Gltc board packet 08 05-2015 (final)

Greater Lynchburg Transit Company

GREATER LYNCHBURG TRANSIT COMPANY We’ re here to ge t you there .

Board of Directors Meeting Agenda Wednesday, August 5th, 2015 8:30 a.m. – 9:30 a.m. Meeting Location: GLTC Transfer Station – 800 Kemper Street, Lynchburg, VA 24505 Board President: Greg Daniels Board Vice President: Margaret “Peggy” Whitaker Secretary-Treasurer: Lee Beaumont Members: John “Jack” Hellewell; Jennifer Martin; Dr. James H. Mundy; L. Kimball Payne;

Christian H. DePaul; Glenn McGrath

#1 Public Comment Greg Daniels President

#2 Consideration of Meeting Minutes Approval July 1st, 2015

All

#3 Committee Reports a) Customer Advisory Committee (CAC) b) ADA Advisory Committee

Sherry Gentry Garry DuPriest

#4 Staff Reports a) Management Report b) June, 2015 Financials c) June, 2015 Ridership & Operations Statistics d) Capital Projects e) Technology f) Operations & Maintenance Facility

Josh Baker General Manager

#5 Old Business a) Bus Shelters b) Fare Structure c) University/City Cost Ratio’s d) ADA Advisory Committee Guidelines (Awaiting Draft from

Committee) e) Transfer Station Cost of Operations

Status Report No Update No Update No Update

No Update

#6 New Business a) AGM Search Update b) Follow-up from July– Discussion re: funding & service levels

FYI All

#7 Presidents Report Greg Daniels President

#8 Next Meeting Date & Adjournment Next GLTC Board Meeting – September 2nd, 2015 @ 8:30am

All


GLTC Board Agenda Detail Item #: 2 Item Title: July 1st, 2015 Minutes Action: Consideration of Approval

Draft Minutes Greater Lynchburg Transit Company (GLTC)

BOARD OF DIRECTORS MEETING July 1st, 2015

8:30 a.m. A meeting of the Board of Directors of the Greater Lynchburg Transit Company was held on Wednesday, July 1, 2015 at the GLTC Meeting Room, 800 Kemper Street, Lynchburg, Virginia. Board members attending were: Greg Daniels, Margaret Whitaker, Dr. Jim Mundy, Jennifer Martin, Lee Beaumont, Kim Payne, Christian DePaul, Glen McGrath, and Jack Hellewell. Staff members attending were: Allen Robey, Gary Paris, Millie Martin, Gloria Berkley, Steve Overstreet, and Natalie Wilkins. Visitors to the meeting included Gareth McAllister of Wendel, Patrice Strachan of DRPT, Ben Blanks-GLTC Customer, Moveeta Hairston (GLTC Operator) Larry Morris of First Transit, and Sherese Gore of the News and Advance. Mr. Daniels called the meeting to order at 8:30 a.m. Resolution Mr. Daniels read the resolution as presented in the board packet and thanked Ms. Hairston for a job well done. Both the Board and staff are extremely pleased with Ms. Hairston’s conduct during a recent incident involving an accident and the way she handled our customers Public Comment Mr. Daniels asked for public comment. Mr. Blanks stated that Route 8A and 8B serving Jefferson Ridge Parkway near Frito Lay has no legitimate bus stop. He suggested one at Ivy Creek Park and one near Frito Lay. He also suggested expanding the Route 6 to Greenview Drive at Cornerstone. Mr. Blanks asked if there are any leftover funds at the end of the fiscal year, please consider restoring evening service by an hour as opposed to Sunday service. Mr. Blanks says he loves the Transfer Station. He stated that raising the cost of the 15 day pass ($25) and the monthly pass ($50) could be used to restore Sunday service. The buses on Sunday should have 1/3 or ½ capacity. He thanked the board for their time and stated that he loves the facility. Consideration of Approval of Minutes Mr. Daniels asked for consideration of approval of the minutes of June 3, 2015. Ms. Whitaker made a motion to approve the minutes as presented with Dr. Mundy seconding the motion and the vote was unanimously carried. Committee Reports CAC REPORT FOR THE BOARD- No Report ADA REPORT FOR THE BOARD- The ADA Committee will reconvene in September.


Staff reports Management Report- Mr. Baker recapped the summary as presented in the board packet. This included the trip to the APTA conference, Centra Health Community Collaboration, a public hearing for FY2106 program of projects, VTA conference, and the notice to proceed commencing work for the O&M Facility. Mr. Baker also stated that the managers and supervisors completed the management training course which was well received. The most notable accomplishments involved the significant hours, days,and months preparing for the Federal level “Technical Review” which examines 17 Sections throughout 188 of questions. FTA was on site for a couple days in June. A full report is forthcoming. According to the FTA Regional Administrator, GLTC performed very well overall despite a few findings that need addressing. May 2015 Financials Mr. Baker stated that GLTC remains financially secure; however cash flow remains tight. We are pleased to announce that staff did not use any funds from the reserve account. Staff is diligently monitoring and controlling expenses. Mr. Baker recapped other financials reports as presented in the packet. He noted that the balance sheet reflects a drop compared to last year due to the transfer station grand opening in 2014. Mr. Baker stated that the comparative income statement reflects the reduction in passenger ridership as well as Liberty University higher than budgeted. Overtime is still an issue with absences, illness, and vacations and staff is continuing to look at ways to decrease the amount of overtime. He explained how the current structure works in reference to scheduling, spread time, split-shifts, etc. Traffic congestion is another common problem that delays the service. Staff is working on the shift structure to align with the operators and the proposed schedules. Mr. McGrath received comments about the fare structure in that GLTC’s is more expensive compared to Roanoke and Charlottesville. Mr. Baker stated that GLTC is currently reviewing the fare structure and plans to address it in the near future. Mr. Baker reviewed the new graph on page 13 and stated that this is a consolidated view of our net income (revenue minus expenses). Mr. Baker stated that GLTC is becoming more in line with our expenses and we will have to be more diligent next year. Mr. Beaumont stated if this trend continues, GLTC may resort to cutting service if revenue does not increase and suggested informing the City about the situation sooner rather than later. Ms. Whitaker asked if there is a cost analysis for the transfer station and a projected cost for the new O&M facility. Mr. Beaumont suggested considering the maintenance of the transfer station as it ages. Mr. Baker will revisit the analysis but stated that the cost of the transfer is lower than anticipated. In addition, staff is continuing its work on bringing the transfer station up to speed with customer service and technology upgrades. All customer service transactions will take place at the transfer station once everything is implemented.

