HILLSBOROUGH TRANSIT AUTHORITY BOARD OF DIRECTORS MEETING FIRST PUBLIC HEARING ON TENTATIVE FISCAL YEAR 2019 MILLAGE RATE AND ANNUAL BUDGET

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5 HILLSBOROUGH TRANSIT AUTHORITY BOARD OF DIRECTORS MEETING FIRST PUBLIC HEARING ON TENTATIVE FISCAL YEAR 2019 MILLAGE RATE AND ANNUAL BUDGET SEPTEMBER 10, 2018

6 SCRIPT FIRST PUBLIC HEARING HART BOARD OF DIRECTORS MEETING MONDAY, SEPTEMBER 10, :30 PM ADOPTION OF THE TENTATIVE FISCAL YEAR 2019 MILLAGE RATE AND ANNUAL BUDGET CHAIR: Welcome. I will now call this public hearing to order. I hereby open the public hearing this evening on the Tentative Fiscal Year 2019 Millage Rate and Annual Budget for Hillsborough Transit Authority. Anyone who may wish to speak this evening will need to sign in and identify themselves. On the table at the back of the room, we have made available to you documents summarizing the Tentative Fiscal Year 2019 Millage Rate and Annual Budget. These documents include the agenda for tonight s public hearing, which I will now outline. We will consider the adoption of the following resolutions: A resolution to adopt the levying of Tentative Ad Valorem Taxes and the Tentative Fiscal Year 2019 Millage Rate. After hearing citizen comments, the Board may make any changes it deems appropriate to the Tentative Fiscal Year 2019 Millage Rate. A resolution adopting the Tentative Fiscal Year 2019 Annual Budget. After hearing citizen comments, the Board may make any changes it deems appropriate to the Tentative Fiscal Year 2019 Annual Budget. Each part of the hearing will be conducted as follows: HART Staff will present the Tentative Fiscal Year 2019 Annual Budget Overview 1-2

7 The Board will then open the floor for citizen comments regarding only the tentative millage and/or tentative budget. In order to expedite hearing from everyone who wishes to speak, speaker comments are limited to 3 minutes. After citizen comments, the Board will then take action to move for approval of any changes. Staff will present the resolutions to the Board for approval. The Board will move approval of the required resolutions adopting the Tentative Fiscal Year 2019 Millage Rate and Annual Budget, in that order. CHAIR: Staff will now provide a brief presentation on the Tentative Fiscal Year 2019 Annual Budget. STAFF: Makes budget presentation Entertains any questions from the Board of Directors CHAIR: Staff will now introduce the Tentative Fiscal Year 2019 Millage Rate and Annual Budget overview. STAFF: This is the first required public hearing on the Tentative Fiscal Year 2019 Millage Rate and Annual Budget as indicated by the TRIM notices previously mailed to all taxpayers in Hillsborough County, City of Tampa, and City of Temple Terrace. The Tentative Fiscal Year 2019 Millage Rate of.5000 mills is the same as the Adopted Fiscal Year 2018 Millage Rate of.5000 mills. The Tentative Fiscal Year 2019 Millage Rate is 7.07% more than the rolled-back rate of.4670 mills. The Tentative Fiscal Year 2019 Annual Budget is $111,554,915 which represents an increase of 11.6% from the Amended Fiscal Year 2018 Annual Budget. The Tentative Fiscal Year 2019 Annual Budget consists, of the following components: Total Tentative Operating Budget $78,927,742 Total Tentative Capital Budget $32,627,173 Total Tentative Annual Budget $111,554,

8 The Tentative Fiscal Year 2019 Millage Rate and Annual Budget were subjects of Board and Committee meetings conducted March through August The Tentative Fiscal Year 2019 Not-To-Exceed Millage Rate was set at the July 16, 2018 Board meeting and provided to the Property Appraiser on July 16, 2018, in conformance with State Law. CHAIR: To the Board of Directors: Are there any questions for staff before we proceed? After questions: We will now take public comments regarding the Tentative Fiscal Year 2019 Millage Rate and Annual Budget. For those who wish to speak, I ask that you please limit your comments to 3 minutes. To Board Clerk: Does anyone in the audience wish to comment? CHAIR: If there are comments: I ll open the floor to Board discussion and if there are recommended changes to the tentative millage rate or budget, ask to move approval of any changes. CHAIR: If there are no comments or changes have been moved: Public comment is closed. We will now take a vote on the Tentative Fiscal Year 2019 Millage Rate and Annual Budget. The Resolutions will now be read. STAFF: The Resolutions read as follows: RESOLUTION #R A RESOLUTION OF THE HILLSBOROUGH TRANSIT AUTHORITY OF HILLSBOROUGH COUNTY, FLORIDA, ADOPTING THE LEVYING OF TENTATIVE AD VALOREM TAXES; ADOPTING THE TENTATIVE FISCAL YEAR 2019 MILLAGE RATE OF.5000; AND PROVIDING FOR AN EFFECTIVE DATE. RESOLUTION #R A RESOLUTION OF THE HILLSBOROUGH TRANSIT AUTHORITY OF HILLSBOROUGH COUNTY, FLORIDA, ADOPTING THE TENTATIVE FISCAL YEAR 2019 ANNUAL BUDGET; AND PROVIDING FOR AN EFFECTIVE DATE. 1-4

9 CHAIR: State Statutes require that we approve the Tentative Fiscal Year 2019 Millage Rate before we approve the Tentative Fiscal Year 2019 Annual Budget. Accordingly, we will vote on each Resolution separately. Do I hear a motion to: BOARD MOTION: 1. ADOPT (OR AMEND) THE TENTATIVE FISCAL YEAR 2019 MILLAGE RATE CHAIR: All those in favor say Aye, opposed Nay 2. ADOPT (OR AMEND) THE TENTATIVE FISCAL YEAR 2019 ANNUAL BUDGET CHAIR: All those in favor say Aye, opposed Nay CHAIR: In compliance with Florida Statutes, a public hearing has been held on September 10, 2018, for the purpose of considering the Tentative Fiscal Year 2019 Millage Rate necessary to fund the Tentative Fiscal Year 2019 Annual Budget. This concludes the budget public hearing component of tonight s meeting. The final Public Hearing is scheduled for Monday, September 24, 2018 at 5:30 p.m. here at the HART Administrative Office in Ybor City. 1-5

10 Hillsborough Transit Authority First Public Hearing on Tentative FY2019 Millage Rate and Annual Budget September 10, 2018 ACTION ITEM Resolution #R ~ Adopting the Tentative Levying of Ad Valorem Taxes for Hillsborough County for Fiscal Year 2019; Adopting the Tentative Fiscal Year 2019 Millage Rate of.5000; and Providing for an Effective Date; and Resolution #R ~Adopting the Tentative Fiscal Year 2019 Annual Budget of $111,554,915 OVERVIEW HART is required as an Independent Special District to adopt the Tentative Fiscal Year 2019 Millage Rate and adopt the tentative fiscal year 2019 annual budget at a duly advertised public hearing. FINANCIAL IMPACT HART is required within 65 to 80 days of certification of final property value, to hold a public hearing on the Tentative Fiscal 2019 Millage Rate and Annual Budget. This hearing was publicized on the TRIM Notice mailed by the Property Appraiser. The resolutions adopting the Tentative Fiscal Year 2019 Millage Rate and the Annual Budget are attached. BACKGROUND HART is required to conduct two public hearings on the Millage Levy and Rate, and the Annual Budget before final adoption. The first meeting is to receive public comment and to adopt the Tentative Fiscal Year 2019 Millage Rate and to adopt the Tentative Fiscal Year 2019 Annual Budget; and the second meeting is to receive public comment and to adopt the Final Fiscal Year 2019 Millage Rate and to adopt the Final Fiscal Year 2019 Annual Budget. The HART Board certified a.5000 Millage Levy which requires a majority vote as authorized by the Florida Statute. The HART Board certified a Tentative Fiscal Year 2019 not-to-exceed Millage Rate of.5000 on July 16, 2018, which is more than the rolled-back rate of.4670 mills by 7.07%. Staff is presenting a resolution adopting the Tentative Fiscal Year 2019 Millage Rate of The Florida Department of Revenue has affirmed that the Tentative Fiscal Year 2019 Millage Rate certified to the Hillsborough County Property Appraiser could be lowered but not raised. The Tentative Fiscal Year 2019 Annual Budget reflects the statutory budgeting of 95 percent of ad valorem tax revenue. 1-6

11 Hillsborough Transit Authority First Public Hearing on Tentative FY2019 Millage Rate and Annual Budget September 10, 2018 NEXT STEPS Final Adoption of the Final Fiscal Year 2019 Millage Rate and Annual Budget is scheduled for September 24, 2018 at 5:30 pm. Prepared by: Joanne Caceres, Grants Mgmt. and Financial Analyst Reviewed by: Cynthia Zambella, Director of Budget and Grants Approved by: Jeffrey C. Seward, Interim Chief Executive Officer Attachments: I. Resolution #R II. Resolution #R III. Summary of Operating Revenues and Expenses FY IV. Summary of Capital Projects FY

12 ATTACHMENT I RESOLUTION NO. #R A RESOLUTION OF THE HILLSBOROUGH TRANSIT AUTHORITY OF HILLSBOROUGH COUNTY, FLORIDA, ADOPTING THE TENTATIVE LEVYING OF AD VALOREM TAXES FOR HILLSBOROUGH COUNTY FOR FISCAL YEAR 2019; ADOPTING THE TENTATIVE FISCAL YEAR 2019 MILLAGE RATE OF.5000; AND PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the Board of Directors of the Hillsborough Transit Authority of Hillsborough County, Florida, held a public hearing as required by Florida Statute ; and WHEREAS, the gross taxable value for operating purposes not exempt from taxation within Hillsborough County has been certified by the County Property Appraiser to the Hillsborough Transit Authority as $93,189,360,143; and WHEREAS, the Board of Directors of the Hillsborough Transit Authority of Hillsborough County, Florida, set forth to adopt the Tentative Fiscal Year 2019 Millage Rate of.5000 following a public hearing as required by Florida Statute ; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Tentative Fiscal Year 2019 Millage Rate of.5000 mills, which is more than the rolled-back rate of.4670 mills by 7.07 percent, is adopted. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON SEPTEMBER 10, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 1-8

13 ATTACHMENT II RESOLUTION NO. #R A RESOLUTION OF THE HILLSBOROUGH TRANSIT AUTHORITY OF HILLSBOROUGH COUNTY, FLORIDA, ADOPTING THE TENTATIVE FISCAL YEAR 2019 ANNUAL BUDGET OF $111,554,915 WHEREAS, the Board of Directors of the Hillsborough Transit Authority of Hillsborough County, Florida, held a public hearing as required by Florida Statute ; and WHEREAS, the Board of Directors of the Hillsborough Transit Authority of Hillsborough County, Florida, set forth the appropriations and revenue estimate for the Tentative Fiscal Year 2019 Annual Budget in the amount of $111,554,915; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Tentative Fiscal Year 2019 Annual Budget is $111,554,915. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON SEPTEMBER 10, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 1-9

14 Operating Revenues: FY2017 Actual FY2018 Adopted Budget FY2019 Tentative Budget Variance FY19 vs. FY18 Fare Revenues $3,819,391 $3,462,602 $5,743,494 $2,280,892 Pass Revenues $10,345,383 $10,418,154 $6,621,777 ($3,796,377) Advertising Income $1,072,635 $828,367 $936,472 $108,105 Interest Income $122,610 $80,000 $199,180 $119,180 Other Income $494,485 $774,330 $301,468 $472,862 Ad Valorem Tax Revenue $37,509,438 $40,212,746 $44,264,946 $4,052,200 Ad Valorem Transfers $0 ($100,000) $0 $100,000 Federal Operating Grants $12,409,977 $11,411,608 $12,382,352 $970,744 State Operating Grants $5,335,689 $5,379,360 $7,894,318 $2,514,958 Local Operating Grants $671,004 $650,000 $2,976,000 $2,326,000 Tampa Historic Streetcar, Inc. $382,969 $633,728 $618,578 ($15,150) Fund Balance /Reserves ($3,183,507) ($3,010,842) $172,665 Operating Expenses: Summary of Operating Revenues and Expenses FY2017 to FY2019 Total: $72,163,581 $70,567,388 $78,927,742 $8,360,354 FY2017 Actual FY2018 Adopted Budget FY2019 Tentative Budget Variance FY19 vs. FY18 Salaries and Wages $41,257,605 $36,399,255 $38,125,205 $1,725,950 Fringe Benefits* $18,357,023 $13,059,702 $15,523,756 $2,464,054 Fuel and Oil $4,065,775 $3,324,950 $4,622,781 $1,297,831 Parts and Supplies $4,333,618 $3,504,584 $4,401,503 $896,919 Operational Contract Services $4,443,684 $4,925,243 $5,945,309 $1,020,066 Administrative Contract Services $1,240,406 $1,612,533 $1,281,311 ($331,222) Legal Services $314,518 $690,905 $652,931 ($37,974) Marketing and Printing $376,199 $533,935 $753,442 $219,507 Insurance Costs $2,505,596 $3,447,475 $3,756,386 $308,911 Utilities $1,144,622 $1,061,146 $1,073,150 $12,004 Taxes and Fees $181,858 $145,351 $129,187 ($16,163) Other Administrative Expenses $2,783,793 $1,862,309 $2,662,781 $800,472 Total: $81,004,698 $70,567,388 $78,927,742 $8,360,354 Revenues over Expenses ($8,841,117) $0 $0 $0 *net of employee contribution for healthcare premium ATTACHMENT III

