June 2, 2021 2:00 p.m.
AGENDA
Board Budget and Finance Committee Meeting
Please join the meeting from your computer, tablet or smartphone. https://us02web.zoom.us/j/82672159449?pwd=S3l6bHdSWHNaL3pDRVJEMmEzMmw2UT09
Meeting ID: 82672159449; Passcode: 333822
You can also dial in using your phone: 1+ (669) 900-6833 Meeting ID: 82672159449; Passcode: 333822
SPECIAL NOTICE REGARDING COVID-19
On March 4, 2020, Governor Newsom proclaimed a State of Emergency in California as a result of the threat of COVID-19. Public gatherings are to be limited.
Further, on March 18, 2020, Governor Newsom temporarily suspended the Brown Act requirements pertaining to telephonic conferencing of local government meetings and the requirement to have at least one physical location available to the public for purposes of attending the meeting. As such, RTA has opted to conduct the June 2, 2021 committee meeting via teleconference. Participants can participate via teleconference in each participant’s own office / home area which will not be made physically accessible to the public.
Members of the public wishing to participate via teleconference can do so by joining the meeting from your computer, tablet or smart phone at 2:00 p.m. on June 2, 2021: https://us02web.zoom.us/j/82672159449?pwd=S3l6bHdSWHNaL3pDRVJEMmEzMmw2UT09; Meeting ID 82672159449; Passcode 333822; or you may dial in using your phone to (669) 900-6833; Meeting ID 82672159449; Passcode 333822.
Those that do not wish to speak can view the meeting at www.youtube.com/RiversideTransit. Those wishing to speak during the meeting must submit comments and/or questions in writing for Board consideration by completing the online Speaker Request Form which can be accessed through our website at RiversideTransit.com or by clicking HERE. Please submit your written comments by Tuesday, June 1, 2021, at 5:00 p.m. Once you dial in, you must ensure that you are in a quiet environment with no background noise (traffic, children, pets, etc.) You must mute your phone until called upon by the Chair or the Clerk to speak. Once called upon, please unmute your device and speak. You will be warned prior to your allotted time being over. BUDGET AND FINANCE COMMITTEE PAGE 2 JUNE 2, 2021
Any person with a disability who requires a modification or accommodation in order to participate in this meeting, or any person with limited English proficiency (LEP) who requires language assistance to communicate with the Riverside Transit Agency Board of Directors during the meeting, should contact the Riverside Transit Agency Clerk of the Board, telephone number (951) 565-5066, no fewer than two business days prior to this meeting to enable the Riverside Transit Agency to make reasonable arrangements to assure accessibility or language assistance for this meeting.
Agenda item descriptions are intended to provide members of the public a general summary of business to be conducted or discussed. Posting of any recommended action on an agenda item does not indicate what action will be taken. The Board of Directors may take any action it believes is appropriate on the agenda item and is not limited in any way by the notice of any recommendation.
All documents related to any agenda item are available for public inspection at www.riversidetransit.com or through the Clerk of the Board’s office at the Riverside Transit Agency, 1825 Third Street, Riverside, CA 92507.
ITEM RECOMMENDATION
1. CALL TO ORDER
2. SELF-INTRODUCTIONS
3. PUBLIC COMMENTS – NON-AGENDA ITEMS RECEIVE COMMENTS Members of the public may address the Board regarding any item within the subject matter jurisdiction of the Board; however, no action may be taken on off-agenda items unless authorized by law. Comments shall be limited to matters not listed on the agenda. Members of the public may comment on any matter listed on the agenda at the time that the Board considers that matter. Each person's presentation is limited to a maximum of three (3) minutes.
4. APPROVAL OF MINUTES – MAY 5, 2021 COMMITTEE MEETING (P.4) APPROVE
5. CASH FLOW PROJECTIONS (P.7) RECEIVE AND FILE
BUDGET AND FINANCE COMMITTEE PAGE 3 JUNE 2, 2021
ITEM RECOMMENDATION
6. QUARTERLY CAPITAL STATUS REPORT (P.9) RECEIVE AND FILE
7. AUTHORIZATION TO AWARD AGREEMENT NO. 21-020 TO TOLAR MANUFACTURING COMPANY INC. FOR 25 BUS STOP SHELTERS (P.10) APPROVE
8. BOARD MEMBER COMMENTS
9. ANNOUNCEMENTS
10. NEXT MEETING Wednesday, July 7, 2021 2:00 p.m. Riverside Transit Agency 1825 Third Street Riverside, CA 92507
11. MEETING ADJOURNMENT RTA BOARD BUDGET AND FINANCE COMMITTEE MEETING Minutes May 5, 2021
1. CALL TO ORDER
Committee Chair Jeremy Smith called the Board Budget and Finance Committee meeting to order at 2:00 p.m., on May 5, 2021 via teleconference.
