______
Regular Meeting of the Board of Directors Tuesday, October 22, 2013 10:00 a.m.
Antelope Valley Transit Authority Board Room 42210 6th Street West, Lancaster, California www.avta.com
AGENDA
For record keeping purposes, and in the event that staff may need to contact you, we request that a speaker card, located at the Board Room entrance, be completed and deposited with the AVTA Clerk of the Board. This will then become public information. Please note that you are not required to complete this form or to state your name in order to speak. A three-minute time limit will be imposed on all speakers other than staff members.
In accordance with the Americans with Disabilities Act of 1990, if you require a disability- related modification or accommodation to attend or participate in this meeting, including auxiliary aids or services, please contact the Clerk of the Board at (661) 729- 2258 at least 72 hours prior to the scheduled Board of Directors meeting.
Limited English Proficiency (LEP) persons, if you require translation services, please contact the Clerk of the Board at (661) 729-2258 at least 72 hours prior to the meeting.
Please turn off, or set to vibrate, cell phones, pagers, and other electronic devices for the duration of this meeting.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL:
Chairman Norm Hickling, Vice Chairman Marvin Crist, Director Tom Lackey, Director Steve Hofbauer, Director Dianne Knippel and Director Sandra Johnson
APPROVAL OF AGENDA Regular Meeting – Board of Directors Agenda October 22, 2013 Page 2
PUBLIC BUSINESS FROM THE FLOOR:
If you wish to address the AVTA Board on any agendized, item but are unable to stay until the item is called, your comments may be made at this time. Please give your completed Speaker Card (available as you enter the Board Room) to the Clerk of the Board. Speaking clearly, state and spell your name for the record. Each speaker is limited to three (3) minutes.
MISCELLANEOUS BUSINESS – NON-AGENDA ITEMS:
This portion of the meeting allows the public the opportunity to address the Board of Directors of the Antelope Valley Transit Authority on non-agenda items that are within the Board’s subject matter jurisdiction. State law generally prohibits the Board of Directors from taking action on or discussing non-agenda items. Your matter will be referred to the Authority’s Executive Director for follow-up. Individual speakers are limited to three (3) minutes each.
SPECIAL REPORTS and PRESENTATIONS:
During this portion of the meeting, staff will present information that would not normally be covered under regular meeting items. This information may include, but is not limited to budget presentations, staff conference presentations, or information from outside sources that relates to the transit industry. These items are for discussion purposes only and do not require Board action.
SRP 1 PRESENTATION OF APTA ADWHEEL GRAND PRIZE AND FIRST PLACE AWARDS FOR VIDEO PRESENTATION AND TELEVISION ADVERTISEMENT – NORM HICKLING
SRP 2 PRESENTATION OF VEOLIA OPERATOR OF THE MONTH AND EMPLOYEE OF THE MONTH FOR SEPTEMBER 2013 – HECTOR FUENTES, VEOLIA TRANSPORTATION
SRP 3 PRESENTATION OF AVTA EMPLOYEE OF THE QUARTER (JULY 1 – SEPTEMBER 30, 2013) – JULIE AUSTIN
SRP 4 RESULTS OF FARE EVASION EFFORTS – WENDY WILLIAMS
Recommended Action: Receive and file status report on fare evasion on AVTA buses.
SRP 5 ELECTRIC BUS STATUS REPORT – LEN ENGEL
Regular Meeting – Board of Directors Agenda October 22, 2013 Page 3
CONSENT CALENDAR: Items 1 through 5 are consent items that may be received and filed and/or approved by the board in a single motion. If any member of the Executive Board wishes to discuss a consent item, please request that the item be pulled for further discussion and potential action.
CC 1 BOARD OF DIRECTORS MEETING MINUTES FOR SEPTEMBER 24, 2013 – KAREN DARR
Recommended Action: Approve the Board Meeting Minutes for September 24, 2013.
CC 2 FINANCIAL REPORTS FOR AUGUST AND SEPTEMBER 2013 – COLBY KONISEK
Recommended Action: Receive and file the Financial Reports for August and September 2013.
CC 3 FY14 KEY PERFORMANCE INDICATORS REPORT FOR AUGUST – DIETTER ARAGON
Recommended Action: Receive and file the August FY14 Key Performance Indicators Report for August.
CC 4 FY14 FIRST QUARTER LA COUNTY SHERIFF’S REPORT (JULY 1-SEPTEMBER 30, 2013) - CANDICE RUDOLPH
Recommended Action: Receive and file the first quarter LA County Sheriff’s report.
CC 5 STATUS REPORT ON BUS STOP IMPROVEMENT PROGRAM – JUDY VACCARO-FRY
Recommended Action: Receive and file the Status Report on the Bus Stop Improvement Program.
NEW BUSINESS
NB 1 AWARD CONTRACT NO. 2013-035 TO MJS CONSTRUCTION, INC. IN THE AMOUNT OF $482,000 FOR THE AVTA BUS STOP IMPROVEMENT PROGRAM IN THE CITY OF LANCASTER, PHASE 1 – LYLE BLOCK
Recommended Action: Award Contract Number 2013-035 to MJS Construction Inc. in the amount of $482,000 for the AVTA Bus Stop Improvement Program in the City of Lancaster, Phase 1.
NB 2 ENGINEERING STAFF SUPPORT FOR MAJOR TECHNOLOGY PROJECTS – JULIE AUSTIN
Recommended Action: That the Board of Directors authorize the Executive Director to hire a project engineer to oversee AVTA’s technology initiatives, such as the electric bus, bus rapid transit and intelligent transportation system projects.
Regular Meeting – Board of Directors Agenda October 22, 2013 Page 4
NB 3 AUTHORIZATION TO SOLICIT PROPOSALS FOR FEDERAL ADVOCACY SERVICES – JULIE AUSTIN
Recommended Action: That the Board of Directors authorize the Executive Director to solicit proposals for federal advocacy services.
OLD BUSINESS:
OB 1 ISSUE NOTICE TO PROCEED TO GILLIG CORPORATION UNDER CONTRACT NO. 2014-12 FOR PURCHASE OF TWELVE (12) HEAVY DUTY CLEAN DIESEL BUSES FOR DELIVERY IN FEBRUARY 2015 – LEN ENGEL
Recommended Action: Authorize the Executive Director to Issue a Notice to Proceed to Gillig Corporation under Contract Number 2014-12 for the purchase of twelve (12) heavy duty clean diesel buses scheduled for delivery in February 2015 in the amount of $5.33 million ($444,006 per bus). The Notice to Proceed shall be issued subject to confirmation of pre-award authority from FTA and shall include a requirement that Gillig notify AVTA in writing prior to incurring any costs associated with assembly and production. This Notice to Proceed is conditional upon the Board taking further action in January 2014. For this action to remain in effect, the Board must recertify this decision in January 2014 after considering a report from staff on the status of alternative bus technology If the Board does not recertify this action in January 2014, this Notice to Proceed will be rescinded.
REPORTS AND ANNOUNCEMENTS:
RA 1 Executive Director’s Report
MISCELLANEOUS BUSINESS – NON-AGENDA BOARD OF DIRECTORS ITEMS:
During this portion of the meeting, Board Members may address non-agenda items by briefly responding to statements made or questions posed by the public, asking a question for clarification, making a brief announcement, or making a brief report on their own activities. State law generally prohibits the AVTA Board of Directors from taking action on or discussing items not on the agenda. Matters will be referred to the Executive Director for follow-up.
ADJOURNMENT:
Adjourn to the Regular Meeting of the Board of Directors on November 26, 2013 at 10:00 a.m. in the Antelope Valley Transit Authority Board Room, 42210 6th Street West, Lancaster, California.
The Agenda was posted by 5:00 p.m. on October 17, 2013 at the entrance to the Antelope Valley Transit Authority, 42210 6th St. West, Lancaster, CA 93534.
Regular Meeting – Board of Directors Agenda October 22, 2013 Page 5
Copies of the staff reports and attachments or other written documentation relating to each proposed item of business on the agenda presented for discussion by the Board of Directors are on file in the Office of the Executive Director. Additionally, any disclosable public records related to an open session item on a regular meeting agenda and distributed by the AVTA to the Board of Directors less than 72 hours prior to that meeting are on file in the Office of the Executive Director. These documents are available for public inspection during regular business hours at the Customer Service window of the AVTA located at 42210 6th Street West, Lancaster or by contacting the Clerk of the Board at (661) 729-2258.
SRP 1
PRESENTATION OF ADWHEEL GRAND PRIZE AND FIRST PLACE AWARDS FOR VIDEO PRESENTATION AND TELEVISION ADVERTISING- NORM HICKLING
SRP 2
PRESENTATION OF VEOLIA EMPLOYEE OF THE MONTH
AND OPERATOR OF THE MONTH FOR SEPTEMBER 2013
SRP 3
Presentation of the AVTA’s Employee of the Quarter (July 1 – September 30, 2013) – J. Austin
SRP 4
DATE: October 22, 2013
TO: BOARD OF DIRECTORS
SUBJECT: Results of Fare Evasion Efforts
RECOMMENDATION
Receive and file status report on fare evasion on AVTA buses.
FISCAL IMPACT
The amount of revenue loss due to fare evasion is estimated to have ranged between four and six percent of the full fare ridership, an annual loss of $70,000 to $105,000. Current fare enforcement efforts are believed to have reduced this annual loss by a minimum of $35,000 to a maximum of $87,000.
BACKGROUND
At the March 26, 2013 Board of Directors meeting, staff was requested to implement a multi-faceted fare evasion program to identify the scope of the problem and to reduce infractions. In order to better understand the problem’s scope, the farebox was programmed with tally keys to allow bus operators the ability to manually track incidents of fare evasion and fraud. Fare evasion is when customers board the bus and pay less than full fare or no fare at all. Fare fraud is when a customer presents false ID to qualify for a free or discounted fare, or falsely represents themselves as a Personal Care Attendant (PCA). Since June, operators have been able to tally the number of passengers evading the fare as well as those who show fraudulent identification.
The following activities have occurred since March 2013:
1. Developed an information campaign to raise awareness of AVTA’s intent to enforce its fare. The transit community was given a 30-day advance notice that fare evasion citations would be issued and signage was posted in all local transit buses and at transfer centers. Five press releases were sent to the local media informing the citizenry of fare enforcement efforts including the increase of security patrols and one sting operation.
2. Implemented Mobile Pass Validators (MPV) to identify fare evaders. AVTA’s dedicated transit officer, Deputy Maselli, began using the handheld TAP validators in March 2013. AVTA also hired two additional Los Angeles County Sheriff’s Security Officers in May to participate in bi-weekly saturation patrols. Results of Fare Evasion Efforts October 22, 2013 Page 2
AVTA has heavily publicized the added security which recently switched to a weekly schedule. As of August, the additional security officers are operating during four-hour shifts once a week as opposed to eight-hour shifts twice a week. All use the handheld devices to read TAP cards but the validators are not foolproof as they cannot determine if a customer paid cash.
3. Installed equipment on fareboxes that will provide receipts to cash paying customers. Staff was directed to study the problem further before embarking on a receipt system. After this six-month evaluation, it is staff’s belief that installing aftermarket equipment to provide receipts would not be as effective in reducing fare evasion as a stronger security presence. The cost to install this equipment on the local transit fleet is estimated at $50,000 and the cost of receipt paper is estimated at $30,000 annually. The necessary labor for purchasing and for daily paper installation would also add to the cost. The likelihood of litter would become a problem onboard the buses and receipts could easily be shared among passengers intent on fare evasion.
4. Coordinate with local law enforcement to conduct undercover fare evasion operations in tandem with truancy sweeps. Los Angeles County Sheriff’s Deputies orchestrated an undercover fare evasion operation in mid-May. A total of 27 deputies took part in the sting operation which lasted approximately four hours. Only one citation was issued for an open container.
5. Improve driver training to ensure that all reduced fare documentation is properly reviewed. AVTA customer service staff provided refresher training to all Veolia operators in April regarding acceptable identification for discounted fares. The operators were also trained in May on how to use the tally keys to track fraud and fare evaders.
6 Change the AVTA policy regarding the length of time a Reduced Fare TAP card is valid. We have reduced the length of time a Reduced Fare TAP card is valid for students from three years to one year. Students qualify for a Reduced Fare TAP card when they have learning disabilities. Often, young people grow out of these disabilities within a year but the TAP card is valid for three years. We now ask that all students apply annually to ensure they still have a qualifying disability.
While we do not wish to understate that we have fare evasion and fraud on our buses, it appears that free fares are a much larger contributor to the disparity between revenues and ridership.
Results of Fare Evasion Efforts October 22, 2013 Page 3
For purposes of this analysis, data from local routes is examined. While commuter fareboxes also included tally keys, the documented evasion rate on commuter buses was insignificant.
Three months of tracking local routes identified 5,364 instances when a passenger either evaded the fare or attempted to defraud the system. This figure indicates that during June, July and August, 2013, approximately 1.25% of paying passengers participated in fare evasion or fraud.
The tracking method is subject to human error, as it relies on bus operators to push the appropriate tally key in order to properly count the incident. Furthermore, tracking efforts began three months after the enforcement effort began, leading staff to believe a reduction in fare evasion had occurred prior to the tracking effort.
Fare enforcement began in March 2013. Monthly ridership and revenue data supports the conclusion that AVTA’s fare enforcement effort has been a success as ridership among fare-paying patrons on local routes increased 17% between March and August of 2013, compared to the same period the previous year. It is important to note that all free fares have been excluded from these figures.
Farebox revenue on local routes increased 10.2% during this six month fare enforcement period compared to the same timeframe in 2012. There should always be a correlation between paid boardings and farebox revenue trends. The increase in revenues, while not as high as the increase in ridership, is a positive trend. Revenues may not increase at the same percentage as ridership due to the use of monthly passes, which provide unlimited rides within a 31-day period.
Results of Fare Evasion Efforts October 22, 2013 Page 4
Paid boardings increased 17% during the six-month study period compared to the same period the previous year. Revenue during the same time period increased 10.2%. The increase in paying customers on our local routes was likely due in part to fare enforcement efforts. The following table shows trends for total revenue versus paid boardings for the same six month period over three years. Note that 2011 is higher in both revenue and in paid boardings then 2012 and 2013. This change corresponds to the dramatic increase in free rides.
The six month fare enforcement period also showed a 29% increase in the amount of farebox cash revenue compared to the same period last year. The increase in cash collected at the farebox is attributable to an increase in overall ridership and fare enforcement efforts.
Results of Fare Evasion Efforts October 22, 2013 Page 5
As shown in the following chart, FY12 revenues on local routes declined by 4.4% compared to FY11 revenues (from $2,189,889 to $2,092,415) despite an overall growth in ridership of 10.1%. This was our first indication that we had a problem. In FY13 we started to see a closer correlation of fares and ridership, although the gap is still wider than we would like. Total revenues increased by 7.4% in FY13 compared to FY12, while total ridership increased by 13.9%.
Ridership information also shows an estimated 43% of AVTA’s customers ride free as opposed to 31% in 2011.
Of the 1.4 million free boardings in FY13, approximately 90,000 were identified as Personal Care Attendants (PCA). Qualification for a PCA pass is a doctor’s note for TAP Results of Fare Evasion Efforts October 22, 2013 Page 6
card disabled customers while the vast majority (over 99%) of ACCESS passes includes the PCA designation on the customer’s Access card. Our survey of operators identified PCA fraud as being high because patrons are able to sell or provide free boardings to other passengers who may not actually be their PCA. The real increase in free rides is clearly attributable to Access and Senior/Disabled riders, as shown in the charts below.