Ridership and Operational Goals Mr. Baker stated that City ridership is still down and Liberty University is up. He has received comments from passengers indicating the lengthy trips on various routes. Mr. Hellewell asked if there is data on the average miler per hour. Mr. Baker is not familiar with such data; however, he has invested in technology to better track the population and the speed limits in the area. Dr. Mundy commented that there may not be enough time for a passenger to get off a bus to transfer to another bus on the platform. Other board members expressed the same concern. Paratransit is down which means it cuts down on expenses. Mr. Baker also recapped the OT performance.


The average passenger per revenue hour is a little under the national average. Fixed route versus the national average per mile is on track. PTS is below the benchmark in hours and above in miles. This translates to a shorter distance to carry more people and taking longer to do it. Liberty, LC, and CVCC continue to assist in fixed route ridership. Mr. Baker noted a few more comments – preventive maintenance (at 94%) and accounting had no deficiencies in the triennial review. Mr. Daniels asked if staff is properly budgeting for when a hybrid battery needs replacing. Mr. Baker stated that GLTC staff does not have guidance as to when to budget for such items. After discussion, Mr. Daniels suggested staff to consider incorporating costs of battery since GLTC has some of the oldest hybrids in the state. Staff will revisit the hybrids which will include some marketing to promote hybrid buses. Ms. Martin asked when will the Transit Development Plan occur? Ms. Strachan stated that TDP will probably start sometime in November/December. She also stated that the state does not participate in alternative fuels so be mindful when budgeting for hybrid vehicle maintenance. Capital Projects Staff will be ordering PTS vehicles soon. There are several grants we are attempting to apply for. Technology Mr. Baker stated that Mr. Overstreet is working very hard on our IT infrastructure. The Transfer Station Staff is looking at faster connectivity as well as complimentary Wi-Fi service for GLTC customers. Live testing for Route Match has been conducted this week. Staff anticipates implementation of Route Match by the end of summer. There are no changes on the website. If you notice anything that is outdated or incorrect, please inform Mr. Baker. On bus passenger information system (audio and visual information)for on-site mapping and programming is scheduled for mid-July for fixed route vehicles. Data validation for Google maps is in the final stages and staff anticipates is being updated and should be operational within the next month. Operations and Maintenance Facility Mr. Baker received that the GLTC Transfer Station has received LEED platinum status. This is a significant accomplishment as we are one of very few agencies on the east coast to have such status. A press release has been sent to all media. Ms. Whitaker suggested that the News and Advance highlight this achievement. Mr. Baker followed up the ground breaking of the new O&M facility from the last board meeting. He stated that since the ground has already been broken, his formal recommendation is to focus on the grand opening of the facility. Staff could conduct tours for the public once the building is open. The board agreed to Mr. Baker’s suggestion. Mr. McAllister stated there is a correction for the actual work site start which is 5/27/15. Mr. Baker stated that GLTC has hired Hurt and Proffitt. The project is currently ahead of schedule.

Old Business Mr. Baker stated that GLTC has received approval from the FTA for the use of the Transfer Station, for Greyhound, and parking and possible revenue source. He highlighted the information for the draft meeting room policy. There was discussion regarding political uses of the room. Mr. Baker referred to the fees and asked input. After discussion, the board suggested to remove the (political forums are permitted) from the policy. Mr. Payne made the motion with Mr. Hellewell seconding and the vote was carried.


There was lengthy discussion regarding the installation of bus shelters between private versus public owned property. Staff is looking at outside resources to assist with the installations. There was no update on the fare structure or University/City Cost Ratio’s. The ADA Advisory Committee Guidelines in pending. New Business Ms. Whitaker read the resolution for Mr. Hundley’s retirement. A reception for Mr. Hundley was held on June 3rd. President’s Report Mr. Daniels stated that he has spoken with several board members to define ways to increase ridership. Some of the suggestions were to make presentations to corporate businesses, provide circular routes to eliminate lengthy trips, or trial runs on specific routes. Federal and state funding has increased and local funding has not. Mr. Daniels suggested finding how much funding the City provided over the last 10 years. After a lengthy discussion, staff will work with the board and Region 2000 to develop solutions to increase ridership before going to council. As there was no other business, the meeting adjourned at 9:53 a.m. Secretary/Treasurer


GLTC Board Agenda Detail Item #: 4a Item Title: Management Report Action: For Your Information Summary: Some notable events and accomplishments this month are as follows:

- GM attended the 2015 Community Transportation Association of America (CTAA) Conference in Tampa, FL. As the Virginia State Delegate feedback was provided as to how CTAA can continue to advocate for the needs of transportation throughout the country, especially during a time when congress is struggling to resolve long standing funding issues with the Highway Trust Fund (HTF).

- We worked hard as a team to prepare for the Federal Triennial Review which took place on site June 23rd and 24th.

- We continued to work with various vendors of our on bus technologies in order to ensure we are maximizing the use of what is available to us.

- Our on-site financial pre-audit visit occurred at the end of June immediately following the completion of our Triennial Review.