2. SELF INTRODUCTIONS
In lieu of self-introductions, a roll call was taken.
Committee Members Attending
1. Jeremy Smith, City of Canyon Lake 2. Rey SJ Santos, City of Beaumont 3. Linda Molina, City of Calimesa 4. Linda Krupa, City of Hemet 5. Timothy J. Sheridan, City of Lake Elsinore 6. Ted Hoffman, City of Norco 7. Bridgette Moore, City of Wildomar 8. 1Andrea Mares, County of Riverside District III 9. 2Art Welch, County of Riverside District V
RTA Staff 1. Larry Rubio, Chief Executive Officer 2. Joan Hepworth, Clerk of the Board 3. Tom Franklin, Chief Operating Officer 4. Charlie Ramirez, Chief Financial Officer 5. Natalie Zaragoza, Chief Procurement and Logistics Officer 6. Rick Kaczerowski, Chief Technology Officer 7. Jim Kneepkens, Chief Marketing Officer 8. Kristin Warsinski, Director of Planning 9. Adam Chavez, Director of Maintenance 10. Rick Majors, Director of Risk Management 11. Melissa Blankenship, Director of Contracts 12. Stephanie Sirls, Director of Operations 13. Brad Weaver, Media & Public Relations Manager 14. Yesenia Felix, Administrative Assistant
Other Attendees 1. Keith White, Eastvale Resident
1Alternate for Chuck Washington, County of Riverside, District III 2Alternate for Jeff Hewitt, County of Riverside, District V
Item 4 4 3. PUBLIC COMMENTS – NON-AGENDA ITEMS
None
4. APPROVAL OF MINUTES – APRIL 7, 2021 COMMITTEE MEETING
M/S/C (MOLINA/SANTOS) approving the April 7, 2021 committee meeting minutes.
The motion carried unanimously.
5. CASH FLOW PROJECTIONS
Charlie Ramirez presented the cash flow projections which were received and filed.
6. QUARTERLY INVESTMENT REPORT
Charlie Ramirez presented the Quarterly Investment Report which was received and filed.
7. QUARTERLY NATURAL GAS PROCUREMENT STATUS REPORT
Charlie Ramirez presented the Quarterly Natural Gas Procurement Status Report which was received and filed.
Board Chair Linda Krupa joined the meeting at 2:11 p.m.
8. REQUEST TO HOLD A PUBLIC HEARING ON THE FISCAL YEAR 2021/2022 (FY22) OPERATING BUDGET, CAPITAL BUDGET, AND FY22-FY24 SHORT RANGE TRANSIT PLAN (SRTP) AND ADOPT THE FY22 BUDGETS AND SRTP
Charlie Ramirez presented the staff report. Immediate Past Chair Bridgette Moore, Committee Chair Jeremy Smith and Committee Members Ted Hoffman and Andrea Mares had questions that were answered by staff. A public comment was made by Keith White, Eastvale resident and a public comment from Stephen Ma, Riverside resident, was read by staff.
M/S/C (MOORE/HOFFMAN) approving and recommending this item to the full Board of Directors for their consideration as follows:
• Hold a public hearing on the Fiscal Year 2021/2022 (FY22) Operating Budget, FY22 Capital Budget, and the FY22 – FY24 Short Range Transit Plan (SRTP).
• Adopt the FY22 budgets and the FY22-FY24 SRTP.
• Approve the Agency FY22 Salary and Wage Schedule.
Item 4 5 • Authorize staff to amend all necessary personnel and contractual documents affected by the adopted budget as appropriate and in accordance with Agency Procurement and Human Resources Policies. Affected contracts include, but are not limited to, those for purchased transportation, uniforms, tire lease, CNG compressor maintenance, and employee drug testing and medical care.
The motion carried unanimously.
9. BOARD MEMBER COMMENTS
Board member comments were made by Board Chair Linda Krupa, 2nd Vice Chair Linda Molina, Immediate Past Chair Bridgette Moore, Committee Chair Jeremy Smith and Directors Rey SJ Santos, Timothy J. Sheridan, Ted Hoffman, Andrea Mares, and Art Welch.
Board Chair Linda Krupa left the meeting at 2:43 p.m.
10. ANNOUNCEMENTS
Larry Rubio made announcements.