Results of Fare Evasion Efforts October 22, 2013 Page 7
A fare study is scheduled to be conducted in 2014. Staff will work with the consultant to ensure that AVTA’s fare structure includes policies to mitigate fare evasion and fare fraud. One idea is to register all PCAs and require them to pay a $25 processing fee per PCA. The registration process would require all PCAs to apply in person in order to receive a photo I.D. Current document requirements would remain the same and current rules would apply with regard to PCAs riding the bus with the disabled passenger. There would be no limit to the number of PCA cards issued on behalf of the disabled passenger.
Prepared by: Submitted by:
______Wendy L. Williams Julie M. Austin Marketing Manager/PIO Executive Director
SRP 5
ELECTRIC BUS STATUS REPORT – LEN ENGEL CC 1
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Regular Meeting of the Board of Directors Tuesday, September 24, 2013 10:00 a.m.
Antelope Valley Transit Authority Board Room 42210 6th Street West, Lancaster, California www.avta.com
UNOFFICIAL MINUTES
CALL TO ORDER:
Chairman Norm Hickling called the meeting to order at 10:03.
PLEDGE OF ALLEGIANCE:
Director of Finance Colby Konisek led the Pledge of Allegiance.
ROLL CALL:
Present Chairman Norm Hickling Vice Chairman Marvin Crist Director Tom Lackey Director Steve Hofbauer Director Dianne Knippel Director Sandra Johnson
APPROVAL OF AGENDA:
Motion: Approve the agenda as comprised. Moved by Vice Chairman Crist, seconded by Director Lackey
Vote: Motion carried (6-0-0-0) Yeas: Chairman Hickling, Vice Chairman Crist, and Directors Lackey, Hofbauer, Knippel, and Johnson Nays: None Abstain: None Absent: None Regular Meeting – Board of Directors Unofficial Minutes September 24, 2013 Page 2
PUBLIC BUSINESS FROM THE FLOOR:
There was no public business presented.
MISCELLANEOUS BUSINESS – NON-AGENDA ITEMS:
There were no miscellaneous items presented.
SPECIAL REPORTS and PRESENTATIONS:
SRP 1 PRESENTATION OF VEOLIA OPERATOR OF THE MONTH AND EMPLOYEE OF THE MONTH FOR AUGUST 2013 – HECTOR FUENTES, VEOLIA TRANSPORTATION
Veolia General Manager Hector Fuentes announced that the Operator of the Month was Jamil Mortis and the Employee of the Month was Rigoberto Franco for August 2013. Mr. Fuentes and Executive Director Julie Austin presented a plaque to Mr. Mortis; Mr. Franco was not present to receive his award.
SRP 2 ELECTRIC BUS PRESENTATION
Brendan Riley, a representative from BYD, presented an overview of the company’s three core business areas, the benefits of using electric bus technology and the creation of high-tech manufacturing jobs in the Antelope Valley. Senior Transit Analyst Dietter Aragon escorted Mr. Riley on the Route 4 to perform an actual, real life demonstration using a loaded 40’ electric bus to verify the ability of the BYD electric bus to complete the service requirements of a high profile AVTA route.
Mr. Riley noted that after a short period of service and inspection, the BYD 40’ ZEB is driving 900 miles per week with minimal maintenance issues during the ongoing Altoona test, which is anticipated to be completed in January, 2014. Chairman Hickling requested that Mr. Riley return to the Board at the beginning of 2014 and present the results of the Altoona test. The Board discussed the cost of electric buses versus diesel buses. A short news clip regarding BYD establishing a hub in Lancaster was shown.
Director of Operations and Maintenance Len Engel discussed the timeline for various procurement options available to the Authority, including piggybacking onto an existing contract, issuing a single agency RFP, and coordinating a joint procurement. Chairman Norm Hickling announced that Supervisor Antonovich has put forth a motion for consideration at the October 8, 2013 Board of Supervisors (BOS) meeting to give AVTA $1.9 million for the purchase of two electric buses for a demonstration project.
Regular Meeting – Board of Directors Unofficial Minutes September 24, 2013 Page 3
SRP 3 SEPTEMBER 2013 LEGISLATIVE UPDATE
Grants Administrator Judy Vaccaro-Fry presented an update regarding Moving Ahead for Progress in the 21st Century (MAP-21), and the Continuing Resolution that would fund the federal government agencies and programs at current fiscal year levels until December 15, 2013.
Marketing Manager Wendy Williams presented an update regarding state legislation, highlighting the status of AB 1222, AB 8, AB1371, AB160 and SB556.
Motion: Receive and file the September 2013 Legislative Update. Moved by Director Hofbauer, seconded by Director Lackey
Vote: Motion carried (6-0-0-0) Yeas: Chairman Hickling, Vice Chairman Crist, and Directors Lackey, Hofbauer, Knippel, and Johnson Nays: None Abstain: None Absent: None
SRP 4 FY13 THIRD QUARTER COACH OPERATOR AUDIT RESULTS
Senior Transit Analyst Dietter Aragon presented the results of the audit. The members discussed the coach operator’s summer uniform.
Motion: Receive and file the Third Quarter Coach Operator Audit Results. Moved by Vice Chairman Crist, seconded by Director Hofbauer
Vote: Motion carried (6-0-0-0) Yeas: Chairman Hickling, Vice Chairman Crist, and Directors Lackey, Hofbauer, Knippel, and Johnson Nays: None Abstain: None Absent: None
SRP 5 DIAL–A-RIDE (DAR) CUSTOMER SURVEY RESULTS
Director of Operations and Maintenance Len Engel presented the DAR survey results and noted that the primary goals of the survey were to identify current customer perceptions about the service, identify areas for improvement, quantify opportunities for mode-shift, and determine the level of customer satisfaction. The most frequently desired service improvement was improving the reservation process. The Board discussed increasing awareness and Regular Meeting – Board of Directors Unofficial Minutes September 24, 2013 Page 4
encouraging the DAR customers to use the fixed route service, and suggested changes to the customer service phone tree. Staff will research the feasibility of obtaining additional phone lines to alleviate system overload when making reservations.
Motion: Receive and file the Dial-A-Ride Customer Survey Results. Moved by Vice Chairman Crist, seconded by Director Hofbauer
Vote: Motion carried Yeas: Chairman Hickling, Vice Chairman Crist, and Directors Lackey, Hofbauer, Knippel, and Johnson Nays: None Abstain: None Absent: None
CONSENT CALENDAR:
CC 1 BOARD OF DIRECTORS MEETING MINUTES FOR AUGUST 27, 2013 – DEEANNA CASON
CC 2 FINANCIAL REPORTS FOR JULY AND AUGUST 2013 – COLBY KONISEK
CC 3 FY14 KEY PERFORMANCE INDICATORS REPORT – DIETTER ARAGON
Motion: Approve Consent Calendar items 1-3. Moved by Vice Chairman Crist, seconded by Director Johnson
Vote: Motion carried (6-0-0-0) Yeas: Chairman Hickling, Vice Chairman Crist, and Directors Lackey, Hofbauer, Knippel, and Johnson Nays: None Abstain: None Absent: None
NEW BUSINESS:
NB 1 AWARD SOLE SOURCE CONTRACT #2013-056 TO OPSEC SPECIALIZED PROTECTION FOR UNARMED SECURITY GUARD SERVICES
The Board waived the presentation of the staff report. The Board briefly discussed the use of an unarmed security guard versus a receptionist.
Regular Meeting – Board of Directors Unofficial Minutes September 24, 2013 Page 5
Motion: Authorize the Executive Director to award and execute Sole Source Contract #2013-056 with OPSEC Specialized Protection located in Lancaster, CA in an amount not to exceed $70,000 per year for five (5) years for an unarmed security guard. Moved by Vice Chairman Crist, seconded by Director Knippel
Vote: Motion carried (6-0-0-0) Yeas: Chairman Hickling, Vice Chairman Crist, and Directors Lackey, Hofbauer, Knippel, and Johnson Nays: None Abstain: None Absent: None
NB 2 AUTHORIZATION TO PURCHASE FIFTEEN (15) REPLACEMENT GILLIG BUSES FOR LOCAL TRANSIT SERVICES
Fleet and Facility Manager Mark Perry presented the staff report. The Board discussed the recovered costs when buses have exceeded their useful life and are auctioned, the practicability of purchasing three buses in FY14 and the remaining 12 buses in FY15, and the costs associated with integrating electric buses into the fleet.
Motion: Authorize the Executive Director to execute an agreement with Gillig Corporation for the purchase of 15 local transit buses. Three buses are budgeted in FY14 and 12 are programmed for FY15. Delivery is scheduled during FY15 (February 2015). This project is part of a joint procurement with the Contra Costa Transit Authority. Moved by Director Hofbauer, seconded by Director Lackey No vote taken; Director Hofbauer withdrew the motion.
The Board continued discussing the replacement of diesel buses with electric buses. General Counsel D. Craig Fox explained the terms of the proposed contract and suggested a conditional Notice to Proceed, requiring the vendor to notify AVTA prior to incurring any costs, as an option.
Alternate motion: Approve the purchase of three local transit buses and request that staff prepare a cost comparison study. Moved by Vice Chairman Crist, seconded by Director Johnson No vote taken; Vice Chairman Crist withdrew the motion.
Regular Meeting – Board of Directors Unofficial Minutes September 24, 2013 Page 6
Main Motion: Proceed with the acquisition of three heavy- duty transit buses in FY 14 with a scheduled delivery in FY15 and return to the Board in 30 days with additional information. Moved by Chairman Hickling, seconded by Vice Chairman Crist
Vote: Motion carried (6-0-0-0) Yeas: Chairman Hickling, Vice Chairman Crist, and Directors Lackey, Hofbauer, Knippel, and Johnson Nays: None Abstain: None Absent: None
NB 3 COMMUNITY ROOM POLICY
Executive Director Austin presented the staff report and draft policy. The Board discussed the ability of small non-profit organizations to obtain a certificate of insurance and suggesting that the executive director investigate the cost of adding a rider onto AVTA’s insurance policy to assist non-profit renters in streamlining the process of obtaining event insurance.
Motion: Adopt the Community Room Policy. Moved by Vice Chairman Crist, seconded by Director Knippel
Vote: Motion carried (6-0-0-0) Yeas: Chairman Hickling, Vice Chairman Crist, and Directors Lackey, Hofbauer, Knippel, and Johnson Nays: None Abstain: None Absent: None
REPORTS AND ANNOUNCEMENTS:
RA 1 Executive Director’s Report:
Ms. Austin thanked Mr. Riley, the representative from BYD, for the informative presentation regarding the electric buses, and Supervisor Antonovich for putting forth a motion for consideration at the October 8, 2013 BOS meeting that would give the AVTA $1.9 million for the purchase of two electric buses for a demonstration project. She added that the Board folders contain travel information regard the Annual American Public Transportation Association Conference that Director Hofbauer, Colby Konisek, and she will be attending in Chicago beginning September 28. Regular Meeting – Board of Directors Unofficial Minutes September 24, 2013 Page 7
MISCELLANEOUS BUSINESS – NON-AGENDA BOARD OF DIRECTORS ITEMS:
Chairman Hickling suggested that staff network with other conference attendees to find funding sources for procuring the electric buses. He will provide a report regarding the results of the October 8, 2013 Board of Supervisors meeting when available.
ADJOURNMENT:
Chairman Hickling adjourned the meeting at 11:39 a.m. to the Regular Meeting of the Board of Directors on October 22, 2013 at 10:00 a.m. in the Antelope Valley Transit Authority Board Room, 42210 6th Street West, Lancaster, California.
PASSED, APPROVED, and ADOPTED THIS 22nd DAY OF OCTOBER 2013.
______Norman L. Hickling, Chairman
______Julie M. Austin, Secretary
Audio recordings of the Board of Directors Meetings are maintained in accordance with state law and AVTA’s Records Retention Policy. Please contact the Clerk of the Board at 661/729-2258 to arrange to review a recording.
CC 2
DATE: October 22, 2013
TO: BOARD OF DIRECTORS
SUBJECT: Financial Reports for August and September 2013
RECOMMENDATION
Receive and file the Treasurer’s Report for the month ended August 31, 2013 (Attachment A), the Payroll History Report for the three months ended September 30, 2013 (Attachment B), the Expenditure Report for the month ended September 30, 2013 (Attachment C), and Interim Financial Statements for the month ended August, 2013 (Attachment D).
FISCAL IMPACT
Payroll: September payroll of $176,404 represents a decrease of $4,105 or 2.3% over the prior month’s salary expense.
Expenditures: $1,617,971.
Interim Financial Statements: Change in Net Assets: - $218,489.
BACKGROUND
To comply with the provisions required by Sections 37202, 37208 and 6505.5 of the Government Code, the Director of Finance prepares the Treasurer’s Report, Payroll History Report and Expenditure Report, and submits them to the Executive Director/Treasurer who certifies the availability of funds for all the reports presented herein. These reports are hereby submitted to the Board of Directors for ratification.
The attached interim financial statements for the two months ending August 31 reflect a change in net position of -$218,489 (Attachment D). It should be noted that the preparation of the August financial statements took place at the time that FY13 financials were being audited; therefore, changes may occur in the final June 2013 and subsequent FY14 interim financial statements.
The $4,105 decrease in payroll was attributable to two employees on leaves of absence.
AVTA’s gross payroll for employees for the month of September 2013, exclusive of benefits, payroll taxes and service charges, is shown below:
Payroll Period Amount Journal # 08/25/13-09/07/13 $ 88,691.59 PYPKT00480 09/08/13-09/21/13 $ 87,712.23 PYPKT00482 Gross Pay-Sept,2013 $ 176,403.82 Finance Reports for August and September, 2013 October 22, 2013 Page 2
Total expenditures for September were $1.6 million. Large items included purchased transportation $1,140,271 ($966,226 to Veolia and $174,045 for two months to ALC), $249,672 for fuel, $31,440 for bus stop improvements (Arrow Engineering), $30,632 for legal fees (Richards, Watson & Gershon), and $20,000 toNIC Partners. These items comprise 91.0% of total expenditures.
The Register of Demands authorized the issuance of warrants in the following amount:
Register Date Amount 09/01 - 09/30/13 $1,617,970.52
As of August 2013, the total cash per the general ledger is $18,998,175. After deducting restricted funds, the operating cash balance is $10,452,831. Accounts receivable balances expected to be collected and converted to operating cash within 30 days are $2,154,110; thus total expected cash available for operations in the next 30 days is $12,606,941. Coverage of the total is equal to 4.2 times the Authority’s minimum cash balance target of $3 million.
I, Julie M. Austin, Executive Director of AVTA, declare that attached reports are accurate and correct, subject to final closing of Fiscal Year 2013.