15 ATTACHMENT IV Summary of Capital Projects FY2019 Tentative Budget Revenues FTA Urbanized Area Formula Grant $3,246,395 FTA Bus and Bus Facilities Formula Grant $4,048,854 FTA State of Good Repair Formula Grant $2,678,234 FTA Discretionary Grants $3,965,475 FHWA Surface Transportation Block Grant $12,774,375 Florida Department of Transportation $3,950,100 Local Funding $208,256 Impact/Mobility Fees $295,289 HART General Fund $1,460,195 Total: $32,627,173 Projects/Expenses CAD/AVL ITS System Replacement $5,420,000 HM Building Renovation $5,340,348 CNG Bus Replacements (10) $5,290,981 Tampa Arterial Corridor (BRT) Study $2,500,000 Streetcar Vehicle Maintenance $2,178,234 Diesel Bus Replacements (8) $1,428,195 Regional Revenue Collection Flamingo $1,295,816 IT Hardware and Software Upgrades $1,105,029 Paratransit Van Replacements (15) $1,047,234 Autonomous Vehicle Pilot $990,000 Streetcar ROW Infrastructure Upgrades $880,006 Security Surveillance Paratransit Vehicles $862,000 Engine and Transmission Replacements $701,132 Bus Stops and Shelters $815,564 Marion Transit Center Infrastructure Improvements $678,300 Bus Seat Safety Improvements $611,410 Transit Asset Management (TAM) Software $500,000 Security Surveillance System $302,924 Bus Stop Study $250, Ave. Admin Facility Air Conditioner Rehab $165,000 Streetcar Facility Door Upgrade $165,000 Operator Breakroom Northwest $100,000 Total: $32,627,173

16 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 Board Members Present (12) Staff Present Adam Harden Danielle Arthur Commissioner Pat Kemp Brooke Basquit Marvin Knight Sylvia Berrien Richard A. McClain Greg Brackin David Mechanik Vanessa Brooks C. John Melendez III Joan Brown Commissioner Lesley Les Miller Ruthie Reyes Burckard Commissioner Sandra Murman Joanne Caceres Kathleen Shanahan Linda Crescentini Councilman Mike Suarez Steve Feigenbaum Commissioner Stacy White Kenyatta Lee Melanie Williams Sandra Morrison Colin Mulloy Lena Petit Board Members Absent (1) Jerry Presley Councilmember Cheri S. Donohue Dan Rodriguez Lillybeth Salas Jeff Seward Phillip St. Pierre Gayle Torres Cyndy Zambella Sign-in sheets are attached. Others Present David Smith, GrayRobinson Kristopher Browning, TransPro Consulting Janice Butler, NFTB Marion Gwizdala, NFTB Miranda Kilby, NFTB Nico Lindenau, Gannett Fleming, Inc Oscar MacDaniel Michael Maurino, Westshore Alliance Dave Newell, FDOT Chris O Donnell, Tampa Bay Times Gayle Pavek, TransPro Consulting Hector Perez Marguerite Robaldo, NFTB Matthew Robaldo, NFTB David Ross, Gannett Fleming, Inc Mary Ross, Gannett Fleming, Inc Merry Schoch, NFTB Sandra Seidel Henry Spells Chuck Tobin, Gallagher Insurance Jeanette Torres, NFTB 2-1

17 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 CALL TO ORDER Chair Lesley Les Miller called the meeting to order at 9:00 am. APPROVAL OF MINUTES Director Murman moved and Director McClain seconded approval of the July 16, 2018 regular Board of Director meeting minutes. All Board members present voted aye. The motion carried unanimously. PUBLIC COMMENT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) No one signed up to speak DISCUSSION ITEM Status of HART Interim Chief Executive Officer David Smith, HART Board General Counsel, gave a brief summary of discussions and actions taken on this topic. He said there was a vote miscount at the July 16, 2018 Board meeting, with the correct vote being six to six. Mr. Smith explained that since the HART Board policies do not have a special rule for an equal vote, the motion to initiate the national executive search for HART CEO position was defeated on a tie vote. He stated that the Board members received a letter from Mr. Seward in which he excluded himself from consideration for the HART CEO position. Mr. Smith indicated that Mr. Seward also recommended that the Board members initiate a national search that is advisable for the reasons he outlines in his letter. Mr. Smith requested that the letter be a part of the record. He remarked that he also received correspondence from Ms. Kenyatta Lee, HART Chief Administrative Officer and Interim Chief of Staff, that was later forwarded to the Board s attention. Mr. Smith said it was an opinion of Mr. Gregg Moser from Krauthamer and Associates, Inc., the executive search firm hired by the HART Board of Directors, that it would not be particularly wise to limit the search to statewide since it is mostly done through Internet advertising which will have a reach to a larger national group. Mr. Smith stated that Hillsborough County Board of County Commissioners has taken action to provide funding to HART, and a part of that funding requirement was with an expressed purpose that HART would go through a national search for the new CEO. Mr. Smith stated that taking into consideration the before mentioned factors, it would be prudent for the Board to clean the slate and start anew. He suggested that the Board make a motion to conduct an executive search for a new CEO and make it a national search. Mr. Smith indicated that the first action by the Board should be acceptance of the letter from Mr. Seward; the second would be to approve the timeframe, and the third would be to establish an Ad Hoc Committee. Director Williams arrived at 9:02 am. Director Suarez arrived at 9:06 am. 2-2

18 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 Director McClain moved and Director Murman seconded a motion to implement the recommendation outlined in the letter submitted by Mr. Jeff Seward. All Board members present voted aye. The motion carried unanimously. Director Murman moved and Director McClain seconded a motion to initiate a nationwide search for a new Chief Executive Officer. All Board members present voted aye. The motion carried unanimously. Director Murman pointed out that Krauthamer and Associates, Inc. has already conducted the interviews with the board members in preparation for the executive search. She suggested the Board request that they prepare a timeline and present it to for Board s approval at the September Board meeting. Director Mechanik moved and Director Murman seconded a motion to establish an Ad Hoc Committee for recruitment of a new Chief Executive Officer appointed by the Chair. All Board members present voted aye. The motion carried unanimously. Mr. Smith noted that the current extension of the employment agreement with the Interim Chief Executive Officer expires in November, and a new CEO would not yet be hired. Director McClain suggested that the Board wait until Krauthamer and Associates, Inc. firm could give a timeline to determine the extension of Mr. Seward s interim contract. Director McClain moved and Director Kemp seconded a motion to consult Krauthamer and Associates, Inc. about a timeline for an executive search before determining the extension of the current contract with the Interim Chief Executive Officer. All Board members present voted aye. The motion carried unanimously. Chair Miller indicated that he has the names of the Board members who expressed interest to serve on the AD Hoc Committee and will appoint the Committee membership by the end of the day. Mr. Seward stated that he felt very strongly that the last eight months staff has captured a lot of good forward momentum. He added that from the resignation of Ms. Eagan, HART was not simply holding the status quo, and recognized staff s accomplishments. Mr. Seward said that he truly believed that the last eight months have been an active interview, and he would not want to compete with someone who could eventually be his CEO. Mr. Seward added that it would be disingenuous of him to continue to move the organization forward during that process in which he is a candidate where the scrutiny of every action can be looked at as a reflection of doing it in the pursuit of the job. He stated that he preferred to prepare the organization for a new leader to come in and steadfastly be loyal and work for that leader as CFO. Federal Transit Administration (FTA) Demand Letter on Ferry Project Mr. Seward provided a brief overview of the FTA ferry project, which $4,772,000 funding expires in September of He reported that in 2015, FTA regional staff visited HART to receive an update on the progress of the project and made it clear that HART is 100% accountable and responsible for the use or nonuse of the funds and the success of the project. Mr. Seward added that since 2015, HART staff held monthly meetings with the FTA and the County project 2-3

19 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 representatives. He related that last summer, HART leadership, the County attorney and county staff, and the County's consultant were summoned to Atlanta for a meeting with the regional Administrator Dr. Yvette Taylor. Mr. Seward said HART made some commitments with the County s support that the obligations of that grant would be met and a project would be ready to move forward. In winter of 2017, FTA requested further updates on the project and the NEPA process. On July 26, HART received the letter from FTA, a copy of which was distributed to the Board last week, requesting to indicate whether HART was still committed to completing the project as described in the discretionary award application or if a revised scope project proposal will be submitted to the FTA. Mr. Seward stated that the county staff issued a response in writing that the obligations and timeline of the grant cannot be fulfilled. He remarked that HART staff recommends submitting a letter to the FTA stating that HART will not be able to fulfill the obligations of the grant. Director Suarez clarified that the funds will not be drawn on in time and asked if there was a possibility to have TBARTA take over a part of the project. He stated his belief that TBARTA should be the agency leading the project and inquired how far into the NEPA process the project is. Mr. Seward stated that the NEPA process was not completed. Director Suarez inquired about the reasons why the process was not completed. Director Kemp commented that she has been involved with the project from its beginning. She noted that the County has known for a while that the federal dollars could not be used for the terminal sites as intended due to the timeline. Director Kemp stated that the project is still moving forward through the County and federal funds can be sought in the future for other parts of the project such as acquiring the ferries. She supported staff s recommendation. Director Murman stated that she has been involved from the start of the project. She indicated that Congresswoman Kathy Castor assisted in securing the funds and asked that HART staff reach out to her to update on the situation. Director Murman commented that the NEPA study was a requirement of the grant and currently the county is fast-tracking the vendor to have a project together to be brought to the Board of County Commissioners at the end of September. Mr. Seward stated that he has previously reached out to Congresswoman Castor and will contact her again, once the letter is signed. Director Suarez recalled extensive discussion held in regards to accepting the grant and expressed his concern about the lack of an ending product. He stated his hope for a resolution. Director Suarez explained that the impetus of a true transportation organization is getting people off the road, which is what this ferry could accomplish. He asked if HART will owe any obligation to the federal government after declining the grant money. Mr. Seward responded that once the FTA is informed that HART will not be able to make the guidelines, the federal grant funds will no longer be available. Director Shanahan stated that she finds it embarrassing to have to give grant money back and noted that many agencies that turn back unused money get blacklisted. She commented that the NEPA 2-4

20 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 process was a known requirement from day one and someone should be held accountable. Director Shanahan noted her disappointment that HART was used as a carrier for the money and the HART reputation will be the one tarnished. Chair Miller inquired what the Department of Defense (DOD) comments are in reference to landing sites on MacDill Air Force base. He noted that he has asked all who are involved in the project and has yet to receive an answer. Director Melendez stated that he loved the idea of partnering for the grant because it supported the military. He concurred with Director Suarez s comment about TBARTA involvement. Director Williams concurred with Director Shanahan and noted that the key take-aways from this situation are the question of accountability and how to manage issues in the future. She stated that moving forward, there should be a good plan of record and purposefulness about grant dollars awarded to the Agency. Director Mechanik disclosed that he represents HMS ferries, although not for the project being discussed. Director Kemp informed that the ferry project is still moving forward with funding from the County. She stated that she has spoken to several groups of people at the airforce base and that they are enthusiastic for the ferry project as it will be extremely important for taking cars off the road making it a great transit option. Director Kemp stated that it is still a public-private partnership with HMS as the private contributor willing to take the risk of loss. She emphasized again that the project is moving forward with less money than the federal funds and quicker than the timeline that would have been dictated by those funds. Director Suarez moved and Director Shanahan seconded a motion to direct staff to send a letter to FTA stating that HART will not continue with the process and will not be a recipient of the funds. David Smith, HART General Counsel, stated that Director Mechanik does not have a voting conflict under chapter 112 and can vote on the motion presented. All Board members present voted aye. The motion carried unanimously. PRESENTATIONS Transit Asset Management Plan Overview Mr. Seward reported that the FTA issues a requirement that all transit agencies receiving federal funds are to establish a Transit Asset Management Plan (TAMP). He noted that HART records assets, but not to the detailed metric as the new rule sets forth, with a focus on state of good repair. Mr. Seward stated that HART contracted with Gannett Fleming to review all HART assets and develop a Transit Asset Management Policy that will be presented for the Board s review in the coming months. He explained that the importance for the conversation is to demonstrate the backlog of state of good repair (SGR) with the rolling fleet and equipment before discussing the budget. Mr. Seward commented that the TAMP quantifies assets to establish a comprehensive five, ten, and fifteen year plan to address these issues right now. He introduced Gannett Fleming 2-5

21 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 Project Manager, Nico Lindenau. Nico Lindenau, Project Manager at Gannett Fleming, Inc., provided an overview of HART TAMP. The presentation highlighted the FTA Final Rule requirements, a high-level overview of the plan as well as the HART current state of good repair, SGR capital needs, ten-year estimated funding levels and required future funding. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Director Kemp confirmed that the HART facilities are not part of the TAMP. Mr. Lindenau explained that facility buildings themselves are not listed in a TAMP because they are broken into detailed components such as foundation, roof, electrical, plumbing, etc. He stated that could not be done for HART facilities; however, the review found assets that will be replaced in the ten-year period to include in the state of good repair need. Mr. Lindenau explained that one action HART will have to take is a complete inventory of all facility assets. Director Kemp asked for a distinction between rolling stock and equipment in the SGR need. Mr. Lindenau responded that the term equipment includes all nonrevenue vehicles, maintenance equipment, IT hardware, furniture, etc. Director McClain commented that he assumed the asset management work is done regularly, but the new rule requires reporting the information in a specific format required by the FTA. He inquired if the plan involves the streetcar. Mr. Lindenau responded affirmatively stating that the bigger report is still in development. He stated that the streetcar vehicles and Ybor infrastructure are included, but not the line infrastructure owned by the City of Tampa. Director Williams inquired if the SGR accounts for possible technology changes and enhancements. She asked for clarification on the forecasted $17 million funding need compared to the budgeted $8.5 million. Mr. Lindenau stated that technology replacements were not forecasted. He explained that the asset base was not changed, the forecasted costs for replacements are at current day values. Mr. Lindenau explained that the $17 million is the total SGR need, but it can be addressed by adding more funding or extending the asset life, therefore delaying the need for repair. Director Williams asked how the percentage of repairs at HART compares to other transit agencies. Mr. Lindenau stated that it is hard to compare because there are different philosophies of when and how to repair assets. He also noted that the review did not go into the repair history of the assets which will be part of the plan that HART develops. Director Williams indicated that HART needs to build a base for future planning. Director Murman asked Mr. Seward what part of the SGR need is not funded. 2-6

