september 2017 regular board meeting minutes-bc meeting... · county of livingston milo i. turner...

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MINUTES OF THE REGULAR MEETING OF THEBOARD OF COMMISSIONERS OF

ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITYAND ITS SUBSIDIARIES

September 7, 2017

A. Roll Call and Determination of QuorumThe meeting was called to order at 12:18pm by Chairman Geoff Astles who determined that aquorum was present.

Present on Roll Call:

County of Monroe Bill Faber = 5 votes County of Monroe Don Jeffries = 5 votes

County of Monroe Kelli O’Connor = 5 votes City of Rochester William Ansbrow = 2 votes City of Rochester Jerdine Johnson = 2 votes City of Rochester William McDonald = 2 votes County of Livingston Milo I. Turner = 2 votes County of Ontario Geoff Astles = 3 vote County of Orleans Henry Smith = 1 vote County of Seneca Edward W. White = 1 vote

County of Wayne Michael P. Jankowski = 3 votes County of Wyoming Rich Kosmerl = 1 vote Amalgamated Transit Union Tracie Green = 0 votes

Total Votes Possible 34Total Votes Present 19Votes Needed for Quorum 18

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Others Present:Scott Adair, Chief Financial OfficerDavid Belaskas, Director of Engineering & Facilities ManagementKen Boasi, Director of SchedulingTom Brede, Public Information OfficerMike Burns, Director of Accounting & PayrollMike Capadano, Director of RTS Bus OperationsBill Carpenter, Chief Executive OfficerDaniel DeLaus, General CounselMichael DeRaddo, Director of Regional OperationsChristopher Dobson, VP of FinanceJustin Feasel, Manager of PurchasingAmy Gould, VP of PeopleKrystle Hall, Director of People Performance & DevelopmentReggie Hill, Manager of Field OperationsLaura Kenyon, Supervisor of Communications & MarketingRusty Korth, VP of MaintenanceSteve Kubiak, Director of AnalyticsJeff Luce, Communication Systems EngineerEarl Pearson, Transportation Planner IIJim Ramos, Director of Transit Center & Field OperationsChristian Mahood, Director of Information TechnologyKelly Schmidt, Executive Assistant to the CEOJames Stack, Executive Director, GTCSJulie Tolar, Director of Service PlanningMiguel Velazquez, Chief Operating Officer

B. Adoption of the Agenda

On motion of Commissioner Ansbrow, seconded by Commissioner McDonald, the Agenda wasunanimously adopted.

C. Approval of Minutes

On motion of Commissioner Kosmerl, seconded by Commissioner McDonald, the followingminutes were unanimously approved.

Quarterly Board Meeting Minutes of August 3, 2017

D. CEO Report

Bill Carpenter, Chief Executive Officer, presented the monthly CEO Report as reflected in thepower point presentation, a copy of which is attached to these Minutes.

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Regarding the presentation on On-Time Performance:

Commissioner Ansbrow thanked Chris Dobson, VP of Finance for his presentation andsaid he is looking forward to continued improvement and goal setting.

Regarding the presentation on Marketing & Communications:

Commissioner Smith stated that he thought it was a very informative presentation.

On motion of Commissioner Turner, seconded by Commissioner Smith, the CEO Report wasaccepted by unanimous vote.

E. Financial Report

Scott Adair, Chief Financial Officer, presented the financial report, a copy of which is attached tothese Minutes.

Commissioner Smith asked if we will see an impact in our fuel cost due to the hurricanes.Scott Adair, CFO, stated that we should not see an impact since at this point we have90% of our fuel purchased in our fuel swap. We are protected from any additional costfor the other 10% because we have built some cushion into our budget.

Chairman Astles asked if we know or track if people are exempting us from the pilotagreements. Scott Adair, CFO, stated we are monitoring this through the State and wecan check to see if we are being exempted.

Commissioner Ansbrow asked how the Mortgage recording tax flows. Scott Adair, CFO,stated that it comes in monthly.

On motion of Commissioner Kosmerl, seconded by Commissioner Jeffries, the Financial Report wasaccepted by unanimous vote.

F. Consent Resolutions

Resolution Authorizing Award of a Contract for Purchase of Voice Radios and RelatedEquipment Services, RGRTA 56-2017

RGRTA 56-2017: On motion of Commissioner Jeffries, seconded by Commissioner Turner, theaforementioned Resolution, a copy of which is attached to these Minutes, was unanimouslyapproved.