- And last but not least, staff worked hard to successfully close out our Fiscal Year 2015. Major projects continued in June including construction on our Operations & Maintenance Facility, summer catch up work in our Maintenance Department, and continuation of important technology projects. We continue to struggle to make progress on Shelters however I am pleased to say we have made great progress in identifying prospective sites. We engaged our drivers to provide some feedback which was very helpful and we are working on a social media outreach to obtain customer feedback on where they would like to see these amenities. Other Services: Both Lynchburg College and Central Virginia Community College have extended their contracts for another year, each with a minor increase. We have worked hard to try to get American National University, Miller-Motte, and Randolph College on board with us – while ANU and Miller-Motte have yet to respond I am meeting with Randolph in September to discuss the advantages of a Transit partnership. I am also working with LU right now on their contract and will have more information next month. Annual Stockholders Meeting: As a reminder, GLTC’s Annual Stockholders Meeting will be held October 28th. Is there a Board preference where we hold the meeting? Also, will we be doing the same as in years past: hold the October Board Meeting on the 7th, then the Stockholders Meeting on the 28th, then NOT have a Board meeting in November. Contacts: Josh Baker Attachments: None Customer Impact: Minimal


GLTC Board Agenda Detail Item #: 4b Item Title: May 2015 Financials Action: For Your Information Summary: Attached are the financial statements for June. (Pages 7-13) Our auditors are in house right now, so this may change from the final audited financials – in fact we anticipate there will be an increase in the surplus amount. YTD Revenue – Overall we ended the year on a positive note with revenue coming in at 5% over budget. This was primarily due to additional revenue from Liberty due to service not originally included in the budget, additional state funds, federal funds and Centeral VA Community College. Many of these overages were offset by passenger fares coming in well below expectations and a shortage in contract revenue. YTD Expenses – Expenses were up this year as well coming in at 5% over budget. This was primarily due to higher insurance, workers comp, vacation/holiday/sick pay, Routematch, Region 2000 (Radios), maintenance expenses, and printing services. Overall we ended up $1,677 in the Black. This is a significant change from years past and further shows that our operational expenses and our revenues are coming in with much more narrow margins. While this is a tight margin, it was not uncomfortable as we monitored it closely and had contingency plans up until the very end of the year. I anticipate our upcoming fiscal year will prove to be one of the most difficult of the past three, I am seeing revenues remaining level or dropping and expenses continuing to go up. At this time an action plan is in place to do a full internal review of our budget, update our revenue projections based on Federal Funding, State Funding and other contracts. This will enable us to get a much better picture of how we expect FY ’16 to turn out. More details are forthcoming but I can tell you that our budget is very thin, there is not much in the way of expenses we can cut while still maintaining adequate service reliability. Contacts: Josh Baker Attachments: Pages 7-13 Customer Impact: Minimal


FY 2015 FY 2014 Difference %

ASSETS

Cash - GLTC -$ -$ -$ N/A Cash - Capital 223,334 222,547 786 0% Accounts Receivable 525,283 1,566,245 (1,040,962) -66% TOTAL CURRENT ASSETS 748,617$ 1,788,792$ (1,040,175)$ -58%

Tangible Property 39,391,517$ 38,501,427$ 890,090$ 2% Accumulated Depreciation (15,303,299) (13,073,244) (2,230,055) 17% NET FIXED ASSETS 24,088,218$ 25,428,183$ (1,339,965)$ -5%

TOTAL ASSETS 24,836,835$ 27,216,975$ (2,380,140)$ -9%

LIABILITIES AND CAPITAL

Accounts Payable - Miscellaneous 544,468$ 1,542,311$ (997,843)$ -65% TOTAL LIABILITIES 544,468 1,542,311 (997,843) -65%

Capital Stock 5 5$ - 0% Accumulated Income/(Loss) Prior Years 25,674,660 20,426,215 5,248,445 26% Accumulated Income/(Loss) Current Year (1,382,297) 5,248,445 (6,630,742) -126%

TOTAL CAPITAL 24,292,367$ 25,674,665$ (1,382,297)$ -5%

TOTAL LIABILITIES AND CAPITAL 24,836,835$ 27,216,975$ (2,380,140)$ -9%

Greater Lynchburg Transit Company, Inc.Balance SheetJune FY 2015


FY 2015 FY 2014 Difference %

ASSETS

Cash 154,305$ 100,050$ 54,255$ 54% Cash - OPEB 112,127 78,062 34,064 44% Working Funds 150 150 - 0% Working Funds - Transfer Center 50 50 - 0% Accounts Receivable 24,583 432,577 (407,994) -94% Materials and Fuel 171,223 152,856 18,368 12% TOTAL CURRENT ASSETS 462,439$ 763,746$ (301,307)$ -39%

Tangible Property 12,382$ 12,382$ -$ 0% Accumulated Depreciation (12,382) (12,382) - 0% NET FIXED ASSETS -$ -$ -$ 0%

Prepayments 98,289 22,415 75,874 338%

TOTAL ASSETS 560,727$ 786,161$ (225,434)$ -29%

LIABILITIES AND CAPITAL

Accounts Payable - Trade 118,636$ 95,395$ 23,241$ 24% Wages Payable 86,903 67,171 19,732 29% Other Payroll Liabilities 352,271 261,408 90,863 35% Advance Payments 1,240 1,755 (515) -29%