22 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 Mr. Seward stated that normally $8 million is budgeted for SGR repair, and the annual need is $17.3 million including the budgeted amount. Director Melendez clarified that the part of the bar graph for the rolling stock includes the unknown innovations that cannot be predicted and therefore accounted for. Director Shanahan inquired if the expectation of the FTA is that all agencies have a TAMP. She asked how the lack of a TAMP affects FTA funding. Mr. Seward stated that the TAMP is a requirement and it will be added to the triennial review in the future which could affect funding. He commented that the initial report which is a compilation of all shown is due on October 1, Budget Overview Mr. Seward provided an overview of the Fiscal Year 2019 tentative operating budget. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Director Mechanik referred to the comment of refining the ten-year Transit Development Plan (TDP) and asked when the Board will have an opportunity to review it. Mr. Seward answered that the TDP presentation is scheduled for the September Board meeting. Director Mechanik confirmed that the TDP would serve as the basis for any new implemented service if the referendum passes. Mr. Seward responded affirmatively and stated that staff will provide the vision TDP that will support the current service and any adjustment that could be needed. Director White stated the importance of ensuring that the updated TDP does not advocate for the referendum. He noted that it is a political issue until approved by the voters. Director White inquired about the cost for the external consultants preparing HART for the possible referendum. Mr. Seward answered that he has not reviewed the proposal for the external consultant but he will provide the cost of the expenditure. He clarified that the update of the TDP is an annual process. Director White stated that he wants to see the estimated cost for external contractor to ensure that the Agency does not cross the line into advocacy. He inquired if the proposed stadium shuttle will be paid with tax dollars. Mr. Seward answered affirmatively. Director White stated that he thinks the stadium shuttle should not be funded by tax dollars and instead fares should be set at the amount to fully recover the costs. An alternative could be to ask Tampa Bay Buccaneers to cover the operating costs of a shuttle. He suggested possibly exploring a way for the stadium shuttle to be a revenue generator for HART. 2-7

23 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 Ms. Lee stated that the goal of the stadium shuttle pilot is to see the appetite for the service in the community. She noted that changes will be made if the service is not performing well and the long-term goal is to have other stadium events beyond football games covered by this service. Director White pointed out that such shuttle service would not benefit the whole community. He noted that in the very least Tampa Bay Buccaneers should be a partner. Ms. Lee stated that interest can be triggered once there is a proof of concept. She noted that staff is working with the Tampa Sports Authority as well as Tampa Police Department on this initiative. Director Murman stated that her opinion is that the Tampa Sports Authority should be involved, not Tampa Bay Buccaneers team. She recommended reaching out to Eric Hart as a contact. Ms. Lee commented that staff has been working with the Tampa Sports Authority on sponsorship opportunities. Director Murman noted that the Tampa Sports Authority is in good financial state and hopefully can help since the pilot should not cost a lot of money. She commented that this service would also benefit the stadium for concerts and other events. Director Mechanik stated that he has previously sat on the Tampa Sports Authority Board and noted that both the Authority and Tampa Bay Buccaneers football team benefit from revenues of the football games. Director Shanahan pointed out the 15% increase in the base budget despite decreased ridership. She inquired about the percentage of decreased ridership every year. Mr. Seward answered that ridership is declining at about 13% every year. Director Shanahan pointed out the 15% increase is a trade for the 13% loss in ridership. She commented that she does not think that there is enough coordination with the County regarding paratransit service and funding. Director Shanahan inquired how a budget can be balanced if there are 36 full time employees (FTE) missing from the budget. Mr. Seward responded that there are currently 36 FTEs that were not budgeted in the fiscal year 2018 budget because there was a plan to eliminate the positions. He further explained that the positions were not eliminated and, therefore, the positions were added to the fiscal year 2019 budget to reflect accurate expenditure numbers. Mr. Seward stated that the total amount of expenditures for the 36 FTEs is $74 million. Director Knight left at 10:49 am. Director Shanahan commented that agencies that cannot be accountable lose credibility. She inquired how much was actually saved from Mission MAX compared to what was planned. Mr. Seward stated that the Agency has saved $2 million that has been expended elsewhere. He noted that the planned amount of savings was $6.6 million. 2-8

24 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 Director Shanahan asked if Mission MAX savings were retained with the 36 FTE positions kept. Mr. Seward explained that retaining of 36 FTEs was a part of the loss of savings from Mission MAX. Director Suarez inquired when HART would receive funds from the referendum if it passes. Mr. Seward answered that the tax will start collecting in January so HART will likely start seeing funds in February. Director Suarez noted that there will have to be a budget amendment to accept any new dollars and any decisions about any routes will have to have public hearings. He spoke to Director White's point that reviewing and updating the TDP when needed is not an advocacy exercise. Director Suarez spoke about importance of having contingencies and suggested engaging an external consultant on a continuous basis until the funds are received. He asked if hiring a consultant can be deferred until November, when an outcome of the referendum is known. Mr. Seward stated that the consultants can start at any time. Director Suarez stated his preference to spend money on consultants only after the referendum is approved, but engage them immediately to work on contingency plan. Mr. Seward stated that he can defer the start of the consultant services, but that will delay implementation of any new service until December. Director Suarez commented that the Board and the community will understand that a plan for the additional funding would come to fruition only in fiscal year He stated that this is another reason to postpone engaging consultants. Director Melendez stated that he likes the idea of the stadium shuttle pilot, but echoed Director White s comment about the pilot being an opportunity to engage in partnerships with private sector. He expressed the concern about taking funds from routes for the transit dependent to serve choice riders or enhance service. Director Murman agreed with Directors Suarez and White about not engaging with consultants until the referendum passes. She commented that if the referendum is successful, there will be extensive board planning based on engagement with the community, because it will be their money. Director Harden inquired if it would be appropriate to budget all the expenses such as the deferred maintenance costs, even if it creates a negative number, to push forward to the future. Mr. Seward clarified that the budget presented was the operating budget, which does not include those costs. He added that staff is still working on the capital budget, because there was unknown information about the SGR, the cost of deferring and not deferring maintenance, and a plan the next five years. 2-9

25 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 Director Harden inquired about the cost per trip for the stadium shuttle pilot. He also commented that the business interests for the stadium might see the shuttle as a loss for parking revenue. Mr. Seward stated that the stadium shuttle pilot is still in development but will be brought back to the Board for approval before moving forward. Director Kemp thanked staff for a clear budget outlook, despite the difficulties of having to consider all the factors. She complemented staff s decision to purchase eight used buses from Sarasota County and retain the trolleys for future use. Director Kemp suggested looking at stadium shuttle services in other communities to possibly model their public-private partnerships. She noted that ridership is down in some areas, but not across the service area. Director Kemp added that the number one factor that contribute to a decline in ridership is reduction in service. She expressed her appreciation for the steps taken in reviewing efficiencies in ridership. Fixed Route and Paratransit Voice of the Customer Survey Results Kristopher Browning, TransPro, presented a summary of Wave 5 of the Voice of the Customer (VOC) survey for fixed route service and Wave 1 VOC survey for HARTPlus paratransit service. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Director McClain inquired if there is a better break down of the age group to demonstrate when that ridership category grew. He noted that some slides show five waves out, while others only show four; and noted the discrepancy of one slide showing that a reason for not riding is the travel time, but another slide showing that travel time is the reason why the patrons like riding. Mr. Browning responded that the detailed information can be shared with the Board members. He said discrepancies happen because of the way the questions are asked in multiple ways in the random sample. He noted that the other reason for the discrepancy is the random sample having newer riders. Mr. Seward made the caveat that paratransit service has never been involved in the VOC survey. He restated the commitment made to the Board to include paratransit service in future VOC surveys as a key performance indicator. He noted that the presentation by TransPro will be a contrast to the following presentation by HART staff. Mr. Seward stated that on-board surveys select a statistical sample of the overall paratransit rider base which results are demonstrated in this presentation; however, there are individual issues that are not covered in that sample. He commented that the individual issues will be addressed separately. Director Williams inquired if there is data for fixed route that shows the purpose for customers using fixed route services similar to the data collected for the paratransit study. Mr. Browning responded that work was the major trip purpose, followed by school and shopping. Summary of Customer Concerns Ruthie Reyes Burckard, Chief Operating Officer provided an update on various issues that have come before the Board from HART customers. Dan Rodriguez, Project Manager III, explained 2-10

26 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 HART basic transit infrastructure (BTI). A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Director Shanahan left at 11:25 am. Director White left at 11:32 am. Director Murman suggested sending a letter from the HART Board Chair to the Brandon Mall owners asking for assistance with the bus stop at that site. Mr. Seward noted that the property owners for the mall have changed. He commented that there is a new transit flow being discussed because the riders have started treating the mall as a park and ride lot even though it was never designated as such by HART. Mr. Seward said that a letter will be drafted for the Chair s signature. Director Kemp stated her appreciation for the detailed report. She commented that the Florida weather can be extreme with the rain and heat creating more challenges for customers. Director Kemp noted that a lot of stops were eliminated and inquired if there is a standard of length between bus stops. Mr. Rodriguez answered that they are kept at between feet, which is about two city blocks or less than 1/8 mile. INTERIM CHIEF EXECUTIVE OFFICER S REPORT Mr. Seward introduced Scott Drainville, a newly hired Director of Maintenance. He stated that Mr. Drainville will be working on the SGR. Mr. Seward stated that HART held a luncheon to celebrate the operators who have driven a million miles and two million miles without a preventable accident. He noted the huge accomplishment that this is for the operators and thanked Directors Kemp and Donohue for attending. Mr. Seward reported that HART supported the United Way Suncoast Back to School Bash by providing free rides on all fixed route service to Raymond James Stadium for parents and students to receive physical and eye exams, immunizations, school supplies, and haircuts.. He noted that the event was hosted by WWE Superstar Titus O'Neil who sent a video early Sunday thanking HART for the support. Director Williams left at 11:37 am. Mr. Seward reported that HART was approached by Tampa Bay Foundation for Architecture and Design to wrap a bus with a winning artist rendering. He commented that HART employees are casting their votes to decide which design will be selected. 2-11

27 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 CHAIR S REPORT Chair Miller appointed the following Directors to the Executive Search Ad Hoc Committee: 1. Chair Miller representing Hillsborough County 2. Vice Chair McClain representing the State of Florida 3. Director Shanahan representing the City of Tampa 4. Director Knight representing Hillsborough County 5. Director Donohue representing the City of Temple Terrace He indicated that HART General Counsel Mr. Smith will also be attending the Committee meetings. Director Murman left at 11:39 am. GENERAL COUNSEL S REPORT Mr. Smith commented that members of the Board may be asked about their stance on the referendum, and advised the Board members to indicate that they are speaking as individuals and not on behalf of HART. HART BOARD COMMITTEE REPORTS Chair Miller referred the Board members to the materials in the packet. REPORTS FROM HART BOARD REPRESENTATIVES Chair Miller referred the Board members to the materials in the packet. STATUS REPORTS Chair Miller referred the Board members to the materials in the packet. PUBLIC INPUT Matthew Robaldo stated his disappointment with HART service because he was trying to get somewhere on Sunday, but was unable due to the lack of service on Dale Mabry Highway. Janice Butler noted the Route 37 ADA announcements are scratchy and full of static making them hard to hear. Ms. Butler stated that they are also incomplete because the ADA announcements do not give specific cross points on the route. She commented that the operators are supposed to make ADA announcements but they fail to do so. Director McClain left at 11:42 am. Merry Schoch recounted that she boarded the Route 8 at south 78 th Street and Palm River Road and exited at 7 th Avenue and 15 th Street, she noted that no ADA announcements were made during the ride which is against the law. She recalled stories of the inefficiencies with the cab service and stressed unsatisfactory service with both vendors. 2-12

28 Hillsborough Transit Authority Regular Board of Directors Meeting August 6, 2018 Chair Miller asked staff to look into the instances that Ms. Schoch presented and impose penalties or cancel the contract, if deemed necessary. Marian Gwizdala recalled an incident with the cab service in which a ride was scheduled and cancelled, but the cab showed up anyway at a much later time. He told another incident in June where his wife and he were going to the same place and two vans were sent, which represents service inefficiency. Mr. Gwizdala noted that this is not an unusual occurrence as a similar occurrence happened in April as well. Ms. Reyes Burckard explained that the trip in June was scheduled for one van; however, the software failed and staff is exploring the reason why. Muarittee Robaldo commented that she has never had a problem with customer service or paratransit operators; however, the bus operators are rude and scream at patrons. She recalled an incident when a bus was ahead of schedule and did not wait for a patron coming up to board. Ms. Robaldo noted the operators do not stay on schedule when they take their breaks making patrons late. Hector Perez commented that the bus stop that he used to utilize at west Columbus Drive and north Dale Mabry Highway has been removed making it hard for him to catch the bus. He noted that walking to the next bus stop is difficult due to the weather and his elderly age. Henry Spells commented that he had a fun experience with the HyperLINK service. He recommended that HART keep the trolleys to use as circulators throughout the county. Mr. Spells asked if he could speak to Mr. Rodriguez about the rehabilitation of some bus stops on Fowler Avenue. OLD BUSINESS There was no new business NEW BUSINESS There was no new business ADJOURNMENT The meeting adjourned at 11:56 a.m. ATTEST Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 2-13

29 PUBLIC COMMENT REGULAR BOARD OF DIRECTORS MEETING AUGUST 6, 2018 WHEN ADDRESSING THE BOARD, please state your name NAME Matthew Robaldo CONTACT INFORMATION GENERAL COMMENT COMMENT ON AGENDA ITEM Janice Butler NFTB Merry Schoch NFTB Marion Gwizdala NFTB Marguerite Robaldo NFTB Miranda Kilby NFTB Hector Perez Henry Spells On file

30 PUBLIC COMMENT REGULAR BOARD OF DIRECTORS MEETING AUGUST 6, 2018 NAME GENERAL COMMENT COMMENT ON AGENDA ITEM

31 NAME * STAFF, VISITORS AND MEDIA REGULAR BOARD OF DIRECTORS MEETING AUGUST 6, 2018 Danielle Arthur Employee 6413 Lena Petit Employee 6552 Phillip St Pierre Employee 6560 Lynda Crescentini Employee 6592 Mary Ross Gannett Fleming David Rose Gannett Fleming Nico Lindenau Gannett Fleming Brooke Basquit Employee 6385 Sandra Seidel Sandra Morrison Employee 6610 Jeanette Torres Marguerite Robaldo Miranda Kilby NFTB NFTB NFTB

