley Metro buses and light rail vehicles unless they can be stowed within an enclosed pet carrier that fits on the customer’s lap or on the floor beneath the customer’s seat. 4.2 Employees of Valley Metro, its contractors and subcontractors may ask the following questions to verify that an animal traveling with a Valley Metro passenger is a service animal: 4.2.1 Is the animal a service animal? 4.2.2 What specific tasks is the animal trained to perform? 4.3 The user/owner boarding a Valley Metro vehicle with a service animal may not be charged an extra fee for the service animal. 4.4 The user/owner is not limited in the number of service animals he/she may have as each may provide a different type of service. 4.5 The user/owner must be in control of the service animal(s) at all times. 4.6 The service animal(s) must be appropriately trained and be able to perform its tasks for the benefit of the user/owner. 4.7 There is no specific requirement about how to board a service animal onto the bus, light rail vehicle or Dial-a-Ride vehicle. The vehicle operator should ask the user/owner how he/she would like to board with his/her service animal(s), and follow the requested procedures, if appropriate. An operator may call Dispatch for assistance. 4.8 Users/owners with service animals may not be required to sit in a specified area. 4.9 Service animals must sit or lie at their owner’s feet or may be held in the owner’s lap. 2
4.10 Service animals may not occupy a seat or block any aisle, vehicle entrance or exit. 4.11 A person’s right to travel with a service animal may not be denied even if there is another passenger who is afraid of animals or who has an allergy to the service animal. In such instances, the passenger with the service animal may board as normal, and the passenger who is allergic to, or afraid of, the service animal may board the bus at a different door and sit or stand in a location as far from the service animal and its owner/user as possible. 4.12 A service animal may be barred from Valley Metro facilities, buses and/or light rail vehicles when: 4.12.1 The animal causes damage to Valley Metro buses, light rail vehicles or facilities. 4.12.2 The animal poses a direct threat to the health or safety of other passengers or employees. 4.12.3 The owner/user is unable to maintain verbal or physical control over the animal. 4.13 Valley Metro may not bar access to a service animal based on experience with other service animals of the same type or breed, or on an unreasonable fear that is not related to the service animal's actual behavior. 4.14 Other passengers are requested not to call, touch or interfere with a service animal without the consent of its owner/user. 4.15 Any individual who violates this policy may be required to exit Valley Metro facilities, buses and/or light rail vehicles.
5. OWNER/USER RESPONSIBILITIES 5.1 Read and become familiar with Valley Metro’s service animal policies 5.2 Be prepared to explain whether or not your animal is a service animal and what task(s) of daily living your animal(s) is/are trained to perform 5.3 Know the best way to safely board and ride with your service animal(s) 5.4 Maintain continuous verbal and/or physical control over your service animal(s) at Valley Metro facilities or when riding Valley Metro buses, light rail vehicles and/or Dial-a-Ride vehicles 5.5 Immediately control any inappropriate or threatening behavior exhibited by your service animal while visiting Valley Metro facilities or when riding Valley Metro buses, light rail vehicles or Dial-a-Ride vehicles 5.6 Request drivers or other Valley Metro personnel to provide assistance when boarding, riding or disembarking the bus, light rail vehicle or Dial-a-Ride vehicle with your service animal(s) 5.7 Reimburse Valley Metro for any damage which your service animal causes when visiting Valley Metro facilities or riding Valley Metro buses, light rail vehicles and/or Dial-a-Ride vehicles
6. TRAINING FOR VALLEY METRO EMPLOYEES 6.1 All front-line employees of Valley Metro, its contractors and subcontractors, 3
including drivers, supervisors, dispatchers, Customer Service Representatives and key management personnel, will be provided with training regarding the requirements of the Americans with Disabilities Act (ADA), ADA service animal requirements, applicable state or local service animal laws or regulations regarding this policy. Valley Metro will also provide refresher training as warranted.
