R E G U L A R B O A R D O F D I R E C T O R S M E E T I N G 4, 2017, 9:00 AM

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1 REGULAR BOARD OF DIRECTORS MEETING Monday, December 4, 2017, 9:00 AM Florida Conference Room HART Administrative Office 1201 East 7 th Avenue, Tampa FL Information not viewable is available upon request - phone: or petitl@gohart.org TAB AGENDA CALL TO ORDER AND PLEDGE OF ALLEGIANCE 1. APPROVAL OF MINUTES a. Regular Board of Directors Meeting Minutes ~ November 6, PUBLIC INPUT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) 2. APPROVAL OF CONSENT AGENDA Finance and Audit Committee met on November 13, 2017 and recommended approval of the following items to the full HART Board of Directors: a. Resolution #R ~ Authorize the Chief Executive Officer to Award a Contract for Third Party Administration (TPA) Services for Risk Management Workers Compensation Claims Handling to Commercial Risk Management, Inc. in an Amount Not-to-Exceed $274,010 (Five-Year Contractual Period; Three-Year Base, with Two One-Year Options) Kenyatta Lee, Chief Administrative Officer Overview: HART s current contract for TPA Services for Risk Management workers compensation claims handling with Commercial Risk Management, Inc. will expire on February 11, The Authority is seeking TPA services to minimize financial exposure by analyzing the details of potential liabilities and developing an action plan to bring claims to an acceptable resolution. b. Resolution #R ~ Approval of Revisions to HART Board Policies: Section 200 Public Access and Information; 210 Meetings; 210 (3(e)) Conduct of Meetings and 210 (4 (c)) Public Participation and Comment David Smith, HART General Counsel Overview: These revisions are intended to update policies to reflect current practices and meet operational and legal requirements. c. Resolution #R ~ Authorize the Chief Executive Officer to Execute the Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project between HART and Pasco County Jeffrey Seward, Chief Financial Officer Overview: The Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project outlines the responsibilities and requirements of HART and Pasco County.

2 Hillsborough Transit Authority Board of Directors Meeting Agenda December 4, 2017 Page 2 TAB REGULAR MEETING continued 3. CHAIR S REPORT CHIEF EXECUTIVE OFFICER S REPORT GENERAL COUNSEL S REPORT a. Report from Executive Committee/ Transition Committee with Recommendations... verbal b. Election of HART Board Officers HART BOARD COMMITTEE REPORTS a. Finance and Audit Committee Meeting ~ November 13, REPORTS FROM HART BOARD REPRESENTATIVES a. Tampa Historic Streetcar, Inc. Board of Directors b. Metropolitan Planning Organization Board of Directors STATUS REPORTS a. Financial Highlights b. Ridership and Productivity PUBLIC INPUT REGARDING GENERAL CONCERNS (3 MINUTES PER SPEAKER) OLD BUSINESS NEW BUSINESS BOARD MEMBERS COMMENTS 7. MONTHLY INFORMATION REPORTS a. Procurement and Contracts Administration b. Marketing Services c. Community Programs d. Maintenance Activities e. Operations Activities f. Administrative Division ADJOURNMENT THE HART BOARD PACKET IS AVAILABLE ONLINE AT

3 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 Board Members Present (11) Staff Present Bryan L. Crino Danielle Arthur Councilmember Cheri S. Donohue Brooke Basquit Adam Harden Gregory Brackin Commissioner Pat Kemp Joan Brown Marvin Knight Christina Buchanan David Mechanik Alvin Burns C. John Melendez III Sylvia Berrien Commissioner Lesley Les Miller Christopher Cochran Commissioner Sandra Murman Lynda Crescentini Kathleen Shanahan Katharine Eagan Councilman Mike Suarez Steve Feigenbaum James Fetzer Kenyatta Lee Board Members Absent (2) Sandra Morrison Richard A. McClain Colin Mulloy Commissioner Stacy White Lena Petit Phillip St. Pierre Ruthie Reyes Burckard Steve Rosenstock Jeff Seward Phillip St. Pierre Cyndy Zambella Sign-in sheets are attached. CALL TO ORDER 1-1 Others Present David Smith, GrayRobinson Eddie Adams Jr. Wallace Bowers Janice Butler Gary Cloyd, Transit Advocate Mickey Jacob Suzie Q. James Karen C. Jaroch Caitlin Johnson, TBT Miranda Kilby Marion Gwidzala Paulo Martinez Sherrill O Brian Lisa Putnal Cesar Rivera Merry Schoch Jeannette Torres The meeting was called to order at 9:02 a.m. by Chair Lesley Les Miller.

4 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 PLEDGE OF ALLEGIANCE Pledge of Allegiance followed. APPROVAL OF MINUTES Director Donohue moved and Director Shanahan seconded approval of the September 18, 2017 Regular Board of Director meeting minutes. All Board members present voted aye. The motion carried unanimously. Director Shanahan moved and Director Donohue seconded approval of the September 25, 2017 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. Director Murman arrived at 9:04 a.m. RECOGNITION Ms. Eagan and Chair Miller recognized Wallace Bowers, Mickey Jacob, and Karen Jaroch for their service to the HART Board and their many accomplishments during their terms. Mr. Bowers thanked the Board and agency for their hard work and is looking forward to seeing them conquering the challenges still facing local transportation. Mr. Jacob thanked staff and the Board for their dedication and stated that in his new role as the Chair of the Downtown Partnership, he will still be vocal in the community for transportation. Director Suarez arrived at 9:05 a.m. Ms. Jaroch stated she is grateful for the time she was able to serve on the Board and work with the amazing staff of HART. She commented that she is disappointed as she thought the Board has seven slots for unincorporated Hillsborough County and she does not agree that the current makeup of the membership reflects Hillsborough County population. Ms. Jaroch reminded the Board of Senator Brandes s speech at the June 2016 Board meeting and encouraged HART to continue looking toward the future and embrace innovation and new technology. Director Melendez arrived at 9:12 a.m. Director Suarez thanked Mr. Bowers for his service and said he appreciated that Mr. Bowers has always been a voice for the people of Hillsborough County. He recognized Mr. Jacob for his passion for transportation and how he is always exploring ways that it can be expanded in the future. Director Suarez thanked Ms. Jaroch for her in-depth research and dedication to transportation in general. and HART as an organization. 1-2

5 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 WELCOME OF NEW BOARD MEMBERS Chair Miller and Ms. Eagan introduced Adam Harden, Marvin Knight, and David Mechanik as the new Board members. PROCLAMATION Veterans Day Recognition Kenyatta Lee, Chief Administrative Officer, read a Proclamation honoring HART employees who are current or past members of the military. Director Suarez moved and Director Murman seconded a motion accepting the Proclamation honoring HART employees who are or were members of the military. All Board members present voted aye. The motion carried unanimously. Chair Miller thanked all veterans for their service. ELECTIONS OF HART BOARD VICE CHAIR, MPO REPRESENTATIVE, AND THS REPRESENTATIVE AND APPOINTMENTS TO COMMITTEE VACANCIES Vice Chair David Smith, HART General Counsel, reported that he was notified by Director McClain of his interest in serving in the position of Vice Chair if he were to be nominated. Director Murman moved and Director Kemp seconded a motion nominating Director McClain for the position of Vice Chair. All Board members present voted aye. The motion carried unanimously. Metropolitan Planning Organization - Member Director Murman moved and Director Kemp seconded a motion nominating Director Mechanik as HART Board Representative to the Metropolitan Planning Organization Board of Directors. All Board members present voted aye. The motion carried unanimously. Tampa Historic Streetcar, Inc. Member (Two Vacancies) Director Shanahan nominated Director Mechanik and Director Kemp nominated Harden as HART Board Representatives to the Tampa Historic Streetcar, Inc. Board of Directors. All Board members present voted aye. The motion carried unanimously. The HART Board Chair will be requested to make temporary appointments to the vacancies on the HART Board Committees - Finance and Audit Committee 3 members - Legislative and Strategic Planning Committee 3 members APPROVAL OF CONSENT AGENDA Director Shanahan moved and Director Murman seconded a motion to approve the Consent Agenda. All Board Members present voted aye. The motion passed unanimously. 1-3

6 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 ACTION ITEMS NOT REVIEWED BY HART BOARD COMMITTEES Resolution #R Authorizing the Chief Executive Officer to Submit Grant Applications and Supporting Documents and Assurances to the Florida Department of Transportation, and to Accept a Grant Award from the Florida Department of Transportation for HARTPlus Taxi Voucher Program Operating Funds and Capital Funds to Purchase Paratransit Vehicles Under the Section Enhanced Mobility of Seniors and Individuals with Disabilities Program; and to Conduct a Related Public Hearing Director Mechanik confirmed that HART and the state will pay 10% each and federal funding will pay for the rest. Ms. Ruthie Reyes Burckard, Chief Operating Officer, explained that the operating cost would be $400,000 and a request for funding with a 50/50 match will be made; however, there is an additional $500,000 in capital costs which would make the break down 80/10/10 federal, state, and HART respectively. Director Shanahan asked if the intent is to continue with only taxis, or if there will be the opportunity to incorporate additional transit choices. Ms. Reyes Burckard explained that HART will go out for the service in March and additional providers will be explored. Ms. Eagan introduced Chris Cochran, Manager of Planning, and stated that he has a strong working relationship with rideshare providers Uber and Lyft. Director Suarez asked if it is possible to write the RFP in such a way that it focuses on competition amongst providers by compensating based on performance as opposed to only having one provider. Ms. Reyes Burckard stated that having more than one provider is being explored. Director Shanahan moved and Director Murman seconded a motion to approve Resolution #R Authorizing the Chief Executive Officer to Submit Grant Applications and Supporting Documents and Assurances to the Florida Department of Transportation, and to Accept a Grant Award from the Florida Department of Transportation for HARTPlus Taxi Voucher Program Operating Funds and Capital Funds to Purchase Paratransit Vehicles Under the Section Enhanced Mobility of Seniors and Individuals with Disabilities Program; and to Conduct a Related Public Hearing. All Board Members present voted aye. The motion passed unanimously. CHAIR S REPORT Chair Miller had no report. CHIEF EXECUTIVE OFFICER S REPORT Ms. Eagan asked for a moment of silence for Seminole Heights victims. 1-4

7 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 Ms. Eagan reported that HART has been active in Seminole Heights and staff is cooperating closely with Tampa Police Department. Ms. Eagan commented that Mission MAX was implemented a month ago, and noted that this was the first time she has enacted a major change with social media. She stated that there were many concerns voiced and that staff is seeking to mitigate some with county funding. Ms. Eagan reminded the Board that the unveiling of the AV prototype will be the following week at 8:00 a.m. and the vehicle will be in service for the NHL All-star games in January. She stated that one goal on the Success Plan is to allocate $3 million into reserves which will help to ensure that HART will be able to provide robust service to support economic development. Interlocal agreement between HART and Hillsborough County for the provision of transit service within the HART service area Ms. Eagan reported that HART is working with county staff and the intention is to complete discussions in November so changes can be implemented by the end of January. She reviewed the proposed changes that could be implemented with the County funding and asked the Board to make recommendations on potential improvements to the proposed plan for funding as well as prioritization for FY2019. Chair Miller recognized planning staff s hard work over the last few months on Mission MAX and Hurricane Irma, as well as the issues arising from the situation in Seminole Heights. Director Murman asked Ms. Eagan if this proposed list will also be provided to the County. Ms. Eagan stated that she is asking the Board for direction on any revisions or to submit the list as is and let the County respond with revisions. Director Murman suggested sending the proposal, let the County make revisions, and the Board can approve the final list. She advised that there are several opportunities to implement some circulator services which will help build ridership in areas that do not currently have much service. Director Murman advised looking into public-private partnerships for operation. Director Murman moved and Director Shanahan seconded a motion to approve staff s proposed service changes and allow staff to provide the proposal to the County Commission for approval. Director Donohue inquired whether there is a prioritization to the projects. Ms. Eagan stated that the list is provided in order of priority. She clarified that numbers 3, 4, 5 and 9 as well as some portions of 8 are parts of the TDP to be implemented in FY2019. Director Kemp asked if service to the airport will continue. Ms. Eagan responded affirmatively. Director Kemp agreed that the airport should be required to fund their portion of the service. She commented that she resided in Seminole Heights for several years and is considering what the critical needs are, such as a robust bus service or a shuttle on the weekend, and noted that some needs could be privatized or overseen by HART rather than using HART resources. Director Kemp mentioned that 1-5

8 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 Ruskin is considering establishing transportation and they may be in the process of purchasing buses, although she is not sure of the business plan or how it will be accomplished. Ms. Eagan reported that she was discussing the situation with County staff the week prior and recommended a lease as a purchase has a five-year requirement in case the area would be better served with a different type of service. She added that HART will continue working with County staff. Director Kemp indicated that she has other concerns about the business plan and whether the TBARTA van pool program may be a better option. Ms. Eagan stated that a contract modification may be possible, or a shuttle from a USAA location could also meet the needs. Director Kemp agreed that the plan needs more work in design and funding and her concern is that there are other greater needs that exist and it is important to maximize all available funding. Director Shanahan commented that the Pinellas County Commission voted to allocate funding for the transportation issues and urged Hillsborough County Commission to consider using travel and tourism dollars to assist with transportation. Chair Miller stated that there is some caution regarding Representative Corcoran, Speaker of the House, and his views on tourism funding. Director Shanahan suggested that Rep Corcoran will view using resources from travel and tourism as a creative way to address the issues since there is a tremendous amount of money from the Travel and Tourism Agency and Hillsborough County has several challenges for transportation. She added that many tourists rely on public transportation when they travel. Chair Miller stated that this is a conversation that had already begun with Visit Tampa Bay and he agrees with resuming the discussion. Director Murman observed that all funding streams are part of the big picture of funding the needs of the community and suggested continuing to consider van pools and shopper shuttles operated or funded through public-private partnerships as opportunities for HART at a low cost to serve the community and build ridership. Director Kemp commented that Pinellas has more tourist funding than Hillsborough and noted that she looked at the bill and although it mentions transportation and infrastructure, it does not say transit. She agrees, however, that funding should be coming from all available resources. Chair Miller called a vote on the motion by Directors Murman and Shanahan. All Board Members present voted aye. The motion passed unanimously. Ms. Eagan reminded the Board that the Finance and Audit Committee meeting date was moved from November 20 to November