32 NAME Janice Butler Chuck Tobin Gallengar Merry Schoch NFTB Gayle Pavek TransPro Consulting Kristopher Browning TransPro Consulting Steve Feigenbaum Staff Gregory Brackin Staff 6314 Gayle Torres Staff 6571 Sylvia Berrien Staff Kenyatta Lee Staff Joan Brown Staff Chris O'Donnell Tampa Bay Times cyndy zambella staff 6583 Joanne Caceres staff 4155 Dan Rodriguez Staff 2808 Jerry Presley Staff 4479 Vanessa P.Brooks staff 4481 Lillybeth salas Staff

33 NAME Dave Newell Colin Mulloy Michael Maurino Oscar MacDaniel * FDOT staff Westshore Alliance

34 Hillsborough Transit Authority Board of Directors Meeting September 10, 2018 DISCUSSION ITEM Executive Search Timeline BACKGROUND At the August 6 HART regular Board meeting, the Board of Directors unanimously passed the motion to initiate a nationwide search for a new Chief Executive Officer. The Board members discussed that Krauthamer and Associates, Inc. have already conducted a series of interviews with the Board members in preparation for the executive search. The Board members requested that the search team prepare a timeline for the executive search process for HART Chief Executive Officer and present it for the Board s approval at the September 10 regular Board meeting. NEXT STEPS Mr. Gregg Moser of Krauthamer and Associates, Inc. prepared the attached timeline. Mr. Moser will be joining the September 10 regular Board meeting via phone. 1) At the September 10, 2018 regular Board meeting, the Board members will discuss and approve the executive search timeline. The current extension of the employment agreement with Interim Chief Executive Officer expires on November 30, 2018, by which date a new CEO would not yet be hired. 2) Based upon the approved executive search timeline, the Board members will determine the term of an extension of Interim CEO contract. Prepared by: Lena Petit, Director of Board Relations Approved by: Jeffrey C. Seward, Interim Chief Executive Officer Attachment: Executive search timeline prepared by G. Moser, Krauthamer and Associates, Inc. 3-1

35 ATTACHMENT HART Revised Search Timeline and Process August 20-September 7 K&A to speak with each member of the Board of Directors regarding CEO recruitment. Week of September 10 Sept 10 November 9: (Approximately 60 days) Recruitment period. K&A identifies, recruits and vets candidates. K&A directly targets market for potential candidates. K&A provides weekly updates on progress to Chair and/or ad-hoc committee Advertising runs for 60 days. November 9 th : K&A presents candidates to HART ad-hoc search committee. November 16 th or 19 th : 1 st round interviews by ad-hoc committee (approximately 5 candidates). This may need to be adjusted or scheduled after Thanksgiving based upon candidate and ad-hoc scheduling conflicts. These will, however, be scheduled as soon as possible. Week of December 3 rd or 10 th (Perhaps at the December 3 Board meeting): Final Interviews conducted by full Board of Directors (approximately 2-3 candidates). Again, this may need to be adjusted based upon 1 st round interviews. Start Date: Approximately days after selection. (This aligns nicely with the end of the years and starting after January 1. May be sooner or slightly longer depending on whether candidate is location or requires relocation). *Weeks between 1 st and 2 nd Round Interviews: About 10 days of time is needed to conduct formal background investigations and final reference checks. If final interviews will take place at the December 3 rd Board meeting, the ideal interview date for 1 st round would be November 16 **Negotiation of Offer/Acceptance/Preparation of a Contract: Typically takes approximately 5-10 business days.

36 BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: AUGUST 20, 2018 RE: Resolution #R ~ Authorize the Interim Chief Executive Officer to Purchase Up to Eight Forty-Foot Diesel Powered Heavy-Duty Transit Buses from Sarasota County Area Transit in the Amount Not-to-Exceed $1,428, and Assume an FTA Obligation in the Amount Not-to-Exceed $230, Finance and Audit Committee Meeting of August 20, 2018 Committee Members Present: Committee Member Absent: Chair C. John Melendez, Councilmember Donohue, Directors Harden, Knight, and Williams Commissioner Kemp, Vice Chair Rich McClain, Director Mechanik and Commissioner White Committee Recommendation: The Committee reviewed this action item and voted unanimously to advance it to the full HART Board of Directors at the September 10, 2018 regular Board meeting.. Attachments: I. Resolution #R II. Committee Agenda Report 4-1

37 ATTACHMENT I RESOLUTION NO. #R A RESOLUTION AUTHORIZING THE INTERIM CHIEF EXECUTIVE OFFICER TO PURCHASE UP TO EIGHT FORTY-FOOT DIESEL POWERED HEAVY-DUTY TRANSIT BUSES FROM SARASOTA COUNTY AREA TRANSIT IN THE AMOUNT NOT-TO-EXCEED $1,428, AND ASSUME AN FTA OBLIGATION IN THE AMOUNT NOT-TO-EXCEED $ WHEREAS, HART requires up to eight forty-foot diesel powered heavy-duty transit buses to support fixed route service with a reliable fleet; and WHEREAS, Sarasota County Area Transit has made six 2011 forty-foot diesel powered heavy-duty transit buses and two 2012 forty-foot diesel powered heavy-duty transit buses available for transfer for use in the remaining useful life of the vehicles; and WHEREAS, HART will utilize funding from HART General Fund for reimbursement to Sarasota County in the amount of $1,428,194.59; and WHEREAS, HART will assume an FTA obligation in the amount of $230,812.89; and WHEREAS, prices were determined fair and reasonable with the appropriate annual depreciation values calculated into this purchase agreement; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. Interim Chief Executive Officer to purchase up to eight forty-foot diesel powered heavy-duty transit buses from Sarasota County Area Transit in the amount not-toexceed $1,428, and assume an FTA obligation in the amount not-to-exceed $ Section 2. Proper officers of HART are authorized to do all things necessary and required in order to implement the purchase of the aforementioned vehicles. Section 3. This Resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON SEPTEMBER 10, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 4-2

38 COMMITTEE ACTION ITEM ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 Authorize the Interim Chief Executive Officer to Purchase Up to Eight Forty-Foot Diesel Powered Heavy-Duty Transit Buses from Sarasota County Area Transit in the Amount Not-to- Exceed $1,428, and Assume an FTA Obligation in the Amount Not-to-Exceed $230, OVERVIEW The purpose of this item is to request authorization to purchase up to eight used forty-foot diesel powered heavy-duty transit buses from Sarasota County. These vehicles are needed to support fixed route service with a reliable fleet. RECOMMENDATION That the Finance and Audit Committee review the action item authorizing the Interim Chief Executive Officer to purchase up to eight forty-foot diesel powered heavy-duty transit buses from Sarasota County Area Transit in the amount not-to-exceed $1,428, and assume an FTA obligation in the amount not-to-exceed $ ; and advance this item to the full HART Board of Directors at the September 10, 2018 regular Board meeting. FINANCIAL IMPACT Funding for this purchase will provided from the HART general funds. BACKGROUND In accordance with the HART fleet plan, up to eight buses are required. Six 2011 model transit buses still have five years of useful life and two 2012 model transit buses have six years of useful life still available. HART conducted a maintenance inspection of each of the vehicles. Vehicles are equipped with the Gillig BRT package, high back cloth seats, and overhead luggage racks. The transit buses are in excellent condition and ready to be placed in service immediately upon acceptance. PROCUREMENT CONSIDERATIONS In July 2018, Sarasota County made available six 2011 forty-foot diesel Gillig buses and two 2012 forty-foot diesel Gillig buses available for acquisition as a result of reduction in their bus fleet. Total expense to Sarasota County for the transit buses transfer will be as follows: re-payment of local funding in the amount of $1,428, and assumption of FTA grant funding in the amount of $230, FTA has approved the transfer of the assets to HART and documentation is on file for review. NEXT STEPS Present the recommendation by the Finance and Audit Committee to the full HART Board of Directors at the September 10, 2018 regular Board meeting. Upon the Board s approval, finalize the transfer of assets and integrate the transit buses into HART fleet. Prepared by: Scott Drainville, Director of Maintenance Reviewed by: Ruthie Reyes Burckard, Chief Operating Officer Approved by: Jeffery Seward, Interim Chief Executive Officer 4-3

39 BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: AUGUST 20, 2018 RE: Resolution #R ~ Authorize the Interim Chief Executive Officer to Award a Contract to IBI Group Michigan LLC (d.b.a. IBI Group) for Intelligent Transportation System (ITS) Consultant Services in the Amount Not-to-Exceed $453,843 for a Contract Base Period of One Year with Two One- Year Options Finance and Audit Committee Meeting of August 20, 2018 Committee Members Present: Committee Member Absent: Chair C. John Melendez, Councilmember Donohue, Directors Harden, Knight, and Williams Commissioner Kemp, Vice Chair Rich McClain, Director Mechanik and Commissioner White Committee Recommendation: Finance and Audit Committee met on August 20, The Committee members present did not discuss this Action Item, but recommended that staff take it to the full HART Board of Directors for approval at the September 10 regular Board meeting. Attachments: I. Resolution #R II. Committee Agenda Report 5-1

40 ATTACHMENT I RESOLUTION NO. #R A RESOLUTION AUTHORIZING THE INTERIM CHIEF EXECUTIVE OFFICER TO AWARD A CONTRACT TO IBI GROUP MICHIGAN LLC (D.B.A. IBI GROUP) FOR INTELLIGENT TRANSPORTATION SYSTEM (ITS) CONSULTANT SERVICES IN THE AMOUNT NOT-TO-EXCEED $453,843 FOR A CONTRACT BASE PERIOD OF ONE YEAR WITH TWO ONE- YEAR OPTIONS WHEREAS, Hillsborough Transit Authority (HART) has a need for Intelligent Transportation System Consultant Services; and WHEREAS, HART issued a Request for Proposal RFP in compliance with HART procurement policies; and WHEREAS, proposals were received and evaluated in accordance with HART procurement policies and State of Florida statutes; and WHEREAS, IBI Group, submitted the highest rated, technical proposal; and WHEREAS, prices offered by IBI Group were determined to be fair and reasonable; and WHEREAS, HART has identified general revenues and Federal funding for this contract; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Interim Chief Executive Officer is authorized to award a contract to IBI Group Michigan LLC (d.b.a. IBI Group) for Intelligent Transportation System (ITS) Consultant Services in the amount not-to-exceed $453,843 for a contract base period of one year with two one- year options. Section 2. Proper officers of HART are authorized to do all things necessary and required in order to implement the terms of the aforementioned contract. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON SEPTEMBER 10, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 5-2

41 COMMITTEE ACTION ITEM ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 Authorize the Interim Chief Executive Officer to Award a Contract to IBI Group Michigan LLC (d.b.a. IBI Group) for Intelligent Transportation System (ITS) Consultant Services in the Amount Not-to-Exceed $453,843 for a Contract Base Period of One Year with Two One- Year Options OVERVIEW The consultant will advise and oversee all aspects of the ITS Replacement Project. Components of the project include an ITS Strategic Plan, system design, procurement assistance, installation oversight and testing for the replacement of the Computer Aided Dispatch/Automated Vehicle Location (CAD/AVL) and communications systems. RECOMMENDATION That the Finance and Audit Committee review the action item authorizing the Interim Chief Executive Officer to award a contract to IBI Group Michigan LLC (d.b.a. IBI Group) for ITS Consultant Services in the amount not-to-exceed $453,843 for a contract base period of one year with two one- year options; and advance this item to the full HART Board of Directors at the September 10, 2018 regular Board meeting. FINANCIAL IMPACT The contract will be funded through Federal grants as follows: $200,000 from the FY18 FTA Section 5307 Formula Grant and $272,271 from the FY19 FTA Section 5307 Surface Transportation Block Grant. BACKGROUND In 2007, HART deployed OrbCAD, a CAD/AVL system, with voice and data communications by Motorola. Many components of the existing systems have reached the end of their useful life and HART has identified the need to improve technological tools to assist in managing operations. HART is seeking an ITS Consultant to advise and oversee all aspects of the project, including an ITS Strategic Plan, system design, procurement assistance, installation oversight and testing. PROCUREMENT CONSIDERATIONS On April 25, 2018, HART released RFP ITS Consultant Services in compliance with the HART procurement policies including all federally required clauses. The solicitation appeared on the HART website and DemandStar with direct notices sent to 21 vendors that could provide the services. The solicitation was accessed from the HART website by 71 firms and/or individuals and from DemandStar by 12 firms and/or individuals. HART received three proposals by the deadline of June 8, 2018 at 11:00 a.m. The proposals were found to be responsive to the solicitation requirements. 5-3

42 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 An evaluation committee consisting of HART staff reviewed the proposals using the following criteria. Section Criteria Points One Introduction of Firm and Required Submittals -0- Two Qualifications of the Firm and/or Team 350 Three Work Plan 350 Four Relevant Projects 100 Five Price 200 Six Exceptions -0- The three firms scored as follows: LTK Engineering Total Points 1,000 Burns Engineering IBI Group TOTAL TECH SCORE (Max Score 800 Points) PRICE (Max Score 200 Points) TOTALS (Tech + Price = 1000 Points Max) RANKING IBI Group received the highest combined score for price and technical. The evaluation committee recommended the Contracting Officer enter into negotiations with the highest ranked firm. Procurement staff negotiated a price that is determined to be fair and reasonable. HART realized a cost savings of approximately 9% for the base year from negotiations. The base term of the contract is for one year with two one-year options. The contract includes all of the HART standard contract provisions. NEXT STEPS Present the recommendation by the Finance and Audit Committee to the full HART Board of Directors at the September 10, 2018 regular Board meeting. Upon the Board s approval, award the contract to IBI Group, Inc. Prepared by: Dexter Corbin, Director of Technology and Innovation Reviewed by: Kenyatta Lee, Chief Administrative Officer & Interim Chief of Staff Approved by: Jeffery Seward, Interim Chief Executive Officer 5-4

43 BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: AUGUST 20, 2018 RE: Resolution #R ~ Approval of the Proposed FY2019 Outcome Goals and HART Organizational Performance Scorecard (HOPS) Finance and Audit Committee Meeting of August 20, 2018 Committee Members Present: Committee Member Absent: Chair C. John Melendez, Councilmember Donohue, Directors Harden, Knight, and Williams Commissioner Kemp, Vice Chair Rich McClain, Director Mechanik and Commissioner White Committee Recommendation: Finance and Audit Committee met on August 20, The Committee members present did not discuss this Action Item, but recommended that staff take it to the full HART Board of Directors for approval at the September 10 regular Board meeting. Attachments: I. Resolution #R II. Committee Agenda Report 5-5