Resolution Authorizing a Joint Service Agreement with the City of Rochester RegardingVanpool, RGRTA 57-2017

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RGRTA 57-2017: On motion of Commissioner McDonald, seconded by Commissioner White, theaforementioned Resolution, a copy of which is attached to these Minutes, was unanimouslyapproved.

Resolution Authorizing GTCS, Inc. to Execute a Contract for Professional Service to berendered to the Genesee Transportation Council for the Vulnerable Road Users Safety

Assessment, GTCS 2-2017

GTCS 2-2017: On motion of Commissioner Kosmerl, seconded by Commissioner Turner, theaforementioned Resolution, a copy of which is attached to these Minutes, was unanimouslyapproved.

G. Calendar

Bill Carpenter, CEO, stated that the Board Retreat has been scheduled for October 12th. We donot have any resolutions that need approval before November so we will be cancelling allmeetings for October 5th.

H. Executive Session

Chairman Astles asked that the meeting move to executive session to discuss a legal matter. Onmotion of Commissioner Jeffries, seconded by Commissioner Johnson, the meeting moved toexecutive session.

Chairman Astles mentioned that there were no votes taken in executive session.

I. Adjournment

There being no further matters on the adopted Agenda, the quarterly meeting was adjourned onmotion of Commissioner Johnson, seconded by Commissioner McDonald at 1:37pm.

Respectfully submitted,

_______________________________________Edward W. White, Esq., Secretary

Posted Date: September 21, 2017

Date Goes Here

CEO Report

Presented by: Bill Carpenter, CEO

• TOPS Highlight

• Project Highlight

• Miscellaneous

Chief Executive Officer Report

On-Time Performance: RTS Monroe

2%

4%

4%

4%

7%

9%

9%

10%

10%

42%

Other

Ease of getting information from RTS

Ease of purchasing fare

Buses not stopping due to overcrowding

Bus comfort

Bus cleanliness

Courtesy of drivers

Route coverage

Safety/Security

Buses arrive on time

Most Important Element of Service

• TOPS

• OTP: Sole indicator of success for the Service

Performance Index

American Bus Benchmarking Group (ABBG)• Founded in 2011 with 9 members and facilitated by the Imperial College of

London.

• Focused on mid-sized urban and suburban bus agencies.

• There are now 20 members across the continental United States.

C-Tran

(Vancouver)

Lane Transit

(Eugene)

FWTA

(Fort Worth)

RTA

(Dayton)

RTS

(Rochester)

RIPTA

(Rhode Island)

DART

(Des Moines)

Capital Metro

(Austin)

PSTA

(St. Petersburg)

UTA

(Salt Lake City)

Omnitrans

(San Bernardino)

GCRTA

(Cleveland)

Spokane Transit

(Spokane)

LYNX

(Orlando)

NFTA

(Buffalo)Pace

(Chicago)San Joaquin RTD

(Stockton)

MTA

(Nashville)HRT

(Hampton

Roads)

MTA

(Flint)

American Bus Benchmarking Group (ABBG)

• Objectives:

– Agency strengths and weaknesses

– Where improvements are most likely achievable

– What has/hasn’t worked elsewhere

– How good ideas can be implemented

– How to use results to inform stakeholder dialogue

• Benchmark Areas

– Growth & Learning

– Customer

– Internal Processes

– Financial

– Safety

– Environmental

Date Goes Here

TOPS Highlight

Presented by: Chris Dobson, VP of Finance

Technology Initiatives Driving Excellence

• 2008 Technology Investments

– $25M investment to improve the customer

experience and internal processes.

• Computer Aided Dispatch and Automated

Vehicle Location (CAD/AVL)

• Advanced Traveler Information System (ATIS)

Signs

• Where’s My Bus (WMB)

• Automated Voice Announcements (AVA)

• Automated Passenger counters (APCs)

• Fare Collection

On-Time Performance: RTS MonroeContinuous Improvement 02:59 Early – 05:59 Late

• Measurement and Focus leads to results …..