Prepared by: Submitted by:
______Colby Konisek Julie M. Austin Director of Finance Executive Director/Treasurer
Attachments: A – Treasurer’s Report for the Month Ended August 31, 2013 B – Payroll History Comparison Report (July - September, 2013) C – Expenditure Report (September 1, 2013 - September 30, 2013) D – Interim Financial Statements as of August 31, 2013 ATTACHMENT A CC 2
ANTELOPE VALLEY TRANSIT AUTHORITY Treasurer's Report Month Ended August 31, 2013
Institution - Investment Type Description Starting Balance Deposits Disbursements Ending Balance
Cash and Investments Under the Direction of the Treasurer
Local Agency Investment Fund $ 3,588,476.74 Interest earned quarterly $ - B of A - Capital Reserve $ 1,218,407.09 $ - B of A - Proposition 1B* Restricted Fund $ 2,963,583.00 $ - Interest earned in the month $ 125.84 * Deferred revenue, recorded as liability until associated expense incurred. TOTAL CAPITAL RESERVE AND RESTRICTED FUNDS $ 7,770,592.67 Wells Fargo CD $ 250,274.35 Interest for Six Months $ - Operating Reserve $ 502,756.01 $ 21,721.36 TOTAL OPERATING RESERVE $ 774,751.72
Payroll, Payable & Main Acct $ 8,272,544.55
Operating Accounts Analysis Cash Fare $ 171,667.75 Vendor Pass Sales Revenue $ 287,566.00 Federal Grants Revenue $ 2,641,164.00 MTA Revenue $ 429,253.29 TRANSporter Service $ 20,491.06 Jurisdiction Contribution $ 753,585.50 Miscellaneous $ 334.97 Accounts Payable For The Month $ (1,845,182.35) Payroll ending 7/27, cleared 8/1/13 $ (69,690.45) Employee Net Pay $ (140,135.78) Employee Taxes $ (30,423.25) Employee Deductions $ (5,467.46) Employer Payroll Taxes $ (2,763.35) CalPERS --- AVTA paid $ (30,349.47) Equipment lease monthly --- CS TAP card sales $ (65.06) Bank monthly fees $ (449.31)
Net Operating Funds $ 8,272,544.55 $ 4,304,062.57 $ (2,124,526.48) $ 10,452,080.64
Petty Cash $ 750.00
TOTAL CASH AND INVESTMENTS $ 18,998,175.03
I hereby certify that the investment portfolio of AVTA complies with its investment policy and the California Government Code Selections pertaining to the investment of local agency funds and Bank of America. Pending any future actions by the AVTA Board or any and unforeseen catastrophe, AVTA has an adequate cash flow to meet its expenditure requirements for the next six months.
Prepared by: Submitted by:
Rong Fitzgibbons Colby Konisek Senior Finance Analyst Director of Finance ATTACHMENT A1 CC 2
ANTELOPE VALLEY TRANSIT AUTHORITY Treasurer's Report Addendum: Cash Flow Projection Month Ended August 31, 2013
Descriptions $ Subtotal $ Total
BALANCE FROM TREASURER'S REPORT 18,998,175 Less Restricted Funds
LAIF Fund Balance (3,588,477) B of A Capital Reserve (1,218,407) B of A Proposition 1B (2,963,709) Operating Reserve (774,752) OPERATING BANK ACCOUNTS BALANCE AT AUGUST 31, 2013 10,452,831
ACCOUNTS RECEIVABLE AS OF AUGUST 31, 2013 (Expected To Be Converted to Cash in 30 days)
MTA Revenue 700,722 Jurisdiction Operating Contributions 92,188 TRANSporter - LA County 62,502 Vendor Pass Sales 102,603 Other Receivables - Access Service 9,159 A/R Federal Funding Draws 1,186,937 2,154,110
TOTAL OPERATING CASH AND ACCOUNTS RECEIVABLE 12,606,941
TOTAL OPERATING CASH MINIMUM TARGET: 3,000,000
Operating Cash Coverage of AVTA Minimum Target: 4.2 ATTACHMENT CC 2.B
ANTELOPE VALLEY TRANSIT AUTHORITY PAYROLL HISTORY REPORT JULY TO SEPTEMBER, 2013
July August September TOTAL TOTAL TOTAL
NUMBER OF CHECKS 77 76 76
EARNINGS
Regular Pay $ 156,680.85 $ 162,637.20 $ 152,510.94
Overtime Pay 1,961.79 297.97 697.39
Vacation Pay 8,469.77 11,181.81 4,739.83
Sick Pay 3,234.89 4,410.71 6,533.54
Holiday Pay 9,953.15 9,983.89
Floating Holiday Pay 1,436.98 1,077.52 1,028.59
Retroactive Pay 2,118.63 271.22
Vacation cash out 1,654.72
Deferred Income 457 799.64 632.29 909.64
Bonus Pay 8,663.20
TOTAL $ 194,973.62 $ 180,508.72 $ 176,403.82
Inc(Dec)-Current month over previous month $ - $ (14,464.90) $ (4,104.90)
% Inc(Dec)-Current month over previous month (7.4%) (2.3%) ATTACHMENT CC 2.C Expense Approval Report Antelope Valley Transit Authority By Vendor Name
Payment Dates 9/1/2013 - 9/30/2013
Payment Number Payment Date Vendor Name Description (Item) (None) Amount Vendor: ad camp 5919 09/12/2013 ad camp AVC Billboard Advertising, Sept. 375.00 Vendor ad camp Total: 375.00
Vendor: Adelman Broadcasting 5969 09/25/2013 Adelman Broadcasting Juan FM Advertising, 375.00 5969 09/25/2013 Adelman Broadcasting Bob// FM Advertising,// 625.00 // // Vendor Adelman Broadcasting Total: 1,000.00
Vendor: Alpha Numeric 5920 09/12/2013 Alpha Numeric Ink Jet Label 149.21 5920 09/12/2013 Alpha Numeric Manila Folders for records 468.70 Vendor Alpha Numeric Total: 617.91
Vendor: American Heritage Life Ins. 5921 09/12/2013 American Heritage Life Ins. Employee Paid Extended 587.96 Vendor American Heritage Life Ins. Total: 587.96
Vendor: American Logistics Company 5922 09/12/2013 American Logistics Company DAR- Operations & Maint. July 61,369.08 5922 09/12/2013 American Logistics Company DAR- REV -Operations & Maint. -7,871.50 5922 09/12/2013 American Logistics Company DAR - Operations & Maint. July 25,746.66 5922 09/12/2013 American Logistics Company DAR- Coupon Charge- July 2013 1,875.00 5970 09/25/2013 American Logistics Company DAR Operations & Maintenance 62,236.70 5970 09/25/2013 American Logistics Company DAR Revenue - Aug. 2013 -7,863.00 5970 09/25/2013 American Logistics Company DAR Operations & Maintenance 24,693.30 5970 09/25/2013 American Logistics Company DAR Coupon Charge - Aug. 2013 1,509.00 Vendor American Logistics Company Total: 161,695.24
Vendor: Antelope Valley College Foundation 5923 09/12/2013 Antelope Valley College Tracy Lawrence Sponsorship 5,000.00 Vendor Antelope Valley College Foundation Total: 5,000.00
Vendor: Anthem Blue Cross 5971 09/25/2013 Anthem Blue Cross Health Insurance (EE Portion), 5,298.50 5971 09/25/2013 Anthem Blue Cross Health// Insurance// (ER Portion), 28,088.50 // // Vendor Anthem Blue Cross Total: 33,387.00
Vendor: Apex Hesperia Rentals 5924 09/12/2013 Apex Hesperia Rentals Headlight Assy. 120.86 5924 09/12/2013 Apex Hesperia Rentals Key for Kubota 18.32 5924 09/12/2013 Apex Hesperia Rentals Fuel Pump for Kubota 132.05 Vendor Apex Hesperia Rentals Total: 271.23
Vendor: Aragon, Dietter 5925 09/12/2013 Aragon, Dietter Reimbursement- APTA 309.13 Vendor Aragon, Dietter Total: 309.13
Vendor: Aramark Uniform Services 5926 09/12/2013 Aramark Uniform Services Uniform Service, Aug. 2013 208.16 5926 09/12/2013 Aramark Uniform Services Uniform Service, Aug. 2013 64.19 5926 09/12/2013 Aramark Uniform Services Uniform Service, Aug. 2013 53.30 5926 09/12/2013 Aramark Uniform Services Uniform Service, Sept. 2013 53.03 5972 09/25/2013 Aramark Uniform Services Uniform Services, Sept. 2013 64.19 5972 09/25/2013 Aramark Uniform Services Uniform Services, Sept. 2013 59.68 Vendor Aramark Uniform Services Total: 502.55
Vendor: Arrow Engineering-AESI 5927 09/12/2013 Arrow Engineering-AESI Bus Stop Improvements FY14 31,440.00 Vendor Arrow Engineering-AESI Total: 31,440.00
10/2/2013 8:16:16 AM Page 1 of 9 Expense Approval Report Payment Dates: 9/1/2013 - 9/30/2013 Payment Number Payment Date Vendor Name Description (Item) (None) Amount Vendor: At&T Calnet 5928 09/12/2013 At&T Calnet Phone Serv 7/20/13 - 8/19/13 766.03 Vendor At&T Calnet Total: 766.03
Vendor: AT&T Mobility 5929 09/12/2013 AT&T Mobility Cell Phones 07/07/1 -08/06/13 894.32 5973 09/25/2013 AT&T Mobility Cell Phones 8/7/13-9/6/13 1,056.08 Vendor AT&T Mobility Total: 1,950.40
Vendor: Atkinson, Andelson, Loya, RUUD 5930 09/12/2013 Atkinson Andelson Loya Ruud General Advice, July 2013 687.00 Vendor Atkinson, Andelson, Loya, Ruud Total: 687.00
Vendor: AV Press 5974 09/25/2013 AV Press Advertisement for Upgrade 337.95 5974 09/25/2013 AV Press Advertising, Aug. 2013 250.00 5974 09/25/2013 AV Press Advertising, Aug. 2013 4,468.25 5974 09/25/2013 AV Press Readvertisement Lancaster BSIP 360.45 Vendor AV Press Total: 5,416.65
Vendor: Block, Lyle 5931 09/12/2013 Block, Lyle Reimbursement- FTA 225.95 Vendor Block, Lyle Total: 225.95
Vendor: Blue Tarp Financial- Northern Tool 5932 09/12/2013 Blue Tarp Financial- Northern Tires for The BSM Trailer 153.98 Vendor Blue Tarp Financial- Northern Tool Total: 153.98
Vendor: BOHN'S Printing 5933 09/12/2013 BOHN'S Printing Commuter Brochures 735.75 5933 09/12/2013 BOHN'S Printing TRANSporter Brochures 327.00 5975 09/25/2013 BOHN'S Printing FY 2014 Business Plan - Budget 1,162.25 5975 09/25/2013 BOHN'S Printing FY 2014 Business Plan - Budget 500.00 Vendor BOHN'S Printing Total: 2,725.00
Vendor: Brinks Incorporated 5976 09/25/2013 Brinks Incorporated Supplemental Billing- Aug. 2013 230.49 5976 09/25/2013 Brinks Incorporated Money room Service- Sept. 2013 466.08 Vendor Brinks Incorporated Total: 696.57
Vendo r: Burris Coffee & Pure Water Service 5934 09/12/2013 Burris Coffee & Pure Water Coffee Supplies 249.90 Vendor Burris Coffee & Pure Water Service Total: 249.90
Vendor: California Fencing Inc. 5935 09/12/2013 California Fencing Inc. Replace Gate In-Ground Safety 1,000.00 Vendor California Fencing Inc. Total: 1,000.00
Vendor: Carpenter Sellers Associates 5936 09/12/2013 Carpenter Sellers Associates AVTA Phase II- Close Out 3,993.70 Vendor Carpenter Sellers Associates Total: 3,993.70
Vendor: Carquest of Lancaster #7305 5937 09/12/2013 Carquest of Lancaster #7305 1 Ton Transmission Jack 2,364.21 Vendor Carquest of Lancaster #7305 Total: 2,364.21
Vendor: Compliance Oversight Solutions- Ideal 5977 09/25/2013 Compliance Oversight Solutions- Veolia Compliance Oversight- 3,975.00 5977 09/25/2013 Compliance Oversight Solutions- ALC Compliance Oversight- QTR2 1,812.50 Vendor Compliance Oversight Solutions- Ideal Total: 5,787.50
Vendor: Eugene Greene 5978 09/25/2013 Eugene Greene Inspect, repair, certify 3 160.00 Vendor Eugene Greene Total: 160.00
Vendor: Federal Express 5938 09/12/2013 Federal Express Shipping, 07/08/13 - 7/11/13 907.59 5938 09/12/2013 Federal Express Shipping, 7/22/13 - 7/24/13 1,183.12 Vendor Federal Express Total: 2,090.71
10/2/2013 8:16:16 AM Page 2 of 9 Expense Approval Report Payment Dates: 9/1/2013 - 9/30/2013 Payment Number Payment Date Vendor Name Description (Item) (None) Amount Vendor: GFI Genfare 5939 09/12/2013 GFI Genfare Gear, Miter 80.52 Vendor GFI Genfare Total: 80.52
Vendor: Grainger 5940 09/12/2013 Grainger Contact Cement 56.41 5940 09/12/2013 Grainger Fire Extiguishers for Body Shop 206.21 5940 09/12/2013 Grainger Fire Extinguishers for Server 885.85 5979 09/25/2013 Grainger Push button switch 60.42 5979 09/25/2013 Grainger AA Batterries 13.48 5979 09/25/2013 Grainger Backpack sprayer 76.03 5979 09/25/2013 Grainger Fuel hoses - 1" x 14' 152.61 5979 09/25/2013 Grainger AAA batterries 14.81 5979 09/25/2013 Grainger Weed Killer 163.82 5979 09/25/2013 Grainger Fire extiguisher cabinet 138.85 5979 09/25/2013 Grainger Fire extiguisher signs 38.46 5979 09/25/2013 Grainger 2 Gallon Cans Hunter Green 199.92 5979 09/25/2013 Grainger Mini Paint Roller Covers 27.77 5979 09/25/2013 Grainger Mini Paint Roller Frames 20.34 5979 09/25/2013 Grainger Intake air filter 23.96 5979 09/25/2013 Grainger Regulating valve 83.37 5979 09/25/2013 Grainger Tap 3/4"-16 61.96 5979 09/25/2013 Grainger Intake air filter 39.07 5979 09/25/2013 Grainger Electronic ballast 429.68 5979 09/25/2013 Grainger Left hand tap 67.88 5979 09/25/2013 Grainger Chart tape 13.47 Vendor Grainger Total: 2,774.37
Vendor: Greater Antelope Valley Economic Alliance 5941 09/12/2013 Greater Antelope Valley GAVEA Meeting Table 500.00 Vendor Greater Antelope Valley Economic Alliance Total: 500.00
Vendor: Home Depot Credit Services 5942 09/12/2013 Home Depot Credit Services Bus Wash and Water Line Repair 145.01 5942 09/12/2013 Home Depot Credit Services Landscape supplies 434.71 5942 09/12/2013 Home Depot Credit Services Dias Stair Supplies 100.08 Vendor Home Depot Credit Services Total: 679.80
Vendor: Insight- Public Sector 5981 09/25/2013 Insight- Public Sector HP 88XL Magenta Print Cartridge 32.50 5981 09/25/2013 Insight- Public Sector Interlink RemotePoint Jade 127.85 5981 09/25/2013 Insight- Public Sector Interlink RemotePoint 157.57 Vendor Insight- Public Sector Total: 317.92
Vendor: Interior Plant Designs 5943 09/12/2013 Interior Plant Designs Indoor Plant Services 185.00 5982 09/25/2013 Interior Plant Designs Indoor Plant Service Sept. 2013 185.00 Vendor Interior Plant Designs Total: 370.00
Vendor: Iron Mountain Records Mgmt Inc 5983 09/25/2013 Iron Mountain Records Mgmt Document Destruction Service, 75.61 // //Vendor Iron Mountain Records Mgmt Inc Total: 75.61
Vendor: Julie Austin 5984 09/25/2013 Julie Austin Reimbursement- Train tickets 381.35 Vendor Julie Austin Total: 381.35
Vendor: Kingsbury Uniforms, Inc. 5985 09/25/2013 Kingsbury Uniforms, Inc. Ladies silk touch 3/4 sl polo 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Ladies 3\4 sl blouse wh Lg 69.40 5985 09/25/2013 Kingsbury Uniforms, Inc. Ladies slk touch 3\4 polo Navy 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Port Auth ez care shirt long 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Ladies Silk Touch Long Sleeve 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. port auth EZ care shirt long 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Port Authority Easy care Shirt 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Ladies Silk Touch Long Sleeve 18.50