44 ATTACHMENT I RESOLUTION NO. #R A RESOLUTION APPROVING THE PROPOSED FY2019 OUTCOME GOALS AND HART ORGANIZATIONAL PERFORMANCE SCORECARD (HOPS) WHEREAS, the HART Board of Directors seeks to deliver outstanding service to customers and value to taxpayers; and WHEREAS, the directly measurable Outcome Goals are designed to track the Agency s performance; and WHEREAS, Based on successes and performance trends observed during the FY2018, staff is proposing the new achievement levels to be established for FY2019; and WHEREAS, staff developed a measurement system HART Organizational Performance Scorecard (HOPS) to monitor the Agency s progress toward achieving its goals; and WHEREAS, staff will report to the HART Board the progress on FY2019 Outcome Goals and HOPS on a quarterly basis; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Outcome Goals listed below shall apply to Fiscal Year The system is 5% more productive since implementation of Mission MAX. 2. $3 million is allocated to fund balance, consistent with the HART plan. 3. Customers embrace HART service with a net promoter score or equivalent 5% more than previous year s score. 4. HART experiences 5% reduction in safety events across the system. 5. HART employees will receive an average of 10 training hours over the year. Section 2. HART Organizational Performance Scorecard (HOPS) is approved as Exhibit A to the Resolution. Section 3. This Resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON SEPTEMBER 10, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel Exhibit A - HART Organizational Performance Scorecard (HOPS) 5-6

45 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 COMMITTEE ACTION ITEM Approval of the Proposed FY2019 Outcome Goals and HART Organizational Performance Scorecard (HOPS) OVERVIEW Each year, the HART Board of Directors approves the fiscal year budget and Success Plan, an actionable strategic plan that is the culmination of several months of planning and focused attention by HART leadership. RECOMMENDATION That the Finance and Audit Committee review the action item approving the proposed HART FY2019 outcome goals; and advance this item to the full HART Board of Directors at the September 10, 2018 regular Board meeting. FINANCIAL IMPACT The Outcome Goals and achievement levels do not serve as the basis for monetary performance bonuses for employees and CEO. BACKGROUND At the September 25, 2017, regular Board meeting, the HART Board adopted Resolution #R ~ Approval of the Proposed HART Mission, Vision, and FY2018 Outcome Goals. The directly measurable Outcome Goals are designed to track the Agency s performance. In support of the Outcome Goals, staff also developed a Work Plan made up of specific tactics that are each aligned to one of five general strategic areas of focus: Service Productivity, Sustainable Financial Performance, Excellence in Customer experience, Community Connection, and Employee Success. Over the course of FY2018, staff has been tracking implementation of 14 work tactics. Staff also developed a measurement system HART Organizational Performance Scorecard (HOPS) to monitor the Agency s progress toward achieving its goals quarter by quarter. The achievement levels were provided to the Board at the close of each quarter of the year. Based on successes and performance trends observed during the FY2018, staff is proposing the new achievement levels to be established for FY2019, as shown in the table below. FY2019 Outcome Goals In FY2019, HART will know it has been a successful year if: 1. The system is 5% more productive since implementation of Mission MAX. 2. $3 million is allocated to fund balance, consistent with the HART plan. 3. Customers embrace HART service with a net promoter score or equivalent 5% more than previous year s score. 4. HART experiences 5% reduction in safety events across the system. 5. HART employees will receive an average of 10 training hours over the year. The revised proposed HOPS is provided as an Exhibit A to the Resolution. 5-7

46 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 NEXT STEPS Present the recommendation by the Finance and Audit Committee to the full HART Board of Directors at the September 10, 2018 Board meeting. Prepared by: Lena Petit, Director of Board Relations Reviewed by: Kenyatta Lee, Chief Administrative Officer & Interim Chief of Staff Approved by: Jeffery Seward, Interim Chief Executive Officer 5-8

47 EXHIBIT A Strategy Service Productivity Metric Passengers per Revenue Hour Fixed Route Bus & HARTFlex Passengers per Revenue Mile Fixed Route Bus & HARTFlex Miles Driven Between Failures (bus) 7,612 On-Time Performance (-1 minute to +5 minutes at time points) - bus On-Time Performance (-0 minute to +30 minutes pickup time) - HARTPlus FY2019 Proposed Performance 80.00% 97.75% Passengers per Revenue Hour (HARTPlus) 1.68 Performance Results Passengers per Revenue Mile (HARTFlex) Sustainable Financial Performance Excellence In Customer Experience Passengers per Revenue Hour (Streetcar) TOTAL At year end, actual operating revenues will be >= 2% of budgeted revenues (excluding budgeted fund balance) Quarterly actual operating expenses will be within 2% of budgeted expenses >=2% 2% TOTAL Fixed Route Net Promoter Score 35 HARTPlus Net Promoter Score 25 HARTFlex Net Promoter Score 35 TOTAL Collisions per 100,000 revenue miles (bus / HARTFlex / HARTPlus / streetcar) Safety Perception of Safety of the system 88% Employee Lost Time Incidents per 100 Employees 4.75 TOTAL Employee Success Employee Engagement Level 5% than prior year HART Employee attrition rate 5% TOTAL OVERALL PERFORMANCE SCORE

48 BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: AUGUST 20, 2018 RE: Resolution #R ~ Authorize the Interim Chief Executive Officer to Purchase up to Five 23-Foot Small Cutaway Type Vans with Mobility Lifts from Florida Transportation Systems Inc., in the Amount Not-To Exceed $320,000 Finance and Audit Committee Meeting of August 20, 2018 Committee Members Present: Committee Member Absent: Chair C. John Melendez, Councilmember Donohue, Directors Harden, Knight, and Williams Commissioner Kemp, Vice Chair Rich McClain, Director Mechanik and Commissioner White Committee Recommendation: Finance and Audit Committee met on August 20, The Committee members present did not discuss this Action Item, but recommended that staff take it to the full HART Board of Directors for approval at the September 10 regular Board meeting. Attachments: I. Resolution #R II. Committee Agenda Report 5-9

49 ATTACHMENT I RESOLUTION NO. #R A RESOLUTION AUTHORIZING THE INTERIM CHIEF EXECUTIVE OFFICER TO PURCHASE UP TO FIVE 23-FOOT SMALL CUTAWAY TYPE VANS WITH MOBILITY LIFTS FROM FLORIDA TRANSPORTATION SYSTEMS INC. IN THE AMOUNT NOT TO EXCEED $320,000 WHEREAS, HART requires up to five 23-foot small cutaway type vans with mobility lifts to support paratransit service to replace vehicles that have outlived their useful life and are necessary to provide a reliable fleet; and WHEREAS, the Florida Department of Transportation (FDOT) Transit Research Inspection and Procurement Services (TRIPS) conducted a procurement to establish a statewide purchasing agreement for transit agencies in Florida, including HART, in accordance with public procurement policies and procedures; and WHEREAS, the procurement included all federally-required clauses; and WHEREAS, prices were determined fair and reasonable and and a contract was awarded by TRIPS on March 21, 2017, to Florida Transportation Systems Inc.; and WHEREAS, the purchase is funded by Federal Transit Administration 5310 Grant Program Funds; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Chief Executive Officer is authorized to purchase up to five 23-foot small cutaway type vans with mobility lifts from Florida Transportation Systems Inc. in the amount not-to-exceed $320,000. Section 2. Proper officers of HART are authorized to do all things necessary and required in order to implement the purchase of the aforementioned vehicles. Section 3. This Resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON SEPTEMBER 10, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 5-10

50 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 COMMITTEE ACTION ITEM Authorize the Interim Chief Executive Officer to Purchase up to Five 23-Foot Small Cutaway Type Vans with Mobility Lifts from Florida Transportation Systems Inc., in the Amount Not-To Exceed $320,000 OVERVIEW The purpose of this item is to request authorization to purchase up to five 23-foot small cutaway type vans with mobility lifts to replace vehicles that have outlived their useful life. The replacements are necessary to support paratransit service and to provide a reliable fleet. RECOMMENDATION That the Finance and Audit Committee review the action item authorizing the Interim Chief Executive Officer to purchase up to five 23-foot small cutaway type vans with mobility lifts from Florida Transportation Systems Inc., in the amount not-to exceed $320,000; and advance this item to the full HART Board of Directors at the September 10, 2018 regular Board meeting. FINANCIAL IMPACT This purchase is funded by Federal Transit Administration 5310 Grant Program. The Florida Department of Transportation (FDOT) Transit Research Inspection and Procurement Services (TRIPS) conducted a procurement to establish a statewide purchasing agreement for transit agencies in Florida, including HART, in accordance with public procurement policies and procedures. BACKGROUND In order to support HART operations, five 23-foot small cutaway type vans with mobility lifts are required to replace vehicles that have outlived their useful life. The replacements are necessary to support paratransit service and to provide a reliable fleet. NEXT STEPS Present the recommendation by the Finance and Audit Committee to the full HART Board of Directors at the September 10, 2018 regular Board meeting. Upon the Board s approval, finalize the transfer of assets and integrate the transit buses into HART fleet. Prepared by: Scott Drainville, Director of Maintenance Reviewed by: Ruthie Reyes Burckard, Chief Operating Officer Approved by: Jeffery Seward, Interim Chief Executive Officer 5-11

51 BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: AUGUST 20, 2018 RE: Resolution #R ~ Authorize the Interim Chief Executive Officer to Award a Contract for Construction Services to Case Contracting Company for the Removal and Replacement of the Streetcar Barn Door #5 in the Amount of $165,644 plus a Contingency of $33,128.80, for a Total Not-to-Exceed Amount of $198, Finance and Audit Committee Meeting of August 20, 2018 Committee Members Present: Committee Member Absent: Chair C. John Melendez, Councilmember Donohue, Directors Harden, Knight, and Williams Commissioner Kemp, Vice Chair Rich McClain, Director Mechanik and Commissioner White Committee Recommendation: Finance and Audit Committee met on August 20, The Committee members present did not discuss this Action Item, but recommended that staff take it to the full HART Board of Directors for approval at the September 10 regular Board meeting. Attachments: I. Resolution #R II. Committee Agenda Report 5-12

52 ATTACHMENT I RESOLUTION NO. #R A RESOLUTION AUTHORIZING THE INTERIM CHIEF EXECUTIVE OFFICER TO AWARD A CONTRACT FOR CONSTRUCTION SERVICES FOR THE REMOVAL AND REPLACEMENT OF THE STREETCAR BARN DOOR #5 TO CASE CONTRACTING COMPANY IN THE AMOUNT OF $165,644, PLUS A CONTINGENCY OF $33, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $198, WHEREAS, Hillsborough Regional Transit (HART) has a need for construction services for the removal and replacement of the streetcar barn door #5; and WHEREAS, HART issued an Invitation for Bid IFB in compliance with HART s procurement policies; and WHEREAS, bids were received and evaluated in accordance with HART s procurement policies and State of Florida Statutes; and WHEREAS, the Case Contracting Company was determined to have the capacity to perform the work and prices offered by Case Contracting Company were determined to be fair and reasonable; and WHEREAS, funding for these services is available through a Federal grant awarded to HART; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Interim Chief Executive Officer is authorized to award a authorize the Interim Chief Executive Officer to award a contract for construction services for the removal and replacement of the streetcar barn door #5 to Case Contracting Company in the amount of $165,644, plus a contingency of $33,128.80, for a total not-to-exceed amount of $198, Section 2. Proper officers of HART are authorized to do all things necessary and required in order to implement the terms of the aforementioned contract. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON SEPTEMBER 10, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 5-13

53 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 COMMITTEE ACTION ITEM Authorize the Interim Chief Executive Officer to Award a Contract for Construction Services to Case Contracting Company for the Removal and Replacement of the Streetcar Barn Door #5 in the Amount of $165,644 plus a Contingency of $33,128.80, for a Total Not-to-Exceed Amount of $198, OVERVIEW The purpose of this item is to approve a contract to remove an existing door opening at track #5 and enlarge the opening with a larger door to accommodate existing streetcars to enter into the barn from that track. This undertaking will allow staff to place all the streetcars within the barn when they are not in service. This is extremely critical during severe weather events such as hurricanes. RECOMMENDATION That the Finance and Audit Committee review the action item to authorize the Interim Chief Executive Officer to award a contract for construction services for the removal and replacement of the streetcar barn door #5 to Case Contracting Company in the amount of $165,644, plus a contingency of $33,128.80, for a total not-to-exceed amount of $198,772.80; and advance this item to the full HART Board of Directors on September 10, FINANCIAL IMPACT Funding for this contract is provided by a Federal Transit Administration Surface Transportation Block Grant and is currently appropriated in the FY2018 HART Capital budget. BACKGROUND The streetcar system operates out of the Ybor streetcar barn located at 1201 East 7th Avenue Tampa, FL. The streetcar barn was completed in 2002 and has six tracks coming to the facility off of 13th Street. The facility; however, has certain structural impediments that entire fleet cannot be housed in the building during storms and hurricanes exposing the streetcars that must remain outside in the yard area to rain and wind damage. This modification will enable the HART Streetcar Division to maintain the streetcar fleet in a state of good repair. PROCUREMENT CONSIDERATIONS On July 03, 2018, IFB for Track 5 Streetcar Barn Door Replacement was issued in compliance with HART procurement policies. The solicitation was posted to the HART website and DemandStar, with direct notices sent to four firms. The solicitation was accessed from the HART website by twelve firms/individuals, and by two firms/individuals from DemandStar. On July 27, 2018, Case Contracting Company was the only timely and responsive bid received. In accordance with HART Procurement Manual (1) One Bid Received., If only one bid is received, an award may be made to the single bidder if the Contracting Officer finds that the price submitted is fair and reasonable, and that either other prospective bidders had reasonable opportunity to respond, or there is not adequate time for re-solicitation. It was determined to be in 5-14