80%

84%

88%

92%

96%

April May June July August September October November December January February March

FY 09-10 FY 13-14 FY 14-15 FY 15-16

On-Time Performance: RTS MonroeContinuous Improvement

On-Time Performance: RTS Monroe

• What changed?

– The time window by which service

is considered on-time

• Previous window:

– 2:59 min. early - 5:59 min. late

• New window:

– 2:00 min. early - 5:00 min. late

• Why?

– Most important service

characteristic to our customers

– Heightened standard required for

next level of continuous

improvement

On-Time Performance: RTS Monroe02:00 Early – 05:00 Late

• Continuous improvement under tighter window

– 1.6% improvement from 2015-16 to 2016-17

86%

87%

88%

89%

90%

91%

92%

93%

94%

Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar

FY 2017-18 FY 2016-17 FY 2015-16 (R) Goal

American Bus Benchmarking GroupOn-Time Performance Windows

-4

-3

-2

-1

0

1

2

3

4

5

6

7

A RTS C D E F G H I J K L M N O P Q R

Min

ute

s Ea

rly

Min

ute

s La

te

Matches ABBG Definition

American Bus Benchmarking GroupHow is OTP measured?

RTS

• Electronic, GPS based system

• Full Fleet Data is Used

– Over 5,000 Timepointsare Measured Every Weekday

Benchmarking Peers

• 18 Use Electronic, GPS based system

• 2 Use Manual Checks by a Supervisor

Measurement Window

0:00 Early – 04:59 Late

American Bus Benchmarking GroupFactors Influencing On-Time Performance

• Trip Length

• Average Speed of Service

• Customers per Hour

• Weather

American Bus Benchmarking GroupFactors Influencing On-Time Performance

• RTS has Shorter Trip Length

– Frequent starting/stopping and

customer boarding's/alighting’s

• RTS has Slower Average Speed of Service

– More variability in covering less

distance in the same amount of time

• RTS has More Customers per Hour

– Heavier loads increase boarding time

50%

55%

60%

65%

70%

75%

80%

85%

90%

95%

100%

A B C D E RTS G H I J K L M N O P Q R S T

American Bus Benchmarking GroupPerformance Results 0:00 Early – 4:59 Late

RTS is on the lower end in our benchmarking group...

Blue = Electronic, Full Data (AVL)Light Red = Different than Definition (AVL)Purple = Manual (Supervisor Checks)

American Bus Benchmarking GroupSatisfaction with On-Time Performance

But our customers are the most satisfied in the group by that

performance.

0

50

100

150

200

250

300

350

2 4 6 8 10 12 2 4 6 8 10 12 2 4 6 8 10 12 2 4 6 8 10 12 2 4 6 8 10 12 2 4 6

2012 2013 2014 2015 2016 2017

Tho

usa

nd

s

# of WMB SMS Uses # of WMB Customers

On-Time Performance: RTS MonroeImpact of Where’s My Bus? (WMB)

• Where’s My Bus? (WMB) was introduced in 2012.

• Usage has increased 184.1% from 2013.

• Customer’s consistently rate the accuracy of WMB as one of the

highest areas of satisfaction.

– On a scale of 1 to 10 customers have an 8.4 satisfaction.

– Nearly 80% of customers rate it an 8, 9, or 10.

On-Time Performance: RTS MonroeOTP and Where’s My Bus? (WMB) Relationship

• Below is OTP and WMB SMS Counts for Saturdays, July 11th through August 22nd 2015.

– We can see an inverse relationship between WMB usage and OTP, meaning that when OTP is worse, WMB is used more heavily.

– Customers are using WMB to take the anxiety out of the riding experience.

3,000

4,000

5,000

6,000

7,000

8,000

9,000

10,000

82%

84%

86%

88%

90%

92%

94%

96%

7/11/2015 7/18/2015 7/25/2015 8/1/2015 8/8/2015 8/15/2015 8/22/2015

OTP WMB SMS

Conclusion

• We have made significant improvements to On-Time Performance.

• While we are not at the top of performance amongst our peers we have invested in the

right mix of performance and amenities to have the top customer satisfaction amongst

our peers.

• Moving forward we will continue to focus on On-Time Performance as our customers tell

us that it is the most important service characteristic.