10/2/2013 8:16:16 AM Page 3 of 9 Expense Approval Report Payment Dates: 9/1/2013 - 9/30/2013 Payment Number Payment Date Vendor Name Description (Item) (None) Amount 5985 09/25/2013 Kingsbury Uniforms, Inc. Pique Knit Polo 2XL NAvy 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Port Aurth EZ Care Shirt Long 19.85 5985 09/25/2013 Kingsbury Uniforms, Inc. Pique Knit Polo 2XL Oxford 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Ladies Silk Touch Long Sleeve 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Ladies Silk touch lg Sleeve polo 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Port Auth EZ Care Shirt Long 54.75 5985 09/25/2013 Kingsbury Uniforms, Inc. LAdies Silk Touch Long sleeve 18.50 5985 09/25/2013 Kingsbury Uniforms, Inc. Silk Touch Long Sleeve polo w/ 19.85 5985 09/25/2013 Kingsbury Uniforms, Inc. Port Authority Easy CAre Shirt 18.50 Long sleeve Lg blk 5985 09/25/2013 Kingsbury Uniforms, Inc. silk touch long sleeve polo w/ 39.70 Vendor Kingsbury Uniforms, Inc. Total: 444.05
Vendor: Koff & Associates, Inc 5987 09/25/2013 Koff & Associates, Inc Classification and Compensation 2,720.00 Vendor Koff & Associates, Inc Total: 2,720.00
Vendor: Kwik-Key 5988 09/25/2013 Kwik-Key 2 Duplicate keys 21.69 Vendor Kwik-Key Total: 21.69
Vendor: L.A. County Waterworks 5944 09/12/2013 L.A. County Waterworks Utilities - Water 06/13- 08/14/13 253.12 5944 09/12/2013 L.A. County Waterworks Utilities - Water06/13- 08/14/13 862.52 5944 09/12/2013 L.A. County Waterworks Utilities - Water06/13-8/14/13 1,322.24 Vendor L.A. County Waterworks Total: 2,437.88
Vendor: LA County Sheriff Dept 5945 09/12/2013 LA County Sheriff Dept LA County Sheriff- Bus Security 10,187.98 Vendor LA County Sheriff Dept Total: 10,187.98
Vendor: McMaster-Carr Supply Co. 5989 09/25/2013 McMaster-Carr Supply Co. Foam cups 171.03 Vendor McMaster-Carr Supply Co. Total: 171.03
Vendor: Mobile Relay Associates 5946 09/12/2013 Mobile Relay Associates Radio airtime Mobile Command 428.00 Vendor Mobile Relay Associates Total: 428.00
Vendor: Moore & Associates 5990 09/25/2013 Moore & Associates Mobility Management Program 11,719.05 Vendor Moore & Associates Total: 11,719.05
Vendor: Network Hardware Resale 5947 09/12/2013 Network Hardware Resale Cisco IP Phone 7961 154.10 5947 09/12/2013 Network Hardware Resale Cisco IP Phone 7941 523.20 Vendor Network Hardware Resale Total: 677.30
Vendor: NIC Partners 5991 09/25/2013 NIC Partners Security Milestone #1 and #2 20,000.00 Vendor NIC Partners Total: 20,000.00
Vendor: Our Weekly Publications 5992 09/25/2013 Our Weekly Publications RFP ad Unarmed Security Guard 175.00 5992 09/25/2013 Our Weekly Publications Readvertisement Lancaster BSIP 175.00 5992 09/25/2013 Our Weekly Publications RFP Ad Upgrade Server Room 175.00 Vendor Our Weekly Publications Total: 525.00
Vendor: Petty Cash 5948 09/12/2013 Petty Cash M. Perry- TV Wall mount 57.50 5948 09/12/2013 Petty Cash C. Konisek- Parking Fee Reimb. 6.00 Vendor Petty Cash Total: 63.50
Vendor: Pinnacle Petroleum Inc 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 27,236.95 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 27,990.29 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 27,226.58 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 14,211.59 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 28,132.11
10/2/2013 8:16:16 AM Page 4 of 9 Expense Approval Report Payment Dates: 9/1/2013 - 9/30/2013 Pa yment Number Payment Date Vendor Name Description (Item) (None) Amount 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 27,767.94 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 27,919.86 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 28,066.04 5949 09/12/2013 Pinnacle Petroleum Inc Fuel, August 2013 28,885.10 5993 09/25/2013 Pinnacle Petroleum Inc Fuel, August 2013 12,235.75 Vendor Pinnacle Petroleum Inc Total: 249,672.21
Vendor: Richards, Watson & Gershon 5950 09/12/2013 Richards, Watson & Gershon General Counsel Services, June 2,626.00 5950 09/12/2013 Richards, Watson & Gershon Board Meeting Attendance, June 1,182.50 5950 09/12/2013 Richards, Watson & Gershon General Counsel Services, July 4,601.46 5950 09/12/2013 Richards, Watson & Gershon Board Meeting Attendance, 1,182.50 5950 09/12/2013 Richards, Watson & Gershon Sub//poena Responses, July 2013 21,040.00 Vendor Richards, Watson & Gershon Total: 30,632.46
Vendor: SHI- Software Hardware Integration 5951 09/12/2013 SHI- Software Hardware Cisco SFP Fiber Optic Transceiver 1,039.87 5951 09/12/2013 SHI- Software Hardware SanDisk 16 GB Class 4 SD Card 87.96 5951 09/12/2013 SHI- Software Hardware Kingston 32GB USB Flash Drive 78.48 5951 09/12/2013 SHI- Software Hardware Maxell Blast Away CA-4 Air 20.06 5951 09/12/2013 SHI- Software Hardware WD MyBook 2 TB USB Hard 239.80 5951 09/12/2013 SHI- Software Hardware 3M LC -SC Multimode Fiber 109.35 5951 09/12/2013 SHI- Software Hardware 1M LC-LC Multimode Fiber 63.96 5951 09/12/2013 SHI- Software Hardware 1M LC-SC Multimode Fiber 92.74 5951 09/12/2013 SHI- Software Hardware 3M LC-LC Multimode Fiber 71.07 5994 09/25/2013 SHI- Software Hardware Cables To Go Horizontal Cable 86.75 5994 09/25/2013 SHI- Software Hardware Cables To Go Vertical Cable 70.56 5994 09/25/2013 SHI- Software Hardware Cables To Go Vertical Cable 70.56 Vendor SHI- Software Hardware Integration Total: 2,031.16
Vendor: SignWarehouse, Inc. 5952 09/12/2013 SignWarehouse, Inc. Vinyl Removal Tool 426.00 5952 09/12/2013 SignWarehouse, Inc. Rubber Eraser 22.00 5952 09/12/2013 SignWarehouse, Inc. FLUSH BASE FOR 1204 12.00 5952 09/12/2013 SignWarehouse, Inc. 3M CONTROLTAC V3 48" X 150 695.00 5952 09/12/2013 SignWarehouse, Inc. VJ- 1204 MAINTENANCE KIT 255.90 5952 09/12/2013 SignWarehouse, Inc. ORAGUARD 290 54X150 GLOSS 1,050.00 Vendor SignWarehouse, Inc. Total: 2,460.90
Vendor: Sinclair Printing Company 5953 09/12/2013 Sinclair Printing Company Local Transit Schedules - Reorder 3,196.97 5995 09/25/2013 Sinclair Printing Company Local Transit Schedules - reprint 2,869.97 Vendor Sinclair Printing Company Total: 6,066.94
Vendor: Southern California Edison 5954 09/12/2013 Southern California Edison Utilities- Elect 6/18/13-7/18/13 6,392.84 5954 09/12/2013 Southern California Edison Utilities- Elect 7/19/13-8/15/13 8,454.78 Vendor Southern California Edison Total: 14,847.62
Vendor: Standard Insurance Company 5956 09/12/2013 Standard Insurance Company Dental Insurance (EE Portion), 575.52 5956 09/12/2013 Standard Insurance Company Dental Insurance (ER Portion), 2,112.32 5956 09/12/2013 Standard Insurance Company Vision Insurance (EE Portion), 104.48 5956 09/12/2013 Standard Insurance Company Vision Insurance (ER Portion), 410.48 Vendor Standard Insurance Company Total: 3,202.80
Vendor: Standard Insurance Company 5955 09/12/2013 Standard Insurance Company Long Term Disability, Aug 2013 806.77 5955 09/12/2013 Standard Insurance Company Short Term Disability, Aug 2013 1,300.79 5955 09/12/2013 Standard Insurance Company AD&D, August 2013 95.34 5955 09/12/2013 Standard Insurance Company Life, August 2013 246.58 Vendor Standard Insurance Company Total: 2,449.48
Vendor: State of California Franchise Tax Board 5957 09/12/2013 State of California Franchise Tax Wage Garnishment, 465.23 5957 09/12/2013 State of California Franchise Tax Wage// Garnishment,// 477.62 // // 10/2/2013 8:16:16 AM Page 5 of 9 Expense Approval Report Payment Dates: 9/1/2013 - 9/30/2013 Payment Number Payment Date Vendor Name Description (Item) (None) Amount 5996 09/25/2013 State of California Franchise Tax Wage Garnishment, 477.62 // //Vendor State of California Franchise Tax Board Total: 1,420.47
Vendor: Strategies 5958 09/12/2013 Strategies Consulting Services for August 25.00 Vendor Strategies Total: 25.00
Vendor: TCW Systems, Inc. 5959 09/12/2013 TCW Systems, Inc. Repeater Service 500.00 5997 09/25/2013 TCW Systems, Inc. Repeater Service, October 2013 500.00 Vendor TCW Systems, Inc. Total: 1,000.00
Vendor: The Customer Service Experts 5998 09/25/2013 The Customer Service Experts Phone Line Reimbursement, 50.00 Vendor The Customer Service Experts Total: 50.00
Vendor: The Gas Company 5960 09/12/2013 The Gas Company Utilities - Gas, 7/22/13 - 94.30 // Vendor The Gas Company Total: 94.30
Vendor: Time Warner Cable Business Class 5999 09/25/2013 Time Warner Cable Business Cable TV Service 236.28 // //Vendor Time Warner Cable Business Class Total: 236.28
Vendor: United Parcel Service 6000 09/25/2013 United Parcel Service Maintenance Items shipping 124.00 Vendor United Parcel Service Total: 124.00
Vendor: Universal Electronic Alarms 6001 09/25/2013 Universal Electronic Alarms Service call Fire Alarms 140.00 Vendor Universal Electronic Alarms Total: 140.00
Vendor: UNUM Life Insurance Co of Amer 6002 09/25/2013 UNUM Life Insurance Co of Long Term Care (ER Portion), 540.60 6002 09/25/2013 UNUM Life Insurance Co of Long// Term Care// (EE Portion), 223.50 // //Vendor UNUM Life Insurance Co of Amer Total: 764.10
Vendor: US Bank 5961 09/12/2013 US Bank C. Foust- TV and Monitor 263.63 5961 09/12/2013 US Bank C. Foust - Sign for community 283.56 5961 09/12/2013 US Bank S. Hofbauer - Registration- APTA 750.00 5961 09/12/2013 US Bank K. Darr- Lodging- Board Support 583.05 5961 09/12/2013 US Bank R. Fitzgibbons - Uniform Aprons 101.25 5961 09/12/2013 US Bank R. Keys - One Kindle for Board 357.21 5961 09/12/2013 US Bank D. Aragon - Registration- CTA 425.00 5961 09/12/2013 US Bank L. Block- Airfare -FTA 257.60 5961 09/12/2013 US Bank D. Aragon- Lodging - Mulitmodal 48.72 5961 09/12/2013 US Bank C. Konisek & J. Austin - Reg. APTA 1,500.00 5961 09/12/2013 US Bank C. Konisek - Reg.- Webinar 336.00 5961 09/12/2013 US Bank L Block- Lodging - FTA 216.20 5961 09/12/2013 US Bank K. Keevil- Registration - OSHA 159.00 5961 09/12/2013 US Bank M. Perry- Two TV's for Mobile 618.38 5961 09/12/2013 US Bank R. Keys- Kindles and Access. for 1,525.01 5961 09/12/2013 US Bank L. Engel - Registration - CTA 50.00 5961 09/12/2013 US Bank J. Austin - J. Fry -L. Engel- CTA 1,150.00 Vendor US Bank Total: 8,624.61
Vendor: Valley Power Systems 5963 09/12/2013 Valley Power Systems adapter 792.00 5963 09/12/2013 Valley Power Systems 100 Pin Bobbin 801.46 5963 09/12/2013 Valley Power Systems adapter 2 779.92 5963 09/12/2013 Valley Power Systems meter assy 805.23 5963 09/12/2013 Valley Power Systems Inbound Grd 38.15 Vendor Valley Power Systems Total: 3,216.76
Vendor: Veolia Transportation 5964 09/12/2013 Veolia Transportation Passthrough- Zonar 1,358.46 5964 09/12/2013 Veolia Transportation Passthrough- Customer Service 2,033.76
10/2/2013 8:16:16 AM Page 6 of 9 Expense Approval Report Payment Dates: 9/1/2013 - 9/30/2013 Payment Number Payment Date Vendor Name Description (Item) (None) Amount 5964 09/12/2013 Veolia Transportation Local Ops and Maint, July 2013 854,736.71 5964 09/12/2013 Veolia Transportation Local & Commuter LDs, July -22,550.00 5964 09/12/2013 Veolia Transportation Commuter Ops & Maint, July 130,646.80 Vendor Veolia Transportation Total: 966,225.73
Vendor: Verizon California 5965 09/12/2013 Verizon California Phone Service, 8/13/13 551.36 Vendor Verizon California Total: 551.36
Vendor: Vinsa Insurance Associates 6003 09/25/2013 Vinsa Insurance Associates Add equipment trailer to auto 141.00 Vendor Vinsa Insurance Associates Total: 141.00
Vendor: Walsma Oil Company 5966 09/12/2013 Walsma Oil Company Diesel Emissions Fluid 1,366.86 6004 09/25/2013 Walsma Oil Company Diesel Exhaust Fluid 1,366.86 Vendor Walsma Oil Company Total: 2,733.72
Vendor: Waste Management 6005 09/25/2013 Waste Management Utilities-Waste, August 2013 615.54 Vendor Waste Management Total: 615.54
Vendor: Waxie Sanitary Supply 6006 09/25/2013 Waxie Sanitary Supply work glove 15.51 6006 09/25/2013 Waxie Sanitary Supply freshener dispenser 105.21 6006 09/25/2013 Waxie Sanitary Supply creame cleanser 71.32 6006 09/25/2013 Waxie Sanitary Supply fuel charge 9.75 6006 09/25/2013 Waxie Sanitary Supply trigger sprayer 6.21 6006 09/25/2013 Waxie Sanitary Supply window squeegee 8.81 6006 09/25/2013 Waxie Sanitary Supply spray bottles 8.18 6006 09/25/2013 Waxie Sanitary Supply window brush and squeegee 70.15 6006 09/25/2013 Waxie Sanitary Supply 12ft ext pole 84.54 6006 09/25/2013 Waxie Sanitary Supply non perfroated paper towels 253.49 6006 09/25/2013 Waxie Sanitary Supply Toilet paper 348.06 6006 09/25/2013 Waxie Sanitary Supply berry 9000 shot freshener 63.77 6006 09/25/2013 Waxie Sanitary Supply sparkle multi surface cleaner 28.12 6006 09/25/2013 Waxie Sanitary Supply Citrus cleaner 227.40 Vendor Waxie Sanitary Supply Total: 1,300.52
Vendor: Western Exterminators 6008 09/25/2013 Western Exterminators Exterminator Service, August 88.50 Vendor Western Exterminators Total: 88.50
