DELAWARE RIVER PORT AUTHORITY & PORT AUTHORITY TRANSIT CORP. BOARD MEETING Wednesday, August 19, 2015 The Philadelphia Convention Center 1101 Arch Street Philadelphia, PA 10:00 a.m. John Hanson, Chief Executive Officer DRPA BOARD DELAWARE RIVER PORT AUTHORITY BOARD MEETING Wednesday, August 19, 2015 at 10:00 a.m. Philadelphia Convention Center 1101 Arch Street, Room 119A/B Philadelphia, PA ORDER OF BUSINESS 1. Swearing in of New Commissioner 2. Roll Call 3. Report of the CEO – August 2015 4. Report of the CFO Key Performance Indicators 5. Approval of July 15, 2015 Board Meeting Minutes 6. Monthly List of Previously Approved Payments – Covering Month of July 2015 7. Monthly List of Previously Approved Purchase Orders and Contracts of July 2015 8. Balance Sheet – First Quarter Financials – March 31, 2015 9. Approval of Operations & Maintenance Committee Minutes of August 5, 2015 10. Adopt Resolutions Approved by Operations & Maintenance Committee of August 5, 2015 DRPA-15-097 Contract No. BF-44-2015, Ben Franklin Bridge Miscellaneous Pavement Repairs DRPA-15-098 Construction Monitoring Services for Contract No. WW-20-2015, Walt Whitman Bridge Painting Suspension Span and Towers DRPA-15-099 Capital Project Contract Modifications DRPA-15-100 Purchasing Bid B0006348 Procurement of Ameristar Aegis II Fence and Fence Material for the Ben Franklin Bridge – No Substitutions DRPA-15-101 Carpet Replacement for One Port Center Building DRPA-15-102 City of Philadelphia Request for Office of Emergency Management Use of Lots Under the Ben Franklin Bridge 11. Adopt Resolutions Approved by Finance Committee of August 12, 2015 DRPA-15-103 Camera and Call Box Maintenance Agreement DRPA-15-104 Active Benefit-Eligible Employees/Under Age 65 Retiree, and Eligible Dependents - Health Benefits 2016 (DRPA/PATCO) DRPA-15-105 Employee Dental Coverage 2016-2017 (DRPA/PATCO) DRPA-15-106 Employee Vision Coverage 2016 - 2017 (DRPA/PATCO) 12. Unfinished Business DRPA-15-060 Amended Audiolog Recorder Upgrades 13. New Business DRPA-15-107 Consideration of Pending DRPA Contracts (Between $25,000 and $100,000) 14. Citizens Advisory Committee Report 15. Public Comment 16. Executive Session 17. Adjournment CEO REPORT Report of the Chief Executive Officer AUGUST, 2015 Delaware River Port Authority of Pennsylvania and New Jersey One Port Center 2 Riverside Drive Camden, New Jersey 08101-1949 August 19, 2015 To the Commissioners: The following is a summary of recent DRPA activities. The appropriate reports are attached: Stewardship /Stewardship During a recent PATCO train delay, a customer wrote, “You have a female employee (Supervisor Passenger Services, Sylvia Cuevas) at 8th and Market; she's there frequently around 4-5 pm, who did a phenomenal job handling the delay today. She was attentive, friendly, informative, and calming. As information was coming in, she relayed it immediately. She made the best of a bad situation.” A customer tweeted the following regarding our sale of Papal Passes, “I just wanted to let you know the customer service rep on the phone and the 2 ladies at the Broadway ticket window were very helpful and nice to this first time FREEDOM ticket buyer. #PapalVisitFrenzyNFrazzled A customer wrote in to commend staff, “It was my mom's first time riding the train back to Jersey alone and the train operator was so helpful in making sure she got off at the correct stop. She made it to Woodcrest safe and sound!” A customer wrote in to praise PATCO staff at Ashland Station, “I just wanted to thank you for your fast and responsive service. I passed out at Ashland station and everyone took great care of me; from the EMT to the familiar faces that called my husband. Thanks for your great work!” Special Vendor Outreach Event On Thursday, August 6th, Chairman Boyer and I welcomed more than 60 vendors to a Special Vendor Outreach event. The Purchasing Department and the Office of Business Development & Equal Opportunity worked together to develop a pilot program that will afford minority, women-owned and other small businesses an opportunity to compete for annual contracts in four commodity areas: gloves, trash can liners, safety equipment and fasteners. Instead of supplying these commodities in small quantities on an “as needed” basis, vendors will now have the opportunity to compete for larger annual contracts. This procurement strategy will ensure that our storerooms at DRPA and PATCO are always stocked to meet our business needs. The purpose of the event was to educate vendors about a pilot. Press from Al Dia and the Philadelphia Tribune newspapers were in attendance. Buyers (Adam Carmasine, Natasha Roman, Michelle Dinella and Linda Willis) from the Purchasing Department were on hand to distribute bid packets to vendors interested in each commodity and answer questions. Any interested vendors unable to attend the event are also encouraged to submit a bid through the regular distribution channels. Vendor feedback was extremely positive. Vendors told us they appreciated having the “the ability to meet directly with buyers and