11. NEXT MEETING
Wednesday, June 2, 2021, 2:00 p.m.
12. MEETING ADJOURNMENT
The meeting was adjourned at 2:53 p.m.
Item 4 6 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
June 2, 2021
TO: BOARD BUDGET AND FINANCE COMMITTEE
THRU: Larry Rubio, Chief Executive Officer
FROM: Charlie Ramirez, Chief Financial Officer
SUBJECT: Cash Flow Projections
Summary: The Agency develops cash flow projections for the entire fiscal year representing weekly increments. Due to the size of the report, it is difficult to portray the entire fiscal year.
The attached report represents actual cash performance through late-May with projections through July. This reporting period covers the remainder of fiscal year 2021 and the beginning of fiscal year 2022. There are no cash flow issues anticipated during this reporting period.
Recommendation:
Receive and file.
Item 5 7 Riverside Transit Agency FY21/22 Cash Flow Projection
Actual Wells Fargo General Account 5/21/2021 5/28/2021 6/4/2021 6/11/2021 6/18/2021 6/25/2021 7/2/2021 7/9/2021 7/16/2021 7/23/2021 7/30/2021 Est. Cash, Beg Balance (Book) 421,880 678,505 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50, 000 50,000 Receipts: LTF Operating ------9,400,000 LTF OPEB ------FET Credit - - - - - 74,901 - - - 73, 743 - RIN's Credit - 91,957 - - - 99,659 - - - 95, 000 - LCFS ------CalPERS CERBT Disbursement 107,071 - - - 112,185 - - - - 105, 000 - Farebox 129,198 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50, 000 50,000 Total Other Farebox 19,127 88,439 - - 89,622 - - - 69,197 - - Advertising ------Medi-Cal Reimbursement ------Others, Ins Recovery, CNG 254 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5, 000 5,000 Lease Revenue ------Total Other Local ------FTA Operating 120,857 - 3,665,000 - - - 3,678,182 - - - 25,000 State Operating ------FTA Capital - - - - 20,000 - - - 20,000 - - Capital - Local, State ------45,092 - - Transfer from Investment Accounts to Wells Fargo General Account 1,200,000 - - 1,023,257 943,193 5,266,437 - 1,025,000 1,010,711 161,257 -
Disbursements: Payroll (945,554) - ( 1,000,000) - (1,000,000) - (1,250,000) - (1,000,000) - (1,250,000) A/P Wires (371,382) (285,176) ( 1,745,299) ( 898,257) (20,000) (5,315,997) (1,820,000) (900,000) (20,000) (310,000) - A/P Checks (2,947) (180,000) ( 180,000) ( 180,000) (175,000) (180,000) (180,000) (155,000) (180,000) (155,000) (180,000) Capital Expenditures - - - - (25,000) - - (25,000) - (25,000) - Meals On Wheels Expenditures ------Transfer to Investment Accounts from Wells Fargo General Account (398,725) (794,701) - - - (483,182) - - - (8,050,000) Transfer to CERBT OPEB Trust Account ------Actual Ending Wells Fargo General Account Book Balance / Targeted Minimum Balance 678,505 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000
LAIF Account: Beginning balance 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,429,998 1,429,998 Quarterly Interest Income ------1,091 - - Transfers to/from Gen Acct. ------Ending balance 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,428,908 1,429,998 1,429,998 1,429,998 County Pool Account: Beginning balance 10 10 10 10 10 10 10 10 10 10 10 Ending balance 10 10 10 10 10 10 10 10 10 10 10 CalTrust Account: Beginning balance 60,466,801 59,266,801 59,665,526 60,475,219 59,451,963 58,508,770 53,242,332 53,739,958 52,714,958 51,704,247 51,542,990 Monthly Interest Income - - 14,993 - - - 14,443 - - - 13,049 Transfers to/from Gen Acct. (1,200,000) 398,725 794,701 (1,023,257) (943,193) (5,266,437) 483,182 (1,025,000) (1,010,711) (161,257) 8,050,000 Ending balance 59,266,801 59,665,526 60,475,219 59,451,963 58,508,770 53,242,332 53,739,958 52,714,958 51,704,247 51,542,990 59,606,039
Restricted Capital Balance >>> 43,091,933 43,091,933 43,102,344 43,102,344 43,102,345 43,102,345 43,112,759 43,112,759 43,113,849 43,113,849 43,124,266 Restricted Operating Balance >>> 3,842,728 3,754,289 3, 755,244 3, 755,244 3,685,244 3,685,244 3,686,173 3,686,173 3,636,173 3,636,173 3,637,088 Unrestricted Operating Balance >>> 14,439,563 14,298,222 15,096,549 14,073,293 13,200,099 7,933,662 8,419,944 7,394,944 6,434,232 6,272,975 14,324,693
Avg Operating expenses per month => 6,865,000 6,865,000 6,865,000 6,865,000 6,865,000 6,865,000 6,865,000 6,865,000 6,865,000 6,865,000 6,865,000 No. of months Oper Cash On Hand => 2.10 2.08 2.20 2.05 1.92 1.16 1.23 1.08 0.94 0. 91 2.09 Item 5 8 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
June 2, 2021
TO: BOARD BUDGET AND FINANCE COMMITTEE
THRU: Larry Rubio, Chief Executive Officer
FROM: Charlie Ramirez, Chief Financial Officer
SUBJECT: Quarterly Capital Status
Summary: The Agency has, at any one time, a multitude of capital projects in progress or pending as circumstances and funding dictate. These capital projects are funded through a variety of funding sources including, but not limited to, Federal, State, and Local grants. Capital items funded with these grants include, but are not limited to, Revenue and Non-Revenue Vehicles, Transit Facilities, Facility Improvements, and Information Systems.