7. COMPLAINTS 7.1 General Complaints 7.2 If an individual believes that Valley Metro has violated this policy , the individual may file a general complaint describing the alleged violation. A Manager at Valley Metro, its contractor or subcontractor will research the matter, take appropriate actions to address any areas of alleged poor performance, and advise the passenger (if requested) of any findings and/or actions taken. General complaints may be filed by: 7.2.1 Calling Valley Metro’s Customer Service Department at (602) 253-5000 7.2.2 Sending an email to [email protected] 7.2.3 Filing a complaint on-line at http://www.valleymetro.org 7.2.4 General complaints usually are answered within 10 business days 7.3 ADA-specific Complaints 7.4 If an individual believes that Valley Metro or any of its employees, contractors or subcontractors, is systematically violating the ADA requirements regarding passengers who use service animals, the individual can file an ADA complaint with Valley Metro. Valley Metro and its contractors and subcontractors will research ADA complaints, identify any legal violations which may have occurred, identify the actions to be taken to correct the performance and contact the complainant with findings and next steps. ADA complaints may be filed: 7.4.1 On-line at http://www.valleymetro.org/accessibility/ada_form. 7.4.2 In writing at Valley Metro, 4600 E. Washington St. Ste. 101, Phoenix, AZ 85034 7.4.3 Assistance with the on-line form can be provided at (602) 253-5000 7.4.4 In accordance with federal law, ADA complaints must be addressed within 45 calendar days. 7.5 Individuals may also file ADA complaints (including complaints alleging discrimination based on the presence of a service animal) with the Federal Transportation Administration (FTA), Office of Civil Rights. 7.5.1 By phone: Toll-free at 1 (888) 446-4511 7.5.2 By TTY/TDD – The Federal Relay Service toll-free at (800) 877-8339 7.5.3 On-line at http://www.fta.dot.gov/civilrights/ada/civil_rights_3889.html.
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DATE AGENDA ITEM 7 June 10, 2015
SUBJECT Valley Metro Reasonable Modification Policy
PURPOSE To provide information to the Board of Directors regarding a new Reasonable Modifications Policy which Valley Metro is implementing in accordance with new Americans with Disabilities Act requirements recently promulgated by the U.S. Department of Transportation.
BACKGROUND/DISCUSSION/CONSIDERATION A “Reasonable Modification” is a modification of a policy, procedure or practice which a covered entity makes in order to provide access to a person with a disability who would otherwise not have access to the covered entity’s products or services. To be “reasonable”, the modification must be necessary for the person with a disability to access the service; must not fundamentally alter the nature of the service; must not pose a direct threat to the safety of others; and must not pose an undue financial or operational burden to the covered entity.
Since its adoption in 1990, the Americans with Disabilities Act (ADA) has required all covered entities, excluding public transit agencies, to make “reasonable modifications” to policies, procedures and practices when doing so would be necessary to ensure accessibility for a person with a disability.
In 2006, the U.S. Department of Transportation (USDOT) issued a “Notice of Proposed Rule Making” (NPRM) seeking to require transit agencies to make reasonable modifications, and in March of 2015, the USDOT issued a Final Rule, implementing this requirement with an effective date of July 13, 2015.
Valley Metro and the other transit and Dial-a-Ride providers throughout the region already make reasonable modifications when requested by a person with a disability. Examples of these reasonable modifications include, but are not limited to:
• A Bus operator stopping at the closest safe boarding area when a stop is closed or inaccessible • A Paratransit operator providing assistance to/from the door when a passenger needs assistance getting between the vehicle and the door • A Paratransit operator carrying packages when a person with a disability needs this assistance • Bus, paratransit or light rail personnel assisting with processing of a passenger’s fare
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
Thus, for Valley Metro, the new federal Reasonable Modification requirements do not necessitate a change in practice, but rather the formalization of current practice into a policy which can then be communicated to customers and then consistently applied across the region.
COST AND BUDGET There is no cost associated with this item.
COMMITTEE PROCESS RTAG: May 19, 2015 for Information TMC: June 3, 2015 for Information Board of Directors: June 18, 2015 for Information
RECOMMENDATION This item is being presented for information only.
CONTACT Ron Brooks Accessible Transit Services Manager 602-716-2107 [email protected]
ATTACHMENT Reasonable Modification Policy
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Valley Metro Policy for Requesting and Receiving Reasonable Modifications
Purpose
This document (herein referred to as “Reasonable Modifications Policy” sets forth the policy and procedures which Valley Metro will use to receive and act on requests for modifications of transportation policies and procedures (herein referred to as “Reasonable Modifications” or “RM’s”) made by people with disabilities in accordance with the Reasonable Modifications requirements of the Americans with Disabilities Act.
Valley Metro is committed to providing reasonable modification(s) to its fixed-route bus, light rail, and/or ADA paratransit operating policies, practices and/or procedures in order to ensure that its services, programs and facilities are accessible to and usable by individuals with disabilities.