TOTAL LIABILITIES 559,050 425,730 133,321 31%

Accumulated Income/(Loss) Current Year 1,677 360,431 (358,754) -100%

Restricted Reserve - - - 0%

TOTAL CAPITAL 1,677$ 360,431$ (358,754)$ -100%

TOTAL LIABILITIES AND CAPITAL 560,727$ 786,161$ (225,434)$ -29%

Central VA Transit Management Company Inc.Balance SheetJun FY 2015


MONTH TO DATE YEAR TO DATE FY2015 FY2014 FY2015 FY2014

JUN JUN % YTD YTD %ACTUAL ACTUAL VAR ACTUAL ACTUAL VAR

REVENUE

Operating Assistance Revenue 276,881$ 207,236$ 34% 4,895,479$ 4,841,476$ 1%Money Paid to CVTMCI (276,881) - #DIV/0! (4,895,479) (4,634,240) 6%Sale of Equipment & Vehicles - - 0% - - 0%Federal Grant Revenue 298,409 1,409,297 -79% 826,214 6,203,181 -87%Money to be Paid to CVTMCI - (207,236) 0% - (207,236) 0%Local Grant Revenue 198,566 343,333 -42% 325,164 1,567,366 -79%

TOTAL REVENUE 496,975$ 1,752,630$ -72% 1,151,378$ 7,770,547$ -85%

EXPENSES

Depreciation 2,508,982$ 2,509,131$ 0% 2,508,982$ 2,509,131$ 0%Repairs - Capital 12,228 2,843 77% 39,649$ 12,971$ 206%Gain/Loss on Disposal - - #DIV/0! (14,956)$ -$ 100%Other Miscellaneous Expense - - 0% - - 0%

TOTAL EXPENSES 2,521,211$ 2,511,974$ 0% 2,533,675$ 2,522,102$ 0%

NET INCOME/(LOSS) (2,024,236)$ (759,345)$ 167% (1,382,297)$ 5,248,445$ -126%

GREATER LYNCHBURG TRANSIT COMPANY, INC.COMPARATIVE INCOME STATEMENT

AS OF JUNE 30, 2015



JUN JUN % YTD YTD %ACTUAL BUDGET VAR ACTUAL BUDGET VAR

REVENUE

FRT Passenger Revenue 55,819$ 84,723$ -34% 852,886$ 1,016,671$ -16% DRT Passenger Revenue 7,137 8,167 -13% 82,207 98,000 -16% Contracts (LC Access) 1,907 2,063 -8% 20,977 24,760 -15% Contracts (CVCC Access) 4,167 2,063 102% 50,000 24,760 102% Liberty University Revenue - - 0% 1,341,618 1,010,902 33% Other Contract Revenue 769 3,317 -77% 13,528 39,800 -66% Non-Operating Revenue 36,052 - 100% 58,539 - 100% Advertising Revenue 4,592 4,583 0% 72,271 55,000 31% City Operating Assistance 116,170 116,170 0% 1,394,038 1,394,038 0% County Operating Assistance 4,791 4,791 0% 57,492 57,492 0% State Operating Assistance 122,625 115,833 6% 1,463,711 1,390,000 5% Federal Operating Assistance 169,961 164,977 3% 2,039,536 1,979,720 3%

TOTAL REVENUE 523,989$ 506,687$ 3% 7,446,802$ 7,091,143$ 5%

EXPENSES

FIXED ROUTE Operator Labor 110,858$ 141,687$ -22% 1,612,645$ 1,700,239$ -5% Operator-Overtime 2,040 5,574 -63% 274,716 66,882 311% Other Salaries & Wages 22,656 16,332 39% 233,841 195,978 19% Supervisors-Overtime 1,661 1,818 -9% 27,768 21,816 27% Fringe Benefits 149,440 98,001 52% 1,216,403 1,176,013 3% TOTAL FIXED ROUTE 286,655$ 263,411$ 9% 3,365,373$ 3,160,928$ 6%

DEMAND RESPONSE Operator Labor 18,079$ 20,559$ -12% 232,971$ 246,703$ -6% Operator-Overtime-PTS 339 1,052 -68% 9,970 12,618 -21% Other Salaries & Wages 6,943 7,429 -7% 96,609 89,142 8% Fringe Benefits 25,564 8,802 190% 192,199 105,620 82% TOTAL DEMAND RESPONSE 50,925$ 37,840$ 35% 531,750$ 454,083$ 17%

MAINTENANCE Other Salaries & Wages 47,305$ 47,763$ -1% 581,900$ 573,159$ 2% Inspection&Maint,Srvc-Overtime 2,232 1,592 40% 38,187 19,104 100% Fringe Benefits 48,395 26,890 80% 350,994 322,681 9% Fuel & Lubricants 36,669 72,722 -50% 640,320 872,660 -27% Tires & Tubes 10,373 4,824 115% 72,942 57,888 26% Other Materials & Supplies 73,540 27,061 172% 441,666 324,727 36% TOTAL MAINTENANCE 218,514$ 180,852$ 21% 2,126,008$ 2,170,219$ -2%

ADMINISTRATION Other Salaries & Wages 24,172$ 15,760$ 53% 264,762$ 189,118$ 40% Fringe Benefits 22,265 6,571 239% 149,866 78,849 90% Services 46,863 32,804 43% 503,434 393,646 28% Utilities 9,350 13,555 -31% 117,693 162,665 -28% Casualty & Liability Expenses 21,241 26,347 -19% 226,271 316,160 -28% Other Materials & Supplies 42,726 6,748 533% 82,905 80,975 2% Miscellaneous 12,110 7,042 72% 77,064 84,500 -9% TOTAL ADMINISTRATION 178,727$ 108,826$ 64% 1,421,994$ 1,305,913$ 9%