• TOPS Highlight


• Miscellaneous


• In the past 3 years:

– Rebranded the Authority across 8 counties

– Opened the RTS Transit Center with a new route structure

(interlining versus through routing)

– Completed a system redesign in 7 of our counties

– Increased our NPS score from an average of 33% to 39%

• Our efforts in Albany over the past 4 years resulted in:

– A 16% increase in STOA

– $20.9M in Capital (with 2 more years of Capital funding

committed)

– Winning $8.3M in competitive grants

Educate, Inform & Influence

• Marketing, Communications (MarCom) and Customer Service are three

departments that function as one team

• They are responsible for educating, informing and influencing the key

internal and external audiences on behalf of RTS

• They are foundational to our success implementing substantial

changes in our system and achieving important increases in our State

funding

Date Goes Here

Content Marketing and

CommunicationsMegan Morsch, VP of Marketing & Customer Service

Tom Brede, Public Information Officer

Agenda

• RTS Brand as our foundation

• Strategy, Objectives and Target Audiences

• Communications:

– Internal Communications, Media Relations, Advocacy/Influencer

Communications

• Marketing and Advertising:

– Customer Communications, Digital vs Traditional Advertising

• How we Measure Success

• Case Study: Final Four Facebook Promotion

Building Blocks for a Strong Brand

Brand Essence • Smart Travel

Brand Promise •We make it easy to enjoy your journey

Brand Personality

•We are approachable, forward-thinking, responsive, dependable, and welcoming

Brand Voice•We are friendly & upbeat without being too

casual

Tag Line • Enjoy the ride!

Strategy

• Implement a content-driven

marketing and communications

plan that aligns with the mission,

vision and values, strategic plan

and CARE standards to support

the brand promise and show

how we bring everything to life.

Mission

Vision

ValuesStrategic

Plan

CARE Standards Brand

Promise

Objectives

• Increase the favorable impression of RTS amongst employees,

customers, community stakeholders and legislators.

• Educate current customers on route changes and new products and

engage with them daily to contribute to an exceptional customer experience.

• Attract new customers outside of our core (those who are public transit

dependent) by focusing our initiatives on educating the community about the

benefits of public transit and how to use the RTS system.

Target Audiences

• External

– Customers and Prospective Customers

• Transit Dependent

• Older Adults

• People with Limited Mobility /

Disabilities

• Business Partners

• Choice Riders/Young Adults

(Millennials)

– Key Stakeholders

• Vendors

• Government Officials

• Business & Community Leaders

• Media

• Internal

– Employees

• All locations and departments

– Board of Commissioners

– Transit Center Security

Agenda



• Communications:


Communications





Internal Communications• Weekly Newsletters:

– Transit Times

– CEO Connection

• Monthly:

– CARE Recipients

– Board Meeting Recaps

• Communication Vehicles:

– Intraweb Updates

– Text Message / Email Alerts

– Flyers & Posters

– Video Monitors

– Digital Signage

– Team Meetings / In-Person

– Attached to Paychecks

– Quarterly Employee Meetings

Communications

Media Relations

• Goals:

– Educate

– Inform

– Influence

– Protect Employees

– Protect Reputation

– Build Relationships

• Communication Vehicles:

– Press Releases

– Essays/Op-eds

– Media Interviews

THEMES

Connecting Communities

Better Transit Driving Better Communities

Communications

Advocacy / Influencer Communications

• Key Strategy: Tap into the voice of

the customer

– Identify businesses, organizations

and individuals who benefit from

transit to be partners

– Organize, educate and empower

partners and supporters

– Activate partners and supporters to

carry our message to lawmakers

Communications

Agenda



• Communications:


Communications





Customer Communications and Marketing

Goals: Educate, Inform, Promote • Blog

• Website

• Social Media

• Videos

• Customer Open Houses

• Text & Email Messages

• Rail Cards / Bus & Shelter Posters

• Digital Monitors at Transit Center

• Customized Schedules

• Enjoy the Ride Guides

• Advertising

– Radio, Digital, Print, Outdoor

• Customer Service – Inbound and Outbound

Marketing & Advertising

Digital vs. Traditional Advertising

Social, Google, Search Engine Optimization, Display Ads

Radio, Print, Billboard, and Transit Ads

Target Specific Demographics Familiar Methods to Customers

Higher Return on Investment Easy to Understand

Test, Track, Analyze and Optimize

More expensive

Build Relationships and Engagement

Unable to track real effectiveness

Marketing & Advertising

How We Measure Success

Metrics

• Audience Engagement

• Audience Sentiment

• Number of Likes, Clicks, Followers

• Average Email Open Rate

Audience Engagement on Social Media, Email and Website

The number of users who engage with RTS, thereby increasing awareness of

RTS in the community and highlighting and connecting how RTS helps

customers enjoy the journey.