54 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 the agency s best interest to move forward with award. A copy of the Findings & Determination is in the procurement file. Prices were determined to be fair and reasonable based on the Independent Cost Estimate and confirmation of the project design A&E firm. The bid submitted by Case Contracting Company was responsive to the solicitation requirements. Prices were determined to be fair and reasonable. Case Contracting Company has been deemed a responsible vendor, and is therefore eligible for award. NEXT STEPS Present the recommendation by the Finance and Audit Committee to the full HART Board of Directors at the September 10, 2018 regular Board Meeting. Prepared by: Daniel Rodriguez, Project Manager I and Tamika Jones, Contracts Specialist I Reviewed by: Lynda Crescentini, Director of Enterprise Project Management Cyndy Zambella, Director of Budget and Grants & Interim Director of Procurement and Contract Administration Approved by: Jeffery Seward, Interim Chief Executive Officer 5-15

55 Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 Committee Members Present (5) Staff Present C John Melendez, Chair Danielle Arthur Councilwoman Cheri Donohue Greg Brackin Adam Harden Vanessa Brooks Marvin Knight Joan Brown Melanie Williams Ruthie Reyes Burckard Joanne Caceres Committee Members Absent (4) Lynda Crescentini Rich McClain, Vice Chair Shannon Haney Commissioner Pat Kemp Kenyatta Lee David Mechanik Sandra Morrison Commissioner Stacy White Lena Petit Jerry Presley Dan Rodriguez Lillybeth Salas Jeff Seward Frank Wyszynski Cyndy Zambella Sign-in sheets are attached. CALL TO ORDER Others Present Julia Mandell, GrayRobinson Vik Bhide, City of Tampa Edwin Olsen, May Mobility Ben Walker, HNTB Finance and Audit Committee Chair C. John Melendez called the meeting to order at 9:01 a.m. PLEDGE OF ALLEGIANCE Pledge of Allegiance followed. APPROVAL OF MINUTES Approval of minutes was deferred until quorum was reached. PUBLIC COMMENT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) Edwin Olsen, CEO of May Mobility, commented on agenda item 2a, stating that his company was a bidder and came in as the second highest in the procurement scoring. He noted that May Mobility could be a great partner with HART and recalled the demonstration that was provided by his company in spring. Mr. Olsen stated that currently, May Mobility runs the world s only yearround regular commercial service of autonomous vehicles on public roads five days a week, 5a.m.- 12 a.m. in downtown Detroit. He commented that his company s smaller vehicles provide better frequency increasing ridership over time and improving rider experience. Mr. Olsen stated that May Mobility are going through a three-stage engineering program to adjust current vehicles to be 6-1

56 Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 ADA accessible, with the expected completion date of June He spoke about providing three to five vehicles on the route to match the capacity of a regular transit vehicle. Mr. Olsen stated that the price on the proposal was accurate and was $600,000 less than the selected company. He reemphasized the importance of building relationships that can grow and said he hoped to work with HART. PRESENTATION Fiscal Year 2019 Proposed Budget Jeff Seward, Interim Chief Executive Officer, presented the tentative operating budget overview for Fiscal Year A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Director Knight arrived at 9:11 a.m. Committee Chair Melendez inquired how the plateaued growth in HART ridership compares to nationwide trends. Mr. Seward stated other transit systems still do not experience plateaued ridership. Committee Chair Melendez clarified that the true-up of the budget means accounting for a change not previous planned. Committee member Williams asked if the new eight buses will be purchased in the current fiscal year. Mr. Seward deferred the question to the discussion on the Committee action item 2b. Committee member Williams asked if the budget assumes the overall changes that would be associated with changes to the routes, including additional employee headcount. Mr. Seward answered that all mark-ups are budgeted and resources are found to adjust the routes. Committee Chair Melendez asked for an update on the paratransit audit, how the results will relate to the budget and the timing of the results. Mr. Seward stated that the audit is proceeding with results expected within days; and if there are recommendations for additional spending, staff will come back with an amendment to the budget. Committee Chair Melendez acknowledged the performance audit for the upcoming tax referendum and inquired about the status. Mr. Seward stated that the performance audit has been concluded with a draft report due on August 22, and a final report, on September

57 Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 COMMITTEE ACTION ITEMS a. Authorize the Interim Chief Executive Officer to Award a Contract for Autonomous Mobility Service to First Transit, Inc. in the Amount Not-to-Exceed $1,859,684 (One-Year Base with Two One-Year Options) This contract is to provide a self-driving autonomous shared-ride shuttle service in downtown Tampa along the Marion Street Transitway. Mr. Seward presented the background on the previous contract for the autonomous mobility service. Cyndy Zambella, Director of Budget and Grants and Interim Director of Procurement, outlined the procurement process for contract. Dan Rodriguez, Project Manager III, and Ben Walker, HNTB, presented the project details. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Committee member Williams asked when updates will be received to determine if the contract should be continued after the first year. Mr. Walker stated that the vehicle will download data daily, the vendor will receive monthly reports and the data can be summarized for the board at any time intervals desired. Committee member Harden inquired if the use of Marion Transitway was a pre-requisite of the FDOT grant or was it a determination of the collective project group. Mr. Rodriguez answered the use of Marion Transitway as a fixed guideway was a pre-requisite of the FDOT grant. Mr. Seward stated that the pilot is on the fixed guideway; however, staff has engaged FDOT to ensure that post-pilot projects branch off from Marion Transtiway. Committee member Harden asked if the technology scoring process was weighted towards fixed guideway use or vehicles in mixed traffic use. Mr. Walker stated that the criteria was specific to autonomous operation in both situations. Committee member Harden inquired if the FDOT grant limited the service to weekdays only. He noted that the weekend would allow for better exposure for the service. Mr. Rodriguez commented that the grant had a monetary cap for the first year; and, therefore, the vehicles are utilized on an hourly rate. He also noted that the guideway is reserved only for transit use at that time. Committee member Donohue stated her appreciation for the hard work the evaluation committee put into the selection of the firm. Committee member Donohue moved advancement of this item to the full Board of Directors at the September 10, 2018 First Public Hearing on Tentative Fiscal Year 2019 Millage Rate and Annual Budget and regular Board meeting. 6-3

58 Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 The motion died for lack of a second. Committee Chair Melendez recalled the demonstration event when he rode in the vehicle and noted one of the most important aspect of the project is the tangible aspect. He inquired if the evaluation committee had tested all three vehicles that were evaluated. Mr. Rodriguez answered no, but the vehicles are already manufactured and once the Board approves the contract, the project team will travel to see the cars. He noted that the vehicles are in operation and that will be shown as part of the demonstration. Committee Chair Melendez stressed that the qualitative aspect of the ride is extremely important. He stated that the full Board of Directors needs to participate in discussion of this contract award. Committee member Donohue explained her reasoning for the motion to move forward was the fact that the first choice had a much higher score than the rest. Committee Chair Melendez asked about the disparity of the technical scores. Mr. Rodriguez commented that ADA accessibility was one of the most important factors so the vehicles that already had that feature was a huge plus. He noted the high level technology on the vehicles and the existing operation in mixed traffic. Mr. Rodriguez added that Marion Transitway is a fixed guideway with mixed traffic crossing it. He concluded that it was a tough decision for the Committee to make. Committee Chair Melendez asked to pull the item from the consent agenda to allow for a larger discussion at the full Board level. Committee member Harden moved and Committee member Knight seconded pulling this item from the consent agenda for the September 10, 2018 First Public Hearing on Tentative Fiscal Year 2019 Millage Rate and Annual Budget and regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. Committee member Donohue moved advancement of items 2b through 2g to the full Board of Directors at the September 10, 2018 First Public Hearing on Tentative Fiscal Year 2019 Millage Rate and Annual Budget and regular Board meeting. The motion died for lack of a second. Committee Chair Melendez pointed out that the purpose of the Committee is to vet the action items before advancing and recommending them to the full Board. He stated that any items not vetted by a Committee will need to go before the full Board. Committee member Donohue stated that she will have to leave the meeting early, which will result in loss of quorum. She inquired if there are any Action items that would not need further discussion by the Committee and could be advanced to the full Board. 6-4

59 Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 Committee member Donohue moved and Committee member Williams seconded the approval of the minutes from the May 21, 2018 Finance and Audit Committee meeting. All Committee members present voted aye. The motion passed unanimously. Committee member Williams asked that item 2b be pulled for discussion. b. Authorize the Interim Chief Executive Officer to Purchase Up to Eight Forty-Foot Diesel Powered Heavy-Duty Transit Buses from Sarasota County Area Transit in the Amount Notto-Exceed $1,428, and Assume an FTA Obligation in the Amount Not-to-Exceed $230, Mr. Seward presented this item to request authorization to purchase up to eight used forty-foot diesel powered heavy-duty transit buses from Sarasota County. He outlined the cost savings and stated that the new vehicles will be purchased in fiscal year Committee member Williams inquired about the life cycle of the used buses. Mr. Seward answered that the buses will have six useful years for HART. Committee member Williams expressed her sensitivity to having safe vehicles that will help to save cost for the Agency across the board. Committee member Knight inquired when the buses are expected in service. Ruthie Reyes Burckard, Chief Operating Officer, stated that asset transfer should happen in October, after that the buses will have to be rebranded. She added that an in-service timeframe is projected for December. Committee member Knight asked if the used buses were similar to the current fleet. Ms. Reyes Burckard answered affirmatively and added that the vehicles interiors are enhanced with luggage racks. Committee member Williams moved and Committee member Donohue seconded advancement of this item to the full Board of Directors at the September 10, 2018 First Public Hearing on Tentative Fiscal Year 2019 Millage Rate and Annual Budget and regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. Committee member Donohue left at 10:17am. The following Committee action items 2c through 2g c. Authorize the Interim Chief Executive Officer to Award a Contract to IBI Group Michigan LLC (d.b.a. IBI Group) for Intelligent Transportation System (ITS) Consultant Services in the Amount Not-to-Exceed $453,843 for a Contract Base Period of One Year With Two One- Year Options 6-5

60 Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 d. Approval of the Proposed FY2019 Outcome Goals and HART Organizational Performance Scorecard (HOPS) e. Authorize the Interim Chief Executive Officer to Purchase up to Five 23-Foot Small Cutaway Type Vans with Mobility Lifts from Florida Transportation Systems Inc., in the Amount Notto-Exceed $320,000 f. Authorize the Interim Chief Executive Officer to Award a Contract for Construction Services to Case Contracting Company for the Removal and Replacement of the Streetcar Barn Door #5 in the Amount of $165,644, Plus a Contingency of $33,128.80, for a Total Not-to-Exceed Amount of $198, g. Authorize the Interim Chief Executive Officer to Execute a Joint Participation Agreement (JPA) for $2,670,000 over Three Years between the Hillsborough Transit Authority (HART) and the Florida Department of Transportation (FDOT) for the TECO Line Streetcar Enhancements were deferred to the September 10, 2018 First Public Hearing on Tentative Fiscal Year 2019 Millage Rate and Annual Budget and regular Board meeting due to lack of quorum. INTERIM CHIEF EXECUTIVE OFFICER S REPORT Mr. Seward stated that it has been confirmed that the sales tax referendum will be on the November ballot. He said, in his professional opinion, staff has a responsibility to plan for additional revenue. Mr. Seward introduced a plan to acquire services of the Public Resources Advisory Group, who has previously worked with the county. He outlined the scope of work and the internal processes that have to be established. Mr. Seward stated that HART will work off the County contract and the total cost is estimated at $43,000. He emphasized that the work is not an evaluation or prioritization of projects, but preparation of accounting and management of the potential additional revenue. Mr. Seward noted that waiting to start such analysis until November will only allow for 60 days before the influx of additional revenue would begin. Committee member Harden agreed that it is good to have a plan and suggested that Mr. Seward prepare for a robust discussion at the Board meeting on September 10, Committee Chair Melendez agreed with Mr. Seward s preparation tactics and commended staff for the hard work. CHAIR S REPORT Committee Chair Melendez expressed his concern about the legality of accepting the additional revenue and how that will affect the sovereignty of HART afforded by the State Charter. Julia Mandell, HART General Counsel alternate, indicated that General Counsel will research the answer to the question. She shared her general thoughts based on the knowledge of the Special Act as well as the charter of Hillsborough County. Ms. Mandell explained that a special act gives HART a right to provide transit within the area and seek and accept revenue. She added that 6-6

61 Hillsborough Transit Authority Finance and Audit Committee Meeting August 20, 2018 HART would be then operating as well under the charter of Hillsborough County which if this is voted and adopted by the electorate of Hillsborough County would in fact be a charter amendment of Hillsborough County. Ms. Mandell said more research is warranted to determine how two legal entities, the charter of Hillsborough County as well as the Special Act, play together. She indicated that David Smith will provide more information at the next scheduled meeting. ADJOURNMENT The meeting adjourned at 10:30 a.m. 6-7

62 PUBLIC COMMENT WHEN ADDRESSING THE BOARD, please state your name NAME CONTACT INFORMATION FINANCE AND AUDIT COMMITTEE MEETING AUGUST 20, 2018 GENERAL COMMENT COMMENT ON AGENDA ITEM Edwin Olsen May Mobility 2a

63 PUBLIC COMMENT FINANCE AND AUDIT COMMITTEE MEETING AUGUST 20, 2018 NAME GENERAL COMMENT COMMENT ON AGENDA ITEM

64 NAME * STAFF, VISITORS AND MEDIA FINANCE AND AUDIT COMMITTEE MEETING AUGUST 21, 2018 Danielle Arthur Employee Lena Petit Employee Frank W Employee Vik Bhide City of Tampa vik.bhide@tampagov.net Dan Rodriguez Employee Ben Walker HNTB bgwalker@hntb.com Lillybeth Salas Employee Gregory Brackin Employee 6314 Cyndy Zambella hart 6583 Shannon Haney HART 6602 vanessa brooks HART 4481 Joan Brown HART 6580 Joanne Caceres HART 4155

65 NAME Sandra Morrison HART 6610 Jerry Presley HART Lynda Crescentini HART

66 NAME *

67 Hillsborough Transit Authority Board of Directors Meeting September 10, 2018 REPORTS FROM HART BOARD REPRESENTATIVES Tampa Bay Area Regional Transit Authority ~ August 2018 The attachment summarizes activities of the Tampa Bay Area Regional Transit Authority (TBARTA) during their August 3, 2018 Board of Directors meeting. Prepared by: Susan M. Ebner, TBARTA Office and Financial Administrator Attachment: Summary of August 3, 2018 TBARTA Meeting 7-1