Reasonable Modification
A reasonable modification is a change in Valley Metro’s service policies and practices in circumstances where established practices may prevent individuals with disabilities from accessing and participating fully in Valley Metro’s programs, services and facilities.
Responsible Employee
Valley Metro’s Manager of Accessible Transit Services (ATS Manager) is responsible for implementing this policy and procedures.
Coordination with Participating Communities
This procedure is designed to be used in conjunction with communities that choose to participate in a coordinated, regional approach. Valley Metro will coordinate the receipt, review and documentation of all requests for RM’s. Individuals with disabilities who travel throughout the region will not have to file duplicate requests with each participating community.
The ATS Manager or his/her designee will handle RM requests. Each participating community will designate one person to work with the ATS Manager.
Policy Advertisement
Valley Metro will provide a link to the full text of the RM policy and procedures on its website (www.valleymetro.org). The policy includes information about how to make requests for reasonable modifications of its policies. A summary of the Reasonable Modification policy also will be included in the Valley Metro “Transit Book” as well as in each Dial-A-Ride “Ride Guide.” Participating communities also may provide information about the Reasonable Modification policy in similar ways.
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Requesting a Reasonable Modification
Individuals may request RM’s on-line, by email, in writing or by phone. To facilitate this process, Valley Metro will make this policy and the Reasonable Modifications Request Form (Attachment A) available on-line and in hard-copy upon request.
Valley Metro also will make this policy and the Reasonable Modifications Request Form available in the following alternate formats: large print, braille, audio and electronic (Word or text file formats). This policy and the Reasonable Modifications Request Form also will be available in Spanish.
On-Line - The customer must complete the On-Line Request Form and attach any supplemental information required by this policy. By Email – The customer must send a completed copy of this form to Valley Metro at [email protected] along with any supplemental information required by this policy. In Writing– The customer must complete the On-Line Request Form and attach any supplemental information required by this policy. The completed form and all attachments should be mailed to: Manager of Accessible Transit Services, 4600 E. Washington Street, Phoenix, AZ 85034. By Phone – The customer may request a Reasonable Modification by contacting Valley Metro at (602) 716-2100, Option 1, during standard Valley Metro business hours. Staff will either email, fax or mail this policy and the Reasonable Modifications Request Form to the customer. If needed, staff will complete the on-line form for the customer, based on information provided by the customer.
Evaluating Requests
Upon receipt of a Request for a Reasonable Modification, Valley Metro staff will evaluate each request as follows:
Initial review for completeness – Staff will review the information in the Reasonable Modifications Request Form and all supplemental documentation to ensure that the request is complete. If a request is incomplete, staff will follow up with the customer to advise him/her of the missing information. However, no action will be taken on the request until it is complete. When the request is complete, it will be forwarded to the ATS Manager or his/her designee. The ATS Manager will distribute a copy of the request (along with any and all supporting documentation provided by the requestor) to any transit or paratransit provider which may be called upon to provide the requested modification. When all parties have been provided a copy of the RM request, the ATS Manager will review the request, in consultation with the transit and paratransit providers which may be affected, to determine the best course of action. Within
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five (5) business days, the ATS Manager (in consultation with all potentially affected service providers) will decide either to: o Grant the modification requested by the customer. o Deny the modification requested by the customer. If a request is denied, consideration will be given to alternate approaches and/or modifications that will enable the customer to participate in the service(s) and/or benefit from the program(s). o Negotiate the request and offer an alternate modification. If a request is negotiated and an alternate modification is proposed, priority will be given to alternate modifications which provide services, programs and activities in the most integrated setting appropriate to the needs of individuals with disabilities. Because transit and paratransit systems across the region have different types of fleets, different operating rules and operate in different areas, it is possible that a requested modification may be feasible for one provider but not for another. When communicating Valley Metro’s final decision regarding each requested modification, the ATS Manager will provide an explanation of any limitations placed on the extent to which a request can be fulfilled.