9 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 GENERAL COUNSEL S REPORT General Counsel David Smith discussed potential modifications to the current HART Board policies. I. 200 Public Access and Information; 210 Meetings; 210 (3(e)) Conduct of Meetings and 210 (4 (c)) Public Participation and Comment. Director Shanahan asked if the public would be asked to provide their address. Mr. Smith stated that it would be prudent to provide an address if requesting information as it is easier to provide the information electronically. Director Melendez inquired if it would be advisable to include the town or city of residence. Mr. Smith indicated that it would not be necessary as there are no residency requirements. Director Murman moved and Director Kemp seconded a motion to delete the address and make the names consistent. Director Murman clarified that the recommendation is to only require a name. Mr. Smith responded affirmatively. Director Donohue stated that she uses the addresses as a means to follow-up on concerns and advised the public that if they do not provide her with contact information, she will not be able to do so and it will be the concerned citizen s responsibility to reach out to her. Director Donohue noted that she would not have known about the issues with Mission MAX if citizens had not contacted her and she would not have been able to follow up. She emphasized the importance of reaching out with concerns and that she is available to meet individually to address any of those concerns. Smith added that the public is welcome to leave contact information; however, it will not be required. All Board members present voted aye. The motion carried unanimously. STATUS REPORTS Chair Miller referred the Board members to the materials in the packet. PUBLIC INPUT Gary Cloyd, Transportation Advocate, acknowledged that there was some uncertainty in the months leading up to Mission MAX and stated that the system is working better than some anticipated. He observed that over the next two to three years, Mission MAX will support business development, relieve traffic, connect employers and employees, and provide a transportation lifeline for those who cannot drive and commends staff for their dedication. Marion Gwidzala reported that this concern was previously discussed with Greg Brackin, Director of Operations Support-ADA Officer; however, wanted to also have it in the Board record. He stated that for both public and private entities, accessibility is overlooked in planning and there continue to be issues 1-7

10 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 with paratransit services. Mr. Gwidzala reported that there are still concerns with Yellow Cab drivers not transporting HARTPlus customers and it is not unusual to wait up to 2 hours for a cab. He encourages the Board to modify policies and procedures to take corrective action on this aspect as well as allowing service animals. Suzie Q. James stated that she is speaking on behalf of north Hillsborough County which had service reduced on Route 33 and Route 1 during Mission MAX. She reported that the community in north county has the lowest income in Tampa and the buses that serve those in the area who are veterans or have medical or mental health concerns. Ms. James reported that there were observations of only a single rider on the route and pointed out that the one person is going to work to support their family, or the store to buy food for their children. Ms. Eagan thanked Ms. James for coming to speak to the Board and asked her to further discuss the situation with Ms. Reyes Burckard and Mr. Brackin. Director Kemp confirmed that the routes in question were 1 and 33 and asked whether there was a reduction in service. Ms. Eagan explained that the areas north of Fletcher were affected. Director Shanahan referred to Mr. Gwidzala s comments and indicated that patrons should be encouraged to call HART and report if there are issues with pick-up times and processes. She noted that what is being reported by patrons and what is reported by Yellow Cab are not lining up. Mr. Brackin stated that he has had several meetings with Yellow Cab and addressed the issues that have been brought to staff s attention. He added that for the new solicitation, the contract will have some dramatic changes to include penalties for late trips. Mr. Brackin explained that there were not enough qualified bidders during the last solicitation; however, this solicitation is expected to garner interest from additional organizations which will allow for multiple vendors providing the service. Ms. Eagan confirmed that patrons can call HART to ensure that complaints come directly to staff. Janice Butler indicated that the service is significantly better in some areas, but there are continuing issues in Brandon, specifically with Routes 37 and 46 as the timing and frequency means that a patron will need to wait an hour for Route 46 if Route 37 is late. Ms. Butler stated that Route 37 is always late and a 40-minute trip now takes almost two hours. She stated that she came to the meeting in a HARTPlus van this morning and the driver was 25 minutes past the pick-up window and he reported that there are over 600 HARTPlus patrons and not enough van operators to accommodate the service needs. Ms. Butler reported that she took Yellow Cab recently and there were no negative reactions to her service animal although he did take a few minutes after dropping her off to clean up his vehicle, but he did not appear to be upset by it. Director Murman suggested implementing some form of secret shopper once a quarter to monitor the vendors. Merry Schoch agreed with Ms. Butler s comments regarding Route 46. She thanked staff for continuing to meet with her and her husband in Brandon to support the community. Ms. Schoch commented that the HyperLINK app is not accessible for individuals who are blind and that there are also continued 1-8

11 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 issues with the ADA announcements on the bus. She reported that she as a member of the National Federation of the Blind she works with various businesses and organizations to build accessibility into the first iterations of apps and websites as it is more cost-effective to do so in the beginning than to modify in the future. Ms. Schoch commented that the seatbelts on the HARTPlus vans are horrendous as they are very loose and she feels it is a safety hazard. She added that if Uber/Lyft are included as vendors in the new paratransit voucher program contract, that staff will need to ensure that wheelchairs can be accommodated. A customer who did not identify herself reported that HARTPlus consistently arrives late and when she calls, the reason given is either traffic and/or high volume of patrons. She indicated that recurring late arrivals is an issue that needs to be rectified. The speaker added that both HARTPlus and Yellow Cab drivers have difficulty finding her building and drop her off in the wrong place. Director Kemp inquired whether it is possible to track every van trip for on-time performance. Ms. Eagan reported that there are over one million data points collected daily and that staff will bring back a more detailed presentation to a Committee meeting. She explained that 80% of van trips are tracked within the 30-minute pickup window and 90% for drop-off times. Ms. Eagan stated that comments about punctuality are taken seriously and that call-takers should not lay blame. She commented that the cab service is so important as HART is legally obligated to accept paratransit trips regardless of how many other trips are scheduled, and the cab service offers more flexibility for patrons. Ms. Eagan added that Mission MAX did not remove paratransit vans or services. Director Kemp indicated that she supports transforming the network to a grid system; however, some benefit is lost if patrons need to transfer several times during their trip as one late arrival can add up to an hour of travel time. She added that she was interested in the comments regarding the HyperLINK app not being ADA compliant and asked if there is a resolution. Mr. Brackin reported that the contractor was contacted after Mr. Gwidzala addressed this concern with staff. He stated that they are now working on the app as well as their own website now that the concern regarding ADA compliance has been brought to their attention. Ms. Eagan added that HyperLINK was a two-year pilot and when the contract is solicited next year, the requirement will be that the technology is fully accessible at implementation. Director Kemp asked about safety inspections in reference to the seatbelt concerns. Mr. Brackin explained that operators do a pre-trip inspection every day and there is preventative maintenance based on mileage. He stated that he will discuss further with the Director of Maintenance. Director Suarez inquired whether there is access to GPS tracking in the cabs to assist with solving the timing issues. Ms. Eagan responded affirmatively. Director Suarez noted that there have been several complaints from regular riders about distance, time, and locations and would like staff to access and use that information to ensure that the vendors are not permitting negative performance. 1-9

12 Hillsborough Transit Authority Regular Board of Directors Meeting November 6, 2017 Director Murman observed that ridership has continued to decrease and asked if there are any campaigns to increase ridership being developed. Ms. Eagan reported that the marketing firm is working on developing campaigns for new routes. She added that planning staff is coordinating with finance staff to ensure that the revenue is remaining constant as overall low ridership could also be an indication that the customers are able to travel to their destinations more quickly. Director Murman asked staff to bring back reports. Ms. Eagan responded affirmatively. Director Kemp commented that numbers were especially low in September due to Hurricane Irma and noted that there were two routes that had decreases of under 1% and asked if increases on routes was due to Mission MAX combining two or more routes. Ms. Eagan explained that the reports are from September and reflects Hurricane Irma; however, Mission MAX impacts were not included due to October data not yet being available. She added that October information will be included in the December packet. NEW BUSINESS There was no new business. OLD BUSINESS There was no old business. ADJOURNMENT The meeting adjourned at 10:40 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 1-10

13 PUBLIC COMMENT REGULAR BOARD OF DIRECTORS MEETING NOVEMBER 6, 2017 WHEN ADDRESSING THE BOARD, please state your name and NAME CONTACT INFORMATION GENERAL COMMENT Gary Cloyd Transportation Advocate Marion Gwizdalla suzie q james janice butler COMMENT ON AGENDA ITEM

14 PUBLIC COMMENT REGULAR BOARD OF DIRECTORS MEETING NOVEMBER 6, 2017 NAME CONTACT INFORMATION GENERAL COMMENT COMMENT ON AGENDA ITEM

15 NAME STAFF, VISITORS AND MEDIA REGULAR BOARD OF DIRECTORS MEETING NOVEMBER 6, 2017 ADDRESS *If Hart Employee please write Employee PHONE NUMBER Danielle Arthur Employee 6517 Christina Buchanan Employee 6575 Lena Petit Employee 6552 Sylvia Berrien Employee 6625 Steve Feigenbaum Employee 6559 Phillip St Pierre Employee 6560 Gregory Brackin Employee 6314 Marion Gwizdalla 1003 Papaya Merry Schott 1003 Papaya gary cloyd Transportation Advocate Jeannette Torres 3303 North Lakeview #3801 Joan Brown Employee 6580 Jeff Seward THE CFO

16 NAME ADDRESS *If Hart Employee please write Employee PHONE NUMBER Steve Rosenstock HART 6597 Sherrill O'Brian ILEX Street Tampa cyndy zambella hart 6583 lynda crescentini hart 6592 Sandra Morrison HART 3689 paulo martinez rose harbor drive miranda kilby cesar rivera north town court lisa putnal corral court Eddie Adams Jr 9504 Woodland Ridge Drive Caitlin Johnston TBT

17 BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: NOVEMBER 13, 2017 RE: Resolution #R ~ Authorize the Chief Executive Officer to Award a Contract for Third Party Administration (TPA) Services for Risk Management Workers Compensation Claims Handling to Commercial Risk Management, Inc. in an Amount Not-to-Exceed $274,010 (Five-Year Contractual Period; Three-Year Base, with Two One-Year Options) Finance and Audit Committee Meeting of November 13, 2017 Committee Members Present: Committee Member Absent: Chair C. John Melendez, Vice Chair Rich McClain, Directors Commissioner Kemp, Knight, Mechanik and Commissioner White Director Harden Committee Recommendation: The Committee reviewed this action item and voted unanimously to advance it to the full HART Board of Directors at the December 4, 2017 regular Board meeting.. Attachments: I. Resolution #R II. Committee Agenda Report 2-1

18 ATTACHMENT I RESOLUTION NO. #R A RESOLUTION AUTHORIZING THE CHIEF EXECUTIVE OFFICER TO AWARD A CONTRACT FOR THIRD PARTY ADMINISTRATION (TPA) SERVICES FOR RISK MANAGEMENT WORKERS COMPENSATION CLAIMS HANDLING TO COMMERCIAL RISK MANAGEMENT, INC. IN AN AMOUNT NOT-TO-EXCEED $274,010 (FIVE-YEAR CONTRACTUAL PERIOD; THREE-YEAR BASE, WITH TWO ONE-YEAR OPTIONS) WHEREAS, the Hillsborough Transit Authority (HART) requires TPA services for risk management workers compensation claims handling; and WHEREAS, HART issued a Request for Proposal RFP in compliance with HART s procurement policies; and WHEREAS, proposals were received and evaluated in accordance with HART procurement policies and State of Florida statutes; and WHEREAS, prices offered by Commercial Risk Management, Inc. were determined to be fair and reasonable; and WHEREAS, funding for these services is budgeted from general revenues as appropriated in the FY2018 operating budget; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Board of Directors authorizes the Chief Executive Officer to award a contract for Third Party Administration (TPA) services for risk management workers compensation claims handling to Commercial Risk Management, Inc. in an amount not-toexceed $274,010 (five-year contractual period; three-year base, with two one-year options). Section 2. The Chief Executive Officer is authorized to do all things necessary and required in order to implement the purchase of the aforementioned TPA services. 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 DECEMBER 4, 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 2-2

19 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 COMMITTEE ACTION ITEM Authorize the Chief Executive Officer to Award a Contract for Third Party Administration (TPA) Services for Risk Management Workers Compensation Claims Handling to Commercial Risk Management, Inc. in an Amount Not-to-Exceed $274,010 (Five-Year Contractual Period; Three-Year Base, with Two One-Year Options) OVERVIEW HART s current contract for TPA Services for Risk Management workers compensation claims handling with Commercial Risk Management, Inc. will expire on February 11, The Authority is seeking TPA services to minimize financial exposure by analyzing the details of potential liabilities and developing an action plan to bring claims to an acceptable resolution. RECOMMENDATION That the Finance and Audit Committee review the action item authorizing the Chief Executive Officer to award a contract for Third Party Administration (TPA) services for risk management workers compensation claims handling to Commercial Risk Management, Inc. in an amount not-to-exceed $274,010 (five-year contractual period; three-year base, with two one-year options); and advance the recommendation to the full Board of Directors at their December 4, 2017 Regular Board meeting. FINANCIAL IMPACT This contract is currently funded with general revenues as appropriated in the HART FY2018 operating budget. BACKGROUND The HART workers compensation program proactively focuses on reducing medical costs through efficient management of medical claims by working to identify and categorize claims as soon as possible to ensure the employee follows the most appropriate care path, ultimately improving return to work outcomes. HART sought proposals from well qualified and experienced parties to provide TPA services to assist with the self-insured retention program with respect to automobile, general liability, and workers compensation claims handling. The selected TPA will manage the claim adjusting process to ensure tight loss control, adequate claims reserves, cost control, accurate loss payments, and timely communications with claimants. PROCUREMENT CONSIDERATION On August 19, 2017, RFP for Third Party Administration of General, Automobile and Workers Compensation Claim Services was issued in compliance with HART s procurement policies. Multiple awards can be made under this solicitation. The solicitation was posted on HART s website and DemandStar with direct notices sent to 52 firms. The solicitation was accessed from HART s website by 16 firms and/or individuals and from DemandStar by eight firms and/or individuals, for a total of 24 downloads of this solicitation. 2-3

20 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting November 21, 2016 Five proposals were received by the deadline of September 5, 2017, at 10:00 a.m. The proposals were found to be responsive to the solicitation requirements. The proposals were evaluated by an Evaluation Committee of four members from HART Risk Management and Legal departments. The two disciplines, Automobile and General Liability and Workers Compensation Liability were evaluated separately. The evaluation criteria specified below was used to identify the most qualified firm to perform the services. Evaluation factors were weighted 850 points for technical and 150 points for pricing for a total of 1,000 points as follows: Qualifications of the Firm 200 Qualifications of the Staff 200 Work Plan 200 Data Exchanges and Data Management 250 Price 150 The Evaluation Committee met on September 15, 2017 to discuss its evaluation findings and was provided an opportunity for rescoring of proposals based upon discussion of findings by the group. Scores for the firms were as follows: Commercial Risk Management, Inc. Johns Eastern Company, Inc. 2-4 PMA Companies Tristar Risk Management USIS, Inc. TOTAL TECH SCORE (Max Score 850 Points) PRICE (Max Score 150 Points) TOTALS (Tech + Price = 1,000 Points Max) RANKINGS It was determined that oral presentations would be necessary from the two highest ranked firms for clarification purposes only. On October 23, 2017 oral presentations were made by Commercial Risk Management, Inc. and Johns Eastern Company, Inc. Following presentations, the Evaluation Committee was given the opportunity to rescore proposals from the two highest ranked firms. Scores for the firms were as follows: Commercial Risk Management, Inc. Johns Eastern Company, Inc. TOTAL TECH SCORE (Max Score 850 Points) PRICE (Max Score 150 Points)