Agenda



• Communications:


Communications





RTS “Final Four” Facebook Promotion

Goal: Engage and educate current and

potential customers

Number of posts: 4

Number of RTS prize packs awarded: 3

Total Comments, Likes, Shares: 457

Total people reached: 10,700

Commissioner Messages

Key Messages

• RGRTA provides safe, reliable, and convenient

public transportation to more than 17 million

people in eight counties.

• We connect our customers to jobs, education,

medical appointments, shopping and

recreational activities.

• Our customers consistently tell us that they

are highly satisfied with the products we offer

and appreciate our reliability.

RGRTA Statistics

• Ridership: 17,723,038

• Buses: 421

• Employees: 900+

• Service Area Population: 1,191,689

• Annual Miles: 11,078,015

It Starts and Ends with our Brand

• Our Brand Promise: RTS Makes it Easy to Enjoy

Your Journey

• What it Means: Wherever our customers are going

we make it simple, worry-free, and easy to enjoy

the ride!

• TOPS Highlight


• Miscellaneous


RTS Ontario Employee Appreciation Dinner

August 8th 2017

Healthy U Employee Summer Picnic

August 17th 2017

RTS Monroe Employee Quarterly Meetings

August 23rd 2017

• NYPTA Strategic Planning

• Meeting with NYS DEC in Albany

• Meeting with NYS DOT in Albany

• Imperial College visited Rochester

• Conference Call to discuss busing for NYS Fair

• Enterprise Data Warehouse and Business Intelligence Ridership Training

• The Bus Coalition Steering Committee Conference Call

• Attended FLREDC Public Meeting

• GTC Board Meeting

Miscellaneous

Date Goes Here

Financial Report

Presented by: Scott Adair, CFO

RGRTA - Consolidated Budget Status Report - FY 2017-2018

As of 7/31/17 (In Thousands)

Budget FYTD Projected Budget

Revenues 2017-18 7/31/2017 3/31/2018 Variance

Total Locally Generated 29,788$ 9,067$ 29,313$ (475)$

Total Government Subsidies 55,430$ 19,320$ 55,430$ -$

Mortgage Tax 10,550$ 3,307$ 10,550$ -$

Grand Total Revenue 95,767$ 31,694$ 95,293$ (475)$

Expenses

Personnel

Salary & Wages 41,986$ 13,224$ 41,806$ 180$

Fringe Benefits 27,770$ 8,440$ 27,537$ 233$

Total Personnel 69,756$ 21,664$ 69,343$ 413$

Non-Personnel

Services 7,883$ 2,192$ 7,883$ -$

Fuel/Lubricants 5,705$ 1,303$ 5,669$ 36$

Parts 4,100$ 1,353$ 4,076$ 24$

Other 8,323$ 1,819$ 8,316$ 7$

Total Non-Personnel 26,012$ 6,666$ 25,945$ 67$

Grand Total Expenses 95,767$ 28,330$ 95,287$ 480$

Net Income/Deficit From Operations & Subsidies -$ 3,364$ 5$ 5$

Financial Report

BOARD OF COMMISSIONERS AGENDA ITEM COVER SHEET

Board Meeting Date: September 7, 2017

Presenter: Christian Mahood

Subject: Resolution Authorizing Award of a Contract for Purchase of Voice Radios and Related Equipment/Services

Background: RGRTA Resolution 15-2017 authorized a capital project for the replacement of RTS Monroe and RTS Access on-board voice system (Radio System). RGRTA Resolution 50-2017 authorized the replacement of the current radio communication system, a component of the Radio System. This resolution is for, another component of the Radio System, the portable radios for personnel, mobile radios for revenue and non-revenue vehicles and radio dispatch consoles. In total, the Authority seeks to purchase approximately 460 radios, which includes replacement radios and spares. The Authority seeks to utilize New York State Office of General Services (NYSOGS) contracts to purchase the voice radios and related equipment/services. The services include project management, implementation, training, and appropriate system integration. NYSOGS conducted a procurement for Safety and Security Solutions (which included voice radios and related equipment/services) and awarded contracts to Eastern Communications Ltd (Contract # PT67040) and Harris Corporation (Contract # PT67542). NYSOGS has determined that the Finger Lakes Communications Company, Inc. is an authorized reseller on the Eastern Communications Ltd award. The Authority seeks to complete the purchase of the voice radios and related equipment/services through the two NYSOGS contracts.