Factors to Consider in the Evaluation of Requests for Reasonable Modification
The ATS Manager and/or his/her designee will consider the following factors when reviewing and responding to Requests for Reasonable Modifications: 1. Does the requestor have a disability?: Does the person requesting the modification have a disability? Is the disability “apparent?” (This might include using a mobility device (wheelchair, walker) or using a long white cane or service dog). If the noted disability is not apparent, is adequate documentation of disability provided? (This might include a current ADA paratransit eligibility ID number, or some reasonable documentation forwarded by the requestor). If the requestor has a disability, proceed. If not, the requested modification will be denied. 2. Is the requested modification necessary to enable nondiscriminatory use of the service?: Consider the policy/procedure that the requestor has asked to have modified. Also consider the requestor’s disability and the stated reason for being unable to use the service in a nondiscriminatory manner. Does the current policy/procedure keep the requestor from using the service in a nondiscriminatory way because of the disability? Is the requestor unable to use the service in a nondiscriminatory way because of the current policy/procedure, or is the reasonable modification being requested as a convenience or personal preference? If the current policy/procedure does prevent nondiscriminatory use of the service, proceed. If not, the requested modification will be denied. 3. Would the requested modification fundamentally change the nature of the service, program or activity?: If no, proceed. If yes, the modification will be denied.
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4. Would implementation of the requested modification create a situation that would pose a direct threat to the health or safety of others?: If no, proceed. If yes, the exact threat should be documented in writing and the modification should be denied. (Note that possible safety threats to the requestor cannot be used as a reason to deny the requested modification. However, if there are possible safety risks for the requestor, these should be clearly communicated to and acknowledged by the requestor before any modifications are made). 5. Would implementation of the requested modification create an undue administrative or financial burden?: This could be a burden to Valley Metro, a participating community, or contractors providing the service. If no, proceed. If yes, the undue burden should be spelled out in detail, in writing, and the requested modification will be denied.
Examples of Reasonable Modifications
The following list, developed by the USDOT, provides examples of when reasonable modification should generally be made. This list is intended only to provide examples and does not constitute an exhaustive list of the reasonable modifications that Valley Metro may provide, nor does the appearance of any reasonable modification on this list suggest or guarantee that Valley Metro can or will provide the modification in all circumstances. Stopping a fixed-route bus a short distance from the bus stop sign to allow a wheelchair user to avoid an obstacle, such as road construction, to boarding using a lift/ramp (assuming the alternate location does not create an unsafe traffic situation). Permitting passengers to board fixed route or DAR vehicles separate from their mobility device in order to not exceed the weight-bearing load of the lift/ramp (assuming rider can do so safely and the vehicle can bear the combined weight of the passenger and his/her mobility device). Having the vehicle operator wait with a DAR passenger at a transfer location until the connecting vehicle arrives, or providing a direct ride without a transfer, if the passenger cannot be left unattended at a transfer location. At large facilities, such as malls and hospital complexes, DAR passengers who, because of a disability are unable to get to or from designated pickup and drop- off locations, will be dropped off and/or picked up at requested entrances within the facility. For passengers whose disability prevents them from independently using the fare collection systems on fixed-route buses or DAR vehicles, driver will assist with the handling of cash or fare media and with the insertion of cash into the fare box, or with the swiping of a pass or ticket through the fare box. (This does NOT include reaching into passenger backpacks, pockets, etc.) Riders may eat, drink or take medicine on transit vehicles or in transit facilities when doing so is medically necessary for the rider’s safety and is related to a documented disability.
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Responding to Requests for Reasonable Modifications
The ATS Manager (in consultation with those providers involved in a requested modification) will have five (5) business days to review and decide on each RM request. The ATS Manager will have an additional (5) business days to provide a final response to the customer
The response will be provided via email if the request was received by email, and by letter (USPS) if the request was made via telephone or letter. Appropriate alternative formats will be used if requested. Acknowledgement of receipt will be requested for all responses.
If a request is denied, or if an alternate modification is proposed, the response will detail the reasons for the denial. Requestors also will be informed of their right to appeal and how to initiate an appeal (see “Appeals”).
Notice of Decision/Outcome – The ATS Manager will send a copy of the response to all participating service providers, to be disseminated as appropriate.
Amendment of Operating Procedure: If a Request for a Reasonable Modification is granted, the appropriate Operations staff will prepare new or amended operating procedure documents and distribute as appropriate. Reasonable modifications generally will be implemented in Operations within seven (7) calendar days, unless the ATS Manager negotiates a longer timeframe with the customer. If a longer timeframe is needed, staff will inform the ATS Manager and indicate a date by which the reasonable modification can be in place.
Records of Requests and Outcomes: The ATS Manager will maintain the following records for a period of not less than five (5) years: Copy of the completed Reasonable Modifications Request Form with all supplemental information Copy of the final decision as communicated to the customer Copy of any appeal with all supplemental information and the final decision of the Appeals Panel Any other pertinent information garnered in connection with the request
Appeals
If Valley Metro denies the requested Reasonable Modification, or in the event the customer does not agree with the modification offered by Valley Metro, the customer may appeal Valley Metro’s decision. Requests for appeals must be made either by email ([email protected]) or by sending a written request to:
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Manager of Accessible Transit Services, Valley Metro, 4600 E. Washington St. Ste. 101, Phoenix, AZ 85034.