21 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 TOTALS (Tech + Price = 1,000 Points Max) RANKINGS 1 2 Best and Final Offers (BAFO) were requested of the two firms which resulted in the following final scores: Commercial Risk Management, Inc. Johns Eastern Company, Inc. TOTAL TECH SCORE (Max Score 850 Points) PRICE (Max Score 150 Points) TOTALS (Tech + Price = 1,000 Points Max) RANKINGS 1 2 Prices were determined to be fair and reasonable and in line with the agency s independent cost estimate and other proposals received. Further, as the incumbent, Commercial Risk Management, Inc. has adequately demonstrated that it has the capacity to perform the work and is, therefore, eligible for award. NEXT STEPS Present recommendation by the Finance and Audit Committee to the full HART Board of Directors at the December 4, 2017 regular Board meeting. Prepared by: Diane Randall, Manager of Risk Management Al Burns, Director of Procurement Contract Administration Reviewed by: Kenyatta Lee, Chief Administrative Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer 2-5

22 BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: NOVEMBER 13, 2017 RE: Resolution #R ~ Approval of Revisions to HART Board Policies: Section 200 Public Access and Information; 210 Meetings; 210 (3(e)) Conduct of Meetings and 210 (4 (c)) Public Participation and Comment Finance and Audit Committee Meeting of November 13, 2017 Committee Members Present: Committee Member Absent: Chair C. John Melendez, Vice Chair Rich McClain, Directors Commissioner Kemp, Knight, Mechanik and Commissioner White Director Harden Committee Recommendation: The Committee reviewed this action item and voted unanimously to advance it to the full HART Board of Directors at the December 4, 2017 regular Board meeting. Attachments: I. Resolution #R II. Committee Agenda Report 2-6

23 ATTACHMENT I RESOLUTION NO. #R A RESOLUTION OF THE HILLSBOROUGH TRANSIT AUTHORITY (HART) FOR APPROVAL OF REVISIONS TO HART BOARD POLICIES: SECTION 200 PUBLIC ACCESS AND INFORMATION; 210 MEETINGS; 210 (3(E)) CONDUCT OF MEETINGS AND 210 (4 (C)) PUBLIC PARTICIPATION AND COMMENT WHEREAS, HART has determined a need to update Board policies to reflect current practices and meet operational and legal requirements; and WHEREAS, the Finance and Audit Committee held a meeting on November 13, 2017, reviewed, and advanced the revisions to HART Board Policies to the HART Board of Directors; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The revisions to HART Policies Section 200 Public Access and Information; 210 Meetings; 210 (3(e)) Conduct of Meetings and 210 (4 (c)) Public Participation and Comment are hereby adopted. Section 2. HART Policy Manual shall be revised accordingly to reflect the revisions Section 3. The revisions to HART Policy Manual will take effect on December 4, Section 4. Proper officers of the Hillsborough Transit Authority are authorized to do all things necessary and required in order to implement the revisions to the policy manual. Section 5. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON DECEMBER 4, 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 Section 200 Public Access and Information; 210 Meetings; 210 (3(e)) Conduct of Meetings and 210 (4 (c)) Public Participation and Comment 2-7

24 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 COMMITTEE ACTION ITEM Approval of Revisions to HART Board Policies: Section 200 Public Access and Information; 210 Meetings; 210 (3(e)) Conduct of Meetings and 210 (4 (c)) Public Participation and Comment OVERVIEW These revisions are intended to update policies to reflect current practices and meet operational and legal requirements. RECOMMENDATION That the Finance and Audit Committee review the action item recommending approval of revisions to HART Board Policies: Section 200 Public Access and Information; 210 Meetings; 210 (3(e)) Conduct of Meetings and 210 (4 (c)) Public Participation and Comment; and advance this item to the full HART Board of Directors at the December 4, 2017 regular Board meeting. FINANCIAL IMPACT None. BACKGROUND Per HART Board Policy : Procedure for Amendment of Policies, the Board may from time to time amend these Policies or other procedures. The amendment process shall be initiated by an affirmative vote of the Board of Directors. At the November 6 regular Board meeting, the Board of Directors unanimously passed the motion by Directors Murman/Kemp to initiate the HART Board Policies amendment process. Staff has worked with HART General Counsel to identify needed revisions and draft revised policy language. The proposed revisions to the HART Board Policy are intended to update current policies to reflect current practices and meet operational and legal requirements. Clerk of the Board established an amendment development, review and adoption schedule. NEXT STEPS Present recommendation by the Finance and Audit Committee to the full HART Board of Directors at the December 4, 2017 regular Board meeting. Prepared by: Lena Petit, Director of Executive Office and Board Support Reviewed by: David L. Smith, HART General Counsel Approved by: Katharine Eagan, AICP, Chief Executive Officer 2-8

25 HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 200: PUBLIC ACCESS AND INFORMATION 210: MEETINGS PUBLIC COMMENTS (1) Declaration of Public Policy It is the intent of these rules that the deliberation and actions of the Authority be conducted and taken openly in order that the citizens may be fully informed, it being the finding of the Authority that the citizens must be fully informed if they are to be intelligently advised as to the conduct of public business by the Authority. Towards that end, the Authority makes the following findings and declares the following legislative intent: (a) The Authority has traditionally permitted public participation in its public meetings. (b) Many Florida local governments allow public participation but have adopted rules to govern its conduct. (c) Public participation in government business is the bedrock of American local government and should be protected, permitted, and not discouraged consistent with principles of common and statutory law. (d) In 2013, the Florida Legislature adopted Section , Florida Statutes, that requires municipal boards and Authorities to provide members of the public a reasonable opportunity to be heard before official action is taken. (e) At the same time, some forms of comment that slander, defame, libel, disparage, or smear individuals though ad hominem attacks are neither germane to public business and are inappropriate to the decorum of public meetings involving the public business of an entity of local or state government. (f) The Authority is permitted to set reasonable ground rules for public participation within its meeting and the meetings of any board or committee of the Authority. HART Clerk:

26 HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 200: PUBLIC ACCESS AND INFORMATION 210: MEETINGS (2) Definitions For the purpose of these rules, the following definitions shall prevail: (a) A meeting is a gathering of quorum of the membership of the Authority, or any board or committee of the Authority for the purpose of receiving information relating to public business, or for discussion of public business, or for official action upon a proposition related to public business. (b) A regular meeting is a meeting held pursuant to a schedule of such meetings to conduct public hearings, or otherwise discuss or act upon matters of public interest. (c) A special meeting is any meeting other than a regular meeting held by the Authority or any committee or subcommittee thereof. (d) The presiding officer shall mean, the Chairman of the Authority Board, or the chairman of a particular committee or subcommittee for the purpose of its meetings. (3) Conduct of Meetings (a) (b) The presiding officer shall preserve order and decorum at all meetings. When considering matters noticed for a public hearing of the Authority, the presiding officer shall declare the public hearing open and receive comments from the public. (c) During any Authority meeting, the presiding officer and all board members shall maintain order and decorum. (d) Authority staff and citizens must be recognized by the presiding officer before speaking or asking questions. Questions shall be generally open to answer by the appropriate person as determined by the presiding officer and no individual member or staff person shall be cross-examined by a member of the public. The purpose of this requirement is so that there is HART Clerk:

27 HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 200: PUBLIC ACCESS AND INFORMATION 210: MEETINGS order and so that the recording equipment will properly record all comments made by individuals wishing to comment on a specific subject. (e) All comments must be made from the podium which is located at the front of the meeting location or by other reasonable accommodations in any other location in which an Authority meeting is held, and shall address the subject of the agenda item. Individuals that appear before the Authority are required to state their legal name and their actual address for the public record. The purpose of this requirement is so that they are properly reflected in any Authority minutes and are available for future reference. (f) At the discretion of the presiding officer, public comments to be offered for an item during which the board or Authority is acting in a quasi-judicial capacity will be limited to three (3) minutes per person so that all may be heard in the matter and the presiding officer, or his designee, shall in such instances monitor the timing and give the speaker a thirty (30) second notice prior to the expiration of the time allotted. The presiding officer may, at his discretion, or at the direction of a majority of the Authority or applicable committee, extend the time allowed for an individual to speak or to allow a speaker a single opportunity to rebut comments made by another speaker. Any such rebuttal shall be limited to three (3) minutes. After receiving public comments as provided herein, the public hearing shall be closed and all further discussion on the matter shall be limited to members of the Authority. One participant s allotted time for addressing the board or Authority may not be donated to another participant. (g) Those persons wanting to express his or her opinion on an agenda item noticed for public hearings without addressing the board or committee may do so in writing delivered to the Authority Clerk. HART Clerk:

28 HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 200: PUBLIC ACCESS AND INFORMATION 210: MEETINGS (h) As a board or Authority considers consent agenda items, emergency items, items involving official acts that involve no more than a ministerial act, approval of minutes, ceremonial proclamations, and other similar items, the presiding officer may, at his discretion, or at the direction of a majority of the board or Authority, accept comments from those in attendance. (i) When considering a matter in public hearing, the Authority shall accept comments from those members of the public who have indicated their desire to address the Authority concerning such matter by signing up at the commencement of the meeting on participation cards provided by the Authority Clerk. (4) Public Participation and Comment The Authority has a long standing policy which encourages its citizens to contact HART staff to redress issues which involve the Authority. In cases governed by grant terms, State Laws or Federal law requirements with regard to participation, those requirements are controlling and these guidelines are only applicable to the extent they provide greater public participation than such other governing requirements. In order to comply with Section , Florida Statutes, the Authority hereby establishes a Public Comment Policy applicable to all Authority board meetings and Authority committee and subcommittee public action to allow members of the public an additional opportunity to address the Authority and its committees and subcommittees. In addition to public hearings, a special time shall be set aside at all Authority meetings for the purpose of receiving comments and suggestions from members of the public. All comments made during any Public Comment period shall be subject to the following procedures: (a) The Authority allocates up to thirty (30) minutes at each Authority meeting for citizens who wish to appear before the Authority to make a request, voice a complaint or concern, HART Clerk:

29 HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 200: PUBLIC ACCESS AND INFORMATION 210: MEETINGS express an opinion, or for some other type of recognition. The presiding officer will divide the time equally between all who have signed up to speak; but in no case may a citizen speak longer than three (3) minutes. A Public Comment period not to exceed thirty (30) minutes will be held during any board or Authority meeting. The presiding officer, as provided elsewhere herein, may permit additional time to a given speaker on a case by case basis. (b) Persons who wish to make a statement during the Public Comment period will register on a sign-up sheet prior to making a statement. The sign-up sheet will be available thirty (30) minutes before the start of the meeting. No one will be allowed to have his or her name placed on the list by telephone request to staff. (c) Each person who signed up to speak will have up to three (3) minutes to make his or her statement. The speakers will be acknowledged by the presiding officer in the order in which their names appear on the sign-up sheet. Speakers shall address the Authority from the podium, and not approach the Authority members or staff. Speakers will begin their statement by first stating their legal name ad actual address. (d) Statements are to be directed to the Authority as a whole, and not to individuals. Public comment is not intended to require the Authority to provide any answer to the speaker. Discussions between speakers and members of the audience or prior speakers will not be allowed. (e) (f) Speakers will be courteous in their language and presentation. Only one speaker will be acknowledged at a time. In the event a group of persons supporting or opposing the same position desires to be heard, in the interest of time, a spokesperson shall be designated to express the group s concern. Likewise, in the event the number of persons wishing to attend the hearing exceeds the capacity of the meeting place, one or more delegates HART Clerk:

30 HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 200: PUBLIC ACCESS AND INFORMATION 210: MEETINGS shall be selected to speak on behalf of each group. If the time periods expire before all persons who have signed up get to speak, those names will be carried over to the next Public Comment period, or if the presiding officer consents, these comments can be heard at that meeting. (g) Any action on items brought up during the Public Comment period will be at the discretion of the Authority. It is the intent of the Authority and any committee or subcommittee thereof not take any action on subject matter for which it has not had the opportunity to fully investigate and gather complete information. (5) Decorum The presiding officer shall preserve strict order and decorum at all meetings. (a) In conducting the public s business, Authority members are committed to the principles of civility, honor, and dignity. Individuals appearing before the Authority are requested to observe the same principles when making comments on items and issues presented to the Authority or one of its committees or subcommittees for its consideration. (b) Staff members and citizens are required to use proper language when addressing the Authority or the audience. Staff members and citizens shall not use profanity or cursing, aggressive or threatening behavior when addressing the Authority or other participants. All comments are directed to the presiding officer and not to individual members of the Authority or to the audience. No personal verbal attacks toward any individual will be allowed during the conduct of an Authority meeting. The presiding officer may have individual(s) removed from the podium and/or meeting chambers if such conduct persists after a warning has been issued. (c) All members of the Authority shall accord the utmost courtesy to each other, the members, those appearing before the Authority shall refrain at all times from rude and derogatory HART Clerk:

31 HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 200: PUBLIC ACCESS AND INFORMATION 210: MEETINGS remarks, reflections as to integrity, abusive comments and statements as to motives and personalities. During Authority meetings, cell phones are to be turned off or silenced. Use of cell phones by Authority members and staff for talking, texting, ing or otherwise will not be allowed during meetings while at the dais, except for emergency communications, research or during breaks. (d) In addition to the prohibitions in (3), above, Section , Florida Statutes, declares that any person who willfully interrupts or disturbs any assembly of people meeting for any lawful purpose shall be guilty of a misdemeanor of the second degree, and may be arrested by police officers present. This may be done in the absence of the conduct being noted, or of the offender being called to order, by the presiding officer. (e) In the case that any person is declared out of order by the presiding officer and ordered expelled, and does not immediately leave the meeting chambers, the following steps shall be taken: 1. The presiding officer shall declare a recess. 2. The person shall be approached by a police officer and advised that he has been ordered expelled. 3. In case the person does not remove himself from the area, he may be placed under arrest for violation for Section , Florida Statutes, should the person continue to willfully interrupt or disturb the meeting. 4. In the event any person who is ordered expelled leaves the meeting chambers voluntarily and then returns to the same meeting, he is subject to arrest for violation HART Clerk:

32 HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 200: PUBLIC ACCESS AND INFORMATION 210: MEETINGS of Section , Florida Statutes, should the person continue to willfully interrupt (6) Waiver of Rules or disturb the meeting. The Authority may, at any time, waive all or a portion of these rules of procedure during the course of a meeting. Provided, however, that any such waiver shall only be done upon a motion and majority approval of the waiver by members of the Authority present and voting. Such waivers shall only be granted to insure the protection of the right of the members of the public to be given a reasonable opportunity to be heard before the Authority takes official action on a proposition. (7) Severability If any provision or portion of this resolution is declared by any court of competent jurisdiction to be void, unconstitutional, or unenforceable, then all remaining provisions and portions of this Resolution shall remain in full force and effect. Law Implemented: , F.S. EFFECTIVE DATE FOR REVISION: 09/22/08 12/04/17 HART Clerk:

33 BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: NOVEMBER 13, 2017 RE: Resolution #R ~ Authorize the Chief Executive Officer to Execute the Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project between HART and Pasco County Finance and Audit Committee Meeting of November 13, 2017 Committee Members Present: Committee Member Absent: Chair C. John Melendez, Vice Chair Rich McClain, Directors Commissioner Kemp, Knight, Mechanik and Commissioner White Director Harden Committee Recommendation: The Committee reviewed this action item and voted unanimously to advance it to the full HART Board of Directors at the December 4, 2017 regular Board meeting.. Attachments: I. Resolution #R II. Committee Agenda Report 2-9