68 ATTACHMENT Board Meeting Friday, August 3, :30 am Pinellas Suncoast Transit Authority Board Room 3201 Scherer Drive St. Petersburg, FL Meeting Minutes Items in red indicate a vote by the Board. Items in blue indicate staff action items. Board Members Present: Jim Holton, Chair Cliff Manuel Jr. Melanie Griffin Michael Millett Commissioner John Mitten Commissioner Pat Kemp Commissioner Betsy Benac Commissioner Karen Seel Mayor Rick Kriseman Kathleen Shanahan Commissioner Janet Long Secretary David Gwynn Secretary L.K. Nandam Board Members Absent: Commissioner Kathryn Starkey Pasco County (excused) Mayor Bob Buckhorn City of Tampa (excused) Call to Order o Chair Jim Holton called the meeting to order at 9:49 am. Public Comments o No Public comment. Committee Report Gubernatorial Gubernatorial Gubernatorial Gubernatorial Hernando County Hillsborough County Manatee County Pinellas County City of St. Petersburg Hillsborough Area Regional Transit Authority (HART) Pinellas Suncoast Transit Authority (PSTA) Florida Department of Transportation (FDOT) District 7 (Advisor) Florida Department of Transportation (FDOT) District 1 (Advisor) TBARTA MPOs Chairs Coordinating Committee (CCC) Report, Whit Blanton, Forward Pinellas Whit Blanton gave an overview on the TBARTA MPOs CCC Board meeting and the Joint Board meeting with the Central Florida MPO Alliance held on July 13, He said the CCC approved several priority project items including the 2019 Regional Multi-Use Trails Priority Projects and the 2019 West Central Florida Regional Roadway Network. The CCC also approved the 2019 Transportation Regional Incentive Program Priority Projects (TRIP) that have a 50/50 match between state and local funds in the effort to improve mobility throughout the region. There were presentations from the Tampa Bay Partnership, the Orlando Economic Partnership and a presentation on Hyperloop technologies. The joint boards also adopted a resolution supporting preservation of the rail corridor along I-4. The next TBARTA MPOs CCC Board meeting will be December 14, 2018, where they will approve the Regional Transportation Priority Projects. Consent Agenda Items Commissioner Janet Long moved to ratify the June 22, 2018, Emergency Board meeting actions items. Michael Millet seconded. PASSED Kathleen Shanahan moved to approve the TBARTA Emergency Board meeting minutes for June 22, Commissioner Long seconded. PASSED TBARTA Board Meeting Minutes, August 3, 2018 Page 1 of 5

69 Presentation and/or Action Items Chairman s Report, Chair Jim Holton Leadership: Executive Director Search and Ad Hoc Executive Director Search Committee Update, Chair Jim Holton Chair Holton said the selection of members for the Ad Hoc Executive Director Search Committee is moving quickly and recommended that legal counsel attend the meetings. He said the first meeting is on August 10, 2018, where logistics and salary will be discussed. The window for applications closes on August 17, Gregg Moser from Krauthamer and Associates created a timeline for the Executive Director search that includes a review of 8-10 candidates on August 28, 2018, and individual screenings of the top 5-7 candidates with the search committee at a following meeting. He said the committee will selection the final 2-3 candidates that will be interviewed the full board at the TBARTA Board meeting on September 21, o Commissioner Long asked if there will be opportunities to meet one-on-one with the candidates. Chair Holton replied that after consulting with legal counsel, it is best to give everyone a chance to question each candidate directly. Commissioner Long asked if Board members are allowed to ask the candidates their own question. Chair Holton indicated that would be the case. He also stated that cases of individual interviews by Board members would pose a challenge under the Sunshine Law and that inviting the public to an open forum is encouraged. Legal Services Agreement with Bryant, Miller, Olive P.A., Chair Jim Holton, Cameron Clark Cameron Clark explained the legal services agreement between Bryant, Miller, Olive P.A (BMO) and TBARTA. He said he worked with Alan Zimmet on the agreement which describes the terms and conditions for BMO, as well as wages, fees, and other services offered by the firm such as bonding. o Mayor Rick Kriseman commented that the legal services agreement does not appear to have an end date. Mr. Clark replied a term of years can be proposed upon request but either party can terminate the agreement at any time for any reason. Mayor Kriseman expressed that based on his experience, it would be a good thing to do a request for proposal (RFP) to ensure a good return rate regarding competition. Mr. Clark replied that a RFP for legal services is not required per statute and that the current agreement does not have a term of years. Chair Holton commented that the Finance or Policy Committees can review the agreement to make suggestions to the verbiage and at will termination is best. o Mayor Kriseman asked if BMO would serve as bond counsel or disclosure counsel to TBARTA. Mr. Clark replied that should the need arise BMO can provide bond and disclosure services. o Alan Zimmet, explained that BMO uses rates that were a result of an RFP from PSTA. He said those rates are offered to use counsel at the client s discretion and that a provision can be added to the agreement that on the anniversary of the agreement, there could be a Board review. Michael Millet asked if there are any inherit conflicts of interest serving as counsels for TBARTA and PSTA, and if it affects relationships with local governments. Mr. Zimmet explained that there are no conflicts of interest, and that BMO provides the same service to other government agencies as well as P3 projects and there is potential representation of many other local governments. He mentioned that there haven t been any ethical violations as there are attorneys who advise BMO on all ethical issues. o Michael Case said that in the agreement BMO s rate is $250 and that next fiscal year there is a possibility of an increase in legal fees that can be allocated to the budget. Mr. Clark said Hillsborough County legal services rate is $118 per hour. Debbie Leous explained that an allocated portion of the budget for the legislative funds from FDOT will pay for fees related to the project. o Commissioner Long asked if TBARTA would be paying for two attorneys or one. Mr. Zimmet replied that going forward TBARTA will provide Hillsborough County with 30 days notice to terminate their contract. Mr. Zimmet said either the TBARTA Board or the Hillsborough County Board of County Commission has to take action and suggested having TBARTA s Interim Executive Director send a formal letter to termination to Hillsborough County. Commissioner Long asked Ms. Leous the status of payment to Hillsborough County. Ms. Leous replied the balance owed will be paid within the next two weeks or sooner. o Melanie Griffin asked if all the work has been transitioned to BMO. Mr. Zimmet said that work has been passed forward to him by Mr. Clark. Mr. Clark said that he can assist BMO with any questions if TBARTA Board Meeting Minutes, August 3, 2018 Page 2 of 5

70 o o needed. Ms. Griffin asked what clients or local governments does BMO or Mr. Zimmet currently support. Mr. Zimmet said City of Largo, City of Safety Harbor and PSTA are the clients that he supports. Ms. Griffin asked how many attorneys would have a similar skill set. Mr. Zimmet said that outside of the local governments that he supports three or four in Pinellas County have his expertise. Ms. Griffin asked what the standard is for other engagements or similar boards in reference to the hourly rate. Mr. Zimmet said PSTA has a discounted rate since they have been a long term client with a substantial work load compared to TBARTA. He said the regular rate starts at $385 per hour and that $250 is at the bottom of the standard rates for BMO. Mr. Zimmet also mentioned that the City of Largo and City of Safety Harbor are not on an hourly rate. Ms. Griffin asked how much time Mr. Zimmet will be available for legal counsel versus someone with a lower skill set. Mr. Zimmet replied that he will have a partner at the firm that is board certified that will step in for him when he is not available and BMO consists of approximately 10 percent associates. Ms. Griffin asked in reference to litigation matters, if there is a separate retainer fee that TBARTA would be responsible for apart from the hourly rate. Mr. Zimmet explained that the actual contracted rate is not the limit that will be charged and would depend on TBARTA having a prevailing party clause in the agreement. Ms. Griffin questioned if the current rate that TBARTA would pay would be sufficient going forward. Mr. Clark mentioned that those limited circumstances that include the attorney fees and the rewarded clause would apply. Commissioner Pat Kemp asked what the rate is for PSTA. Mr. Zimmer replied that the rate escalates every year and is currently at approximately $230. Commissioner Karen Seel asked what the monthly retainer amounts are for the local governments and entities that BMO supports. Mr. Zimmet explained that the City of Largo has a retainer of $11K and a retainer of $7K for the City of Safety Harbor. He asked for the estimated retainer cost for TBARTA. Mr. Holton said that going forward they will have an exact figure. Mr. Clark noted that the previous legal counsel s billing statements fluctuated from month to month and depending on the transition the retainer could be much more. Mr. Holton said that could be closely monitored. Mayor Kriseman asked according to expenses and billing on the agreement if third parties were hired, would TBARTA be responsible for paying all fees and expenses relating to administration and coordination services and if that is a point of reference for retaining experts. Mr. Zimmet said that a motion can be made for that to be removed from the agreement. Mr. Clark suggested striking out the second paragraph in the agreement and asking for preauthorization from the chair. Commissioner Betsy Benac moved to delete the second paragraph in the legal services agreement between TBARTA and BMO in its entirety with the addition of specific language in accordance with the amended bylaws. Commissioner Kemp seconded. PASSED o Mr. Clark asked what the threshold amount would be for TBARTA. Mr. Zimmet replied that BMO tries not to go over $500 and anything over $2K requires authorization from the Executive Director for approval. The Board agreed to amend the agreement to include the authorization of the executive director for thresholds not exceeding $500 and the authorization of the chair for thresholds of $2K or more. Amendment passed Commissioner Pat Kemp voted no. The Chair requested a motion to terminate the legal services agreement between TBARTA and Hillsborough County. Cliff Manuel moved. Commissioner Benac seconded. PASSED Finance Committee Report, Commissioner Betsy Benac, Chair Interim Executive Director Position and Responsibilities, Commissioner Betsy Benac Commissioner Benac said that the Finance Committee discussed the duties of the Interim Executive Director and compensation. Commissioner Benac, as recommended by the Finance Committee, moved to approve a 15 percent increase in salary for the TBARTA Interim Executive Director retroactive to June 25, Commissioner Seel seconded. PASSED Commissioner Janet Long voted no. Year-to-Date FY 2018 Financial Reports and FY 2019 Budget Status, Deborah Leous and Brad Miller, PSTA Debbie Leous and Brad Miller gave an update and presentation on the status of the TBARTA Year-To-Date FY 2018 and 2019 financial reports. She said so far the process ensures that the grants are reviewed along with the budget in order for TBARTA to have the funding its TBARTA Board Meeting Minutes, August 3, 2018 Page 3 of 5

71 needs going forward. Ms. Leous also mentioned that her team is working with TBARTA to help streamline accounting processed by looking into more sophisticated and robust accounting software to replace the QuickBooks they are currently using for their accounting procedures. This presentation can be found online at: 18%20REViSED%202.pdf o Commissioner John Mitten asked if the recommendations as represented in the presentation augment or differ from TBARTA s current mission statement. Brad Miller replied that the TBARTA Board has adopted a mission statement since TBARTA was reconstituted back in 2017 to advance the regional transit plan. Mr. Case commented that the presentation is generally consistent with the guiding principles of the TBARTA mission statement. Commissioner Benac commented that there was a struggle with the mission of TBARTA due to limited funding. She asked for FDOT s views on advancing the Regional Transit Feasibility Plan (RTFP) and if it makes sense to expand if there is already funding in place. Secretary David Gwynn replied that the 2017 legislative appropriation was more descriptive and less than what was hoped due to having projects that were not covered by the language in the ask. Mr. Miller commented that tasks needed to develop the RTFP can be funded with federal funds that TBARTA has access to. o Commissioner Long expressed the need of upgrading the TBARTA website and the lack of sufficient social media marketing. She said it s important to dedicate finances to social media and the website upgrade to bring it current and encourage public engagement for the RTFP. Mr. Holton asked if TBARTA can be added to the contract with PSTA with the same vendor that they use to get the website updated. Mr. Case mentioned that TBARTA has already engaged with FKQ and are working on two projects with them. One of them relating to federal funds which will require Board approval due to the threshold amount and the second being the overhaul of the TBARTA website. Mr. Millett asked what web services FKQ provides. Mr. Miller explained that PSTA specifically tasked FKQ to focus their website around social media and that being added on to their contract will save TBARTA money. o Ms. Griffin asked if there is anything that the Policy Committee can meet about. Mr. Holton replied that they can meet about bringing the Hyperloop presentation to the Board. TBARTA Title VI Program, Hugh Pascoe, Pascoe Planning Services, LLC Hugh Pascoe gave a presentation on the TBARTA Title VI Program. The program is a requirement by the Federal Transit Administration (FTA) for Direct Recipient status as well as for any organization that uses FTA funds. This presentation is available online at: o Commissioner Kemp questioned whether the TBARTA Title VI Plan addresses Title VI concerns regionally. She expressed that the Title VI programs require federal funds and suggested that the Board move to have the MPO Study report a comparison between all three counties and possibly propose a merger. Cliff Manuel moved to move forward with the updated MPO Study report reflecting the comparisons of all three counties to the next Board meeting for review of the Board. Commissioner Long seconded. PASSED Cliff Manuel moved to approve the TBARTA Title VI Plan for submission to FTA. Mayor Kriseman seconded. PASSED Interim Executive Director s Report Michael Case gave a report on TBARTA s monthly accomplishments. He said the Tampa Bay Transit Forum was a successful event with over 340 people in attendance including county commissioners, Senator Bill Galvano, and other House representatives, as well as members of the general public and media. He mentioned the RTFP survey that will be live on the Transit Forum website until August 15, 2018, to solicit feedback on how to develop BRT into a robust transit system. Mr. Case also mentioned that the TBARTA Vanpool program is now at 125 vanpools in service compared to last year having only 110. The shows progress for the program and its impact on the region. Hillsborough County has approved its allocation of local funds. The MPO Regional Coordination Study is conducting a major workshop on August 27, 2018, to go over all the consultant research that has been done to date, as well as review affordable concepts TBARTA Board Meeting Minutes, August 3, 2018 Page 4 of 5