Vendor: Witts 5967 09/12/2013 Witts Office Supplies/Blanket 386.54 5967 09/12/2013 Witts Office Supplies 12.33 6009 09/25/2013 Witts Office Supplies, Sept. 2013 492.66 6009 09/25/2013 Witts Office Supplies, Sept. 2013 107.30 Vendor Witts Total: 998.83
Vendor: Zones Inc. 5968 09/12/2013 Zones Inc. APC Back-UPS ES 550 Battery 227.56 Vendor Zones Inc. Total: 227.56
Grand Total: 1,617,970.52
10/2/2013 8:16:16 AM Page 7 of 9 Expense Approval Report Payment Dates: 9/1/2013 - 9/30/2013
Report Summary Fund Summary Fund Payment Amount 100 - OPERATING FUND 1,561,697.63 600 - CAPITAL EXPENDITURES 56,272.89 Grand Total: 1,617,970.52
Account Summary Account Number Account Name Payment Amount 100-000-2-B1-4011013 Accrued Medical 5,298.50 100-000-2-B1-4011014 Accrued Dental - EE 575.52 100-000-2-B1-4011016 Accrued Vision - EE 104.48 100-000-2-B1-4011019 Accrued- Other Benefits 587.96 100-000-2-B1-4011024 Accrued LTC - EE 223.50 100-000-2-B1-4011034 SALARY / WAGES 1,420.47 100-000-4-D1-6001400 Fare Revenues - DAR - -4,479.00 100-1EX-5-G1-9501005 Legal Services 31,319.46 100-1EX-5-G1-9501013 Consulting Fees 22,720.00 100-1EX-5-G1-9501019 Travel, Trainings & 6,016.65 100-1EX-5-G1-9501034 Other General 381.35 100-1ZZ-5-G1-9701612 Medical - ER 28,088.50 100-1ZZ-5-G1-9701614 Dental - ER 2,112.32 100-1ZZ-5-G1-9701616 Vision - ER 410.48 100-1ZZ-5-G1-9701811 Group Life - FT 246.58 100-1ZZ-5-G1-9701812 Short-term Disability - FT 1,300.79 100-1ZZ-5-G1-9701813 Long-term Disability 806.77 100-1ZZ-5-G1-9701814 AD & D 95.34 100-1ZZ-5-G1-9702618 Long-term Care - ER 540.60 100-1ZZ-5-J1-9902032 968/ Preventative 13,564.74 100-2FF-5-G1-9001009 Contract Services/ - Other 2,033.76 100-2FF-5-G1-9001013 Contract Services - Local & 962,833.51 100-2FF-5-G1-9001014 Contract Services - DAR 166,174.24 100-2FF-5-G1-9201003 Fuel & Lubricants 252,405.93 100-2FF-5-G1-9401004 Facility Maintenance - 454.59 100-2FF-5-G1-9401005 Facility Maintenance - 1,390.68 100-2FF-5-G1-9401007 Maintenance Supplies - 248.03 100-2FF-5-G1-9401009 I.T.-- Maintenance - Parts & 32.50 100-2FF-5-G1-9401021 Utilities - Electricity 14,847.62 100-2FF-5-G1-9401022 Utilities - Gas 94.30 100-2FF-5-G1-9401023 Utilities - Waste 615.54 100-2FF-5-G1-9401024 Utilities - Water 2,437.88 100-2FF-5-G1-9401032 Security Services-Sheriff's 10,187.98 100-2FF-5-G1-9501010 Postage and delivery 2,214.71 100-2FF-5-G1-9501011 TRANSporter service 577.00 100-2FF-5-G1-9501017 Telephone & Fax 3,504.07 100-3FS-5-G1-9401019 Liability, Fire & Other 141.00 100-3FS-5-G1-9501002 Classified Advertising 175.00 100-3FS-5-G1-9501009 Office Supplies 1,866.64 100-3FS-5-G1-9501018 Printing Services 500.00 100-3FS-5-G1-9501027 Employment Screening/ 5,812.50 100-3FS-5-G1-9501037 Sales Expense for CPOS 50.00 100-5CS-5-G1-9401020 Uniform Upkeep-AVTA 444.05 100-5CS-5-G1-9501003 Marketing 5,843.25 100-5CS-5-G1-9501018 Printing Services 9,977.84 100-5CS-5-G1-9501029 Miscellaneous Special 5,000.00 100-5CS-5-G1-9501039 Sponsorships 500.00 600-1XX-5-J1-9901001 37-X100/JARC-Mobility 11,719.05 600-1XX-5-J1-9902008 799/ CS, Maint,/ Admin 1,803.29 600-1XX-5-J1-9909031 616/ Phase/ II - 3,993.70 600-1XX-5-J1-9909036 616/ Maint/ & Admin / 6,163.02 / 10/2/2013 8:16:16 AM Page 8 of 9 Expense Approval Report Payment Dates: 9/1/2013 - 9/30/2013
Account Summary Account Number Account Name Payment Amount 600-1XX-5-J1-9909048 875 /Purchase 31,975.45 600-1XX-5-J1-9909064 Prop 1B- Mobile Command 618.38
Grand Total: 1,617,970.52
Project Account Summary Project Account Key Payment Amount **None** 1,617,970.52 Grand Total: 1,617,970.52
10/2/2013 8:16:16 AM Page 9 of 9
CC 2.D
STATEMENT OF NET ASSETS
As of As of August 30, 2013 June 30, 2013
ASSETS CURRENT ASSETS Cash and cash equivalents $ 18,998,175 $ 17,332,141 Due from other governments 1,989,389 2,973,322 Other receivables 174,264 252,176 Inventory 319,953 319,953 Prepaid items 277,920 9,614 Total Current Assets 21,759,700 20,887,205
NONCURRENT ASSETS Capital assets, net of depreciation 50,028,170 50,781,434
Total Assets 71,787,870 71,668,639
LIABILITIES AND NET ASSETS CURRENT LIABILITIES Accounts payable 2,649,586 1,677,275 Due to Federal Transit Administration 4,371 4,371 Accrued payroll (3,169) 74,204 Compensated absences 264,642 264,642 Other Liabilities - - Total Current Liabilities 2,915,430 2,020,492
Deferred inflows of resources Deferred Revenue - Prop 1B 3,004,814 2,808,767
Total Liabilities 5,920,244 4,829,260
NET ASSETS Invested in Capital Assets 50,028,170 50,781,434 Restricted for Capital Acquisition 4,423,964 4,423,713 Unrestricted 11,415,492 11,634,233 Total Net Assets $ 65,867,626 $ 66,839,379 STATEMENT OF REVENUES, EXPENSES AND CHANGES IN NET ASSETS
2 Months 12 Months ending ending August 30, 2013 June 30, 2013 OPERATING REVENUES Charges for services: Passenger fares $ 829,733 $ 4,832,799 Total operating expenses 829,733 4,832,799
OPERATING EXPENSES Purchased transportation services: Outside transit contract 2,105,139 12,318,390 Fuel 521,399 2,819,513 Other operating costs 285,094 824,123 General and administrative 618,060 4,062,047 Depreciation 754,324 4,519,585 Total operating expenses 4,284,016 24,543,658
Operating gain/(loss) (3,454,283) (19,710,859)
NONOPERATING REVENUES/(EXPENSES) Interest Income 252 12,421 Local operating grants 1,407,615 9,653,042 Federal operating grants 853,600 8,358,434 Member agency contributions 561,158 3,524,379 Capital expenses (566,081) (397,681) Gain/(Loss) on sale of capital assets - (38,462) Other 42,552 358,371 Total nonoperating revenues and expenses 2,299,096 21,470,504
Gain/(Loss) before capital contributions (1,155,186) 1,759,646
CAPITAL CONTRIBUTIONS Capital grants 183,433 16,444,223 Member contributions - - Total capital contributions 183,433 16,444,223
NET CHANGE IN NET ASSETS (971,754) 18,203,868
NET ASSETS, BEGINNING OF PERIOD 66,839,379 48,635,511
NET ASSETS, END OF PERIOD $ 65,867,625 $ 66,839,379 STATEMENT OF CASH FLOWS 2 Months 12 Months ending ending August 30, 2013 June 30, 2013 CASH FLOWS FROM OPERATING ACTIVITIES Cash received from customers 829,733 4,832,799 Non-operating miscellaneous revenue received 42,552 358,371 Cash payments to suppliers for goods and services (2,035,933) (17,610,499) Cash payments to employees for services (593,169) (3,325,535) Net cash used in operating activities (1,756,816) (15,744,865)
CASH FLOWS FROM NONCAPITAL FINANCING ACTIVITIES: Operating grants received 2,078,026 17,052,634 Contributions received from member agencies 653,346 2,530,732 Net cash provided by non-capital financing activities 2,731,372 19,583,366
CASH FLOWS FROM CAPITAL AND RELATED FINANCING ACTIVITIES: Acquisition of capital assets - (14,245,099) Proceeds received from sale of capital assets - (38,462) Capital grants received 1,247,765 16,553,655 Capital expenses (566,081) (397,681) Capital contributions received from member agencies 9,542 (235,599) Net cash used in capital and related financing activities 691,226 1,636,815
CASH FLOWS PROVIDED BY INVESTING ACTIVITIES: Interest received 252 12,421 Net cash provided by investing activities: 252 12,421
Net increase/(decrease) in cash and cash equivalents 1,666,034 5,487,737
CASH AND CASH EQUIVALENTS, BEGINNING OF YEAR 17,332,141 11,844,405
CASH AND CASH EQUIVALENTS, END OF YEAR 18,998,175 17,332,141 STATEMENT OF CASH FLOWS 2 Months 12 Months ending ending August 30, 2013 June 30, 2013 Reconciliation of operating income (loss) to net cash used in operating activities (Indirect Method): Operating Loss (3,454,283) (19,710,859) Adjustments to Net Cash used in Operating Activities Depreciation 754,324 4,519,585 Miscellaneous income 42,552 358,371 (Increase) decrease in other receivables 77,912 (14,486) (Increase) decrease in inventory - 35,739 (Increase) decrease in prepaid items (268,306) 51,017 Increase (decrease) in accounts payable 972,310 (921,753) Increase (decrease) in due to Federal Transit Administration - (74,829) Increase (decrease) in accrued payroll (77,373) 7,795 Increase (decrease) in compensated absences payable - 23,938 Increase (decrease) in other liabilities - - Increase (decrease) in deferred revenue 196,047 (19,383)
Net Cash used in operating activities (1,756,817) (15,744,865)
Notes 1 This set of basic financial statements dated August 31, 2013 is prepared on an interim basis and is unaudited. 2 As of the this statement's preparation date, final preparations for the June 30, 2013 DRAFT Statements had not occurred. Thus, they may not necessarily reflect final adjustments which could effect the final June 30, 2013 financials and the financials for periods occurring thereafter. 3 For purposes of reasonable projections, depreciation expense and accumulated depreciation of fixed assets for the 2 months ended August 31, 2013 are estimates based on average monthly activity during FY13. The difference between estimates used and the actual depreciation expense when determined will be reflected in subsequent financial statements.
4 Please see the Treasury Report for additional highlights on cash & equivalents, payroll and expenditures. CC 3
DATE: October 22, 2013
TO: BOARD OF DIRECTORS
SUBJECT: FY14 Key Performance Indicators Report for August 2013
RECOMMENDATION Receive and file the Key Performance Indicators Report for August 2013.
SUMMARY The key performance indicators report provides an analysis of Antelope Valley Transit Authority’s (AVTA) main goals on a monthly basis. Data is collected from a variety of sources such as the farebox, contractor reports, and financial performance reports.
ANALYSIS AVTA’s fixed route local and commuter performance is based on several key indicators. These include total monthly ridership, vehicle service hours, fare revenues, and total operating expenses. Following are highlights of the system performance and indicators correlating to each respective goal.
Boardings – Boardings recorded by the farebox during the August 2013 were 333,107. This is an increase of almost 7% when compared to boardings recorded during August 2012. Historically, between June and August, ridership dips systemwide due to the summer break. With school commencing earlier this year, ridership started to trend upward in August instead of September.
Fare Revenue – Revenue recorded in August 2013 was $456,978, an increase of 3.5% compared to August 2012. Cash fares increased by 19% ($32,940) for the month compared to last August. In addition to school starting earlier, AVTA’s security saturation patrol efforts were increased in August which we believe contributed to the improvement in cash fares. Pass sales also increased by 9% ($24,981) over the same period last year.
Operating Expenses – Operating expenses for the month of August were $1.8 million, with an average cost per vehicle service hour of $124.64. Overall expenses were 4% ($77,300) higher for the month of August 2013 as compared to August 2012.
Goal 1 – Operate a Safe Transit System – This is measured by the number of preventable accidents for every 100,000 miles of fixed route operation.
Accidents [Target - .90 preventable accidents/100,000 miles] – During August 2013 there was only one preventable accident recorded; this is comparable to August 2012. Year- to-date Accidents per 100,000 Miles reflect an improvement of 76% over the previous fiscal year.
FY14 Key Performance Indicators Report for August 2013 October 22, 2013 Page 2
Goal 2 – Provide Outstanding Customer Service – This is measured by complaints per 100,000 boardings; schedule adherence; average hold time; and average miles between service interruptions.
Customer Complaints [Target – 10.0 complaints/100,000 boardings] – During the last fiscal year all complaints were counted valid or invalid which is the reason for the huge decrease in complaints (55% YTD). A total of 7.51 complaints per 100,000 boardings was recorded during August 2013, a 65% improvement over August 2012. The FY14 target of 10 complaints per 100,000 boardings is more aggressive than the FY13 target of 25 complaints per 100,000 boardings.
Schedule Adherence [Target - 96%] – There were 870 timepoint checks conducted during August 2013 producing an average on-time performance (OTP) of almost 97%. This is consistent with the August 2012 OTP. We continue to encounter service delays on our commuter express routes, which continue to average an OTP of 95%. Route 786 is slightly lower at 92%. Street closures and detours are the biggest contributors to these service delays. Year-to-date, schedule adherence is at 90%, a 6% decrease when compared to the previous fiscal year.
Average Hold Time [Target – 1:10 minutes] – During August 2013, AVTA’s customer service representatives handled 15,949 calls. The average hold time for the month was one minute 18 seconds, reflecting a 34% improvement over August 2012. Customer service also tracks missed calls. During the month, 2,745 calls were abandoned before they could be answered by a customer service representative. For the fiscal year the average hold time is at one minute and 19 seconds, slightly below the new FY14 target of one minute and 10 seconds.