34 ATTACHMENT I RESOLUTION NO. #R AUTHORIZE THE CHIEF EXECUTIVE OFFICER TO EXECUTE THE INTERLOCAL AGREEMENT FOR THE REGIONAL INTER-JURISDICTIONAL MOBILITY PROJECT BETWEEN HART AND PASCO COUNTY WHEREAS, HART is the founding agency of the Regional Fare Collection Working Group comprised of transit service providers throughout the region including: Pinellas Suncoast Transit Authority (PSTA), Pasco County Public Transportation (PCPT), Hernando County Transit (The Bus), Sarasota County Transit Authority (SCAT), and the Florida Department of Transportation (FDOT) Districts One and Seven; and the Tampa Bay Area Regional Transportation Authority (TBARTA); and WHEREAS, Pasco County is a key regional partner in bringing the Regional Inter- Jurisdictional Mobility Project, and the Pasco County Board of County Commissioners reviewed and signed a Regional Inter-Jurisdictional Mobility Project Interlocal Agreement on October 10, 2017; and WHEREAS, this Interlocal Agreement will outline the responsibilities and requirements of HART and Pasco County. The project will bring an innovative regionally accepted fare medium; and WHEREAS, HART and Pasco County, in the spirit of regional cooperation and collaboration, wish to enter this Interlocal Agreement effective upon the acceptance of both Boards of Directors; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1: The HART Board of Directors approves the Chief Executive Officer to Execute the Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project between HART and Pasco County. Section 2: Proper officers of HART are authorized to do all things necessary and required in order to execute the amendment to the Interlocal Agreement. Section 3: This resolution shall take effect immediately upon its adoption. 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 2-10

35 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 COMMITTEE ACTION ITEM Authorize the Chief Executive Officer to Execute the Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project between HART and Pasco County OVERVIEW The Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project outlines the responsibilities and requirements of HART and Pasco County. RECOMMENDATION That the Finance and Audit Committee review the action item authorizing Authorize the Chief Executive Officer to Execute the Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project between HART and Pasco County; and advance the recommendation to the full Board of Directors at their December 4, 2017 Regular Board meeting. FINANCIAL IMPACT The total financial impact to HART of this Interlocal Agreement with Pasco County is $330,945 as detailed in the Exhibit A, for equipment and systems. The expenses of this project are funded with grants awarded by the Federal Transit Administration (FTA) and the Florida Department of Transportation (FDOT), and HART general funds, as appropriated in the FY16, FY17, and FY18 HART Capital budgets. BACKGROUND HART leads the Regional Working Group for the Regional Inter-Jurisdictional Mobility project that consists of transit agencies from Hillsborough, Pinellas, Pasco, Hernando, and Sarasota counties. HART, PSTA, Hernando and Sarasota Counties have Interlocal Agreements for the Regional Inter- Jurisdictional Mobility Project. The Pasco County Board of County Commissioners reviewed and signed the Regional Inter-Jurisdictional Mobility Project Interlocal Agreement on October 10, The goal of the project is to enhance mobility of passengers between its respective jurisdictions through creating an electronic fare-payment system deployed region-wide. A consolidated regional on-line ticketing portal for passengers of all Regional Working Group members will allow passengers to reload and manage fare media. This centralized approach eliminates the need for each Regional Working Group member to maintain its own back-office passenger online fare payment system. The agreement sets for the respective roles and responsibilities of the parties, establishes a general framework for fare collection and allocation of revenue, distribution of funds, and a methodology for regional cost sharing for administrative, operational and back office expenses necessary to facilitate transaction processing of fare payments, and includes device monitoring, maintenance management, customer relationship and financial management modules. The agreement will commence on project acceptance date and will remain in effect until terminated two years after the system acceptance. At that time, each party will have gained 2-11

36 ATTACHMENT II Hillsborough Transit Authority Finance and Audit Committee Meeting November 21, 2016 working knowledge of the system and processes providing a framework to properly adjust methodologies in a new agreement or an amendment. NEXT STEPS Present recommendation by the Finance and Audit Committee to the full HART Board of Directors at the December 4, 2017 Regular Board Meeting. Prepared by: Lucien Campillo, Director of Enterprise Project Management Review by: Jeffrey Seward, Chief Financial Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer 2-12

37 ATTACHMENT II INTERLOCAL AGREEMENT BETWEEN HILLSBOROUGH AREA REGIONAL TRANSIT AUTHORITY AND PASCO COUNTY FOR THE REGIONAL REVENUE COLLECTION AND INTER-JURISDICTIONAL MOBILITY PROJECT This lnterlocal Agreement (Agreement) is entered into by the Hillsborough Transit Authority, a regional transportation authority created pursuant to Section , Florida Statutes (hereafter referred to as "HART"), and Pasco County, a political subdivision of the State of Florida (hereinafter referred to as "County-") (collectively HART and the County shall be referred to as the "Parties" or "Party" as context dictates). Recitals WHEREAS, the transit agencies or counties of Hillsborough, Pinellas, Pasco, Hernando, and Sarasota have collaborated on transit issues as a Regional Working Group (hereafter referred to as "RWG"); and WHEREAS, the RWG recommends a Regional Revenue Collection and Inter-Jurisdictional Mobility Project (hereafter referred to as "the "Project") to enhance the mobility of passengers between the respective transit systems in the RWG by creating an electronic fare-payment system (hereafter referred to as "e-fare") and deploy this system region-wide using a thirdparty contractor utilizing prepaid cards and contactless devices; and WHEREAS, the e-fare system will employ an integrated e-fare payment, distribution, collection system utilizing modern technology in the consumer and fare payment sectors capable of interfacing with financial clearing systems for transaction processing and settlement; and WHEREAS, the consolidated regional on-line ticketing portal for passengers of all RWG members will allow passengers to reload and manage fare media in a centralized approach; eliminating the need for each RWG member to administer and maintain its own passenger or on-line fare payment system; and WHEREAS, HART will serve as the lead agency for the Project; and WHEREAS, HART procured and awarded a contract with INIT Innovations in Transportation, Inc. (hereafter referred to as "INIT") to provide equipment and software applications to begin implementation of the Project; and WHEREAS, this Agreement sets forth the respective roles and responsibilities of the Parties as presently agreed while anticipating that the Parties will continue to work cooperatively and in good faith within the constraints of this lnterlocal Agreement on a range of items necessary to effectively implement the Project. C32

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49 Exhibit A Project Value and Capital Equipment Listing A. Project Value The total project value of $330, includes the value of the Equipment, Systems, and Implementation. Value of Equipment and Systems Item description Quantity Unit Price Item Total Equipment 1 On Board Processors 34 $ 5, $ 172, Administrative Point of Sales (APOS) terminals Base Components 1 $ 4, $ 4, Administrative Point of Sales (APOS) Smart Card Printer 1 $ 6, $ 6, Spares (On Board Processors) 3 $ 5, $ 15, APOS spare/consumable parts budget 1 $ 1, $ 1, Hardware Warranty - 2 years 1 $ 33, $ 33, Implementation Task (Installation) 7 On Board Processors 34 $ 2, $ 96, Administrative Point of Sales (APOS) terminals Base Components 1 $ $ Administrative Point of Sales (APOS) Smart Card Printer 1 $ $ Bus System, total of items 1 through 9 $ 330, B. Capital Equipment Listing 1. The transfer of equipment to Pasco County is considered a voluntary non-exchange transaction where HART will give the County value without directly receiving equal value in return. 2. The point of entry, where the assets are transferred from HART to the County, are considered to be an asset debit and a contributed capital credit. 3. INIT will install fare collection equipment on board 34 Pasco County Public Transportation busses. 4. After the useful life, the equipment and software, will be disposed of according to the written policy of Pasco County s Information Technology(IT) department. 5. All equipment installed on the County s buses will be serialized and identified on a detailed report given upon installation. Any equipment installed that is not serialized is considered expendable. 6. In addition to the equipment on the County s busses, HART will transfer serialized Administrative Point of Sales (APOS) workstation. C. Equipment Useful Life 1. For the purposes of asset management and disposal per Federal Transit Administration (FTA) requirements, all equipment furnished under this Agreement shall be designed to provide a minimum base useable life of no less than 5 years. 2. The system and all associated software furnished under this Contract shall be designed to provide a minimum base useable life of no less than 10 years.

50 Exhibit B Project Operating Responsibilities Guidelines In addition to the operating responsibilities between the Parties as defined in the agreement, the table below identifies functions that are the sole responsibility of HART, Pasco County, or have a shared responsibility. Key Shared Responsibilities Defined Function HART Pasco County Device Monitoring Front End Device Monitoring Cash Revenue Collection Customer Service Cellular Service Provider HART will ensure that the servers are working, software updates are in place, and the financial operating office is functioning. HART will support equipment operation during the warranty period and will purchase any expendables or repairs (as needed) after the warranty period. Pasco County will interface directly with the vendor before and after the warranty period. HART is responsible for PCI compliance certification PCI questionnaire. HART will provide a toll free number for all RWG customers to interact with the Interactive Voice Response System (IVR). If the customer cannot resolve their issues within the IVR, they will be transferred to the appropriate county or agency for further assistance. HART will provide a Cellular Provider to support its operations. Pasco County will receive updates to indicate the functionality of the system; these s include software updates, and financial operating and reporting. Pasco County will monitor devices remotely as needed. Pasco County will support equipment operation during the warranty period and will purchase any expendables or repairs (as needed) after the warranty period. Pasco County will interface directly with the vendor before and after the warranty period. Pasco County will serve as the operating and customer service agent for one APOS system. Pasco County will support data communications and transmittal for transactions occurring at those APOS stations. Pasco County will follow appropriate revenue collection processes and reporting for cash and check sales for each product and item sold. Should a customer s phone call not be handled appropriately through the IVR the call will be placed directly to Pasco County for resolution. Pasco County will obtain and maintain a cellular data plan that supports the wireless technology to transmit transaction 1

51 Exhibit C Post Project Costs Estimate and Methodology A. Estimated Annual Costs to Pasco County Over Five-Years HART will fund the program until June of 2019, and there would be no budget impacts to Pasco County in Fiscal Year (FY)2017 or FY Pasco County would incur expenses beginning no sooner than one year after HART s final acceptance. Projected Pasco County operating expenses over the next four years are shown in Table 1. B. Transaction Costs and Administrative Fees Costs in the tables below reflect estimates for transaction costs and administrative fees after June As stated in Paragraph 5.b of Interlocal Agreement, HART will absorb projected administrative and operational costs after final acceptance. Final acceptance is anticipated in June of Following June of 2019, HART will invoice Pasco County for the administrative and operational costs associated with this agreement. Card stock will only be billed if an order for additional card stock was requested. Pasco County will only pay for their percentages of project costs and will not pay for any FTEs or operational expense that HART incurs. The estimated annual cost for the administrative and operational services is based on the percentage of total ridership regardless of how the rider paid for the transaction. The fees will only be based on the actual percentage of Pasco County ridership that uses the e-fare system. Table 2 shows the percent attributed to Pasco County based on FY 2015 ridership within the region. This percent is used to estimate the number of Tap Allocations in order to estimate administrative and operational costs. It is important to note that this is a rough order of magnitude estimate based upon a 100% usage of the project by riders of Pasco County.

52 Exhibit C Post Project Costs Estimate and Methodology In order to estimate costs HART evaluated how much our current credit card transactions and fees are for our system in FY We made a rough order estimate for FY 2019 and expanded that estimate in order to develop a cost model. HART estimated monthly costs for credit cards transactions and bank fees for one month in FY 2016 to be $5, This amount includes all fixed and variable costs for one month in FY As shown in the following table, based on this amount HART projects annual costs for the entire RWG in FY 2019 to be $151, HART Monthly Credit Card Costs FY 2016 HART Annual Credit Card Costs FY 2016 HART Monthly Estimated Credit Card Costs FY 2019 HART Annual Estimated Credit Card Costs FY 2019 $ 5, $ 65, $ 5, $ 67, Model for Entire RWG Monthly Costs FY 2016 Model for Entire RWG Annual Costs FY 2016 Model for Entire RWG Monthly Costs FY 2019 Model for Entire RWG Annual Costs FY 2019 $ 12, $ 146, $ 12, $ 151, Based on the projected annual cost of $151,267.78, the portion attributed to Pasco County, is shown in the Estimated Annual Agency Administrative and Operation Costs Table 3 below: During 2019, the year of acceptance, HART and Pasco County will reevaluate what the actual costs are and determine what the allocated costs to Pasco County will be. These charges should be the actual credit card transaction fees and associated merchant charges and would be subtracted from the amount issued to the agency on the 15th of each month.

53 Exhibit B Project Operating Responsibilities Guidelines Marketing and Communications HART will develop general marketing materials for the e-fare system. HART will include Pasco County in the review and development of marketing materials. information to the back end software system. Pasco County will collaborate with HART to develop new material. 2

54 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 GENERAL COUNSEL S REPORT HART Board Election Process and Committees Assignments Reorganization Each December, the office of Board Support surveys the Board members on their preferences for the HART Board Committees and other Boards appointments. A copy of the survey is provided as Attachment V, and will also be made available electronically after the meeting for the Board members convenience. The information gathered will be summarized and presented at the January regular Board meeting. To facilitate completion of the survey, the Committees structures and roles are outlined in the attached charters (Attachments I-IV). January Election Process Election of HART Officers and voting on HART Board appointments to other Boards and HART Board Committees is scheduled to be held at the January 8, 2018 HART Board regular meeting. HART General Council will chair the election process as a neutral party. Board Officers are elected through an open process, and nominations are accepted from the floor. In accordance with the revised HART Board Policy 120 General Organization of HART; Section Officers: (1) There shall be elected by the Board, from among the members of the Board, a Chair, a Vice Chair, and a Secretary at the first January meeting each year through an open process, with nominations accepted from the floor. General Counsel is to chair the election process as a neutral party. HART Board Officers positions are to be filled by at least one County elected representative, one elected representative from municipalities, and one non-elected representative, to the extend such representatives are available and willing to serve. If such representatives are not available or willing to serve, any Board Member may be elected to serve as an officer. (2) All officers shall be elected for a term of one year, or until the officer's successor is duly qualified, and shall serve at the pleasure of the Board. (3) A Board member may serve the Board in consecutive terms as an officer in various capacities; however, no Board member shall serve in the same capacity for more than three consecutive terms as an officer. Committee Appointments 130 Duties of Officers; Chair (1) All HART committee appointments are to be made by the HART Board Chair, but committee leadership will be elected by the committees members at their first scheduled meeting. Prepared by: Lena Petit, Director of Executive Office and Board Support Approved by: Katharine Eagan, AICP, Chief Executive Officer Attachments: I Executive Committee Charter II GAO Committee Charter III LSP Committee Charter IV F&A Committee Charter V HART Board Appointment Preference Survey 3-1