A request for an appeal must be received no later than sixty (60) days after the date of Valley Metro’s denial or offer of an alternate modification. After sixty days, the customer must initiate a new Request for a Reasonable Modification.
Individuals will be given an opportunity to be heard in person and to bring advocates. If a customer chooses not to appear in person, he or she will be permitted to submit additional documentation.
Appeals will be heard by a Reasonable Modification Appeal Panel consisting of: (1) the ADA or Transportation Coordinator (or that person’s designee) of the customer’s city of residence; 2) a transit or paratransit Operations Manager from one of the agencies who operates service within the customer’s city of residence; and 3) a member appointed by Valley Metro’s Legal Department. None of the members of the Reasonable Modification Appeal Panel will be directly involved in the original decision-making and outcome, or be in a direct line of authority with any of those who made the original determination.
Appeals will be scheduled as soon as is practicable but not more than thirty (30) days after the receipt of a written appeal request. The outcome of the appeal will be made in writing within thirty (30) calendar days of the date the appeal is heard. If an appeal upholds Valley Metro’s original determination(s), the reasoning behind the outcome will be included in the written notification.
In-Service Requests
Individuals are encouraged to request Reasonable Modifications in advance of using the service whenever possible, and if the issue is known in advance. If issues with policies and procedures are encountered while using the service(s), individuals may make a request for a reasonable modification to the appropriate employee on-site (for example, the driver of the fixed route bus or Dial-A-Ride vehicle). The employee on-site will contact and inform dispatch of the request. Dispatch will provide direction as to whether or not to make the requested modification, and will document the request and any action(s) taken. Individuals are encouraged to make formal request so that appropriate service will be provided thereafter.
Training
Within ninety (90) calendar days of the issuance of this policy and procedures, all transit and paratransit service operations management personnel will be provided with training regarding this policy and procedures. Appropriate training regarding Reasonable Modification requests made “in-service” (or “on-site) will be developed for all front-line personnel. This training will be incorporated into refresher and new hire training within ninety (90) additional calendar days.
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Attachment A Valley Metro Reasonable Modification Request Form
Name of rider: ______
Street Address: ______
City: ______State: ______Zip Code: ______
Telephone number: (______) ______- ______
Email address: ______
If the request is being made by someone else on behalf of the rider, please provide name, relationship to the rider, and telephone number:
Advocate name: ______
Relationship to rider: ______
Telephone number: (______) ______- ______
1. Describe the rider’s disability or disabilities. ______
If the rider has been determined ADA paratransit eligible by Valley Metro, please provide the riders ADA eligibility ID number: ______
If the rider does not have an ADA eligibility ID number, please attach some form of documentation verifying the rider’s disability.
2. Describe the service policy or program that may need to be modified to allow the rider full access to the transit services provided. ______
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3. How does the current service policy or program prevent the rider from using the transit service or program? ______
4. Please describe the specific modification to the current policy/procedure that you are requesting. ______
5. How would you like Valley Metro to respond to your request?
___ In writing to the address listed above ___ By email to the address listed above
If future communications regarding this request are needed in an alternate format, please indicate the appropriate format below:
___ large print (font size needed: ______) ___ Spanish
This form can be requested in large print or Spanish by calling 602-253-5000; TTY 602-251-2039; or emailing [email protected]).
Please send the completed form and any required documentation of disability to:
Manager, Accessible Transit Services Valley Metro 4600 E. Washington Street Phoenix, AZ 85034
Electronic versions of the completed form and scans of required documentation of disability should be sent to [email protected].
Valley Metro will provide a written response to your Request for a Reasonable Modification within seven (7) days of its receipt. To check on the status of the request, call Valley Metro Customer Service at (602) 253-5000; TTY: (602) 251-2039.
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Valley Metro Reasonable Modifications Policy June 2015
Purpose
To provide information regarding Valley Metro’s new ADA Reasonable Modifications Policy which will be implemented in accordance with new USDOT requirements.