Average Miles Between Service Interruptions [Target – 12,000 Miles] – A total of 251,495 service miles were operated during the month of August 2013 with an average of 16,766 miles between service interruptions, a 100% improvement compared to August 2012 (8,147 miles between service interruptions).
Goal 3 – Operate an Effective Transit System – AVTA measures its overall effectiveness by monitoring boardings per vehicle service hour and average weekday boardings.
Boardings per Vehicle Service Hour [Target – 22.1] – An average of 23.1 boardings per vehicle service hour were recorded during the month of August, an increase of 21.5% over August 2012. Year-to-date, boardings per vehicle service hour are at 21.8, just below the performance target of 22.1; however, this is an improvement of 19.5% over the previous year.
Average Weekday Boardings [Target – 12,600] – Average weekday boardings for the month of August 2013 were 13,209. This is an improvement of 10.5% when compared the August 2012 average of 11,949. Year–to-date, Average weekday boardings are also trending upward at 12,524, just below the new performance target of 12,600. The 12,524 number is an improvement of almost 10% when compared to the FY13 average FY14 Key Performance Indicators Report for August 2013 October 22, 2013 Page 3
weekday boardings.
Goal #4 – Operate an Efficient Transit System – AVTA makes efficient use of available resources by monitoring farebox recovery ratio and average cost per vehicle service hour.
Average Cost Per Vehicle Service Hour [Target - $126.66] – The average cost per vehicle service hour for the month was $124.65, almost identical to the August 2012 cost per hour. Vehicle service hours decreased 4.3% compared to the previous year while operating costs increased by 4%, resulting in the increased cost per vehicle service hour.
Farebox Recovery Ratio [Target – 22.1%] – The average farebox recovery ratio for the month was 25.38%, reflecting an improvement of 19% when compared to August 2012. Year-to-date, farebox recovery ratio also shows an improvement of 9.5% over the previous fiscal year, mainly due to our operating cost year-to-date increase of less than 1% and a revenue increase of 9% over the same period last year. In other words, we are holding the line and costs and increasing our passenger revenue through increased ridership and fare enforcement efforts.
Prepared by: Submitted by:
______Dietter A. Aragón Julie M. Austin Senior Transit Analyst Executive Director
Attachments: A and B: Summary of System Goals and Performance – August 2013
Antelope Valley Transit Authority| Attachment A: Key Indicators Report August-13
Goal
Performance Indicator Attachment August 2013 (FY 2014)MTD Meets/Exceeds August 2012 (FY 2013) % Change Performance Target FY 14 Year to Date YTD Meets/Exceeds FY 13 Year to Date % Change
Total Boardings B 333,107 N/A 311,761 6.85% N/A 628,081 N/A 578,751 8.52%
Vehicle Service Hours 14,443 N/A 15,094 -4.32% N/A 28,888 N/A 30,438 -5.09% Overall System Performance Total Fare Revenue B $456,978 N/A $399,127 14.49% N/A $ 829,733 N/A $759,440 9.26%
Total Operating Expense $1,800,324 N/A $1,877,617 4.12% N/A $ 3,537,497 N/A $3,566,467 0.81% Preventable Accidents per Safe Transit System 100,000 Miles C 0.40 X 0.40 -0.42% 0.90 0.20 X 0.85 76.65% Complaints per 100,000 Boardings D 7.51 X 21.36 64.87% 10.0 7.99 X 17.87 55.29% Schedule Adherence Provide Outstanding Customer E 96.9% X 96.5% 0.37% 96% 90% 96.9% -6.78% Service Average Hold Time F 1:18 1:56 32.76% 1:10 1:19 1:37 18.04% Average Miles Between Service Interruptions G 16,766 X 8,147 105.80% 12,000 12,819 X 10,116 26.72% Boardings per Vehicle Service H 23.1 X 19.0 21.58% 22.1 21.8 18.2 19.51% Operate an Effective Transit System Hour Average Weekday Boardings I 13,209 X 11,946 10.57% 12,600 12,524 11,421 9.66% Average Cost per Vehicle Service Hour J $124.65 X $124.39 -0.21% $126.66 $122.45 X $111.78 -9.55% Operate an Efficient Transit System Farebox Recovery Ratio K 25.38% X 21.26% 19.41% 22.40% 23.46% X 21.41% 9.56% Antelope Valley Transit Authority | Attachment B: Operations Report - Total System August-13
Goal August 2013 (FY 2014) August 2013 (FY 2013) % Change Performance Target FY 14 Year to DateYTD Meets/Exceeds FY 13 Year to Date % Change
Average Fare per Boarding $1.37 $1.28 7.16% $1.44 $1.32 $1.31 0.67%
Average Cost per Boarding $5.40 $6.02 10.26% $6.22 $5.63 X $6.16 8.60%
Average Subsidy per Boarding $4.03 $4.74 14.96% $4.77 $4.31 X $4.85 11.11%
Revenue Miles 251,495 277,178 -9.27% N/A 499,899 N/A 528,953 -5.49%
Total Vehicle Miles 296,665 325,473 -8.85% N/A 589,480 N/A 598,159 -1.45%
Total Vehicle Hours 16,181 18,453 -12.31% N/A 32,129 N/A 35,846 -10.37%
In-Service Speed 17.4 18.4 -5.17% N/A 17.3 N/A 17.4 -0.42% Boardings per Vehicle Service Mile 1.32 1.12 17.76% N/A 1.26 N/A 1.09 14.83% CC 4
County of Los Angeles Sheriff’s Department
Antelope Valley Transit Authority
Quarterly Summary July 1- September 30, 2013
This first quarter report provides statistics for the Los Angeles County Sheriff’s Department Transit Security Services from July 1, 2013 to September 30, 2013.
Deputy Maselli and his K-9 partner Ieka worked 467 hours during the AM shift and 224 hours in the PM shift. Deputy Newland and his K-9 partner Top worked 48 hours during the PM overtime shift. The Security Assistants worked 44 hours for the Fare Enforcement Operations (FEO).
Stats: Between July 1 and September 30, 2013, a total of 124 citations were written, 17 vehicles were impounded and 27 arrests were made. All citations were issued based on public safety as it directly relates to the transit system and/or quality of life issues. The following incidents were documented while monitoring the Lancaster City Park (LCP) and the Palmdale Transportation Center (PTC):
Citations for Posted Signs: No Right Turn Do Not Enter; Wrong Way
Citations for Vehicle Codes: Unlicensed Driver No Proof of Insurance Cell phone use while driving Suspended License No license plate Unsafe lane change Defective windshield Allowing unlicensed driver to operate vehicle
Citations for Public Disturbance: Open Container in Public Place No Smoking Truancy Minor with possession of tobacco paraphernalia Minor skating without helmet
Deputy Maselli and Ieka, his K-9 partner, conducted several early morning sweeps with commuter passengers and drivers at LCP and PTC. He checks for unattended packages, enforces Antelope Valley Transit Authority (AVTA) bus rules and policies, and provides fare evasion deterrence. They conducted high visibility K-9 terrorism and Los Angeles County Sheriff’s Department Report Quarterly Summary (July - September 2013) Page 2
explosives deterrence sweeps at the AVTA offices, transfer centers, on buses, and at random bus stop locations throughout the Antelope Valley.
July 1 –Deputy Maselli and Ieka conducted a foot patrol at LCP. They checked bus 4338 on Route 11, 4340 on Route 12, 4366 on Route 1, 4345 on Route 1, 3335 on Route 11, 4359 on Route 12, 4348 on Route 4, and 309 on Route 10.
July 2 – Deputy Maselli cited two subjects for possession of open container in public. One was at Avenue J and Challenger Way the other was at Avenue J and Division St.
July 3 – Deputy Maselli cited two subjects for possession of open alcohol containers in public. One was at Avenue J and Challenger Way the other was at 9th St. East and Palmdale Blvd. He also issued a citation for failure to obey a posted sign; wrong way/do not enter, no proof of insurance.
July 8 – Route 1, 4, 11, and 12 were monitored, drivers and passengers were contacted. Passengers were asked if they had any safety or security issues to report. Nothing was reported, all stated they felt safe. A citation was issued at Avenue J and Challenger Way for possession of an open alcohol container in public.
July 10 – a citation for failure to obey a posted sign; wrong way/do not enter, current tags, not in possession of drivers license, and two possession of open alcohol containers in public were issued. Deputy Maselli towed a male subject’s vehicle and issued a citation for parking unlawfully, suspended drivers license, no proof of insurance and defective front windshield.
July 11 – two subjects were cited for possession of open alcohol containers in public by Deputy Maselli. One was at Avenue J and Challenger Way the other was at Avenue J and Division St. He monitored Route 12 from Avenue J and 10th St. West to Avenue J and Challenger Way. He contacted the operator and passengers, no issues were reported.
July 15 – Deputy Maselli and Ieka conducted a foot patrol at LCP. They checked bus 4358 on Route 1, 4361 on Route 1, 4339 on Route 5, 4338 on Route 4, 4360 on Route Lake LA, 4357 on Route 10, 4360 on Route 11, and 4348 on Route 12. A citation was issued for no front plate, no proof of insurance, and not in possession of driver’s license. Another citation was issued for possession of an open alcohol container in public at Avenue J and Division St.
July 16 – Deputy Maselli issued citations for no plates, registration not in vehicle, no proof of insurance, expired registration, failure to obey posted sign, no right turn and defective front windshield. Deputy Maselli conducted night explosive detection K-9 training. Route 1, 4, 11, and 12 were monitored, drivers and passengers were Los Angeles County Sheriff’s Department Report Quarterly Summary (July - September 2013) Page 3
contacted. Passengers were asked if they have any safety or security issues to report. Nothing was reported, all reported feeling safe.
July 18 – Deputy Maselli issued a citation to a male subject for failure to obey a posted sign, no right turn, unlicensed driver, no proof of insurance. The subject’s vehicle was towed at LCP. Deputy Maselli conducted high profile terrorism deterrence patrols with his bomb detection K-9 partner Ieka at the AVTA Facility, LCP, and PTC.
July 22 – Deputy Maselli cited and towed the vehicle of a male subject for failure to obey a posted sign, no stopping anytime, unlicensed driver, no proof of insurance. He monitored Routes 1, 4, 11, and 12. He boarded buses, contacted operators and asked passengers if they felt safe. No issues were reported.
AVTA Board Member Dianne Knippel rode along with Deputy Maselli. During the shift, Deputy Maselli was contacted by an AVTA staff member regarding a suspicious backpack in the bus yard. They responded to the location. There did not appear to be anything about the bag and the outer portion of the bag that would raise it to a level of suspicious. Deputy Maselli deployed his explosive detection K-9 partner, Ieka, on the bag and the surrounding area. She did not show any change of behavior indicative of an explosive odor being contained within the backpack. Upon further inspection, the backpack was found to be empty. No bus service was interrupted due to this incident. Deputy Maselli was later contacted by an operator at LCP regarding a verbal disturbance between two juveniles on a transit bus. Both parties were interviewed, warned and advised. Both parties cooperated.
July 23 – Deputy Maselli issued a citation for no smoking allowed at LCP and possession of an open alcohol container at Avenue J and Division St. He conducted high visibility crime deterrence K-9 patrol checking bus; 4354 on Route 10, 4347 on Route 4, 4343 on Route 11, 4363 on Route Lake LA, 4344 on Route 12, 4369 on Route 1, 4339 on Route 1, 4360 on Route 11 and 4359 on Route 12.
July 24 – Deputy Maselli monitored commuter Routes 785, 786, & 787 from Avenue M and 6th St. West to Palmdale Blvd. and Division St. He cited a male subject for no smoking allowed at LCP and failure to obey posted sign, buses only at PTC.
July 29 – Deputy Maselli cited and towed a male subject’s vehicle for driving the wrong way on a one-way street, unlicensed driver, and registration not in vehicle. He cited a female subject for unlicensed driver and two license plates required.
July 31 – AVTA Executive Director Julie Austin rode along with Deputy Maselli. He issued a citation for possession of an open alcohol container in public at Avenue J and Division St. and a citation for unsafe lane change and using cell phone while driving at 10th St. West and Avenue K.
Los Angeles County Sheriff’s Department Report Quarterly Summary (July - September 2013) Page 4
August 1 – Deputy Maselli and Ieka conducted a foot patrol at LCP. They checked bus numbers 4368 on Route 4, 4343 on Route 5, 4365 on Route 11, 4361 on Route 1, 4344 on Route 1, 308 on Route 10, 4337 on Route 1, and 4365 on Route 12.
August 5 – Deputy Maselli cited and arrested one male subject for failing to obey posted signage and driving with a suspended license. Another male subject was cited and arrested for driving with his view obstructed and for driving without a license. He was also warned and advised regarding having two license plates as well as having expired registration. Both subject’s vehicles were impounded and will be held for 30 days.
August 7 – Deputy Maselli cited three male subjects for possession of an open container in public at Avenue J and Challenger Way. Deputy Maselli and Deputy Newlands attended the Public Meeting for proposed service changes held at the AVTA Office.
August 12 – Deputy Maselli cited a female subject for failing to obey a posted sign and warned and advised her about driving the wrong way on a one-way street. An Antelope Valley High School student (juvenile) was cited for truancy and operating a skateboard without a helmet. An Administrative Citation for the City of Palmdale was issued to a male subject for smoking where prohibited. Two citations for possession of open container were issued at Avenue J and Division Street and a citation for failure to obey a posted sign was issued at LCP.
August 13 – Deputy Maselli responded to a passenger disturbance incident reported by an operator on Route 12. He contacted both parties who were non-desirous of prosecution. Deputy Maselli then attended a public meeting for proposed service changes held at the Antelope Valley Senior Center. He later responded to an unruly passenger reported by an operator on Route 1. Upon his arrival, the subject had deboarded the bus. Throughout the day, Deputy Maselli monitored Routes 1, 4, 11, and 12; drivers and passengers were contacted. Passengers were asked if they had any safety or security issues to report. Nothing was reported; all patrons reported feeling safe.
August 14 – a male subject was cited and arrested for impeding traffic, driving without a license and no proof of insurance. The subject was warned and advised regarding parking unlawfully in a bus turn-around. His vehicle was impounded and will be held for 30 days. Deputy Maselli cited, arrested, and impounded another subject’s vehicle for driving the wrong way on a one-way street, driving with a suspended license and no proof of insurance. Four additional citations were issued on August 14, for failure to obey a posted sign and one citation was issued at Avenue J and Division Street for possession of an open container in public.
Los Angeles County Sheriff’s Department Report Quarterly Summary (July - September 2013) Page 5
August 15 – Deputy Maselli issued two citations. One was for failing to obey a posted sign and one was for using a cell phone while driving. He monitored Route 12 from Avenue J and 10th Street West to Avenue J and Challenger Way. He contacted the operator and passengers; no issues or problems were reported.
August 19 – Deputy Maselli and Ieka conducted a foot patrol at LCP. They checked bus; 4360 on Route 1, 4345 on Route 1, 4353 on Route 10, 4356 on Route 11, 4355 on Route 12, 4338 on Route 1, 4344 on Route 5, and 4359 on Route 1. Three citations were issued for failing to obey posted signage and four citations were issued for possession of an open container in public.