55 Mission Statement ATTACHMENT I HILLSBOROUGH TRANSIT AUTHORITY EXECUTIVE COMMITTEE CHARTER The Executive Committee provides oversight and strategic direction on safety, security, and emergency management. The Committee is additionally responsible for sound Board processes, acting as liaison to the Board-established advisory bodies, serving as the Board s ethics Committee, and additional responsibilities assigned by the Chair Meeting Frequency The Executive Committee shall meet as needed. Membership Membership in the Executive committee will consist of the Chair, Vice Chair, and Secretary of the Regular Board of Directors, as well as the Chairs from the Governance, Administration, and Operations Committee, Finance and Audit Committee, and Legislative and Strategic Planning Committee. The Committee will have no less than six members and may be constituted as a committee of the whole at the preference of the Chairperson of the HART Board. Quorum A majority of the members of the Executive Committee shall constitute a quorum for the purpose of conducting its business and exercising its power. Actions are recommendations to the Board of Directors to be placed on a Board agenda for consideration. If a quorum is not present, the Executive Committee members may meet, discuss issues, and receive information, but no official action can be taken. The Board Chair may appoint other Board members to serve as an alternate members of the Executive Committee for the purposes of making a quorum. Any Board member may attend and participate in Executive Committee Meetings. Only Executive Committee members can vote. Responsibilities a. The Executive Committee provides direction, management, and decision-making in an emergency capacity on behalf of the Board of Directors to determine matters that do not warrant convening a special meeting of the Board, or in which the convening of such a meeting is impractical and which matter should not be postponed until the next scheduled meeting of the Board. Actions of the Executive committee shall be reported to the full Board of Directors at its next regular meeting. b. The executive Committee recommends changes to improve effective policymaking, oversight, communications, and outcomes, by developing revisions and enhancements to Board policies. all Board governing documents in order to improve effective policymaking, oversight, communications, and outcomes. 3-2

56 ATTACHMENT II HILLSBOROUGH TRANSIT AUTHORITY GOVERNANCE, ADMINISTRATION, AND OPERATIONS COMMITTEE CHARTER Mission Statement The Governance, Administration, and Operations (GAO) Committee is responsible for making recommendations to the HART Board of Directors of organizational and staffing plans, Board governance, major contracts for goods and services, acquisition of revenue and non-revenue vehicles, disposal of vehicles in accordance with HART fleet maintenance plan, and fare and service changes. Meeting Frequency The GAO Committee meets monthly on the third Monday of the month at 9:00 a.m. Membership A Chair and Vice Chair of the GAO Committee shall be elected annually by the Committee members. Membership in the GAO committee will be appointed by the Chair of the Regular Board of Directors. The Committee will have no less than seven members and may be constituted as a committee of the whole at the preference of the Chairperson of the HART Board. Quorum A majority of the members of the GAO Committee shall constitute a quorum for the purpose of conducting its business and exercising its power. Actions are recommendations to the Board of Directors to be placed on a Board agenda for consideration. If a quorum is not present, the GAO Committee members may meet, discuss issues, and receive information, but no official action can be taken. The Board Chair may appoint other Board members to serve as an alternate members of the GAO Committee for the purposes of making a quorum. Any Board member may attend and participate in GAO Committee Meetings. Only GAO Committee members can vote. Responsibilities a) Governance: Review and recommend to the Board upon proposal of the Chief Executive Officer of organizational and staffing plans, Board governance (including the Authority s Charter), major contracts for service (such as legal services), and leases; review of solicitations for banking entities and financial advisors. b) Administration: Maintaining all Board governing documents in order to improve effective policymaking, oversight, communications, and outcomes. Develop revisions and enhancements to Board policies. c) Operations: Ensure that the Authority s operational activities and programs are designed to provide reliable, effective, and clean transit service, responsive to customer needs. Oversee transit system performance and service standards; the quality of operations programs and procedures; technology initiatives; and customer service. 3-3

57 ATTACHMENT III HILLSBOROUGH TRANSIT AUTHORITY LEGISLATIVE AND STRATEGIC PLANNING COMMITTEE CHARTER Mission Statement The Legislative and Strategic Planning (LSP) Committee advises the Board of Directors of the official positions of the local, state, and federal entities concerning legislative matters pertaining to the operations, development, and funding of the Authority. The LSP Committee will also review the five-year strategic plan and advise on developing specific objectives, strategies, and tactics to implement the plan, along with measurements that ensure the success of the plan. The strategic plan shall include the Board-established mission, vision, core values and broad goals. Meeting Frequency The LSP Committee shall meet at least three times a year or on an as needed basis during the budget preparation process and TDP adoption cycle. Two of these meetings will be allocated for the updates from state and federal legislative support teams. Membership The LSP Committee shall be comprised of a minimum of five members. Quorum A majority of the members of the LSP Committee shall constitute a quorum for the purpose of conducting its business and exercising its power. Actions are recommendations to the Board of Directors to be placed on a Board agenda for consideration. If a quorum is not present, the LSP Committee members may meet, discuss issues, and receive information, but no official action can be taken. The Board Chair may appoint other Board members to serve as an alternate members of the LSP Committee for the purposes of making a quorum. Any Board member may attend and participate in LSP Committee meetings. Only LSP Committee members can vote. Responsibilities a. Recommend annual state and federal legislative agendas for the Board s approval. b. Make recommendations regarding the selection of a lobbyist, interact with the lobbyist, and advise the HART Board of Directors of the official position of the local, state, and federal entities concerning legislative matters pertaining to the operations, development, and funding of the Authority, including long-range capital and operating projects. c. Review and recommend to the full Board of Directors the Transit Development Plan (TDP) as well as other system and corridor level plans with transit elements. d. Review and recommend project studies, plans, and designs; comprehensive operations analyses, system reviews, and service delivery strategies; acquisition, use, lease, sale or disposal of real property belonging to HART. e. Review and recommend interlocal agreements and amendments to such agreements that are necessary to implement projects. f. Recommend approval of Capital Improvement Plan. 3-4

58 Mission Statement ATTACHMENT IV HILLSBOROUGH TRANSIT AUTHORITY FINANCE AND AUDIT COMMITTEE CHARTER The Finance and Audit (F&A) Committee shall monitor the financial integrity and viability of the Authority and its program and services; develop budget preparation guidance; recommend capital and operating budget approval that support the mission, values and strategic goals of the Authority to the HART Board of Directors; evaluate existing and identify future funding sources, fares, grants, bond issues, tax anticipation borrowing, and other forms of indebtedness. The F&A Committee shall assist the HART Board of Directors in the oversight of the integrity of the financial statements of the Authority. This Committee shall oversee auditor selection in accordance with Florida Statutes, Section ; the performance of the internal audit function and the independent auditors; the compliance with legal and regulatory requirements; and policies and practices with respect to major financial risk exposures. Membership The Committee shall be comprised of a minimum of five members. Meeting Frequency The Finance and Audit Committee meets as needed. Quorum A majority of the members of the Committee shall constitute a quorum for the purpose of conducting its business and exercising its power. Actions are recommendations to the Board of Directors to be placed on a Board agenda for consideration. If a quorum is not present, the Committee members may meet, discuss issues, and receive information, but no official action can be taken. The Board Chair may appoint other Board members to serve as an alternate members of the Committee for the purposes of making a quorum. Any Board member may attend and participate in Committee Meetings. Only Committee members can vote. Responsibilities a. Guidance for the development of Annual budget which is prepared and submitted by the Chief Executive Officer. b. Routine review and monitoring of the budget with recommendations to the full HART Board of Directors for amendments or adjustments as needed and as proposed by the Chief Executive Officer. c. Review and make recommendation of accounting, budgeting, and recordkeeping policies that may be proposed by the Chief Executive Officer, prior to adoption by the HART Board of Directors. d. Review and make recommendation concerning HART s existing and future funding sources, fares, grants, bond issues, tax anticipation borrowing, other forms of indebtedness, and any other matter related to HART s finances. 3-5

59 ATTACHMENT IV HILLSBOROUGH TRANSIT AUTHORITY FINANCE AND AUDIT COMMITTEE CHARTER e. Review investment strategies as may be proposed by the Chief Executive Officer prior to action by the HART Board of Directors. f. Establish schedule and agenda of audits, factors to use for the evaluation of audit services, including a provision requiring the periodic rotation of auditors; recommend schedule for procuring audit services. g. Review with management and the independent auditors: annual financial statements findings HART s accounting principles the audit plan and significant changes to it course of action for audit follow up progress on corrective actions h. Review the procedures for receipt, retention, and treatment of complaints received by HART concerning accounting, internal controls or auditing matters by external and internal parties. i. Ensure that proper steps are taken to investigate and to resolve them in a timely manner. 3-6

60 ATTACHMENT V HART BOARD APPOINTMENT PREFERENCE SURVEY Please select the appointments you are interested in for the upcoming calendar year and return this form to Ms. Lena Petit by no later than December 15, 2017 via to petitl@gohart.org. HART Board member name: HART COMMITTEES WITH A HART BOARD MEMBER APPOINTEE If interested, please check the respective boxes: HART CLAIMS AND LITIGATION COMMITTEE one position and one alternate Member Yes No Alternate Yes No HART ADA TASK FORCE one position and one alternate Member Yes No Alternate Yes No EXTERNAL ORGANIZATIONS WITH HART BOARD MEMBER APPOINTEES If interested, please check the respective boxes: TAMPA HISTORIC STREETCAR, INC. - three positions and three alternates HILLSBOROUGH COUNTY METROPOLITAN PLANNING ORGANIZATION - one position and one alternate Member Yes No Member Yes No Alternate Yes No Alternate Yes No 3-7

61 HART BOARD APPOINTMENT PREFERENCE SURVEY PAGE 2 HILLSBOROUGH TRANSPORTATION DISADVANTAGED COORDINATING BOARD one position and one alternate (staff appointment acceptable) Member Yes No Alternate Yes No HART BOARD COMMITTEES HART Board Chair will appoint members to the Committees listed below. If interested, please check the respective boxes: Governance, Administration, and Operations Committee Yes No Finance and Audit Committee Yes No Legislative and Strategic Planning Committee Yes No 3-8

62 Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 Committee Members Present (6) Staff Present C John Melendez, Chair Danielle Arthur Rich McClain, Vice Chair Sylvia Berrien Commissioner Pat Kemp Greg Brackin Marvin Knight Joan Brown David Mechanik Christina Buchanan Commissioner Stacy White Al Burns Lynda Crescentini Committee Members Absent (1) Katharine Eagan Adam Harden Kenyatta Lee Lena Petit Ruthie Reyes Burckard Daniel Rodriguez Jeff Seward Cyndy Zambella Others Present David Smith, GrayRobinson Mitch Perry, Florida Politics Sign-in sheets are attached. CALL TO ORDER The meeting was called to order at 9:03 a.m. by Finance and Audit Committee Chair Melendez. PLEDGE OF ALLEGIANCE Pledge of Allegiance followed. APPROVAL OF MINUTES Committee member Kemp moved and Committee member McClain seconded the approval of the Minutes from the October 16, 2017 Finance and Audit Committee meeting. All Committee members present voted aye. The motion passed unanimously. PUBLIC COMMENT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) No one signed up to speak. PRESENTATION Heavy Maintenance Facility - Design Build Lynda Crescentini, Project Manager III, provided an update on the status of the new Heavy Maintenance design/build project at the 21st Avenue Operations and Maintenance facility site. A 4-1

63 Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 full copy of the presentation is available upon request from the Clerk of the Board at Committee Chair Melendez noted that the maintenance facility does not comply with the Americans with Disabilities Act as it predates the year the Act was passed by congress. Ms. Eagan asked how old the flooding picture is. Ms. Crescentini reported that it is four or five years old as flooding is an ongoing problem. She advised that there are some existing issues due to collapsed pipes from the weight of the buses. Ms. Crescentini advised that staff has been discussing this with the City of Tampa. Committee Chair Melendez stated it is good for there to be on-site multi-agency coordination. Committee member White arrived at 9:13 a.m. Ms. Crescentini explained that when DOT expanded I-4, HART started seeing the flooding condition worsen, and DOT is putting together a report as it appears that the issue is stemming from CSX. She advised that once the report is finalized, there will be a meeting between HART, DOT, and CSX. Committee member Mechanik noted that the proposed new facility will be on the same property and asked if the plan includes dealing with the elevation changes and a new storm water system. Ms. Crescentini reported that the new building will be located closer to the preventative maintenance building as the fishbowl cannot be filled due to worsening the situation for the southern neighbors. She added that there will still be flooding issues; however, once the new footprint is established, Land and Water Engineering Services will review any defects in the stormwater system and provide recommendations. Committee Chair Melendez ask if there is any possibility to putting a pond in the site where the water significantly floods in the parking lot regardless. Ms. Crescentini stated that there is no room for a pond, but the intent is to explore with the City diverting the easement further west on 21 st Avenue as this would significantly improve the situation. Committee member McClain commented that originally $6 million was the estimated funding need to renovate the facility. Ms. Crescentini explained that $6 million was the original ask; however, once all the issues were identified, that amount was an underestimate. She noted that the estimated funding for renovation would only serve to bring the building up to code and make it ADA compliant without making any improvements for either future planning or for staff. Committee member McClain asked if the total $20 million includes demolition. 4-2

64 Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 Ms. Crescentini indicated it does and noted that only the maintenance bays will be demolished and that some areas such as fueling will stay due to the cost of relocation. Committee member McClain confirmed that the projected costs are incorporated in the current budget. Ms. Crescentini responded affirmatively. Committee member Kemp commented that the plan looks great and emphasized the importance of incorporating solar panels for future technology planning. Ms. Crescentini explained that all options are available and the vendor chosen is a sustainable designer who is exploring solar power and the potential care of any type of vehicle in the future. Committee member Kemp reported that she sees electric vehicles of varied sizes in the future. Ms. Crescentini reported that Orlando cannot bring articulated buses into their bays and the designer will ensure that all vehicle sizes will be serviceable in the facility. She added that installation of solar panels will be specific to the HM building, although the PM building is also being evaluated. Committee member Kemp suggested having this project be included in the TBARTA and FDOT work plan lists in addition to the MPO project list. She inquired about state funding availability. Ms. Eagan confirmed that the facility is on the MPO priorities list and that HART will be requesting funding support from Tallahassee. She indicated that the request can be made in the context of Hurricane Harvey as the current building will not withstand a direct hit from a hurricane. Ms. Eagan noted that funding has been successful in the past as part of a work plan instead of only a request. Committee member Kemp asked whether the project is funded entirely from state and federal funds. Ms. Eagan responded that state and federal dollars will be pursued to fund as much of the project as possible; however, one option for local funding would be the state infrastructure bank. She explained that if a project is funded for a future date, a possibility would be to convene the project through the bank for a one percent interest late and payment deferral for the first year. Ms. Eagan stated that funding would then be available at approximately the same time the first payment will need to be made, while the increased efficiencies in the new building can help pay for the building itself. Mr. Seward added that the intent is to leverage as much state and federal funding as possible; however, the project will move forward regardless of funding as the need will not change. He advised that if the local amount remains under five or six million dollars, short-term financing is possible as long as federal dollars are available. Committee member Kemp suggested that the County may be able to make a contribution if local funding is necessary. 4-3