TOTAL EXPENSES 734,821$ 590,929$ 24% 7,445,126$ 7,091,143$ 5%

NET INCOME/(LOSS) (210,831)$ (84,242)$ 150% 1,677$ -$ 100%

CENTRAL VIRGINIA TRANSIT MANAGEMENT CO INC.INCOME STATEMENTAS OF JUNE 30, 2015



JUN JUN % YTD YTD %ACTUAL ACTUAL VAR ACTUAL ACTUAL VAR

REVENUE

FRT Passenger Revenue 55,819$ 74,161$ -25% 852,886$ 1,010,759$ -16% DRT Passenger Revenue 7,137 6,518$ 9% 82,207 81,156 1% Contracts (LC Access) 1,907 -$ 100% 20,977 25,261 -17% Contracts (CVCC Access) 4,167 2,063$ 50% 50,000 12,378 304% Liberty University Revenue - 3,726$ -100% 1,341,618 1,005,196 33% Other Contract Revenue 769 1,196$ -36% 13,528 13,740 -2% Non-Operating Revenue 36,052 29$ 124218% 58,539 41,172 42% Advertising Revenue 4,592 3,412$ 35% 72,271 42,100 72% City Operating Assistance 116,170 99,520$ 17% 1,394,038 1,194,239 17% County Operating Assistance 4,791 4,791$ 0% 57,492 57,492 0% State Operating Assistance 122,625 189,305$ -35% 1,463,711 1,673,190 -13% Federal Operating Assistance 169,961 164,477$ 3% 2,039,536 1,973,720 3%

TOTAL REVENUE 523,989$ 549,198$ -5% 7,446,802$ 7,130,403$ 4%

EXPENSES

FIXED ROUTE Operator Labor 110,858$ 90,010$ 23% 1,612,645$ 1,543,571$ 4% Operator-Overtime 2,040 4,724 -57% 274,716 64,021 329% Other Salaries & Wages 22,656 12,683 79% 233,841 165,944 41% Supervisors-Overtime 1,661 1,414 17% 27,768 15,506 79% Fringe Benefits 149,440 103,024 45% 1,216,403 1,005,635 21% TOTAL FIXED ROUTE 286,655$ 211,855$ 35% 3,365,373$ 2,794,677$ 20%

DEMAND RESPONSE Operator Labor 18,079$ 18,232$ -1% 232,971$ 265,228$ -12% Operator-Overtime-PTS 339 605 -44% 9,970 3,255 206% Other Salaries & Wages 6,943 7,482 -7% 96,609 91,699 5% Fringe Benefits 25,564 23,110 11% 192,199 202,461 -5% TOTAL DEMAND RESPONSE 50,925$ 49,429$ 3% 531,750$ 562,643$ -5%

MAINTENANCE Other Salaries & Wages 47,305$ 43,204$ 9% 581,900$ 549,477$ 6% Inspection&Maint,Srvc-Overtime 2,232 1,951 14% 38,187 24,818 54% Fringe Benefits 48,395 38,561 26% 350,994 322,816 9% Fuel & Lubricants 36,669 63,061 -42% 640,320 823,051 -22% Tires & Tubes 10,373 9,240 12% 72,942 55,954 30% Other Materials & Supplies 73,540 46,979 57% 441,666 329,942 34% TOTAL MAINTENANCE 218,514$ 202,997$ 8% 2,126,008$ 2,106,058$ 1%

ADMINISTRATION Other Salaries & Wages 24,172$ 17,385$ 39% 264,762$ 200,894$ 32% Fringe Benefits 22,265 14,343 55% 149,866 112,924 33% Services 46,863 56,977 -18% 503,434 472,627 7% Utilities 9,350 8,986 4% 117,693 105,627 11% Casualty & Liability Expenses 21,241 14,927 42% 226,271 270,937 -16% Other Materials & Supplies 42,726 62,265 -31% 82,905 84,756 -2% Miscellaneous 12,110 28,860 -58% 77,064 58,828 31% TOTAL ADMINISTRATION 178,727$ 203,741$ -12% 1,421,994$ 1,306,594$ 9%

TOTAL EXPENSES 734,821$ 668,021$ 10% 7,445,126$ 6,769,971$ 10%

NET INCOME/(LOSS) (210,831)$ (118,823)$ 77% 1,677$ 360,433$ -100%

CENTRAL VIRGINIA TRANSIT MANAGEMENT CO INC.COMPARATIVE INCOME STATEMENT

AS OF JUN 30, 2015


Historical Fiscal Year Comparison

JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN

FY13 95,528.00 148,264.00 24,073.00 45,213.00 85,912.00 93,110.00 71,142.00 58,829.00 61,532.00 44,350.00 74,971.00 (31,960.00)

FY14 (84,300.00) 7,415.00 (18,737.00) (5,382.00) (46,456.00) 26,606.00 93,188.00 107,552.00 62,019.00 104,142.00 233,211.00 (118,826.00)

FY15 3,892.00 (36,951.00) 124,069.00 (77,243.00) 11,567.00 68,020.00 57,725.00 543.00 22,946.00 (22,839.00) 60,780.00 (210,831.00)

(225,000.00)

(200,000.00)

(175,000.00)

(150,000.00)

(125,000.00)

(100,000.00)

(75,000.00)

(50,000.00)

(25,000.00)

-

25,000.00

50,000.00

75,000.00

100,000.00

125,000.00

150,000.00

175,000.00

200,000.00

225,000.00

250,000.00

Dolla

r Am

ount

GLTC NET INCOME(Revenue less Expenses)


GLTC Board Agenda Detail Item #: 4c Item Title: May Ridership & Operations Statistics Action: For Your Information Summary: June Ridership and Performance Measurements are presented below, a separate ridership report is not included this month due to year end and the fact that no LU service was provided in June. The entire year’s ridership and performance data will be presented in the annual report at the Stockholders Meeting in October. GM's comments: System-wide ridership took a dip in June as the only contributing ridership is on the City Side. This is a trend we have dealt with the whole year with City Ridership below expectations. We have started discussions about ways to get away from the fully “hub and spoke” system in order to reduce transfers and travel time. I will say we have not made a lot of progress here simply due to other urgent priorities and staff resources. We are hopeful to make some real headway on this in the coming months. I’m setting a goal to revise our Route structures effective January 1st with a focus on reducing passenger travel time, increasing service coverage and frequency if possible. More information which helps us may come out of our TDP which begins November/December but I feel we can’t wait that long to address some of the major complaints we have right now about system usability. More to come on that front.


