Management Work Plan FY 2011 - 2012

Presented to the YCTA Board of DirectorsMarch 17, 2011

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Work Plan Table of Contents

Highlights from 3/5/11 Retreat Page 3

Management Objectives Page 4 - 8

Budget Page 9 – 12

Analysis & Statistical Charts Page 13 - 18

Organizational Chart Page 19

Diversity Statement Page 20

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Focus fine-tuning…

Address changes to funding programs CBA that supports strategic direction Solutions to Gettysburg traffic issues

downtown Performance Improvement Funding Partners

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Management Objectives

The objectives are categorized by goals identified in the 2010 – 2012 Strategic Plan. The actions noted in the work plan are not an all inclusive list of actions from the Strategic Plan, but rather a range of short-term actions. These actions were identified as priorities and will continue to advance the goals outlined

in the Strategic Plan.

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Goal 1 Enhance the customers’ mobility experience by

emphasizing and delivering friendly, consistent and reliable services.

1. Complete and begin implementation of outcomes from the Transit Development Plan

2. Targeted Corridor marketing based on ridership data and route analysis (based on TDP outcomes)

3. Market Express services – Launch of RT 15N & maintenance of RT 83N & 83S

4. Community Education Plan – Phase 21. Paratransit: Focus on HS Providers

2. Fixed Route: Employer Welcome Kit

3. Freedom Transit Service

5. Performance Improvement1. Departmental Procedures

2. Training to Proficiency

3. Baseline Measurements

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Goal 2 Build a culture of excellence through a committed

workforce that shares a vision of mutual trust and respect.

1. Internal messaging/actions to provide greater line of sight.

2. Partner with the workforce to develop a CBA which supports the organization’s overall strategies.

3. Purchase and implement an electronic human resource software and payroll data collection program.

4. Continue to strengthen our Human Resource functions, including; finalize draft handbook, grievance management system, continue staff development plan.

5. Fully implement on-road supervision, on-board evaluations with a coaching/training component.

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Goal 3 Utilize technology to improve operations,

enhance mobility and improve customer services.

1. Use ITS to improve Paratransit Operations: Shorten ride times,

increase passengers per hour, reduce paid driver hours, and improve on-time performance.

2. Service Standards Management ProgramRoute performance criteria, Bus stop utilization, On-time performance, transfer/route usage to determine connectivity needs.

3. Implement State Paratransit Software Web-based reservations, automated EVS & expanded IVR capabilities.

4. Finalize Call Center Action PlanManagement software,

Traffic containment & reduction, CS enhancement strategies.

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Goal 4 Leverage regional transit service & leadership to

secure resources needed to advance mission & vision.

1. Act 44 Funding Replacement.

2. Sponsor Municipal Training to link land use and transit.

3. Federal Transportation Authorization Legislation.

4. Address 200K UZA requirements and challenges.

5. Prepare for the ACT 44 Performance Assessment.

6. Business Development: ID partnerships for sustainability.

7. Actively implement outcomes identified in HST Proposal.

8. Participate in SRTP regional commuter study.

9. Continue active participation in APTA and PPTA.

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Budget Analysis

Expense Increase Analysis• Budget Expenses increase: 2012 6%, 2011 3.8%, 2010 8.2%, 2009 15.3%, 2008 9% • New Positions: Assistant Controller Unfilled: Operations Supervisor, Maintenance

Clerk, Customer Advocate/Mobility Trainer• Fixed Route Collective Bargaining Year: Conservative approach• Technology: On-board WiFi and other automation support • Maintenance: Increased cost due to aging fleet (parts and beautification)• Utilities: Electric rate cap• Staff Development: Support strategic plan and performance appraisal process • Unknowns: Fuel, HST outcomes (fare increase)• Purchased Transportation: Increased expenses ~ greatest % is funded through MATP

Revenue Analysis Budget assumes paratransit fare restructure with fare increase Minimal increase in ridership ~ 3% (FR & PT) Reduction in HSDF funding Funding Summary for FY2012:o Using all available Federal 5307 funds Using $500,000 of ACT 44 to balance paratransit budget $390,000 of ACT 44 reserves need to balance budget

60% of Increase isFuel

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Joined SAFTI

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Open Positions: 1- Assistant Controller 1- Data Entry Clerk 1- Operations Supervisor 3.5 Customer Care Reps 1- Mechanic .5 HR Specialist 1 Trainer

Executive Director

Controller

Assistant Controller

Accounting

Supervisor

Accounting Clerks

Data Entry Clerk

Director of Human

Resources

HR Specialist

System

Safety Supervisor

Trainer

Business Development

Mgr

Paratransit Services Manager

Lead Scheduler

Schedulers

Lead Mobility Planning

Mobility Planning Associates

Lead Customer Service

Customer Care Reps

Planning & Procurement

Mgr

Operation Manager

Operations Supervisor

Lead Dispatcher

Dispatchers

FR & Para Operators

Maintenanc

e Manager

Maintenance

Supervisor

Adams Co. Mechanic

Class A Mechanic

Class B, Class C & Porters

Executive Assistant

Building &

Grounds

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The diversity of the people of York County has been the source of innovative ideas and creative accomplishments throughout the County’s history and will provide inspiration into the future. Diversity refers to the variety of personal experiences, values, and worldviews that arise from differences of culture and circumstance. Our concept of diversity through inclusion embraces such differences as race, ethnicity, gender, age, religion, language, abilities/disabilities, sexual orientation, socioeconomic status, geographic region, and more.