Depending on the nature of the project, it can take multiple years to accumulate the required funding to complete the project. It can also take multiple years to complete the project once it has commenced. Examples of such a scenario are the Vine Street Mobility Hub and Hemet Mobility Hub projects.
The Agency will always have capital needs due to replacement of retired assets, acquisition and/or upgrade of Agency infrastructure, and unique needs such as mobility hubs to serve the transportation needs of our customers. As such, the Agency should always have a backlog of open projects that preserve and enhance future operations.
A presentation will be given at the committee meeting which provides an update on the Agency’s capital projects, focusing on the activities from March through May. The Agency is required to provide quarterly reporting to the Federal Transit Administration (FTA) one month after the end of each quarter. This reporting was submitted.
Recommendation:
Receive and file.
Item 6 9 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
June 2, 2021
TO: BOARD BUDGET AND FINANCE COMMITTEE
THRU: Larry Rubio, Chief Executive Officer
FROM: Natalie Zaragoza, Chief Procurement and Logistics Officer
SUBJECT: Authorization to Award Agreement No. 21-020 to Tolar Manufacturing Company Inc. for 25 Bus Stop Shelters
Summary: The Agency’s Bus Stop Strategic Policy (“Policy”), approved by the Board on July 23, 2015, provides guidelines for the procurement, prioritization, allocation, and deployment of bus stop amenities across the Agency’s service area. The bulk purchase of new shelters continues to be a key element of the implementation of the Policy. By procuring this item directly from a shelter fabricator, the Agency has been able to take advantage of volume pricing and avoid the upcharge or premium a contractor typically places on the equipment when purchased individually. In addition to cost savings, the Agency has been able to better control the design and standardization of the amenities.
It should be noted that for each bus stop, separate procurements must be done for additional services such as engineering, concrete pads, and other site-specific improvements that may be needed prior to the actual installation of the shelter and other amenities. To ensure the continuance of bus stop improvements, 25 solar-lighted shelters are needed to replenish the existing inventory of shelters.
On April 16, 2021 staff issued Invitation for Bids (IFB) No. 21-020. The IFB was publicly advertised in a newspaper of general circulation and a notice was posted on the Agency’s website along with a copy of the IFB document. The Agency also sent notices to the local chambers’ of commerce in cities that are members of the Joint Powers Agreement.
Item 7 10 On May 14, 2021, the Agency received bids from the following two vendors:
Vendor Price Tolar Manufacturing Company, Inc. - Corona, CA $ 297,023.44 LNI Custom Manufacturing, Inc. – Gardena, CA $ 372,686.25
Staff reviewed the low bidder’s submittal to ensure compliance with the requirements of the IFB. Based on a thorough review, staff recommends awarding a contract to Tolar Manufacturing Company, Inc., the lowest responsive and responsible bidder.
Fiscal Impact:
Sufficient funds to cover this request are included in the Agency’s Board approved capital budget. The funding profile is shown below:
State Transit Federal Assistance Section 5339 (STA) Total
$237,618.75 $59,404.69 $297,023.44
Recommendation:
Approve and recommend this item to the full Board of Directors for their consideration as follows: • Authorize staff to award Agreement No. 21-020 to Tolar Manufacturing Company, Inc. to provide (25) bus stop shelters in the amount of $297,023.44.
Item 7 11