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Reasonable Modifications
Modification of a policy, procedure or practice that is necessary to permit a person with a disability to use service • Necessary in order for the person to access service • Must not fundamentally alter the nature of service • Must not create a “direct threat” to the safety of others • Must not pose an undue financial or operational burden
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Summary of Reasonable Modifications Policy • Applies to all bus, rail and paratransit services • Individuals will contact VM to request reasonable modifications. • VM will make decisions with concurrence from involved providers. • Individuals may appeal decisions with which they disagree. • Information about policy will be made available on-line and in transit and paratransit publications. 4
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Ron Brooks
Manager, Accessible Transit Services 602-716-2107 [email protected]
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DATE AGENDA ITEM 8 June 10, 2015
SUBJECT Election of METRO Board Officers
PURPOSE To elect METRO Board Officers for Fiscal Year 2016 (FY16).
BACKGROUND/DISCUSSION/CONSIDERATION According to the METRO By-Laws, Board officers are to be elected by the Board annually.
The duties of the officers are listed in the By-Laws. Additional duties can be assigned to Board officers by the Board of Directors. Duties specified in the By-Laws are as follows.
Chairperson. The Chairperson shall preside over the meetings of the Board and attest to the accuracy of the minutes of such meetings.
Vice-Chairperson. The Vice-Chairperson shall exercise the duties of the Chairperson when the Chairperson is absent from meetings or not available to attest to the minutes.
Secretary. The Secretary shall assist the Chief Executive Officer (CEO) in preparing the notice and agenda for meetings of the Board, record and transcribe the minutes of such meetings, assist the CEO in preparing for such meetings, keep and maintain the minute book of the Corporation, and transfer the minute book to the Secretary’s successor. The Secretary is not required to be a member of METRO.
New Board officers begin serving their term on July 1, 2016.
COST AND BUDGET There is no fiscal impact associated with this agenda item.
COMMITTEE PROCESS This action is for Board consideration only.
RECOMMENDATION It is recommended that the Board elect a slate of officers to serve as the Chairperson, Vice- Chairperson, and Secretary of the Board for FY16.
CONTACT Stephen R. Banta Chief Executive Officer 602-262-7433 [email protected]
ATTACHMENT None VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433
DATE AGENDA ITEM 9 June 10, 2014
SUBJECT Election of Valley Metro RPTA and Valley Metro Rail (RPTA/VMR) Board Subcommittee Members
PURPOSE To elect the METRO Board members to the RPTA/VMR Board Subcommittee for Fiscal Year 2016 (FY16).
BACKGROUND/DISCUSSION/CONSIDERATION At the February 16, 2012 Board meetings of Valley Metro RPTA and Valley Metro Rail (VMR), the respective Boards agreed to enter into an Intergovernmental Agreement (IGA) regarding the Single Chief Executive Officer. Provisions of the IGA state that a subcommittee consisting of 4 total members (two from each Board) be established. The IGA created the subcommittee to:
Resolve conflicting direction that the CEO may receive from the RPTA Board and the VMR Board. Establish recommended annual goals for the CEO that are subject to the approval of the RPTA Board and the VMR Board. Evaluate the CEO’s achievement of assigned annual goals consistent with the CEO’s Employment Agreement and provide recommendations to the RPTA Board and the VMR Board.
According to the Subcommittee guidelines, members will be elected by the Board at the last meeting of the fiscal year or in the same month as Board Officer elections. Terms of membership shall be one year, with the ability to be reelected by the Board. Current Subcommittee members are:
Valley Metro RPTA o Councilmember Kathie Farr, City of Tolleson o Councilmember Thelda Williams, City of Phoenix
Valley Metro Rail o Councilmember Gary Sherwood, City of Glendale o Councilmember Rick Heumann, City of Chandler
COMMITTEE PROCESS Board of Directors – June 18, 2015 for action
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433
RECOMMENDATION It is recommended that the Board of Directors elect two Board members to serve on the RPTA/VMR Board Member Subcommittee for FY16.
CONTACT PERSON John Farry Government Relations Officer 602-744-5550 [email protected]
ATTACHMENT Letters of interest
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DATE AGENDA ITEM 10 June 10, 2015
SUBJECT Future Agenda Items Request and Report on Current Events
PURPOSE Chair Kavanaugh will request future agenda items from members, and members may provide a report on current events.
BACKGROUND/DISCUSSION/CONSIDERATION None
COST AND BUDGET None
COMMITTEE PROCESS None
RECOMMENDATION This item is presented for information only.
CONTACT Steve Banta Chief Executive Officer 602-262-7433 [email protected]
ATTACHMENT Pending Items Request
VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433
Pending Items Request
Item Requested Date Requested Planned Follow-up Date
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