Financial Impact: The total cost for these two contracts is $1,457,000. The Authority will enter into a contract with Finger Lakes Communications Company, Inc. (an authorized reseller under NYSOGS contract #PT67040) for $1,210,000 (which includes the trade in value of $155,000 for existing equipment, which will be declared surplus at a future Board meeting). The Authority will also enter into a contract with Harris Corporation for $247,000 for radio dispatch consoles and services.

Recommendation: That the Chief Executive Officer or his designee be granted authority to enter into contracts with Finger Lakes Communications Company Inc. and Harris Corporation for the purchase of voice radio and related equipment/services related to this project.

Resolution: RGRTA 56-2017

RESOLUTION AUTHORIZING AWARD OF A CONTRACT FOR PURCHASE OF VOICE RADIOS AND RELATED EQUIPMENT/SERVICES

WHEREAS, RGRTA Resolution 15-2017 authorized a capital project for the replacement of RTS Monroe and RTS Access on-board voice system (Radio System). RGRTA Resolution 50-2017 authorized the replacement of the current radio communication system, a component of the Radio System. This resolution is for, another component of the Radio System, the portable radios for personnel, mobile radios for revenue and non-revenue vehicles and radio dispatch consoles. In total, the Authority seeks to purchase approximately 460 radios, which includes replacement radios and spares; and WHEREAS, The New York State Office of General Services (NYSOGS) conducted a procurement for Safety and Security Solutions (which included voice radios and related equipment/services) and awarded contracts to Eastern Communications Ltd (Contract # PT67040) and Harris Corporation (Contract # PT67542); and WHEREAS, the Authority is eligible to utilize NYSOGS Contract # PT67040 and NYSOGS Contract # PT67542; and WHEREAS, NYSOGS has determined that Finger Lakes Communications Company, Inc., is an authorized reseller under Contract # PT67040; and WHEREAS, NYSOGS has determined that both Finger Lakes Communications Company, Inc., as an authorized reseller under contact #PT67040, and Harris Corporation appear to be responsible contractors; and WHEREAS, NYSOGS determined that the prices are fair and reasonable under both contracts; and NOW, THEREFORE, BE IT RESOLVED, that the Chief Executive Officer or his designee be granted authority to enter into an agreement with Finger Lakes Communications Company, Inc., as an authorized reseller under the NYSOGS contract #PT67040 in the amount of $1,210,000 to provide the required radio equipment and enter into an agreement with Harris Corporation under NYSOGS contract # PT67542 in the amount of $247,000 to provide dispatch consoles, project management, implementation services, training, and system integration services; and BE IT FURTHER RESOLVED that the Chief Executive Officer or his designee is hereby authorized, empowered, and directed, for and on behalf of the Authority, to perform any and all actions and to execute any and all documents on behalf of the Authority as may be deemed necessary, appropriate or advisable to carry out the intent and purposes of the foregoing resolution.

C E R T I F I C A T I O N The undersigned hereby certifies that the above is an excerpt from the Minutes of a Regular Meeting of the Rochester Genesee Regional Transportation Authority, which was held on September 7, 2017 and that the Resolution is still in full force and effect.