August 20 – Deputy Maselli arrested an unlicensed driver and the registered owner for knowingly allowing an unlicensed driver to operate the vehicle. He issued citations for smoking in a prohibited area, possession of an open container in public, failing to obey a posted traffic sign at the LCP bus turn-around. Deputy Maselli also conducted a night explosive detection K-9 training. Routes 1, 4, 11, and 12 were monitored; drivers and passengers were contacted. Passengers were asked if they had any safety or security issues to report. No issues or problems were reported. All patrons stated they felt safe on the system.
August 22 - Deputy Maselli managed an Fare Enforcement Operation with Security Assistants Randi Baker and Jessica McDaniel. K-9 Deputy Kiley Hayden assisted at no charge to AVTA. A truancy citation was issued at LCP. Over the course of the operation, they contacted 37 bus operators and screened 489 passengers.
August 26 – Deputy Maselli issued citations for failing to obey posted signage, use of a cell phone while driving, and no proof of insurance. He also monitored commuter Routes 785, 786 and 787 from Avenue M and 6th Street West to Palmdale Boulevard and Division Street.
August 27 – Deputy Maselli conducted high visibility crime deterrence K-9 patrol checking on the following busses: 4344 on Route 4, 4345 on Route 5, 309 on Route 10, 4339 on Route 11, 4340 on Route 12, 4346 on Route 1, 4353 on Route 10, and 4363 on Route 1.
August 28 – Deputy Maselli cited and arrested a male subject for impeding traffic, driving with a suspended license, having no proof of insurance and for not having the registration card in the vehicle. The subject’s vehicle was impounded and will be held for 30 days. He also cited a subject for expired registration, registration not in vehicle and no front license plate.
August 29 – Deputy Maselli issued a citation for expired registration at LCP. He responded to a stolen cell phone reported by an operator on Route 12 at Avenue J and 20th Street West. While on this call, Route 1 was involved in a traffic accident at Los Angeles County Sheriff’s Department Report Quarterly Summary (July - September 2013) Page 6
Avenue S and 25th Street East. Deputy Maselli responded to the call and assisted Palmdale Sheriff’s Station. There were nine passengers on board; however, no injuries were reported.
September 3 – Deputy Maselli issued a citation for failure to obey posted signage, expired vehicle registration, no front license plate and failing to provide vehicle registration. He also issued two citations for possession of open containers in public at Avenue I and 11th Street West.
September 4 – a male subject was cited and arrested for no license plates, driving with a suspended driver license, no proof of vehicle insurance and having expired vehicle registration. The subject’s vehicle was impounded for 30 days. Deputy Maselli issued a citation for possession of an open container in public on Avenue I and 11th Street West.
September 5 – Deputy Maselli cited and arrested one female subject for driving the wrong way on a one-way street, driving with a suspended driver license and no proof of vehicle insurance. The subject’s vehicle was impounded for 30 days. Security Assistant Jessica McDaniel and Randi Baker contacted 52 bus operators, boarded 48 buses, and screened over 700 passengers during the FEO. A citation was issued for failure to obey posted signage at the Lancaster City Park during the FEO.
September 11 – Deputy Maselli and Ieka conducted a foot patrol at Lancaster City Park. They checked buses on the following lines: 4344 on Route 5, 4343 on Route 4, 4339 on Route 11, 4340 on Route 12, 4346 on Route 1, 4353 on Route 10, and 4369 on Route 11. A citation for possession of an open container in public was issued at Avenue J and Division Street.
September 12 - Deputy Maselli monitored commuter Route 787 in the West San Fernando Valley from Reseda and Devonshire to Canoga and Burbank. There were no disturbances reported by bus operators or passengers.
September 16 – a male subject was cited and arrested for failing to obey a posted sign, driving with a suspended driver license, and no proof of vehicle insurance. A female subject was also cited and arrested for knowingly allowing an unlicensed driver to operate her vehicle. The female subject’s car was impounded 30 days. Two additional citations were issued for failing to obey a posted sign and no proof of vehicle insurance. Another citation was issued to a driver for unlawful parking, no proof of vehicle insurance and not providing vehicle registration.
September 18 – Security Assistants Jessica McDaniel and Randi Baker worked a FEO managed by Deputy Maselli. Two citations for smoking in a prohibited area were issued. In addition, two citations were issued for failing to obey a posted sign and for not providing proof of vehicle insurance, failing to obey a posted sign and no front Los Angeles County Sheriff’s Department Report Quarterly Summary (July - September 2013) Page 7
license plate. Over the course of the operation 12 buses were boarded, 15 bus operators were contacted and approximately 115 passengers were screened.
September 19 – Deputy Maselli monitored Routes 1, 4, 11, and 12. Bus operators and passengers were contacted regarding safety and security. Bus operators and passengers were asked if they had any safety or security issues to report. No issues or problems were reported and all passengers reported feeling safe on the system.
September 23 – Deputy Maselli issued citations for failing to obey posted signs, no proof of vehicle insurance and driving the wrong way on a one-way street, as well as smoking in a prohibited area. Another driver was cited and arrested for double-parking, driving with a suspended driver license and failing to provide proof of vehicle insurance. A female subject was cited and arrested for no vehicle license plates, driving with a suspended driver license, failing to provide proof of vehicle insurance and failing to provide vehicle registration. The subject’s vehicle was subsequently impounded for 30 days.
September 24 – a female subject was cited and arrested for no license plates, driving with a suspended driver license, failing to provide proof of insurance and unsafe lane changing. The subject’s vehicle was impounded for 30 days. Citations for smoking in a prohibited area and expired vehicle registration, driving with a suspended driver license and failing to provide proof of vehicle insurance were issued at Lancaster City Park. Two citations were also issued for failing to obey posted signage, as well as failing to stop at a stop sign and driving the wrong way on a one-way street.
September 26 – Deputy Maselli managed a FEO with Security Assistant Randi Baker. Three citations were issued for failing to obey posted signage, failing to provide proof of insurance and expired vehicle registration. A male subject was cited and arrested for no license plates, expired vehicle registration, failing to provide proof of insurance and driving with a suspended driver license. The subject’s vehicle was impounded for 30 days. A male subject was cited and arrested for driving with a suspended driver license and failing to obey posted signage. The registered owner was cited and arrested for knowingly allowing an unlicensed driver to operate her vehicle.
September 30 – Deputy Maselli issued citations for no vehicle license plates, failing to provide proof of vehicle insurance, expired vehicle registration, driving with a suspended driver license, failing to provide vehicle registration and failing to obey posted signage.
The Los Angeles County Sheriffs’ Department and its transit partners continue to work together to lead the nation in transit safety, mobility, and customer satisfaction.
CC 5
DATE: October 22, 2013
TO: BOARD OF DIRECTORS
SUBJECT: Bus Stop Improvement Program Update
RECOMMENDATION
Receive and file the Bus Stop Improvement Program Update.
FISCAL IMPACT
This item does not have any fiscal impact.
BACKGROUND
The AVTA Board approved the Bus Stop Improvement Program (BSIP) in January 2010. Over the past three years, AVTA’s Bus Stop Improvement Program has continued to improve numerous bus stops throughout the Antelope Valley. To date we have improved thirty-three bus stops in the City of Palmdale, 4 bus stops in Los Angeles County, and completed a major renovation of the Lancaster City Park and Ride Center. There are several stops pending construction; 2 in the City of Palmdale, 6 in Los Angeles County, and thirteen in the City of Lancaster. This report provides an update on allocations, expenditures and unencumbered balances available to each jurisdiction under the Regional Partnership/BSIP Program.
The initial allocation for the program was $1,498,276, with the cities of Lancaster and Palmdale each receiving 41%, and LA County receiving 18% of the total. The 2012 grant was approved and AVTA received an additional $1,075,000 toward the Bus Stop Improvement program; these funds were allocated using the same percentages.
Under the Regional Partnership Program/BSIP, $1,400,000 was approved in the 2014 Business Plan and is being allocated between the jurisdiction members in the same proportions (41/41/18). The FY14 assumes $1,300,000 for construction costs, and $100,000 for engineering expenses, and included funds originally budgeted in FY13 that were not spent.
The following chart shows total BSIP funding to date:
Initial Current year Jurisdiction % 2nd Allocation Total Allocation Allocation Allocation City of Lancaster 41% $614,293 $440,750 $574,000 $1,629,043 City of Palmdale 41% $614,293 $440,750 $574,000 $1,629,043 LA County 18% $269,690 $193,500 $252,000 $ 715,190
Bus Stop Improvement Program Update October 22, 2013 Page 2
Currently, all 3 jurisdictions either have construction in progress, or the contracts/solicitations are in progress. The chart below shows the current jurisdictional balances along with estimated costs to complete the current and planned projects. This table does not include assumptions for funding beyond FY14; those amounts were estimated in the FY14 Business Plan at approximately $350,000 per year in FY15-FY18 due to a reduction in available federal funding.
Current Estimated Unencumbered Jurisdiction Balance Expenditures Balance City of Lancaster $1,060,036 $603,057 $456,979 City of Palmdale $744,162 $381,575 $362,587 LA County $407,592 $375,950 $31,642
Prepared by: Submitted by:
______Judy Vaccaro-Fry Julie M. Austin Grants Administrator Executive Director
NB 1
DATE: October 22, 2013
TO: BOARD OF DIRECTORS
SUBJECT: Award Contract No. 2013-035 to MJS Construction, Inc. in the amount of $482,000 for the AVTA Bus Stop Improvement Program in the City of Lancaster, Phase 1
RECOMMENDATION
Award Contract Number 2013-035 to MJS Construction, Inc. in the amount of $482,000 for the AVTA Bus Stop Improvement Program in the City of Lancaster, Phase 1.
FISCAL IMPACT
The cost of the project is $482,000. Sufficient funds have been included in the FY14 Business Plan.
BACKGROUND
The Board approved the Bus Stop Improvement Program (BSIP) in January 2010. The initial allocation from existing grants was calculated at $488,706, including a ten percent (10%) contingency for bus stop improvements within the City of Lancaster. AVTA intends to continue regional bus stop improvements, and has included funding in the proposed FY14 Business Plan.
AVTA released the first of two Invitations for Bids (IFB) for the same work on June 31, 2013, which closed on July 18, 2013, with all bids being rejected. The lowest bidder failed to provide DBE “Good Faith Effort,” which is an FTA requirement. The other two received bids exceeded the engineer’s estimate. The second IFB was resolicited and released on August 12, 2013. Scope of work includes multiple site improvements, which include bus stop shelters, benches, trashcans, curbs, gutters, sidewalks, and pavement improvements. Prior to issuance of the IFBs, the Board and TAC members were notified and asked to submit any recommendations for potential vendors. The solicitation documents for both IFBs were posted to AVTA’s website and advertisements were placed in the Antelope Valley Press and the Our Weekly Lancaster newsletter. The local Chambers of Commerce and AV Board of Trade were also notified via their respective email lists. Staff emailed a solicitation document to eleven (11) firms; four (4) from Lancaster, and one (1) each from Corona, Encino, Gardena, Santa Clarita, Simi Valley, Palmdale and Westlake Village, CA. Thirteen (13) additional firms registered and downloaded the IFB; one (1) each from Bakersfield, Bloomington, Long Beach, Orange, Palmdale, San Diego, Sun Valley and Visalia, CA; and five (5) out of state firms (CO, IL, MI, TN, and UT). Contract #2013-035 for Bus Stop Improvements in the City of Lancaster October 22, 2013 Page 2
The bid opening was held on September 9, 2013, and of the 24 firms that received the IFB, only four (4) bids were received. These firms and respective bid amounts are listed in the table below.
MJS Construction, Inc. – Palmdale, CA $482,000.00 R.C. Becker & Son, Inc. – Santa Clarita, CA $495,326.75 ND Electrical Construction, Inc. – Anaheim, CA $505,010.80 High Desert Contractors, Inc. – Lancaster, CA $544,701.80
Under FTA procurement requirements, an Invitation for Bids must be awarded to the lowest responsible bidder (per FTA Circular 4220.1F - Third Party Contracting Guidance, Chapter VI - Procedural Guidance for Open Market Procurements).
Based on the bids received and review of requisite document submittal, staff is recommending the Board approve a contract with MJS Construction, Inc. of Palmdale, CA. This project is anticipated to take approximately 130 days to complete.
Prepared by: Submitted by:
______Lyle A. Block, CPPB Julie M. Austin Procurement Officer Executive Director
NB 2
DATE: October 22, 2013
TO: BOARD OF DIRECTORS
SUBJECT: Engineering Staff Support for Major Technology Projects
RECOMMENDATION That the Board of Directors authorize the Executive Director to hire a project engineer to oversee AVTA’s technology initiatives, such as the electric bus, bus rapid transit and intelligent transportation system projects.
FISCAL IMPACT Funds are included in the FY14 budget for this position.
BACKGROUND At the strategic planning session in July 2013, the Board directed staff to move forward with electric bus technology and evaluate the feasibility of a bus rapid transit system. Staff is already implementing an intelligent transportation system. All of these projects are complicated and require a high level of professional and technical knowledge. We currently have a vacant position that was formerly occupied by the Director of Administrative Services. Staff is proposing that this position be filled with a Project Engineer who possesses the requisite technical background to oversee projects of this type.
The position description will be drafted with assistance from Koff & Associates, the consultant currently conducting the compensation and classification study. Once the position is filled, additional consulting assistance may be required due to project complexity.
ALIGNMENT WITH STRATEGIC DIRECTIVES This recommendation responds to the following directive from the July 2013 Strategic Planning Workshop:
AVTA as an Economic Catalyst – Develop implementation and funding plans for electric bus and BRT projects.
Prepared and Submitted by:
______Julie M. Austin Executive Director
NB 3
DATE: October 22, 2013
TO: BOARD OF DIRECTORS
SUBJECT: Authorization to Solicit Proposals for Federal Advocacy Services
RECOMMENDATION That the Board of Directors authorize the Executive Director to solicit proposals for federal advocacy services.
FISCAL IMPACT Federal advocacy fees range from $4,000 to $8,000 per month. Funds for these services will be provided through the FY14 Consulting budget.
BACKGROUND At the strategic planning session in July 2013, the Board directed staff to move forward with implementation plans for electric bus technology and a bus rapid transit system. Both of these are highly complex projects that will require increased staff and consulting assistance.
The federal government is a strong proponent of green technology and has developed a variety of programs to encourage the development of zero emission bus fleets. Staff believes it is extremely important that we take immediate steps to secure professional representation at the federal level to ensure our interests are protected as various appropriations bills are drafted.
ALIGNMENT WITH STRATEGIC DIRECTIVES
AVTA’s Vision is to be the recognized leader – regionally and nationally – in providing public transportation that improves mobility and serves as a catalyst for economic opportunity for those who live, visit, or work in the communities we serve. This recommendation also responds to the following directive from the July 2013 Strategic Planning Workshop:
AVTA as an Economic Catalyst – Develop implementation and funding plans for electric bus and BRT projects.
Prepared and Submitted by:
______Julie M. Austin Executive Director
OB 1
DATE: October 22, 2013
TO: BOARD OF DIRECTORS
SUBJECT: Authorize the Executive Director to Issue a Notice to Proceed to Gillig Corporation Under Contract #2014-12 for the Purchase of Twelve (12) Heavy Duty Clean Diesel Buses Scheduled for Delivery in February 2015
RECOMMENDATION
Authorize the Executive Director to Issue a Notice to Proceed to Gillig Corporation under Contract Number 2014-12 for the purchase of twelve (12) heavy duty clean diesel buses scheduled for delivery in February 2015 in the amount of $5.33 million ($444,006 per bus). The Notice to Proceed shall be issued subject to confirmation of pre- award authority from FTA and shall include a requirement that Gillig notify AVTA in writing prior to incurring any costs associated with assembly and production. This Notice to Proceed is conditional upon the Board taking further action in January 2014. For this action to remain in effect, the Board must recertify this decision in January 2014 after considering a report from staff on the status of alternative bus technology. If the Board does not recertify this action in January 2014, this Notice to Proceed will be rescinded.