Maintenance: Preventative maintenance activities came in at 95% on time in June with a decreased fleet down time of 4.98%. Miles traveled per road call were up to 19,621 an increase from the last report. These statistics are based on a miles traveled of 78,486 in the month of June. Contacts: Josh Baker Attachments: None Customer Impact: Minimal


GLTC Board Agenda Detail Item #: 4d Item Title: Capital Projects Action: For Your Information Summary: The capital projects list is found below. We continue to make routine draw-downs and will be ordering replacement Paratransit Vehicles and Support Vehicles shortly.

FEDERAL STATE 6/30/2015GRANT# PROJECT# DESCRIPTION FEDERAL STATE LOCAL TOTAL Balance

VA-95-X110-01 73009-30 REAL ESTATE APPRAISALS (STP) 4,000$ 800$ 200$ 5,000$ 4,100$ 73009-30 30%ENG/DESIGN-ADMIN/MAINTENANCE 492,000$ 98,400$ 24,600$ 615,000$ 17,309$

Executed 7/9/14 73009-30 ENG/DESIGN-ADMIN/MAINTENANCE FAC 960,000$ 192,000$ 48,000$ 1,200,000$ -$ Executed 5/19/14 73014-32 PURCHASE SUPPORT VEHICLES (3) 29,200$ 4,015$ 3,285$ 36,500$ 36,500.00$ Executed 5/19/14 73014-35 PURCHASE SHOP EQUIPMENT 110,878$ 15,246$ 12,472$ 138,596$ 138,596.00$ Executed 5/19/14 73014-33 PURCHASE RPLCMT BUS <30FT(3) 350,395$ 70,079$ 17,520$ 437,994$ 437,994.00$ Executed 5/19/14 73014-34 PURCHASE EXPANSION BUS,30FT 116,799$ 16,060$ 13,140$ 145,999$ 145,999.00$ Executed 6/18/14 73014-31 REHABILITATE/REBUILD BUSES (1) 129,753$ 25,951$ 6,488$ 162,192$ 162,191.00$

2,193,025$ 422,551$ 125,705$ 2,741,281$ 942,689$

VA-95-X122 73012-35 ENG/DESIGN-BUS TERMINAL 737,422$ 99,552$ 84,804$ 921,778$ 151,013$ EXECUTED 1/13/13 73012-36 CONSTRUCT-BUS TERMINAL 5,617,782$ 758,401$ 646,045$ 7,022,228$ -$ EXECUTED 1/13/13 73012-37 CONSTRUCT-BUS PASSENGER SHELTERS 41,069$ 5,544$ 4,723$ 51,336$ 38,299$ EXECUTED 1/13/13 73011-25 ACQUIRE-BUS ROUTE SIGNING 18,000$ 2,385$ 2,115$ 22,500$ 4,431$ EXECUTED 1/13/13 73012-39 BUY ASSOC CAP MAINT ITEMS 9,479$ 1,280$ 1,090$ 11,849$ 1,145$ EXECUTED 1/13/13 73011-26 ACQUIRE-SHOP EQUIPMENT 9,440$ 1,251$ 1,109$ 11,800$ 7,033$ EXECUTED 1/13/13 73011-27 ACQUIRE-MISC SUPPORT EQUIPMENT 6,400$ 848$ 752$ 8,000$ 7,152$ EXECUTED 1/13/13 73012-38 PURCHASE RADIOS 144,000$ 19,440$ 16,560$ 180,000$ 747$ EXECUTED 1/13/13 73011-28 PURCHASE MISC COMMUNICATIONS EQU 36,000$ 4,770$ 4,230$ 45,000$ 40,230$ EXECUTED 1/13/13 73012-40 PREVENTIVE MAINTENANCE 55,601$ 11,120$ 2,780$ 69,501$ 54,332$

6,675,193$ 904,591$ 764,208$ 8,343,992$ 304,382$

VA-95-X120 73013-36 IMPROVEMENTS-BUS TERMINAL 400,000$ 55,000$ 45,000$ 500,000$ -$ Executed 9/11/14 73013-37 ACQUIRE-SUPPORT VEHICLES (3) 56,154$ 7,721$ 6,317$ 70,192$ 70,192$

73013-38 ENG/DESIGN ADMIN/MAINTENANCE FACI 191,000$ 26,263$ 21,487$ 238,750$ 238,750$ 73013-42 ACQUIRE-SHOP EQUIPMENT 20,000$ 2,750$ 2,250$ 25,000$ 17,832$ 73013-43 ACQUIRE-MOBILE FARE COLL EQUIP 55,480$ 7,629$ 6,241$ 69,350$ 69,350$ 73013-44 ACQUIRE-ADP SOFTWARE 56,000$ 7,700$ 6,300$ 70,000$ 59,425$ 73013-45 ACQUIRE-MOBILE SURV/SECURITY EQUIP 56,000$ 7,700$ 6,300$ 70,000$ 70,000$ 73013-39 ACQUIRE-BUS PASSENGER SHELTERS 64,354$ 8,849$ 7,240$ 80,443$ 80,443$ 73013-40 BUY ASSOC CAP MAINT ITEMS (PM) 106,262$ 14,611$ 11,956$ 132,829$ 99,353$ 73013-41 REHAB/REBUILD 40-FT BUS (PM) 280,000$ 96,000$ 24,000$ 400,000$ 400,000$ 73014-29 PURCHASE SPARE PARTS-ACM (PM) 35,120$ 4,829$ 3,951$ 43,900$ 43,900$ 73014-30 PURCHASE PASSENGER SHELTERS 86,594$ 11,906$ 9,742$ 108,242$ 108,242$ 73114-77 REHABILITATE/REBUILD BUSES (1) (PM) 206,247$ 41,250$ 10,311$ 257,808$ 257,808$