__________________________________

Geoffrey Astles, Chairman Date: September 7, 2017 Rochester, New York


Board Meeting Date:

September 7, 2017

Presenter: Maggie Brooks

Subject: Resolution Authorizing a Joint Service Agreement with the City of Rochester Regarding Vanpool

Background: In 2015 the Authority began exploring development of a vanpool program within its jurisdiction. This work culminated in the Board authorizing a vanpool program contract with SNORAC, LLC dba Enterprise Rideshare (“Enterprise”) at its June 2017 meeting. Pursuant to that contract the Authority will partially subsidize the monthly cost of vans used in the program, thereby reducing the cost for riders. The Authority will report the passenger counts and mileage to the National Transit Database in order to enhance its Federal Formula 5307 aid allowance. In 2016 the City of Rochester (the “City”) entered into a contract with V-Ride (which has since merged with Enterprise) to establish a vanpool pilot program in the City of Rochester. One purpose of that program was to increase transportation opportunities in impoverished City neighborhoods. The Authority is a partner in that program. Also in 2016, the City applied for grant funding through the Congestion Mitigation and Air Quality Improvement Program (CMAQ) to expand the vanpool program and, in partnership with the Authority transition the pilot into a sustainable vanpool model. The City was successful in obtaining the CMAQ Award. The Authority and the City are now proposing, pursuant to a Joint Service Agreement (“JSA”), to work together to use a portion of the CMAQ grant money to pay the subsidy required in the Authority/Enterprise contract. Under the proposal $400-600 of CMAQ money will be used to subsidize each van in the Authority

Vanpool program, depending on the length of the commute involved with each particular van. Vans will qualify for the CMAQ money subsidy based on the following criteria being met:

1.) The vanpool originates in the City; or 2.) The vanpool terminates in the City; or 3.) At least three riders in the van reside within certain high

poverty census tracts as defined by a poverty rate of 25% or greater according to the most current census data.

The Authority and the City will review the status of the program in approximately one year to determine whether the above criteria are too restrictive resulting in a smaller than anticipated number of vanpools being created in the Authority’s jurisdiction. The proposed term of the JSA is five years.

Financial Impact: The Authority subsidy of this program will be reimbursed by the City through this JSA with the CMAQ funds awarded to the City.

Recommendation: That the Chief Executive Officer or his designee is hereby authorized, empowered and directed, for and on behalf of the Authority; to perform any and all actions to execute and all documents on behalf of the Authority as may be deemed necessary, appropriate or advisable to carry out the intent and purposes of the Joint Service Agreement.

Resolution: RGRTA 57-2017

AUTHORIZING A JOINT SERVICE AGREEMENT WITH THE CITY OF ROCHESTER REGARDING VANPOOL

WHEREAS, the Rochester-Genesee Regional Transportation Authority (the “Authority”) will be entering into a contract with SNORAC, LLC d/b/a Enterprise Rideshare (“Enterprise”) for Enterprise to operate a vanpool program with the jurisdiction of the Authority; and WHEREAS, pursuant to the contract with Enterprise, the Authority will be required to provide a financial subsidy to Enterprise for each van used in the program; and WHEREAS, the Authority was a key local partner with the City of Rochester (the “City”) on an application for grant funding through the Congestion Mitigation and Air Quality Improvement Program (CMAQ). The City was successful in obtaining the CMAQ Award; and WHEREAS, with this Award, the Authority will partner with the City and enter into a Joint Service Agreement (“JSA”) pursuant to which CMAQ funds will be used to pay the subsidy required in the Authority’s contract with Enterprise. NOW, THEREFORE, BE IT RESOLVED by the Authority that:

1. The Authority is authorized to enter into a Joint Service Agreement with the City of Rochester delineating the obligations of the Authority and the City in regard to the expenditure of Federal CMAQ funds for the Authority’s Vanpool Program.

2. RESOLVED that the Chief Executive Officer or his designee are hereby authorized, empowered and directed, for and on behalf of the Authority, to perform any and all actions and to execute any and all documents on behalf of the Authority as they may deem necessary, appropriate or advisable to carry out the intent and purposes of the foregoing resolutions

C E R T I F I C A T I O N

The undersigned hereby certifies that the above is an excerpt from the Minutes of a Regular Meeting of the Rochester-Genesee Regional Transportation Authority, which was held on September 7, 2017 and that the Resolution is still in full force and effect.

__________________________________ Geoffrey Astles, Chairman

Date: September 7, 2017 Rochester, New York


Board Meeting Date:

September 7, 2017

Presenter: James Stack

Subject: Resolution Authorizing GTCS, Inc. to Execute a Contract for Professional Services to be rendered to the Genesee Transportation Council for the Vulnerable Road Users Safety Assessment.