FISCAL IMPACT
The twelve (12) buses will cost $444,006 each, totaling $5,328,072 (see Attachment A). Funds for the procurement of the buses will be included in the FY15 budget, and have been included in the five-year capital plan.
BACKGROUND
At the strategic planning session in July 2013, the Board directed staff to move forward with implementation plans for electric bus technology. Staff is currently working with Metro staff on possible acquisition of two electric buses as part of their upcoming contract with BYD and preparing an RFP as a backup plan if piggybacking on the Metro contract cannot be accomplished.
Of the twelve buses targeted for replacement in FY15, five are 1992 one is 2001 and six are 2003. We have been having difficulty with parts availability for the 2003 buses. In this 12 there is one bus with as many as 817,000 miles (500,000 is the industry standard for replacement). In addition, major component replacement is getting more and more costly.
Purchase 12 Heavy-Duty Clean Diesel Buses for Replacement October 22, 2013 Page 2
Price Breakdown for 12 Local Transit Buses: A. Base Offer per Bus: ...... $383,017 B. California Sales Tax (.09%): ...... $ 35,160 C. Non-Taxable ADA Equip.: ...... $24,954 D. Non-Taxable Delivery Cost per Bus: ...... $875 E. Total Base Offer per Bus ...... $444,006
The Notice to Proceed may be cancelled with no penalty up until associated costs are incurred. Staff will return with a report to the Board at the January 2014 meeting with updates on the battery electric bus project and updated information regarding production schedules for the 12 Gillig buses.
A copy of the Gillig Price Quote, the contract with Gillig Corporation and a list of the buses to be replaced are attached as Attachments A, B and C, respectively. Delivery of these buses is scheduled in February, 2015. Adequate funding for the buses will be budgeted in the FY15 Business Plan. These new buses will meet current 2013 federal diesel engine and emission standards.
Prepared by: Submitted by:
______Len Engel Julie M. Austin Director, Operations & Maintenance Executive Director
Attachments: A – Price Quotes from Gillig Corporation B – Contract between AVTA and Gillig Corporation C – List of Buses to be replaced
September 18, 2013
Mr. Mark Perry Fleet and Facility Manager Antelope Valley Transit Authority (AVTA) 42210 6th Street West Lancaster, CA 93534
RE: REVISED PRICE QUOTE FOR (15) 40’ LOW FLOOR DIESEL POWERED BUSES
Dear Mr. Perry,
Thank you for your interest in purchasing fifteen (15) 40’ Low Floor Diesel Powered Buses through your participation in the Central Contra Costa Transit Authority (CCCTA) consortium.
Attached you will find the price sheet that would pertain to your order. Gillig is pleased to quote the following:
FIFTEEN (15) 40’ LOW FLOOR DIESEL BUSES - $444,005.94 EACH
This price is FOB Lancaster, CA. Price excludes any license fees or bank fees, but does include CA Sales Tax (9.0%). The production start date of the buses will be within 18 months from receipt of purchase order.
We thank you for this opportunity and appreciate your interest in Gillig and our products. We at Gillig certainly look forward to working with Antelope Valley Transit Authority again, and in so doing, continuing to build our lasting partnership. Should you have any questions, please do not hesitate to contact me at (510) 427-4652.
Sincerely,
Norm Reynolds Regional Sales Manager Gillig LLC
PRICE VARIANCE FOR CONSORTIUM MEMBER 9/18/2013 LANCASTER, CA (AVTA) ON CCCTA CONTRACT (15) 40' LOW FLOOR DIESEL BUSES, SN: TBD ITEM CCCTA AVTA VARIANCE CUMMINS ENGINE '13 ISL, 280 HP, W/ DEF '13 ISL, 280 HP, W/ DEF $0.00 BRT STYLING NO NO $0.00 BRT ROOF FAIRINGS NO NO $0.00 AUXILIARY ENGINE OIL FILTER SPINNER II, 976 NO -$545.00 ENGINE FUEL FILTER DAVCO 384, HEATED DAVCO 384, HEATED $0.00 STARTER DELCO MT42 DELCO MT42 $0.00 ALTERNATOR EMP (450 AMP) EMP (450 AMP) $0.00 ELECTRIC RADIATOR EMP EMP $0.00 E-COAT RAD/CAC, HYD COOLER NO NO $0.00 RADIATOR TANK GUARD NO NO $0.00 ENGINE OIL EXTRACTOR PORT NO TITAN PROBALYZER $44.00 TRANSMISSION VOITH D864.5 ALLISON B400R-5 $2,812.00 TRANS OIL EXTRACTOR PORT NO TITAN PROBALYZER $44.00 AXLE HUB SEALS C/R OIL SEALS C/R OIL SEALS $0.00 WHEEL MOUNTING HUB PILOT HUB PILOT $0.00 HUBODOMETER ENGLER DATA TRAC PRO $54.00 HUBODOMETER GUARD NO NO $0.00 AUTO TRACTION CONTROL NO NO $0.00 BRAKES DRUMS, W/ S-CAMS DRUMS, W/ S-CAMS $0.00 (8) MACHINE FINISHED (7) MACHINE FINISHED ALUMINUM, W/ ALUMINUM, W/ WHEELS DURABRIGHT DURABRIGHT -$297.00 (8) CUSTOMER (7) CUSTOMER TIRES FURNISHED FURNISHED $0.00 ELECTRIC ASSIST STEERING TRW EASY STEER TRW EASY STEER $0.00 FUEL FAST FILL (1) EMCO WHEATON (1) EMCO WHEATON $0.00 FUEL GAUGE NO YES $171.00 ENGINE HOURMETER YES NO -$50.00 A/C HOURMETER YES NO -$50.00 OIL GAUGE ON REAR RUN BOX NO ELECTRIC $50.00 TEMP GAUGE ON REAR RUN BOX NO ELECTRIC $50.00 REAR HAND THROTTLE MORSE MORSE $0.00 ELECTRICAL TOW CONNECTION YES NO -$134.00 AUTOMATIC DRAIN VALVE NO NO $0.00 BATTERIES DEKA 8D DEKA 8D $0.00 BATTERY JUMP START CONN (2) ANDERSON 350 (1) ANDERSON 350 -$85.00 ENGINE SKID PROTECTION NO W/ 2"X2" SKID PLATES $377.00 WHEELCHAIR RAMP LIFT-U, LU-18 LIFT-U, LU-18 $0.00 HVAC MOTORS (TK) GE FIELD WOUND EBM BRUSHLESS $1,733.00 HVAC COMPRESSOR (TK) X426 S-391 $810.00 A/C REFRIGERANT R407C R407C $0.00 FRESH AIR MAKE-UP (20%) YES NO -$156.00 DRIVERS HEATER MOTORS BRUSHLESS BRUSHLESS $0.00 FRONT STEP HEATER NO NO $0.00 EXIT DOOR HEATER NO NO $0.00 UNDERSEAT HEATER NO NO $0.00 AUX DRIVERS FAN (1) (1) $0.00
1 of 3 PRICE VARIANCE FOR CONSORTIUM MEMBER 9/18/2013 LANCASTER, CA (AVTA) ON CCCTA CONTRACT (15) 40' LOW FLOOR DIESEL BUSES, SN: TBD ITEM CCCTA AVTA VARIANCE AUXILIARY COOLANT HEATER NO NO $0.00 REAR DOOR 34" SWING 34" SWING $0.00 REAR DOOR CONTROLS TOUCH BARS (V-TOUCH) FULL DRIVER CONTROL -$783.00 EXTERIOR AD FRAMES NO NO $0.00 INTERIOR AD FRAME NO NO $0.00 PASSENGER INFO STATION YES YES $0.00 PERMIT HOLDER NO YES $37.00 DRIVERS SEAT RECARO ERGO METRO RECARO ERGO METRO $0.00 DRIVERS SEAT SHOULDER BELT YES YES $0.00 ELECTRICAL EQUIP'T CABINET STD 33" TALL STD 33" TALL $0.00 PASSENGER SEATS AMSECO INSIGHT AMSECO 6468 -$1,955.00 HINGED SETTEE SEATS YES YES $0.00 AMSECO ARM, W/ STD AMSECO ARM, W/ STD Q'STRAINT BELTS & Q'STRAINT BELTS & WHEELCHAIR RESTRAINTS RETRACTORS RETRACTORS $0.00 PASSENGER SIGNALS PULL CORDS PULL CORDS $0.00 SCHEDULE SLOTS IN SIDE OF DRIVERS BARRIER NO NO $0.00 NYLON GRAB STRAPS NO (6) $120.00 RICON FULL-FIXED RICON TRANSOM PASSENGER WINDOWS (BONDED) (STD FRAME) -$502.00 HEADLIGHTS (4) LED (4) LED $0.00 AUXILIARY BRAKE LAMPS BOTTOM OF HVAC DOOR BOTTOM OF HVAC DOOR $0.00 AUXILIARY TURN SIGNALS NO NO $0.00 FOG LIGHTS NO NO $0.00 INTERIOR LIGHTS I/O (LED) I/O (LED) $0.00 CEILING MTD FAREBOX LAMP NO NO $0.00 2-WAY RADIO NO NO $0.00 2-WAY RADIO ANTENNA NO YES $78.00 PUBLIC ADDRESS SYSTEM PART OF ITS SYSTEM PART OF ITS SYSTEM $0.00 HAND MIC NO NO $0.00 INTELLIGENT VEHICLE SYSTEM (COMPLETE CLEVER DEVICES IVN III SYSTEM) YES NO -$16,899.00 INTELLIGENT VEHICLE SYSTEM (BUDGET FOR UNDEFINED COMPLETE AVAIL SYSTEM) NO NO $0.00 PLEASURE RADIO & ANTENNA NO NO $0.00 FAREBOX NO NO $0.00 TRANSFER CUTTER NO NO $0.00 PASSENGER COUNTER NO NO $0.00 DESTINATION SIGNS (FRONT, CURBSIDE & REAR RUN) TWIN VISION AMBER LED HANOVER AMBER LED -$450.00 STREETSIDE DESTINATION SIGN NO NO $0.00 DASH MTD FRONT RUN SIGN NO NO $0.00 FLOORING MATERIAL RCA RUBBER ALTRO $400.00 ROOF HATCHES (1) (1) $0.00
2 of 3 PRICE VARIANCE FOR CONSORTIUM MEMBER 9/18/2013 LANCASTER, CA (AVTA) ON CCCTA CONTRACT (15) 40' LOW FLOOR DIESEL BUSES, SN: TBD ITEM CCCTA AVTA VARIANCE EXTERIOR MIRRORS 10X11, 2-PC, W/ REMOTE 8X15, 2-PC, W/ REMOTE HIGH MOUNTED (BOTH SIDES) CONTROLS CONTROLS $78.00 DRIVERS DASH GAUGES (2) (5) $150.00 ADJUSTABLE PEDALS YES NO -$1,012.00 TRANS LOCK-OUT SWITCH NO NO $0.00 DRIVERS CUP HOLDER NO NO $0.00 EXTERIOR PAINT / GRAPHICS 4-PAINT PASSES 3-PAINT PASSES -$941.00 FIRE SUPPRESSION SYSTEM AMEREX V-25 AMEREX V-25 $0.00 BIKE RACK, SPORTWORKS DL2, POWDER COATED DL2, BRUSHED SSTL $229.00 BIKE RACK MIRROR NO YES $20.00 BIKE RACK DEPLOYED LAMP NO DASH MOUNTED $30.00 UTC PENTA DIGITAL, PREWIRE FOR APOLLO VIDEO SURVEILLANCE SYSTEM 7-CAMERA 7-CAMERA -$4,135.00 TRAFFIC LIGHT PREEMPTION NO NO $0.00 MEDICAL AID KIT NO NO $0.00 BLOODBORN PATHOGEN KIT NO NO $0.00 EXT WARRANTY (ENGINE) YES YES $0.00 EXT WARRANTY (TRANSMISSION) YES YES $0.00 EXT WARRANTY (STRUCTURE) YES NO -$1,000.00 EXT WARRANTY (WATER LEAK) YES NO -$250.00 EXT WARRANTY (RAMP) NO YES $300.00 CUSTOM CCCTA TRAINING PACKAGE YES NO -$2,399.00 TOTAL LANCASTER, CA VARIANCES -$24,056.00 CCCTA 40' LOW FLOOR DIESEL BASE UNIT PRICE $414,722.00 LANCASTER, CA 40' LOW FLOOR DIESEL TAXABLE BASE UNIT PRICE $390,666.00 NON-TAXABLE ADA EQUIPMENT (PER CCCTA SPECIFICATIONS) $24,954.00 NON-TAXABLE ADA EQUIPMENT ADJUSTMENT (PER AVTA SPECIFICATIONS) -$7,649.00 NON-TAXABLE DELIVERY COST $875.00 LANCASTER, CA 40' LOW FLOOR DIESEL BASE UNIT PRICE $408,846.00 CALIFORNIA SALES TAX (9.0 %) $35,159.94 LANCASTER, CA 40' LOW FLOOR DIESEL CURRENT PRICE (9/11/2013) $444,005.94
OPTIONS BEING CONSIDERED THERMO GUARD HEAT PROTECTION FOR WINDOWS $4,675.00
CONFIDENTIAL This pricing information is intended only for the personal and confidentail use of the recipient(s) to whom it was originally sent. If you are
not an intended recipient of this information or an agent responsible for delivering it to an intended recipient, you are hereby notified that you
have received this information in error, and that any review, dissemination distribution or copying of this information is strictly prohibited
3 of 3
Local Transit Bus Replacements in FY15 in Vehicle service Bus FTA Life Mode # date Make Model Year Length VIN# Life Mile's miles/years FY15
Transit 303 1992 Gillig 40' Transit 1992 40' 15GCD0915N1084565 816470 12/500K
Transit 304 1992 Gillig 40' Transit 1992 40' 15GCD0917N1084566 703120 12/500K
Transit 305 1992 Gillig 40' Transit 1992 40' 15GCD0919N1084567 342687 12/500K
Transit 308 1992 Gillig 40' Transit 1992 40' 15GCD0919N1084570 358248 12/500K
Transit 309 1992 Gillig 40' Transit 1992 40' 15GCD0910N1084571 211419 12/500K 40' Transit Transit 323 2001 Gillig Low floor 2001 40' 15GGD221X11071683 604732 12/500K 40' Transit Transit 3331 2003 NABI Low floor 2003 40' 1N940C0303A140612 445679 12/500K 40' Transit Transit 3332 2003 NABI Low floor 2003 40' 1N940C0323A140613 396888 12/500K 40' Transit Transit 3333 2003 NABI Low floor 2003 40' 1N940C0343A140614 391917 12/500K 40' Transit Transit 3334 2003 NABI Low floor 2003 40' 1N940C0363A140615 303674 12/500K 40' Transit Transit 3335 2003 NABI Low floor 2003 40' 1N940C0383A140616 388047 12/500K 40' Transit Transit 3336 2003 NABI Low floor 2003 40' 1N940C03X3A140617 417412 12/500K