72 o o o for the MPOs to consider. The workshop encourages participation and feedback with 100 people in attendance. Commissioner Kemp asked if there is anywhere on the survey where people can put their comments regarding the MPO Study. Mr. Case said there is a general comments section in the survey. Commissioner Benac asked Secretary L.K. Nandam if there has been any progress in expanding the Vanpool program into Manatee County. Secretary Nandam replied that District One is currently looking into it and in the process of hiring a commuter services consultant. Mr. Holton asked Secretary Gwynn for an update on the status of the RTFP. Secretary Gwynn replied the FDOT is currently working with Jacobs on the catalyst project and they have found that there is a possible challenge with ridership since the cost per rider is limited. He mentioned the main reason to leverage the highway funding on the interstate system is because dedicated lanes can escalate the cost of the project that will not leave an option for federal funding. Secretary Gwynn said they will looking at express lanes that can better serve a bus and look into state and local funds to cover costs. He said there will be more opportunities that can be considered once the PD&E study is conducted. Adjournment 11:31 am TBARTA Board Meeting Minutes, August 3, 2018 Page 5 of 5

73 Hillsborough Transit Authority Board of Directors Meeting September 10, 2018 REPORTS FROM HART BOARD REPRESENTATIVES Metropolitan Planning Organization July 31, 2018 The attachment summarizes activities of the Metropolitan Planning Organization (MPO) during their July 31, 2018 Board of Directors meeting. Attachment: Summary of July 31, 2018 MPO Meeting 7-2

74 ATTACHMENT MPO Board Meeting Summary Tuesday, July 31, 2018 CALL TO ORDER, PLEDGE OF ALLEGIANCE & INVOCATION Chairman Les Miller called the meeting to order at 9:00 a.m. Commissioner Stacy White led the pledge of allegiance and gave the invocation. The meeting was convened on the 26th floor of the County Center. APPROVAL OF MINUTES June 12, 2018 A motion was made by Councilman Guido Maniscalco to approve the June minutes as presented. The motion was seconded by Councilman Harry Cohen and carried unanimously. PUBLIC COMMENT Mr. Chris Vela advocated for removing the downtown interchange, and commented on traffic counts, average daily traffic and redistributing traffic. Mr. Jim Davison provided a handout and described his alternative transportation revenue plan that would not involve raising taxes. He spoke against tearing down I-275 and making a boulevard out of it. Ms. Sharon Calvert invited members to attend a Transportation Solutions in Tampa Bay event, hosted by the American Dream Coalition, being held on August 4 th from 9:30 a.m. to 3:00 p.m. at the Holiday Inn located at 3535 Ulmerton Road in Clearwater. COMMITTEE REPORTS, ONLINE COMMENTS Ms. Gena Torres, MPO Staff, presented the committee reports. Committees approved and forwarded to the MPO Board the committee appointments provided on the Consent Agenda. The Technical Advisory, Livable Roadways, and School Transportation Working Group acted on FDOT s West Busch Blvd. Corridor study at their June meetings. The Citizens Advisory, Bicycle/Pedestrian Advisory, and Transportation Disadvantaged committees are scheduled to discuss the study at their August meetings, after which comments will be consolidated into a letter for the Board s consideration at the September 5 th meeting. The Citizens Advisory received an update on recent changes to TBARTA s mission and structure. Members had reservations about TBARTA s effectiveness, due to the absence of a funding source dedicated to regional transit; they also discussed the lack of MPO representation on TBARTA s CAC. The BPAC held a retreat in July; Councilman Maniscalco was in attendance. Several ideas for future action were generated. MPO Meeting of July 31, 2018 Page 1

75 The Transportation Disadvantaged Coordinating Board (TDCB) discussed a proposed Tri-County Regional Pilot Project to provide door-to-door life-sustaining trips across Pasco, Pinellas and Hillsborough county lines. They will meet on August 16 th with the Pasco and Pinellas Transportation Disadvantaged Coordinating Boards for further discussion. The TDCB also approved the annual update of the Transportation Disadvantaged Service Plan. The TBARTA MPO Chairs Coordinating Committee reviewed and approved an annual update to the regional priority lists for Multi-Use Trails and the Transportation Regional Incentive Program. Hillsborough County s project to improve the I-75/Big Bend Road interchange was approved as #2 for a TRIP Grant, and a new County project was added to the candidate list: intersection improvements on Brandon Boulevard to improve safety and traffic flow. Candidate projects on the trails priority list include portions of the South Tampa Greenway, Tampa Bypass Canal Trail, and South Coast Greenway. The CCC also met with the MPO Chairs of the Central Florida Alliance and heard presentations on: o o o Economic development initiatives by the Tampa Bay Partnership and Orlando Economic Partnership New magnetic levitation technologies with applicability to inter-city travel A panel discussion on Connecting the Markets, with Commissioner Murman The CCC and Central Florida Alliance jointly approved a resolution supporting preservation of the transit envelope in the I-4 corridor. Ms. Torres provided a summary of all comments that were received from citizens. Board members were provided copies of all comments in full in their meeting folders. No Facebook comments were received. There were no questions following the committee reports and online comments provided by Ms. Torres. CONSENT AGENDA A. Committee Appointments B. USF Fellowship Contract Renewal A motion was made by Commissioner Murman to approve the Consent Agenda. The motion was seconded by Councilman Maniscalco and carried unanimously. ACTION ITEMS A. MPO School Safety Study and Top 10 Report Ms. Lisa Silva, MPO Staff introduced the agenda item of a study conducted on multimodal safety and walk/bike access reviews aimed at identifying opportunities to improve safety for students in Hillsborough County. Mr. Chris Keller with Tindale Oliver noted the study was completed in two phases and provided information on potential enhancements and ongoing efforts. Mr. Matt Weaver with Element Engineering Group provided a list of recommended enhancements to roads in the top ten school areas for consideration. The next step is implementation with agencies cooperating through the School Transportation Working Group. The cost estimate for short-term, mid-term, and long-term recommendations was $12M. Following the presentation, members inquired about a recommended midblock crossing; kids riding bikes to school; timed signals; Charter Schools crossings and sidewalks; decreasing speed limit on Busch Blvd. and flashing lights. Mr. Weaver noted that some of the issues that Board members expressed concerns about are being addressed. MPO Meeting of July 31, 2018 Page 2

76 A motion was made by Councilman Maniscalco to approve the School Safety Study. The motion was seconded by Commissioner Pat Kemp and carried unanimously. B. Plan Hillsborough Strategic Plan Resolution of Support Ms. Beth Alden, MPO Executive Director, provided an overview of the Strategic Plan for Plan Hillsborough, the agency which provides staff support to the Hillsborough County City-County Planning Commission, the Hillsborough Metropolitan Planning Organization, and the Hillsborough River Interlocal Planning Board. The River Board has passed a resolution of support, and the MPO is invited to do so as well, prior to the Planning Commission considering adoption of the plan. Following the presentation, Mr. Mechanik wanted to know how the gap will be bridged for recommendations on land use decisions and transportation decisions? Ms. Alden stated this is why it makes sense for the MPO to be housed with the Planning Commission, because the Planning Commission s land use planners are in touch with local government development review decisions on a day to day basis, and it is easy for the transportation team to stay coordinated with the land use team. A motion was made by Commissioner Kemp to approve the Plan Hillsborough Strategic Plan, resolution, and letter. The motion was seconded by Councilman Maniscalco and carried unanimously. STATUS REPORTS A. Bus Rapid Transit (BRT) Topics & Emerging Technology Mr. Robert Bertini, Director of USF s Center for Urban Transportation Research (CUTR), and Mr. Dennis Hinebaugh, CUTR s Transit Research Program Director presented information on the peer review process, BRT and emerging technology. Commissioner Kemp inquired about controlled street level corridors, dedicated corridors, buses on shoulders, managed lanes, and elevated lanes for BRT. B. Transit in Florida s Managed Lanes Ms. Jennifer Fortunas, FDOT s State Managed Lane Engineer, provided information on FDOT s Policy and Planning Guidelines for buses in express lanes and the department s role in express bus planning. In addition, she stated that park-and-ride lots are important to making the bus rapid transit successful on I- 95. Multiple agencies must work together and there s no one solution to the congestion problem in the region. Following the presentation, Commissioner Kemp inquired about the types of managed lanes. She noted that Hillsborough County is the only place in the country that is not allowing for HOV Lanes. C. Travel Markets in Tampa Bay and TBARTA s Evolving Role This item was deferred. EXECUTIVE DIRECTOR S REPORT Beth Alden provided the Executive Director s report. MPO Meeting of July 31, 2018 Page 3

77 The ItsTimeTampaBay.org website is live and is seeking input on three very different transportation and growth scenarios. Everyone is encouraged to look at the website. The online survey will be available until September 30 th. Staff has participated in two grant applications. The Quarterly Report was provided in Board member s folders. On August 27 th the regional workshop on the potential merger of the MPOs will take place at the Collaborative Labs at St. Petersburg College, located at th Street North in Clearwater. Doors will open at 9:00 a.m. and the workshop will take place from 10:00 a.m. until 4:00 p.m. Over the next few weeks, staff will receive information on a potential national conference highlighting road safety. Ms. Alden introduced new hire, Vishaka Shiva Raman. Ms. Raman previously worked with FDOT District 1 as a Complete Streets Planner and is one of the MPO s former USF Fellows. OLD & NEW BUSINESS The next Board meeting will be held on Wednesday, September 5 th on the 2 nd floor of the County Center. The Tampa Bay Transportation Management Area Leadership Group meeting will take place on Friday, September 7 th at 9:30 at the FDOT District 7 office, located at North McKinley Drive. ADJOURNMENT A quorum was maintained for the duration of the meeting. There being no further business, the meeting adjourned at 10:30 a.m. MPO Meeting of July 31, 2018 Page 4

78 Hillsborough Transit Authority Regular Board Meeting September 10, 2018 STATUS REPORT ~ FINANCIAL HIGHLIGHTS Period Ending July 31, 2018 Key Information Points: We are 83% through the Fiscal Year with our target to trend as closely to that as possible with expenditures; Year to date operating expenses are at 88% of the annual budget Key Takeaways: Revenues are ahead of target due receipt of $2.3 million County funds and timing of Ad Valorem receipts; Projected savings from implementation of Mission Max service redesign are trending less than expected, primarily due to parts and supplies and bus stop maintenance. Also, new service was implemented ($2.3 million County funded), which contributes to the increase in Operator personnel services; Operational Contract Services is at 86% which is running slightly ahead due to timing of payments 8-1

79 Hillsborough Transit Authority Regular Board Meeting September 10, 2018 All Mode Major Revenues Fiscal Year 2018 Fiscal Year 2017 % of Budget % of Budget Annual YTD Budget to collected Annual YTD collected Budget Actual Actual to date Budget Actual to date Operating Revenues: Total Fare (Cash) Revenues $3,462,602 $2,588,388 ($874,214) 75% $4,717,010 $3,252,943 69% Total Pass Revenues 10,418,155 7,803,267 (2,614,888) 75% 12,614,728 8,577,928 68% Advertising Income 828, ,198 (156,169) 81% 755, , % Interest Income 80, , , % 84, , % Other Income 774, ,942 (83,388) 89% 476, ,672 95% Ad Valorem 40,112,746 40,695, , % 34,788,573 37,514, % Federal Operating Grants 11,411, ,387 (10,746,221) 6% 12,342,000 10,291,881 83% State Operating Grants 5,379,360 4,586,535 (792,825) 85% 5,827,256 5,267,511 90% Local Operating Contributions 650,000 2,909,170 2,259, % 650, ,004 92% Tampa Historic Streetcar, Inc. 633, ,808 (100,920) 84% 458, , % Fund Balance - Operating (3,183,506) 0 3,183,506 0% 0 0 0% Total Operating Revenues $70,567,390 $61,392,536 ($9,174,854) 87% $72,715,363 $67,326,479 93% All Mode Major Expenses Fiscal Year 2018 Fiscal Year 2017 % of Budget % of Budget Annual YTD Budget to expended Annual YTD expended Budget Actual Actual to date Budget Actual to date Operating Expenses: Salaries and Wages $36,399,248 $32,777,949 ($3,621,299) 90% $36,735,562 $34,491,657 94% Fringe Benefits 13,059,708 11,376,984 (1,682,724) 87% 10,529,491 $12,308, % Fuel and Oil 3,324,951 3,303,262 (21,689) 99% 5,199,962 3,184,003 61% Parts and Supplies 3,504,584 3,490,015 (14,569) 100% 4,720,991 3,073,790 65% Operational Contract Services 4,925,243 4,243,258 (681,985) 86% 4,600,701 3,709,910 81% Administrative Contract Services 1,612,533 1,173,588 (438,945) 73% 1,882, ,078 47% Legal Services 690, ,993 (443,912) 36% 610, ,004 40% Marketing and Printing 533, ,262 (269,673) 49% 691, ,730 50% Insurance Costs 3,447,475 2,461,193 (986,282) 71% 3,042,804 1,019,960 34% Utilities 1,061, ,670 (295,475) 72% 1,010, ,415 88% Taxes and Fees 145,351 92,015 (53,336) 63% 229, ,963 57% Other Expenses 2,007,663 1,566,171 (441,492) 78% 3,461,656 2,499,921 72% Total Operating Expenses $70,567,390 $61,761,360 ($8,806,030) 88% $72,715,363 $62,774,046 86% 8-2

80 Hillsborough Transit Authority Regular Board Meeting September 10, 2018 Cash in the Bank Overview HART s cash is managed in two accounts; for the primary account HART utilizes the State of Florida s local government investment pool, Florida PRIME, as its primary source of cash holdings. Considered low-risk and conservative in its investment strategy, Florida PRIME allows HART to attain a higher yield compared to that of a typical bank cash-flow concentration account. The second account is a concentration account at Bank of America for receiving deposits and managing Payroll and Accounts Payable disbursements. The graphic below depicts the cash on hand as of the day listed, as it is fluid and changes day to day. CASH ON HAND (as of 7/31/18) Account Total Bank of America $ 2, Florida Community Bank $ 1,736, SBOA $ 10,155, Total $ 11,894, CURRENT CASH BALANCE $ 11,894, $35,000, $30,000, $25,000, $20,000, $15,000, $10,000, $5,000, $- HART Monthly Cash Flow Prepared by: Joan Brown, Director of Financial Operations Approved by: Jeffrey C. Seward, Interim Chief Executive Officer 8-3