In order for the York County Transportation Authority to achieve its mission, it must seek to serve the diversity among its passengers, stakeholders and employees.

Diversity Statement

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Transit Agency StatusFY 2011-12

Current Financial Position

Current Operations

Service Statistics/Trends

Funding Statistics/Trends

Other Information/Assumptions

Capital Status Review

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Cur

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Reserves

Source Balance

PTAF $422,107

ASG $0

BSG $44,368

Section 1513 $3,899,106

Local ~

Other $23,615 Proceeds/Sales$66,267 Zarfoss Rd Rent

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Line of Credit

Level of Short-Term Debt/Loans—Identify each line of credit

(excludes long-term bond financing)

Name of Financial Institution

Amount of Available

Credit

Interest Rate

Current Credit in Use

Metro Bank - Line of Credit $500,000 3.5% $0

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Accounts Payable – Past due 90 days and over

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Cur

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Vendor Amount Past Due Estimated Pay Date

Lebanon Co.

ATA

$16,882 (Rec’d 9/16/11)

$51,768 (Rec’d 10/6/11)

30 days after DotGrant Capital available for invoicing

Accounts Receivable – Past due 90 days and over

Program/Agency Amount Past Due

Date Requisitioned

Estimated Pay Date

MATP $126,933 Nco/No Contract ?

MH/MR $99,753

$35,300

Nco/Wait for Promise York/Wait for Auth.

11/30/2011

PA DOT $69,951 To Be Invoiced 30 days after DotGrant Capital

available for invoicing

Lifeskills $3,852.62 1/2011;5/2011; 6/2011; 8/2011 12/10/2011

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Open Positions: 1- Assistant Controller 1- Data Entry Clerk 1- Operations Supervisor 3.5 Customer Care Reps 1- Mechanic .5 HR Specialist 1 Trainer

Executive Director

Controller

Assistant Controller

Accounting

Supervisor

Accounting Clerks

Data Entry Clerk

Director of Human

Resources

HR Specialist

System

Safety Supervisor

Trainer

Business Development

Mgr

Paratransit Services Manager

Lead Scheduler

Schedulers

Lead Mobility Planning

Mobility Planning Associates

Lead Customer Service

Customer Care Reps

Planning & Procurement

Mgr

Operation Manager

Operations Supervisor

Lead Dispatcher

Dispatchers

FR & Para Operators

Maintenanc

e Manager

Maintenance

Supervisor

Adams Co. Mechanic

Class A Mechanic

Class B, Class C & Porters

Executive Assistant

Building &

Grounds

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York & AdamsFixed Route union contract: Expires 12/30/11

York FR Drivers Current 2012-13

Starting wage $15.80 (80%/90 days) TBD

Top wage $19.00 (+ bonuses)

Average wage $19.37

Contract wage increase

Average 3%

Job Classification Number- Full Time Number-Part Time

Drivers 69 54

Mechanics 11

Dispatchers 6

Clerical 13 2

Administration 10 1

Building/grounds 1 1

Porters 5 Co

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Use of part-time employees- all paratransit is considered PT. Currently no FR – have placed the issue on the table

Number/percent of “split shift” drivers-

33% for FR. Up to 90 min unpaid breaks unless some splits for PT.

Overtime – After 8. Currently seeking after 40. YTD - 6% (high as 12.6% for FY2011). FMLA, older/longevity workforce

Outsourcing – Express and PT

Other- greater share of healthcare

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Hea

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lanUnion Non-Union

Basic Coverage

Current Coverage Teamsters H&W (incl. dental, vision, life pkg)

Health Assurance $1,000 deduct w/ $750 HRA

Current Rate Single - $580.55/moFamily - $1,715,.25/mo

Single - $505.18/moFamily - $1,515.54/moPlus HRA Amts.

2012 Under Neg. Currently Quoting

2012 If same – Single - $617.35Family - $1,829.25

Estimate –Single -$555Family -$1,670

Employee Contributions

Current Single-$76.92/mo (13.2%)Family - $148.85/mo (8.7%)

Single - $0/moFamily - $148.65/mo (10%)

2012 Under Neg.

Co-Payment at Physician’s Office

Current $15 PCP/$25 Specialist $15 PCP/$30 Specialist

2012 $20 PCP/$30 Specialist $15 PCP/$30 Specialist

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PUnion Non-Union

Employee Contributions

Current 6% 6%

FY 2012-13 6% – Current Neg.