1,613,211$ 292,208$ 161,095$ 2,066,514$ 1,515,295$

VA-95-X145 73015-40 PURCHASE-PASSENGER SHELTERS 44,455$ 6,113$ 5,001$ 55,569$ 55,569.00$ Executed 4/27/15 73015-37 BUY ASSOC CAP MAINT ITEMS 84,000$ 11,550$ 9,450$ 105,000$ 105,000.00$

73015-39 ACQUIRE-SUPPORT VEHICLES (1) 60,735$ 8,351$ 6,833$ 75,919$ 75,919.00$ 73015-38 REHAB/REBUILD BUSES 64,000$ 8,800$ 7,200$ 80,000$ 80,000.00$

253,190$ 34,814$ 28,484$ 316,488$ 316,488.00$

VA-95-X151 and 50001-01 CONSTRUCT- ADMIN/MAINT FACILITY 12,880,000$ 7,820,000$ 2,300,000$ 23,000,000$ 11,500,000$ VA-34-0003 50001-02 CONSTRUCT- ADMIN/MAINT FACILITY 12,880,000$ 7,820,000$ 2,300,000$ 23,000,000$ 11,500,000$

25,760,000$ 15,640,000$ 4,600,000$ 46,000,000$ 23,000,000.00$

GLTC CAPITAL GRANTS


GLTC Board Agenda Detail Item #: 4e Item Title: Technology Update Action: For Your Information Summary: GLTC’s Information Technology Manager has been hard at work attempting to improve our systems, reliability and reduce down-time. Since coming on board 3 months ago, Steve has made great progress on the infrastructure of our networks. While much of his work is not “visible” to all, what he is doing is critical in our progress towards being a leader in transportation technology. RouteMatch (Dispatching and Customer Information) – We had a minor setback in the implementation of this system, the issue is on our side as it relates to server communications and network security. We are actively using the system on the back end, however disappointingly the front end for the riders remains inactive. With the amount of money we have put into this system over the years I need everyone to remain patient, we have what is needed to make it work just it moves very slowly due to our limited staff resources. Website – Have made some corrections and updates based on feedback, otherwise no further updates since the last Board meeting. On Bus Passenger Information System – The final phase of this project completes this week, the company is on site mapping our routes and we will have all buses operational making announcements and providing better passenger information by the end of the week! Google Maps – our updates are complete of Google Maps, right now we are waiting for Google to finish updating their systems. While there is no guarantee, I anticipate this will be up and running within the next week or two. Contacts: Josh Baker Attachments: None Customer Impact: High


GLTC Board Agenda Detail Item #: 4f Item Title: Operations & Maintenance Facility Update Action: For Your Information Summary: Current Project Status from Wendel:

1. Site work only at this point: a. Actual work on site started on 5/26/2015 b. Building pad leveled and column lines staked c. Verizon Wireless pedestals have bene moved to accommodate the new entry d. Septic line tie-in to site has been completed and stubbed up e. Water line has been installed across the road and stubbed up on site f. Storm water storage structure at east end of site adjacent to new entry is in the process

of being installed g. 100% of all soil that needs to be removed from site have been removed h. Retention ponds in place on west and east end of site i. Still cutting soil where needed and moving to fill areas, ongoing process j. Hurt & Proffitt on site as required for proof rolling and compaction testing as needed, all

compaction passing test at this point k. Job-site trailers on site, electrical work complete, waiting on AEP connection

2. Next Two Weeks Look-Ahead: a. Moving soils, cutting from high areas and filling low areas b. Start of digging footings scheduled for August 4th, 2015 c. On-site utilities and storm drainage d. RFP for owner requested changes scheduled to be released to contractor on August 7th,

2015 3. Most important issues that are outstanding on the project:

a. Coordination of owner changes with contractor and schedule

Contacts: Josh Baker, Gareth McCalister Attachments: None Customer Impact: None

Site work continues at Bradley Drive


GLTC Board Agenda Detail Item #: 5 Item Title: Old Business Action: Discussion 5a Summary: Bus Shelters The following is our working shelter plan with (12) sites we have already identified, we have identified another forty (40) possible sites based on input from our bus operators. This approach along with a new social media outreach campaign will help to engage our staff and our riders while identifying the best places for shelters. The delays related to this project have been a combination of slow response from property owners, and limited staff resources to work on the progression of the plan however I am optimistic that with this new input we will be able to accelerate the pace of this project. Sites with progress since the last Board meeting are indicated in yellow highlight.

LOCATION PROPERTY TYPE Requirements ResolutionMadison Heights

9th & Main Street Public ?MH Baptist church - Main st. private Meeting with Rev. Todd on 8/4 to finalize locationReichard Dr & Old Wright Shop Rd Apt Public ? Food Lyon - Amelon Shopping Ctr private Contacting Property ownersSheetz - Amalon & Rt 29 private Contacting Property ownersWalmart - Madison Heights private Walmart has agreed - contacting concrete vendor Completion - eta 8/20Lake View Dr - Acroos from KFC Public ?

LOCATION PROPERTY TYPE RequirementsLynchburg

Ivy Court Apt 681 Leesville Rd Private Prperty owners discussing - no response yet701 Leesville Rd Private Contacting Property ownersEntrance to Heritage High School Public Area Need to be graded - working with Don FloydHeritage Elemetary Leesville Rd Private Scheduling InstallationWestley Apt -Longmeadow Dr Private Completed Shelter installed 5/26/15Centra Health - Nationwide Dr Private In process - Centra Health installing Pad Installation as soon as pad is poured

FY 15 -16 BUS SHELTER PLAN


5b Summary: Fare Structure No Update at this time. 5c Summary: University/City Cost Rations No Update at this time. 5d Summary: ADA Committee Guidelines No Update at this time. 5e Summary: Transfer Station Cost of Operations No Update at this time, anticipate by next Board meeting. Delayed due to Accounting Manager having to focus on three (3) audits back to back.