leave with bid packets”. The event organizers, EEO Specialist Erin Watterson, Compliance Specialist Ron Kelly, Project Analyst Ann DuVall, Administrative Coordinator Thaddeus Abbott III, and Administration Division Summer Intern Francis Hagarty worked collaboratively under the direction of CAO Brown. The event supports the goals of the Board’s Diversity & Inclusion Subcommittee, and also supports the Authority’s new Shared Value of Community Stewardship. Enhanced New Hire Orientation Process: Authority-wide “Cultural Integration” Program from a PILOT Earlier this year, under the leadership of CAO Toni P. Brown, the Administration Division launched a new initiative for new hires coming into their division called the “Cultural Integration Program.” This Cultural Integration session is in addition to a new employee’s regular New Hire Orientation, which is coordinated by Human Resource Services (HRS), lasts for 1 ½ days, and includes many presenters and topics. This Cultural Integration Program was a PILOT initiative comprised of one-on-one sessions with CAO Brown and HRS Director Kelly Forbes with each employee new to the Administration Division. During the one-on-one sessions, each new hire received a specially designed folder of information that included a Welcome Letter from the CAO, the Division’s Vision Statement, an Organization Chart for the division, a division employee roster and information on division special events and accomplishments. In addition, the new hires were encouraged to complete a survey on the value of the cultural integration session. I recently charged all DRPA and PATCO Chiefs and Directors to take this innovative Cultural Integration Program and implement it Authority-wide. Not only will this special cultural integration ensure that new employees understand the duties and responsibilities outlined in their job specifications, but the program will also orient them to the culture of the new division or department to which they have been assigned. Valuable anecdotal feedback was received by CAO Brown about the Cultural Integration Program experience from her division’s new hires. Some of the feedback included the following statements, “Well-developed and well-designed session!;” “I was WOW’ed and words cannot express how much and how truly grateful I am to be part of such a great Team;” and “The Cultural Integration Program is very beneficial. Along with clearly defining the mission of the Authority and the Administration Division, the program gave background information on recent events held in the division. This information allows the new employee to feel knowledgeable when reading about an event or initiative or being in conversations with colleagues when past events are discussed.” This new Authority-wide Cultural Integration Program will help our incoming staff go from being “organizational outsiders” to “organizational insiders,” making them feel welcomed and able to understand the workplace culture. It will also help them hit the ground running, be effective performers, be satisfied in the position and be committed to the Authority. DRPA Organization & Resource Allocation Study The Organizational Structure and Resource Allocation Study is well underway. Our consultant, CCI met with Executive and Senior Staff on July 16th to discuss Phase One of the Study, which involves the review of all job descriptions for non-represented employees by chiefs, directors and managers. This review, which is fundamental to the Study, is to be done by completing Position Analysis Questionnaires (“PAQs”) which have been sent to all chiefs and directors for each non-represented job in their division. PAQs are due back to Project Manager Kelly Forbes, Director, HRS by no later than July 31st. CCI consultants will then meet with the chiefs, directors and managers to review and discuss each completed PAQ. It should be noted that Phase One of the Study does not include pricing of the jobs. That task will be handled in Phase Two of the Study once all PAQs have been received and reviewed. Each month, CAO Brown briefs the Labor Committee on the progress of the Study. For the convenience of all employees, we have created a special intranet page dedicated to the Study. There, employees will find a timeline and an up-to-date progress report. Finance On July 15, 2015 the Authority finalized two swap novation transactions, wherein UBS, our counterparty on our 1995 and 1999 Revenue Bond swaps was replaced by TD Securities and Wells Fargo Bank, respectively. The new benefits to the Authority include: 1) reduced exposure to collateralization/terminations due to any DRPA Revenue Bond downgrade; 2) removal of cross-default language in the existing swap documents related to our PDP Bonds swaps (which were terminated in 2008 and 2010); 3) increased swap counterparty credit quality; 4) diversification of our counterparty exposure. The two transactions are expected to net the Authority close to $800k. Enterprise Resource Planning (ERP) Update We continue to prepare for our upcoming User Acceptance Testing (UAT).