6%

Minimum Age to Qualify for Retirement

Current N/A N/A

FY 2012-13 N/A N/A

Minimum Number of Years to Qualify for Retirement

Current N/A N/A

FY 2012-13N/A N/A

Minimum Number of Years to be Vested

Current N/A N/A

FY 2012-13 N/A N/A

o Pension is designed as a SEP (Simplified Employee Pension)Contributions are made monthly in the employees’ name at a defined contribution level – currently 6% of gross earnings

o Financial impact is based on actual gross earning of eligible employeeso 2008 – Negotiated out of the Define Benefit – estimated potential liability

reduction: $2M

Fuel

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Current Cost per Gallon Contract rate or market rate?

Contract rate - $3.058 Market rate - $3.6129

Terms of contract (if applicable) Contract rate is through 6/30/2012 Market rate is agreement through Fuelman; pricing is based on OPIS; Effective

rate is $0.04-$0.06/per gallon less than pump pricing less taxes

Projected Cost per Gallon and Basis for Projection Contract rate or market rate?

Contract rate - $3.30 Market rate - $3.90

Terms of contract (if applicable) RFP issued in June of each year with a contract period of the authority’s fiscal

year

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Provide average fare: Current Amount Future Amount

Describe fare policy: Keep pace with inflation; comparable to peers, when increased, done in a multi-year process.

Fare Type IncreaseDate

Current Amount

Planned Increase

Amount After

Increase

Base Fare 2008 $1.40 Part of TDP $1.50 ?

2% annual, next one due on 2012

2006200720061997

$1.35$1.30$1.25$1.00

Zone Fares $1.65 TBD

Other multi-ride tickets/passes (Add as appropriate)

31-Day - $39.0011 Ride – $13.00 Day Pass – $4.25

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Shared Ride Fares: Date of Last Fare Increase -

Current Average fare $13.72 AAA 3rd party sponsorship – complex issue for Customer Reps.

Planned Changes Early 2012 Average fare ~ $ 20.00+ Simplify sponsorship arrangements.

Describe Fare Policy- Shared Ride fares must cover the cost of the service, increase as needed. It is preferred to increase in conjunction with Fixed Route Fare increases.

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Cos

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Initi

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Initiative Planned Action and Implementation Date

Projected Savings

Joint Procurements Fuel, vehicles – every opportunity

Coordination: Call center, maintenance, dispatch/scheduling

makes York look bad, N.Co & ACTA look good

$5k per month

Parts Procurement Spring 2012 Up to 30%

Healthcare Competitive process, adjusting deductibles and creating HRA - ongoing

10s of thousands

SAFTI

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FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15

Total Operating Expenses

$8,445,089 $9,410,261 $10,118,341 $9,885,377 $8,394,025

Total Operating Revenue

$1,658,248 $1,652,400 $1,730,170 $1,679,600 $1,569,610

Total Operating Deficit

$6,786,841 $7,757,861 $8,388,171 $8,205,777 $6,824,415

Subsidies:

Federal $3,173,726 $3,186,642 $2,804,028 $2,051,200 $1,706,120

State $3,300,559 $4,243,035 $5,239,550 $5,792,755 $4,738,381

Local $312,556 $328,184 $344,593 $361,822 $379,914

Total Funding $6,786,841 $7,757,861 $8,388,171 $8,205,777 $6,824,415

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“Labor” – 71.8%

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Fixed Route FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15

Rev. Veh. Miles 1,498,907 1,514,735 1,514,735 1,363,262 1,022,446

Rev. Veh. Hours 113,254 115,400 115,400 103,860 77,895

Passenger Trips 1,508,927 1,623,810 1,591,334 1,543,594 1,358,362

ACT 44 PERF. MEASURES

Pass. Trips/Hour

13.32 14.07 13.79 14.86 17.44

Op. Cost/Hour $74.57 $81.54 $87.68 $95.18 $107.76

Op. Rev./Hour $14.64 $14.32 $14.99 $16.17 $20.15

Op. Cost/Trip $5.63 $5.80 $6.36 $6.40 $6.18

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Shared Ride Funding

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FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15

Operating Expense

$1,751,179 $1,815,700 $4,036,347 $4,184,937 $4,407,201

Passenger Revenue

$152,572 $163,500 $283,825 $289,502 $299,634

Lottery /Other/AAA

$1,057,252 $1,152,200 $1,912,170 $1,950,413 $2,018,678

MATP $0 $0 $1,858,642 $1,988,747 $2,058,353

Balance -$541,355 -500,000 +18,290 +43,724 -30,536

Shared Ride Statistics/Trends

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Shared-Ride FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15

Total Veh. Miles

602,663 537,600 1,216,280 1,179,792 1,085,408

Cost per Mile $2.90 $3.38 $3.32 $3.55 $4.06

Total Veh. Hours

36,910 34,600 77,180 74,865 68,875

Cost per Hour $47.44 $52.48 $52.30 $55.90 $63.99

Total Pass. Trips

88,181 91,500 162,150 154,043 138,638

Cost per Trip $19.86 $19.84 $24.89 $27.17 $31.79

Rev. per Trip $13.72 $14.38 $25.00 $27.45 $31.57

Trips per Hour

2.29 2.64 2.10 2.06 2.01

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