65 Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 Committee member Mechanik asked whether design-bid-build was considered in lieu of designbuild. He noted that design-build is typically more economical, but design-bid-build also has benefits. Ms. Crescentini stated that both processes were considered, but HART received a successful design-build response when the solicitation went out with the 30% plan. Committee member Mechanik confirmed that a vendor has already been selected. Ms. Crescentini responded affirmatively and added that the final cost has not come to the Board yet. Committee member Mechanik noted that one drawback to design-build is the agency can lose control on critical elements as the contractor is directed to save money and may do so by making decisions that are not compatible with agency s wants. Committee Chair Melendez stated he is looking forward to continued discussions about the project. Mr. Seward stated that the format of the financial discussions will change to incorporated a CIP update component. Committee Chair Melendez suggested in the future including an aerial overview showing the existing facility and the proposed site for clarity. He agreed with the proposed plans regarding mutability on design for different vehicles, power sources, and future preparedness as well as recycling parts of the existing structure. Mr. Seward clarified that the facility was originally built with federal funding and that the designer was instructed to incorporate as much of the reusable materials into either the new building or a different HART facility. He added that the new building will need to have useful life of 40 years and needs to fit into HART s profile for sustainability and innovation. Transit Infrastructure Program Staff gave an overview of HART shelter program, including information about the installations over the years and types of shelters used today. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Ms. Eagan noted that Signal Outdoor advertises heavily in Brandon and the strong shelter advertising does not match with ridership in the area. Committee Chair Melendez confirmed that there are solar panels on the shelters. Committee member Kemp asked if the panels powered the lights and whether adding fans is possible. Mr. Rodriguez explained that the ability to power different mechanisms is dependent on the batteries used. 4-4

66 Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 Committee Chair Melendez inquired whether the batteries provide adequate power and usage. Mr. Rodriguez stated that it depends on the type of battery and reported that staff now orders ones that can be set as during the winter months, the lights begin to dim early. Committee member Mechanik asked for the percentage HART receives from advertising. Mr. Rodriguez stated that HART receives $25 per panel sold or 21.5% at year end, whichever is greater. Ms. Eagan added that last year, advertising revenue was approximately $1,100-$1,200 per shelter. Committee member Kemp noted concern over the availability of shelters on major routes, specifically the Town n Country area of Hillsborough Avenue. Mr. Rodriguez explained that there are some pads that were built by DOT and although some are not suitable for shelter placement, there are many opportunities on Hillsborough Ave west of Dale Mabry. He added that he receives numerous requests for areas in East Tampa on Martin Luther King, but there is no right of way and easements are difficult to obtain. Committee Chair Melendez inquired how the need for right of way affects the cost. Mr. Rodriguez stated that HART has not purchased right of way during his tenure other than for MetroRapid. Committee Chair Melendez asked if the reason is because it is cost prohibitive. Ms. Eagan gave an example of a shelter at the intersection of 22 nd and Hillsborough Avenue that generated many complaints as there were 200 riders per day and traffic would get backed up through the intersection. She stated that south of the intersection was a good place for a new stop; however, an easement of approximately six inches was needed and the owner was demanding $100,000 in payment. Ms. Eagan reported that another location slightly farther south was ultimately chosen. Committee member Kemp asked if DOT provides assistance in obtaining easements. Mr. Rodriguez stated that FDOT will help at times, but the policy is that it is up to HART to get an easement. Committee member Kemp suggested that with the number of pedestrian and bicyclist injuries and deaths due to road design, FDOT may be able to provide more assistance. She noted that both the City of Tampa and Hillsborough County have passed mobility fees and that HART should be looking at a portion of those fees for assistance. Committee member Mechanik inquired whether Mr. Rodriguez has seen an increase since the adoption of the fees. 4-5

67 Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 Mr. Rodriguez reported that he has seen a small increase, but it is still early and he is hopeful it will continue to grow. He noted that the areas that are already built up are the places where the need is highest, but the funding is not there. Committee member Kemp stated she hopes a culture of funding transportation is cultivated going forward, especially as development continues to grow. Committee Chair Melendez noted that Signal Outdoor is taking advantage of the traffic on Highway 60 in Brandon and asked how the development of both Highway 60 and South County is going. Mr. Rodriguez stated the development of Highway 60 is proceeding well, and DOT is doing a project that will slow traffic down. He indicated that Signal Outdoor is considering building additional shelters along that corridor as this includes some rural areas with a lot of right of way. Mr. Rodriguez reported that South County is not moving forward as quickly as anticipated and Signal Outdoor is not yet considering building shelters due to the high cost. He stated that there will need to be assistance from developers, county, and state entities. Committee member Kemp commented that she consistently pushed for the frequency on Highway 60 to go from one hour to one half hour. Committee Chair Melendez stated that he is interested to see how the community is approaching the development in general, and in South County specifically. COMMITTEE ACTION ITEMS a. Authorize the Chief Executive Officer to Award a Contract for Third Party Administration (TPA) Services for Risk Management Workers Compensation Claims Handling to Commercial Risk Management, Inc. in an Amount Not-to-Exceed $274,010 (Five-Year Contractual Period; Three-Year Base, with Two One-Year Options) Committee member Kemp moved and Committee member Mechanik seconded advancement of this item to the full Board of Directors at the December 4, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. b. Approval of Revisions to HART Board Policies: Section 200 Public Access and Information; 210 Meetings; 210 (3(e)) Conduct of Meetings and 210 (4 (c)) Public Participation and Comment Committee member Kemp moved and Committee member White seconded advancement of this item to the full Board of Directors at the December 4, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. c. Authorize the Chief Executive Officer to Execute the Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project between HART and Pasco County 4-6

68 Hillsborough Transit Authority Finance and Audit Committee Meeting November 13, 2017 Committee member Kemp moved and Committee member McClain seconded advancement of this item to the full Board of Directors at the December 4, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. 3. DISCUSSION ITEM a. Monthly Financial Review Mr. Seward explained that there are no financials available to report due to year ending and that going forward, the format will change to incorporate financial tracking. He added that the plan is to bring some financial policies to Board beginning in December for review and consideration. ADJOURNMENT The meeting adjourned at 10:15 a.m. 4-7

69 PUBLIC COMMENT FINANCE AND AUDIT COMMITTEE MEETING NOVEMBER 13, 2017 WHEN ADDRESSING THE BOARD, please state your name and NAME CONTACT INFORMATION GENERAL COMMENT COMMENT ON AGENDA ITEM

70 PUBLIC COMMENT FINANCE AND AUDIT COMMITTEE MEETING NOVEMBER 13, 2017 NAME CONTACT INFORMATION GENERAL COMMENT COMMENT ON AGENDA ITEM

71 NAME STAFF, VISITORS AND MEDIA FINANCE AND AUDIT COMMITTEE MEETING NOVEMBER 13, 2017 ADDRESS *If Hart Employee please write Employee PHONE NUMBER Danielle Arthur Employee 6517 Christina Buchanan Employee 6575 Lena Petit Employee 6552 Mitch Perry Florida Politics lynda crescentini Employee 6295 Dan Rodriguez Employee 6438 Al Burns Employee 6439 Joan Brown Employee 6580 Gregory Brackin Employee 6314 Ruthie Reyes Burckard Employee 6313 Sylvia Berrien Employee 6625

72 NAME ADDRESS *If Hart Employee please write Employee PHONE NUMBER

73 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 REPORT FROM HART BOARD REPRESENTATIVES Tampa Historic Streetcar, Inc. ~ November 2017 The Tampa Historic Streetcar, Inc. (THS) Board of Directors held its regular meeting on November 15, The Board approved the minutes from the October 18, 2017 regular Board meeting. The following is a recap of the key items that were discussed: The Board welcomed Directors Adam Harden and David Mechanik as HART Board Representative members. Director Hamilton was nominated to the position of Secretary-Treasurer which was vacant due to the departure of Director Jacob. Mr. David Smolker, THS General Counsel, reported that the Direct Media contract is up for renewal and advised that there are some non-substantive changes that have been suggested by staff. Director Suarez moved and Director Hamilton seconded a motion to allow the chair to make decision concerning contract. All Board members present voted aye. The motion carried unanimously. Mr. Smolker provided the Birney Agreement for the Board s review and approval. Director Hamilton moved and Director Suarez seconded a motion to approve the Birney Agreement. All Board members present voted aye. The motion carried unanimously. Staff from HDR, Inc. provided an update on the status of the Streetcar Extension Study. The Board members received the monthly compliance reports. If you wish to view the Board packet for the THS Board of Directors Meetings in their entirety, please visit Prepared by: Approved by: Christina Buchanan, Administrative Assistant II - Executive Michael English, THS Board President 5-1

74 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 REPORTS FROM HART BOARD REPRESENTATIVES Metropolitan Planning Organization November 8, 2017 The attachment summarizes activities of the Metropolitan Planning Organization (MPO) during their November 8, 2017 Board of Directors meetings. Attachment: Summary of November 8, 2017 MPO Meeting 5-2

75 ATTACHMENT MPO Board Meeting Wednesday, November 8, 2017 CALL TO ORDER, PLEDGE OF ALLEGIANCE & INVOCATION Vice Chairman Cohen called the meeting to order at 9:03 a.m. Commissioner White led the pledge of allegiance and gave the invocation. The meeting was convened on the 2nd floor of the County Center building. Councilman Cohen read, for the record, a memo from Commissioner Miller informing the Board that he was unable to attend. Councilman Cohen welcomed new members: the new Mayor of Temple Terrace, Mel Jurado, and from the HART Board, Mr. David Mechanik. PUBLIC COMMENTS Mr. Chris Cochran, Manager of Planning for HART, thanked the Board for their support of the critical CAD/AVL (Automated Vehicle Locator) System Replacement Project that was recently added to FDOT s Five-Year Work Program. Mr. Sam Gibbons commented about Tampa Bay Next and the process. He requested the Board to reach out to the Hillsborough County Legislative Delegation to reappropriate funds, and asked that Tampa Bay Next money be redirected to a state matching grant for a safe sustainable multimodal transportation project. He would like for the reappropriation to include Josh Frank s proposal for a boulevard in place of I-275. Mr. Chris Vela expressed concerns for West Tampa residents about Tampa Bay Next proposals since the reset and twenty-four lanes going through impacted neighborhoods. He suggested that the Board have a deep discussion and workshop with FDOT and figure out how to get transit. Ms. Sharon Calvert spoke about the importance of the interstate highway system for hurricane evacuation. She provided a short written report for distribution to board members. She would like to see highway capacity rather tearing down interstates. COMMITTEE REPORTS, ONLINE COMMENTS Mr. Rich Clarendon presented information from the various MPO Committee reports and online comments. The MPO committees approved the following items that are now on the Consent Agenda: (1) The Plant City Road Extension Studies, (2) The Kennedy Boulevard and West Hillsborough Avenue Multimodal Safety Reviews, and (3) the Livable Roadways Committee made a motion to recommend the MPO Board write a letter in support of the Howard Frankland Bridge project bike/pedestrian facility. The committees also supported the FDOT Annual Work Program Highlights, which is an action item on the agenda. Committee discussion included consideration of hurricane evacuation, smarter traffic signals, a request to display Work Program projects on a map, and they asked if sharing the cost of railroad crossing improvements with CSX was possible. MPO Meeting of November 8, 2017 Page 1

76 The Bicycle/Pedestrian and Technical Advisory Committees received a presentation on the Brandon Centers & Corridors Pilot Study. Members asked about the possibility of elevated toll lanes, grade separation at major intersections, and offered support of the market analysis. The Citizens Advisory Committee thanked Port Tampa Bay and the Florida Aquarium for hosting their tour of Port Tampa Bay. It was educational and engaging for the members. The Policy Committee was briefed on the statutes that define school hazardous walking conditions. Members discussed the need for legislative changes on this and other topics, and agreed to consider legislative policy positions when they meet in November. The Intelligent Transportation Systems Committee approved and forwarded to the MPO the 2018 MPO meeting calendar, with ITS meeting dates, and the Vision Zero Action Plan. These items will be brought to other committees at their November meetings. The ITS Committee was also briefed on the FDOT Work Program, connected vehicle technology over cellular networks, Tampa s Smart Cities Initiatives, and the USF Campus Autonomous Transit Feasibility Study. The School Transportation Working Group met and discussed the Health in All Polices Walkability Report, the top ten schools shortlist for detailed review for the MPO s School Safety Study, and setting up a meeting to review the school crossing guard program. The Transportation Disadvantaged Coordinating Board (TDCB) approved the Annual Operating Report for the countywide coordinated system. The board continued to express concern for undercounting of bus pass trips due to state guidelines. The TDCB was briefed on the Regional Transit Feasibility Plan and expressed a continuing need for more work trips for the transportation disadvantaged. The TBARTA MPO Chairs Coordinating Committee Staff Directors discussed the MPO Regional Coordination Structure Best Practices Study, which just kicked off. The group also discussed guest speakers for the 1 st Annual Gulf Coast Safe Streets Summit to be held February 27, 2018, at the Children s Museum, and the agenda for the December 1, 2017 meeting of the MPO Chairs, including regional priorities, and an invitation to the TMA Leadership Group members. The Tampa Bay Transportation Management Area (TMA) Leadership Group discussed the Regional Transit Feasibility Plan next steps, TMA Regional Priorities, and creating a tri-county Regional Long Range Transportation Plan. A detailed summary of their discussion is in the committee report. Staff did not receive any Facebook comments, but received the following on-line comments: seven s from Dale Tindall regarding traffic on I-275; one from Matthew Suarez expressing the need for quality control over FDOT s SEIS document and planning products; and Michael Lamarca supporting the filling in of painted stripes on US 41 to make riding in the bike lane much safer and a step toward Vision Zero. CONSENT AGENDA A. Approval of Minutes October 3, 2017 B. Committee Appointments C. Plant City Road Extension Studies D. Kennedy Blvd & Hillsborough Ave Multimodal Safety Reviews E. Unified Planning Work Program (UPWP) Amendment FY17 Close Out F. Letter Requested by Livable Roadways Committee on Howard Frankland Bridge A motion was made by Commissioner Sandra Murman to approve the Consent Agenda. The motion was seconded by Councilman Guido Maniscalco and carried unanimously. MPO Meeting of November 8, 2017 Page 2