Background: The Genesee Transportation Council (GTC) Unified Planning Work Program (i.e., Operating Budget) for the fiscal year 2017-2018 includes Task 6240, Vulnerable Road Users Safety Assessment Program (the “Project”). This Project will take a systemic look at the transportation network to further reduce crashes involving vulnerable road users. GTC requires a professional services firm in order to carry out the Project. A competitive solicitation to provide these services was conducted between July 14, 2017 and August 11, 2017. A total of seventeen (17) bid packages were sent out and one response was received. This one response was a joint response by three of the bid package requestors. Following its review of the proposal, GTC recommends that Sprinkle Consulting, Inc. and its sub-consultants be retained to conduct the Project.

Financial Impact: Expenses related to the Project shall not exceed $150,000 and are included in the 2017-2018 GTC Operating Budget.

Recommendation: That the Chief Executive Officer, on behalf of GTCS, Inc., be granted authority to enter into an agreement with Sprinkle Consulting, Inc. to conduct the Vulnerable Road Users Safety Assessment Program.

Resolution: GTCS 2-2017

RESOLUTION AUTHORIZING GTCS, INC. TO EXECUTE A CONTRACT FOR PROFESSIONAL SERVICES TO BE RENDERED TO THE

GENESEE TRANSPORTATION COUNCIL FOR THE VULNERABLE ROAD USERS SAFETY ASSESSMENT PROGRAM

WHEREAS, continuing contracts are in place between GTCS, Inc. and the State of New York enabling the Genesee Transportation Council (GTC) to carry out planning tasks assigned to it under an annually developed Unified Planning Work Program (UPWP); and WHEREAS, said UPWP for the fiscal year 2017-2018 includes Task 6240, Vulnerable Road Users Safety Assessment Program (the “Project”), for a systemic look at the transportation network to further reduce crashes involving vulnerable road users; and WHEREAS, GTC needs to acquire professional services in order to support the Project; and WHEREAS, GTC publicly advertised for proposals for professional services in the New York State Contract Reporter and the Rochester Business Journal on July 14, 2017; and WHEREAS, GTC distributed seventeen (17) bid packages and received one (1) proposal complying with the requirements of the Request for Proposals; and WHEREAS, the one proposal received was a joint response from three bid package requestors; and WHEREAS, based on its evaluation of the proposal, the consultant selection committee concluded that Sprinkle Consulting, Inc. and its sub-consultants are qualified to provide the needed services; and WHEREAS, GTCS, Inc. is a subsidiary of RGRTA, and serves as the fiscal agent for GTC; and WHEREAS, pursuant to the Memorandum of Understanding between GTCS, Inc. and GTC dated April 30, 1999, GTC is authorized to accept, develop, and administer contracts for GTC work program related activities, provided the requirements in Section II (E) (3) of the Memorandum of Understanding are fulfilled. NOW, THEREFORE, BE IT RESOLVED that the Chief Executive Officer or his designee is authorized to enter into a contract, on behalf of GTCS, Inc., for the Vulnerable Road Users Safety Assessment Program with Sprinkle Consulting, Inc. in an amount not to exceed One Hundred and Fifty Thousand dollars ($150,000) to obtain the professional services necessary to accomplish the Project provided that he is reasonably satisfied that the terms and conditions of Section II (E) (3) of the Memorandum of Understanding have been or will be fulfilled. BE IT FURTHER RESOLVED that GTCS, Inc. is authorized to make payments under such a contract upon receipt of all certifications required under Section II (E) (3) of the Memorandum of Understanding, subject to reimbursement by GTC upon receipt of the above referenced grant funds, all as required under the Memorandum of Understanding; and

BE IT FURTHER RESOLVED that the Chief Executive Officer or his designee is hereby authorized, empowered, and directed, for and on behalf of GTCS, Inc., to perform any and all actions and to execute any and all documents on behalf of GTCS, Inc. as they may deem necessary, appropriate or advisable to carry out the intent and purposes of the foregoing resolution.

C E R T I F I C A T I O N

The undersigned hereby certifies that the above is an excerpt from the Minutes of a Regular Meeting of the Rochester-Genesee Regional Transportation Authority, which was held on September 7, 2017 and that the Resolution is still in full force and effect.

__________________________________ Geoffrey Astles, Chairman

Date: September 7, 2017 Rochester, New York

september 2017 regular board meeting minutes-bc meeting... · county of livingston milo i. turner...

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