GLTC Board Agenda Detail Item #: 6 Item Title: New Business Action: Discussion & Approvals 6a: AGM Update Last month First Transit made a management change regarding the AGM from this location. Dennis Dorsey is no longer AGM in Lynchburg and we are conducting a search for a suitable replacement. I am spearheading this search and have a handful of qualified options, upon my completion of selections Larry Morris and I will meet with the final candidate prior to making an offer to join our team here. In the interim First Transit is providing any needed resources to ensure that GLTC is taken care of, we are doing well and have had no adverse impacts on our services. 6b: July Discussion Follow-up Last month the Board had some discussion surrounding concerns about local participation in GLTC’s budget, including City contributions. In order to help provide some additional information on this subject I am including the graph below, it represents the trend over the last 7 years of Federal, State and local funding. Separately a graph representing GLTC’s operating expenses is provided to show relative change in our costs. There are a number of conclusions which can be drawn from these graphs, the first and most obvious is that while Federal and State funding has generally increased over the years our local funds have remained relatively level. The most notable issue is surrounding Amherst County, their contributions


Contacts: Josh Baker Attachments: Resolutions (2) Customer Impact: Minimal

2010 2011 2012 2013 2014 2015 2016FEDERAL $1,770,381 $1,823,492 $1,852,743 $1,845,335 $1,973,720 $2,093,536 $2,017,984STATE $1,048,426 $933,519 $1,159,996 $1,432,987 $1,673,517 $1,461,905 $1,426,893CITY $1,128,888 $1,415,034 $1,369,262 $1,369,262 $1,194,239 $1,394,038 $1,394,038AMHERST $53,136 $45,735 $57,492 $57,492 $57,492 $57,492 $57,492

$-

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

Dolla

r Am

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GLTC Funding Sources2010 - 2016 Operating Contibutions

2010 2011 2012 2013 2014 2015 2016OPERATING EXPENSES $6,651,973 $7,094,884 $6,440,332 $6,287,633 $6,769,971 $7,658,434 $7,747,809

$5,500,000

$6,000,000

$6,500,000

$7,000,000

$7,500,000

$8,000,000

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GLTC Operating Expenses2010 - 2016


GLTC Board Agenda Detail Item #: 7 Item Title: Presidents Report Action: Discussion

-- Report by the President of the Board --


GLTC Board Agenda Detail Item #: 8 Item Title: Next Meeting & Adjournment Action: The next GLTC Board Meeting will occur on September 2nd, 2015 at 8:30am. The meeting will take place at the GLTC Transfer Station, 800 Kemper Street, Lynchburg, VA Consider Adjournment.


GLTC Board Agenda Detail Item #: N/A Item Title: Board Roster and Attendance Log Action: None GLTC BOARD OF DIRECTORS MEMBERSHIP ROSTER Gregory H. Daniels, President 455-3821 [email protected] City of Lynchburg, 900 Church St, Lynchburg, VA 24054 Margaret “Peggy” Whitaker, Vice-President 384-8178 [email protected] M. Whitaker Architects, 1226 Greenway Ct, Lynchburg, VA 24503 Lee Beaumont, Secretary-Treasurer 592-3315 [email protected] Liberty University, 1971 University Blvd, Lynchburg, VA 24515 John “Jack” Hellewell 384-2746 [email protected] 4420 Williams Road, Lynchburg, VA 24503 Jennifer Martin 528-4971 [email protected] Lynchburg Area Center for Independent Living, 500 Alleghany Ave, Suite 520, Lynchburg, VA 24501 Dr. James H. Mundy 846-2778 [email protected] Lynchburg Community Action Group, 926 Commerce St, Lynchburg, VA 24504 L. Kimball Payne 455-3990 [email protected] City of Lynchburg, 900 Church St, Lynchburg, VA 24502 Christian H. DePaul 385-1340 [email protected] DePaul Wealth Management, 3728 Old Forest Road, Lynchburg, VA 24501 Glen McGrath 384-4750 [email protected] 2724 Greenhill Lane, Lynchburg, VA 24503

-- Attendance Log on Next Page --


Greg Daniels

Peggy Whitaker

Lee Beaumont

Jennifer Martin

Jack Hellewell

James Mundy

Glen McGrath Kim Payne

Christian DePaul

Meeting DateTerm date

10/31/2015Term date

10/30/2015Term date

10/31/2015Term date

10/30/2017Term date

10/30/2016Term date

10/30/2017Term date 10/30/16

Term date 10/30/2017

Term date 10/30/2016

1/7/2015 P P P P P P N/A P A2/4/2015 P A P P P P A P P3/11/2015 P P P P P P P P P4/1/2015 P P P P P P A A P5/13/2015 P P P P A P P P p6/3/2015 P A P P P P A P P7/1/2015 P P P P P P P P P

business trips, and emergency work assignments. If you are absent and one of the above events was the reason, please let NatalieWilkins (455-4010 or [email protected]) know so she can indicate the reason on the record.

Greater Lynchburg Transit Company Board of DirectorsATTENDANCE LOG

2015 REGULAR (and special) BOARD MEETINGS("P" present - "A" absent)

Note: Attendance is reported to City Council members when considering reappointments, or as requested; as Council requires appointeesto attend 75% of the yearly meetings. Absences may be excused because of illness, death of family member, unscheduled or unforseen

Gltc board packet 08 05-2015 (final)

Business

Transcript of Gltc board packet 08 05-2015 (final)