77 ACTION ITEM A. FDOT Annual Work Program Highlights Sarah McKinley, MPO staff, provided an overview of the MPO Transportation Improvement Program and the process for developing it. In addition, she presented information on how the new Work Program reflects the MPO s adopted priorities, and she noted priority projects that still need funding. Stephen Benson, FDOT representative, provided the highlights of the Five-Year Work Program. The FDOT Work Program is a five-year plan of funding that includes public transit, seaport, airport and rail projects. In addition, the program includes transportation planning, intelligent transportation, engineering and design, right of way acquisition and construction activities. The program covers FY19 to FY23, and includes FDOT projects and local projects that FDOT is involved with. Public comment on the work program ended on November 6. The MPO Board has until November 20 to submit comments and objections. January March 2018, the work program will be under review by legislature and the Florida Transportation Commission. The program is slated for adoption July 1, Following the presentation, there were several comments from Board members. Commissioner White inquired about the George Road from Dana Shores Drive to Town and Country Greenway Complete Street Project. Beth Alden stated that the project is from a previous study that looked at connecting the Town and Country Greenway over to the Courtney Campbell Trail to have a complete regional system. Staff worked with the community to find the best route and the community s preferred location, with complete street enhancements, was George Road. The study was completed in spring a year ago. Commissioner Murman stated that they were planning to connect at Memorial Highway, but residents did not feel that it would be safe, and the decision was made instead to connect George Road with the Upper Tampa Bay Trail to the Courtney Campbell Causeway. Commissioner Kemp stated that she was glad to see the addition of a third lane on I-275 from South of Kennedy Boulevard to South of Lois Avenue, but would like to see a fourth lane added. She was pleased to see funding for the Cross Bay Ferry. She expressed concerns regarding the CSX Crossing at US 41 and a state law requiring crossings to be limited to ten minutes. She also thanked Ms. Alden and FDOT for their work on the National Highway Freight Program elevated bridge project and wondered if the project could be moved up. Mr. Benson stated that there is a project development environment study underway, and previous funding was allocated and they are trying to move the project up to an earlier construction. Commissioner Murman inquired about the status of the PD&E Study for US 41, south of Ruskin, and the widening because she did not see it on the work program. Mr. Benson stated that there are various sections under study. She also wanted to know if they were evaluating dedicated lanes for bus rapid lanes in the PD&E. Mr. Benson stated that they would get back with her on the answer. Several members commended Mr. Benson on his presentation and Commissioner Kemp suggested the addition of a map to the side for a better geographic perspective. Councilman Cohen wanted clarification on the PD&E Study for the Gandy Bridge Trail, and wanted to know if people can anticipate a bicycle/pedestrian trail across all three bridges. Mr. Benson stated that there are active studies on both. Allison Stettner provided an update on Turnpike projects. They are adding two new projects that impact the Hillsborough Region: the design of the Suncoast up to SR52 and Van Dyke Road up to SR54. There were no questions following her presentation. Once the FDOT Work Program moves forward, MPO Staff will meet with all jurisdictions in February to coordinate on priorities for the next year. In March, each government is requested to send a letter stating MPO Meeting of November 8, 2017 Page 3

78 its priorities. The letters are provided to the Policy Committee. The information is then provided to FDOT and the priorities get placed into the Work Program. In June, a public hearing and TIP adoption takes place. A motion was made by Mayor Rick Lott to approve the transmittal letter to Secretary Gwynn for the work program highlights of the FDOT Draft Tentative Work Program. The motion was seconded by Commissioner Stacy White and carried unanimously. STATUS REPORTS A. Tampa Bay Next Quarterly Update Bill Jones, FDOT Representative, provided the update on Tampa Bay Next activities. The agency has been meeting with civic associations, churches, and citizens of the community and has been receiving great feedback. Following the presentation, board members commended FDOT on their progress in listening and getting things done. Councilman Maniscalco wanted to know if the I-275 work could be completed without widening the interstate and acquiring additional right-of-way in West Tampa and Seminole Heights, because of the impacts on the historic neighborhoods. He also expressed concerns for the expansion of the streetcar, being a sacrifice to neighborhoods and for the number of cars that may be taken off the roads. Councilman Maniscalco stated that he is planning to attend more of the community meetings and will be reaching out to more people since generations are being impacted. Mr. Jones stated that there will not be any additional impact to the West Tampa and Seminole Heights areas. Commissioner Kemp thanked FDOT for their efforts, expressed concerns about the widening of the interstate, and spoke about the need for smaller transit vehicles, electric vehicle infrastructure, and noise walls for public health and quality of life. Mr. Jones responded that it is not FDOT policy to build noise walls where no lanes are being added, but that it could be possible to add a lane on the existing asphalt. Commissioner White wanted to know what will be done with the demolition material from the bridge rebuilds. Mr. Jones stated that it varies and they are working with agencies to use some of the material as artificial reefs. Commissioner White suggested that Mr. Jones contact Janet Dougherty, the Executive Director of the County s Environmental Protection Commission Artificial Reef Program regarding an agreement to put the material to good use. Mr. David Mechanik wanted to know if the existing structure of the downtown interchange would be rebuilt. Mr. Jones stated that there is a possibility that part of it may not be rebuilt. He also had a question regarding the new concepts that are being considered - what is happening with the express lanes as they enter or exit from downtown? Mr. Jones stated that they are looking at how they can reestablish connections to Ashley and tying into the expressway. They have not finalized the ingress points yet. Councilman Viera joined other members in thanking FDOT for the progress that he has seen in community outreach, and the encouraged continued investment in the USF area. Mr. Jones stated that FDOT has been working with Mark Sharpe, the City of Tampa, Moffitt, and Hillsborough County regarding various transit systems for the USF area. Mayor Lott commended FDOT, as well, on a great job in listening to the citizens of the community and the Board and coming up with a plan and not just focusing on one area of the county. He hopes that the energy that is being felt about FDOT will continue. Councilman Cohen concurred with comments from members. MPO Meeting of November 8, 2017 Page 4

79 B. Regional Planning Best Practices Study Schedule & Survey Beth Alden, MPO Executive Director, provided information on the schedule for the study and the survey. The contract for the study was awarded to Stantec, and the Project Manager s name is Scott Lane, who is a former MPO Director in Virginia and North Carolina. Mr. Lane will present at a future board meeting. The draft schedule was included in the meeting material. Each MPO will be interviewed as part of the study. Case studies will be discussed at a Collaborative Workshop in May. Town Hall meetings will take place during the summer, and another workshop may be scheduled for the fall. Survey copies were provided to board members with a deadline for responding of November 22, C. MPO School Transportation Working Group Update A motion was made by Commissioner Murman to postpone the presentation until December to invite County and City representatives to provide updates on their school safety projects as well. The motion was seconded by Commissioner White and carried unanimously. EXECUTIVE DIRECTOR S REPORT Ms. Beth Alden informed the group of the upcoming MPO Chairs Coordinating Committee (CCC) meeting to discuss regional priorities. The TMA Leadership Group members have been invited to attend the CCC meeting being held on Friday, December 1 at the Pinellas Suncoast Transit Authority, located at 3201 Scherer Drive North in St. Petersburg at 10:00 a.m. The next MPO Board meeting will be held on Tuesday, December 5 at the County Center. The quarterly report and an updated member roster were provided in the Board folders for review. Ms. Alden informed the group of a Connected Vehicles demonstration scheduled for the following Monday, courtesy of THEA. Mr. Waggoner announced that the Florida Automated Vehicles Summit was sold out. OLD BUSINESS & NEW BUSINESS There was no old or new business. ADJOURNMENT A quorum was maintained for the duration of the meeting. There being no further business, the meeting adjourned at 10:49 a.m. MPO Meeting of November 8, 2017 Page 5

80 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 STATUS REPORT Financial Highlights ~ Period Ending October 31, 2017 Key Information Points: We are 8% through the Fiscal Year with our target to trend as closely to that as possible with expenditures. Year to date operating expenses are at 10 percent of the annual budget but when upfront costs are normalized they are on target at 8 percent. Key Takeaways Fare / Pass revenues are on track with budget; When normalized, expenses are on track with budget; Current month expenses for salaries, fuel and parts & supplies are nearly $500,000 lower than last year which can be attributed primarily to Mission MAX system redesign. 6-1

81 6-2 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017

82 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 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 10/31/17) Account Total Bank of America $ 2,558, SBOA $ 5,927, Total $ 8,486, CURRENT CASH BALANCE $ 8,486, Prepared by: Reviewed by: Approved by: Joan Brown, Director of Financial Operations Jeffrey C. Seward, Chief Financial Officer Katharine Eagan, AICP, Chief Executive Officer 6-3

83 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 STATUS REPORT Ridership and Productivity ~ October 2017 October 2017 Ridership October 2017 marks the start of a new fiscal year. All mode ridership declined 9.3 percent compared to October October ridership included the implementation of the redesigned Mission MAX transit network, which restructured HART routes. As ridership at HART and in the US has been in a declining trend, it is difficult to determine how much of the decline is due to the trend, the reductions in Mission Max, and natural confusion by the public given a makeover that affected virtually every route. October 2016 October 2017 Percentage Change Total Year FY Total Year FY 2017 % Change Mode Local, MetroRapid, & Express Bus 2 1,158,477 1,045, % 1,158,477 1,045, % Weekday 893, , % 893, , % MetroRapid 43,218 71, % 43,218 71, % Total Weekday Local 936, , % 936, , % Express 19,337 39, % 19,337 39, % Saturday 119,191 82, % 119,191 82, % Sunday 83,557 73, % 83,557 73, % Streetcar 29,840 26, % 29,840 26, % Paratransit 3 13,488 14, % 13,488 14, % Taxi Voucher 4 4,716 6, % 4,716 6, % Flex 5 7,509 7, % 7,509 7, % Total All Modes 1,214,030 1,100, % 1,214,030 1,100, % Highlights October 2017 fixed route ridership is down 9.8% compared to October October 2017 streetcar ridership is down 10.0% compared to October October 2017 Flex ridership is down 6.8% compared to October Fiscal Year runs October 1 through October Local and connector, express, and streetcar ridership is taken from HART Finance Department GFI reports. 3 HART Operations Department Trapeze reports. 4 Taxi invoice 5 HART Operations Trapeze reports 6-4

84 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 October October 2017 HARTPlus ridership is up 11.1% compared to October Taxi voucher service also continued its recent trend of 6,000+ riders per month and was up 41.8% compared to October Combined, HART Plus and taxi trips totaled 21,675 and represent a 19.1% increase from October Cost per Passenger Cost per passenger is presented as non-audited numbers and is subject to restatement. Cost per passenger can vary when presented as a single month because expenses encumbered will vary depending on items acquired and billing cycles. Year-to-date is more pertinent and the numbers will smooth out as the year progresses and present a truer picture of actual cost. Due to year-end closeout, the table below is the full FY 2017 comparison to FY 2016 that was omitted from the November 2017 report. FY 2017 Final FY 2016 Oct. October FY 2017 Oct. October Bus + Flex Month* Bus + Flex FY YTD* Paratransit Month* Paratransit FY YTD* $5.18 $4.65 $28.73 $29.69 $8.43 $5.32 $40.42 $29.73 % Change 62.7% 14.4% 41.7% 0.1% *Not adjusted to revenue Due to Hurricane Irma, September was very much an aberrant month. Ridership down due to closures but expenses up due to hurricane expenses and year-end closeouts. The table below is the FY 2018 comparison to FY 2017 for October only. October 2017 Bus + Flex Month* Bus + Flex FY 2016 YTD* Paratransit Month* Paratransit FY 2016 YTD* FY 2017 October $4.77 NA $28.20 NA FY 2018 October $4.94 NA $22.88 NA % Change 3.6% NA -18.9% NA *Not adjusted to revenue Ridership and Productivity Reports On the following ridership and productivity report (Attachment), service is broken into three groups: local routes, express routes, and flex routes. Each group is ranked first to worst for the current fiscal year in passengers per revenue hour. Routes in red are routes that fall 60% or below the average for their group. Routes in blue are routes that are 75% or above the average for the group. Paratransit Reports Disabled Patrons Personal Care Attendants Paratransit Riders October Companions Children Total Passengers Subscriptions Wheelchair Trips ,996 1, ,488 6,531 3, ,132 1, ,989 6,510 3,

85 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 % Change 9.5% 21.8% 55.8% -33.3% 11.1% -0.3% 14.3% Trip Cancellations October Type of Cancellation October 2016 October 2017 % Change Advanced Cancellations 1,556 1, % Same Day Cancellations 996 1, % No Shows % Patron/Dispatch Error Cancellations % Other Cancellations % Total Trip Cancellations/No Shows 3,194 3, % Total Suspensions Per No-Show Policy % Trip Purpose - October October Employment Education Medical/ Hospital/Adult Recreation Shopping Other Day Care ,890 2,090 5,318 1, , ,029 2,956 5,643 1, ,545 % Change -21.7% -37.1% -15.2% -16.8% 10.7% 20.0% HARTPlus Certifications October October Certified Total Certified , ,395 ± Change 22.1% 3.3% On-Time Performance October October Month Year-to-Date % 96.48% % 97.10% ± % Change 0.6% 0.6% Prepared by: Steve Feigenbaum, Director of Service Development Reviewed by: Ruthie Reyes Burckard, Chief Operating Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer Attachment: Ridership and Productivity Report 6-6

86 Attachment HART Services Ridership Summary October 2017 Attachment Ridership, FY 2017 vs FY 2018 Monthly Ridership Comparison Year-to-Date October October FY 2017 FY 2018 HART Service FY 2017 FY 2018 % Change Ridership Ridership % Change Fixed Route Bus 1,158,477 1,045, % 1,158,477 1,045, % TECO Streetcar 29,840 26, % 29,840 26, % ADA Paratransit 13,488 14, % 13,488 14, % Taxi Voucher 4,716 6, % 4,716 6, % HART Flex 7,509 7, % 7,509 7, % All Mode Total 1,214,030 1,100, % 1,214,030 1,100, % Wheelchairs on Fixed Route 4,071 3, % 4,071 3, % Bikes on Buses 19,392 18, % 19,392 18, % U-Pass Program 39,299 28, % 39,299 28, % FY 2017 vs. FY 2018 Complete Fiscal Year Monthly Ridership Comparison October October Fixed Route Detail FY 2017 FY 2018 FY 2017 FY 2018 Number of Weekdays Number of Saturdays Number of Sundays No Service or Emergency Closure Days Total Service Days % Change % Change Weekday Ridership 893, , % 893, , % Weekday MetroRapid Ridership 43,218 71, % 43,218 71, % Total Weekday Local Ridership 936, , % 936, , % Weekday Express Ridership 19,337 39, % 19,337 39, % Saturday Ridership 119,191 82, % 119,191 82, % Sunday Ridership 83,557 73, % 83,557 73, % % Change % Change Weekday Average Ridership 42,532 35, % 42,532 35, % Weekday MetroRapid Ridership 2,058 3, % 2,058 3, % Weekday Average Express Ridership 921 1, % 921 1, % Combined Weekday Average Ridership 45,511 40, % 45,511 40, % Saturday Average Ridership 23,838 20, % 23,838 20, % Sunday Average Ridership 16,711 14, % 16,711 14, % Calculations are subject to monthly adjustment/restatement Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report

87 HART Services Ridership Summary October 2017 Attachment FY 17 October Weekday Average FY 18 October Weekday Average % Change FY 18 October Saturday Average* FY 18 October Sunday Average* Y-T-D Ridership Y-T-D Bus Vehicle Trips Y-T-D Riders per Bus Trip Local Routes* 1 Florida Avenue 3,525 3, % 1,869 1,340 89,577 3, th St. 1,531 1, % ,161 1, th St. 4,099 4, % 2,342 1, ,622 2, West Tampa/HCC Dale Mabry 1, % ,687 1, Progress Village/Brandon 1,535 1, % ,487 1, th - 30th Streets 2,467 1, % ,835 1, nd Street 2,579 2, % 1,823 1,326 76,942 2, Armenia - Howard % ,188 1, Columbus Drive 1,338 1, % ,246 1, Waters to Rowlett 830 1, % ,976 1, Port Tampa - Britton Plaza NA 315 NA , Downtown - TGH - South Tampa 1,321 1, % ,717 1, Kennedy Blvd. - TIA 2,088 1, % 1, ,340 2, South Hillsborough % 5, MLK - TIA 1,639 1, % ,072 1, Fletcher Ave % ,087 1, Hillsborough Ave. - NWTC 2,673 2, % 1, ,177 2, Dale Mabry Hwy. 1,722 1, % ,520 1, Brandon - Netpark 1,377 1, % ,792 1, Mango - Netpark NA 431 NA , Busch Blvd. 2,764 2, % 1, ,812 1, Fowler Ave. NA 1,365 NA ,775 1, Yukon - Westshore 1, % ,561 1, Brandon Blvd % ,352 1, In-Towner % 2, In-Towner - Saturday NA NA Nebraska Avenue MetroRapid 2,058 3, % 2,168 1,704 84,546 3, Nebraska Ave.* 2,246 2, % 2,335 1,900 14, Palma Ceia/South Dale Mabry* % 1, Cypress St.* % 1, th St* 1,477 1, % , Sligh Ave.* % 2, UATC/Temple Terrace/Netpark* % 375 3, Group Total 44,589 43, % 23,897 17,085 1,006,134 49, FLEX Routes 570 Brandon Flex % 25 1, South County Flex % Northdale Flex % 98 3, Town 'N Country Flex % South Tampa Flex % 1, Group Total % 123 7,000 2, Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report

88 HART Services Ridership Summary October 2017 Attachment Express and Limited Express Routes* 20X Lutz Express % 2, X Fishhawk - MacDill AFB % 4, LX Mac Dill AFB Express % 3, X New Tampa - Downtown Express % LX Brandon-Tampa-TIA-NWTC NA 706 NA , LX S. County Shopper Tue. Thurs. NA 33 NA LX Brandon - Tampa - MacDill NA 578 NA , LX Temple Terrace Express* % X North Brandon Express* % LX South Brandon Express* % X East Hillsborough Express* % LX South County Express* % LX South County Via 301* % LX NW Hillsborough* % X Clearwater Express* % Group Total 920 2, % 39,052 2, R = Reverse Commute *Current routes only Streetcar 800 TECO Streetcar % 3, ,861 2, Calculations are subject to monthly adjustment/restatement * Route Discontinued effective October 8 Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report

89 HART Services Ridership Summary October 2017 Attachment Hours and Miles by Mode FY 2017 FY 2018 % Change Oct. FY 17 Oct. FY 18 % Change Bus Vehicle Hours 57,976 54, % 57,976 54, % Bus Revenue Hours 54,518 51, % 54,518 51, % Bus Vehicle Miles 770, , % 770, , % Bus Revenue Miles 693, , % 693, , % Flex Vehicle Hours 1,812 1, % 1,812 1, % Flex Revenue Hours 1,585 1, % 1,585 1, % Flex Vehicle Miles 28,373 30, % 28,373 30, % Flex Revenue Miles 21,463 22, % 21,463 22, % Paratransit Vehicle Hours 10,151 10, % 10,151 10, % Paratransit Revenue Hours 8,656 9, % 8,656 9, % Paratransit Vehicle Miles 147, , % 147, , % Paratransit Revenue Miles 128, , % 128, , % Taxi Revenue Hours* 1,655 2,310 NA 1,655 2,310 NA Taxi Revenue Miles* 19,854 28,416 NA 19,854 28,416 NA Streetcar Vehicle Hours 1,315 1, % 1,315 1, % Streetcar Revenue Hours 1,306 1, % 1,306 1, % Streetcar Vehicle Miles 7,050 5, % 7,050 5, % Streetcar Revenue Miles 6,962 5, % 6,962 5, % HART System Vehicle Hours 71,254 68, % 71,254 68, % HART System Revenue Hours 66,065 63, % 66,065 63, % HART System Vehicle Miles 953, , % 953, , % HART System Revenue Miles 850, , % 850, , % *Vehicle and Revenue hours/miles for Taxi Voucher are equal Calculations are subject to monthly adjustment/restatement Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report

90 HART Services Ridership Summary October 2017 Attachment Ridership, FY 2017 vs. FY 2018 Ridership, FY 2017 vs. FY 2018 Route productivity, Passengers per Revenue Hour & Mile (YTD) Monthly Year-to-Date FY 2017 FY 2018 FY 2017 FY 2018 October Passengers per Passengers per Passengers per Passengers per Local Routes FY 2017 FY 2018 % Change FY 2017 FY 2018 % Change Revenue Hour Revenue Hour Revenue Mile Revenue Mile 6-56th Street 108, , % 108, , % Fowler Ave.* NA 25,775 NA NA 25,775 NA NA NA Florida Avenue 92,186 89, % 92,186 89, % nd Street 70,963 76, % 70,963 76, % Hillsborough Avenue 69,982 75, % 69,982 75, % Mango - Netpark* NA 9,705 NA NA 9,705 NA NA NA Busch Boulevard 69,198 59, % 69,198 59, % Nebraska-Fletcher MetroRapid 43,218 84, % 43,218 84, % West Brandon/Netp@rk 35,367 30, % 35,367 30, % th Street 38,377 40, % 38,377 40, % th Street 59,723 35, % 59,723 35, % Waters - Rowlett 19,354 26, % 19,354 26, % Town 'N Country/Airport 57,126 40, % 57,126 40, % Dr. Martin Luther King Jr. Boulevard 41,426 31, % 41,426 31, % Downtown - TGH - South Tampa 34,569 27, % 34,569 27, % Port Tampa - Britton Plaza* NA 6,570 NA NA 6,570 NA NA NA Columbus Drive 34,382 28, % 34,382 28, % Dale Mabry Hwy./Himes Avenue 44,173 36, % 44,173 36, % Progress Vilage/Brandon 38,466 38, % 38,466 38, % Yukon - Westshore 40,996 25, % 40,996 25, % West Tampa/HCC 37,682 19, % 37,682 19, % Brandon Blvd. 13,982 9, % 13,982 9, % Armenia -- Howard 12,888 18, % 12,888 18, % Fletcher Avenue 22,429 19, % 22,429 19, % Intowner - Weekdays 2,290 2, % 2,290 2, % South Hillsborough County 4,727 5, % 4,727 5, % Intowner - Saturday NA 148 NA NA 148 NA NA 4.43 NA Nebraska Avenue** 67,930 14, % 67,930 14, % Palma Ceia/MacDill AFB** 7,120 1, % 7,120 1, % Cypress Street** 5,764 1, % 5,764 1, % th Street** 38,004 7, % 38,004 7, % Sligh Avenue** 9,598 2, % 9,598 2, % UATC/Temple Terrace/Netp@rk** 18,586 3, % 18,586 3, % Public Service - - NA NA NA NA System Total 1,139,140 1,006, % 1,139,140 1,006, % Blue = Routes performing 75% or higher above the local system average 75% of Local System Average Red = Routes performing 60% or lower than the local system average * - Route begun October 8, 2017 ** - Route discontinued October 8, 2018 Calculations are subject to monthly adjustment/restatement 60% of Local System Average Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report

91 HART Services Ridership Summary October 2017 Attachment Ridership, FY 2017 vs. FY 2018 Ridership, FY 2017 vs. FY 2018 Route productivity, Passengers per Revenue Hour & Mile (YTD) Monthly Year-to-Date FY 2017 FY 2018 FY 2017 FY 2018 October Passengers per Passengers per Passengers per Passengers per FLEX Routes FY 2017 FY 2018 % Change FY 2017 FY 2018 % Change Revenue Hour Revenue Hour Revenue Mile Revenue Mile Northdale FLEX 3,550 3, % 3,550 3, % South Tampa FLEX 1,201 1, % 1,201 1, % Brandon FLEX 1,265 1, % 1,265 1, % Town N' Country FLEX % % South County FLEX % % System Total 7,509 7, % 7,509 7, % Blue = Routes performing 75% or higher above the FLEX system average 75% of Local System Average 3.37 Red = Routes performing 60% or lower than the FLEX system average 60% of Local System Average 2.69 Calculations are subject to monthly adjustment/restatement Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report

92 HART Services Ridership Summary October 2017 Attachment Ridership, FY 2017 vs. FY 2018 Ridership, FY 2017 vs. FY 2018 Route productivity, Passengers per Revenue Hour & Mile (YTD) Monthly Year-to-Date FY 2017 FY 2018 FY 2017 FY 2018 October Passengers per Passengers per Passengers per Passengers per Express Routes FY 2017 FY 2018 % Change FY 2017 FY 2018 % Change Revenue Hour Revenue Hour Revenue Mile Revenue Mile 20X - Lutz Express 1,484 2, % 1,484 1, % LX - FishHawk/Riverview/MacDill AFB Express 5,625 4, % 5,625 4, % LX - South Brandon/MacDill AFB Limited Express 4,261 3, % 4,261 3, % LX - Brandon-Tampa-TIA-NWTC* NA 14,278 NA NA 14,278 NA NA NA LX - Brandon-Tampa-MacDill AFB* NA 11,430 NA NA 11,430 NA NA NA LX - New Tampa Express 1, % 1,136 1, % LX - S. County Shopper Tues. & Thurs.* NA 230 NA NA 230 NA NA 3.58 NA LX - UATC/Temple Terrace/Downtown** 1, % 1, % X - Dover/Brandon Express** 1, % 1,332 1, % X - Fishhawk/South Brandon Express** 1, % 1,975 1, % X - East County Express** % % LX - Southshore Limited Express** 1, % 1,640 1, % LX - South County/Brandon via 301 Limited Express** 1, % 1,627 2, % LX - NW Hillsborough Limited Express** % % X - Clearwater Express** 1, % 1, % System Total 23,379 39, % 23,379 45, % Blue = Routes performing 75% or higher above the express system average 75% of Local System Average Red = Routes performing 60% or lower than the express system average 60% of Local System Average 8.07 Calculations are subject to monthly adjustment/restatement * - Route begun October 8, 2017 ** - Route discontinued October 8, 2018 Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report

93 Passengers per Revenue Hour X - Lutz Express 6-56th Street 39 - Busch Boulevard 1 - Florida Avenue 10 - Cypress Street 33 - Fletcher Avenue 24LX - FishHawk/Riverview/MacDill Express 37 - West Brandon/Netp@rk 38 - Mango - Netpark MetroRapid 36 - Dale Mabry Hwy./Himes Avenue 5-40th Street 9-15th Street 15 - Columbus Drive 19 - Port Tampa 31 - South Hillsborough County 17 - Port Tampa - Britton Plaza 16 - Waters Avenue 14 - Armenia Avenue 25LX - South Brandon/MacDill AFB Express 34 - Hillsborough Avenue 8 -Progress Vilage/Brandon 42 - Fowler Ave. 7 - West Tampa/Citrus Park 60LX - Brandon-Tampa-TIA-NWTC 45 - UATC/Rome Avenue/Westshore Plaza 12-22nd Street 32 - Dr. Martin Luther King Jr. Boulevard 360LX - Brandon-Tampa-MacDill AFB 46 - Downtown Tampa/Brandon Northdale FLEX 51LX - New Tampa Express 30 - Town 'N Country/Airport 96 - Downtown Trolley - Purple Line South Tampa FLEX Brandon FLEX 75LX - S. County Shopper Town N' Country FLEX South County FLEX Local Flex Express Passengers per Revenue Hour per Route FY 2018 (10/1/ /31/2017)

94 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 MONTHLY INFORMATION REPORT Procurement & Contracts Administration Activity Report ~ October 2017 A. Full & Open Acquisitions Procurement Method Description Issued RFQ-7278CG Miscellaneous Professional Services 10/25/17 IFB-27623CG Streetcar Barn Door Replacement Project 10/24/17 IFB-28139CG Key Control System for HART Vehicles 10/24/17 B. Contracts Awarded Vendor Petroleum Traders Mansfield Oil Company Mid Florida Armored & ATM Services Amount Description Contracted Diesel and Regular Unleaded Fuel (NYMEX) MARKUP Per Gallon $ FY-18 FUEL (OPIS) Daily OPIS daily average plus Markup -$ Cash Processing, TVM, Change Machine and Armored Car Service $401, Bridgestone Americas Inc. Mileage Base Tire Lease $1,364, SHI International Corp Microsoft Enterprise Agreement $769, Presidio Holding Security Surveillance System Project $583, Advanced Overhead Systems Inc. Fall Protection $69, Bandes Constructions HM Building Pre-Design Services $50, Data Facts Inc. Background Investigation Services $12, *The dollar amount on the fuel reflects that we have not established the rate the Agency will lock in for per gallon diesel fuel. C. Open Contracts: There are 149 open contracts that are currently under administration, including construction Task Orders. D. Processed Purchase Orders Under $25,000 = $259, Standard Purchase Orders totaling $408, Inventory Purchase Orders totaling $285,574 E. Unauthorized Procurements There were no unauthorized procurements made in the month of October Prepared by: Al Burns, Director, Procurement & Contracts Administration Reviewed by: Jeffrey C. Seward, Chief Financial Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer 7-1

95 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 MONTHLY INFORMATION REPORT Marketing Services Activities ~ October 2017 Marketing/Advertising HART Employee House Flyer/Internal Communication HART Patron Notice Temporary Airport Shuttle HART Information Flyer (one page, two sided) Marketing Collateral and Graphic Support Highlights of 48 projects completed in October 7-2

96 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 Transit Advertising Revenue Direct Media USA, (Transit Advertising) April was the last month of the new contract year (three years with two one year options). Revenue split was increased from 60% /40%, to 63%/37% HART/Direct Media USA. The monthly guarantee is $54,600. October is the sixth month of the second contract year. Annual guaranteed revenue is $655,200, which is an increase of $25,200 for the year. The following chart is for May through October. 2nd contract year May 2017-April 2018 Contract Year Media Sales HART 63% Guarantee Current month media sales $76, $ 8, $ 54, Previous months' media sales $459, $ 289, $ 273, Year to date media sales $536, $ 337, $ 327, Signal Outdoor (Shelter Advertising) Monthly Summary: HART received revenue of $10,325 for August (which was the second month of this annual contract year). There are 41 shelters built; 830 panels in inventory; 712, or 85.9% panels sold. Month Jul 17 Aug 17 Sep 17 Oct 17 Nov 17 Dec 17 # of Shelter Panels Panels Sold % Panels Sold 89.1% 85.8% 90.6% 85.2% Monthly Revenue $10,400 $10,375 $10,375 $10,275 Revenue to Date $41,425 Commuter Advertising (premier provider of GPS based short form audio and text scroll advertising on transit vehicles): In October, the tenth month of the fourth annual contract term, (January December 2017), a total of $ in revenue was generated. Year to date revenue for this contract period is $30,771. Annual guaranteed payment to HART is $20,000. This is $10,771 more than the annual guarantee. Payments since inception (January 2013) to HART has been $126,528. Prepared by: Steve Rosenstock, Sr. Manager of Marketing Services Reviewed by: Lena Petit, Director of Executive Office and Board Support Approved by: Katharine Eagan, AICP, Chief Executive Officer 7-3

97 Hillsborough Transit Authority Board of Directors Meeting December 4, 2017 MONTHLY INFORMATION REPORT Community Relations ~ October 2017 Summary of Community Engagement Activities October 2017 Activities, by type October 2017 Snapshot: 31 activities (17 of which were outreaches on Mission MAX) 1207 total people engaged (approximate) 36 new contacts (for further engagement/collaboration) 21 new registered vendors (15 small businesses; 3 DBEs) Streetcar 13% Sponsorship 3% Meeting 3% Presentation 3% Networking 7% Outreach 71% Prepared by: Marco Sandusky, Sr. Manager of EEO and Community Programs Approved by: Katharine Eagan, AICP, Chief Executive Officer 7-4