A. Call to Order. B. Roll Call. C. Public Comment. D. Board Minutes. 1. Minutes August 16, E. Reports

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1 AGENDA Williamsburg Area Transit Authority Board of Directors September 20, :00 A.M. Stryker Center City Council Chambers 412 N. Boundary Street, Williamsburg, VA A. Call to Order B. Roll Call C. Public Comment D. Board Minutes E. Reports 1. Minutes August 16, Monthly Reports and Communications a) Financial and Ridership Report b) Executive Director Report c) Discussion of Six (6) 40 Buses F. Unfinished Business 1. Ferry Contract Award, Proposed Resolution #R Procurement Services MOU G. New Business 1. FY2018 Proposed Budget Adjustment, Proposed Resolution #R18-09 H. Board Requests I. Adjournment to October 18, 2017

2 AGENDA ITEM NO. D.1 AT THE MEETING OF THE BOARD OF DIRECTORS OF THE WILLIAMSBURG AREA TRANSIT AUTHORITY (WATA), HELD ON THE 16 th DAY OF AUGUST, 2017, AT 10:00 A.M. IN THE STRYKER CENTER, CITY COUNCIL CHAMBERS, 412 BOUNDARY STREET, WILLIAMSBURG, VIRGINIA A. CALL TO ORDER Chair Andrew Trivette called the August meeting of the WATA Board to order and requested Mr. Zach Trogdon, Executive Director, to call the roll. B. ROLL CALL Members of the Board Present: Mr. Andrew Trivette Mr. Paul Holt Mr. Kurt Reisweber Mr. Doug Powell Mr. Mark Carter Others Present: Mr. Bill Horacio, College of William & Mary Ms. Jennifer Tomes, JCC Treasurer Mr. Dave Arnold, Pender & Coward Mr. Wesley Wright, VA Gazette Staff Present: Mr. Zach Trogdon, Executive Director Ms. Amanda Martin, Operations Director Ms. Barbara Creel, Budget & Grants Administrator Ms. Kathryn Johanson, Communications Specialist Ms. Maria Boone, Safety, Security & Training Coordinator Mr. Ben Goodill, Transit Planner Ms. Eva Hanna, Secretary Absent: Mr. Steven Hennessee, DRPT Mr. Josh Moore, Deputy Executive Director C. PUBLIC COMMENT As no one from the public was present, Mr. Trivette closed this section of the meeting. D. BOARD MINUTES 1. Minutes July 19, 2017 Mr. Trivette requested a motion for approval of the minutes from the July 19, 2017 meeting. Mr. Carter made the motion, with a second from Mr. Reisweber. The minutes were approved by a vote of 5-0. E. REPORTS 1. Monthly Reports and Communications a) Financial and Ridership Report 1

3 Mr. Trogdon reported there was a delay in receiving some revenue in time for the July report. August farebox recovery is doing well and the fuel figures for July are accurate. Mr. Trivette asked what the fixed route ridership includes. Ms. Creel replied it includes everything except ADA, Colonial Williamsburg and the Yorktown Trolley. She added that the end of the year figures indicate WATA will end on a positive note with about $400,000 in revenue over expenses. b) Executive Director Report F. UNFINISHED BUSINESS Mr. Trogdon said the report was submitted as written. He did, however, announce that Ms. Johanson would be leaving WATA at the end of the month. She is moving out of the area. The Board thanked her for her work and wished her well. 1. Revision of W&M Transit Service Contract Mr. Trogdon advised that Contract Number W&M-C between WATA and the College was approved at the July Board meeting; however the College has asked that the Authority amend the contract relating to the two (2) long-term employees of the College. The new language is intended to give them the option to remain with the College and only upon separation or retirement; the College would eliminate the positions. There being no further discussion, Mr. Trivette asked for a motion to approve the contract as amended. Mr. Powell made the motion with a second from Mr. Reisweber. The motion was approved by a Board vote of 5-0. G. NEW BUSINESS 1. Expansion Body on Chassis (BOC), Proposed Resolution #R18-06 Mr. Trogdon stated WATA has ordered an additional BOC for its ADA fleet. Delivery will be in mid-november and the vehicle will be fully outfitted when received. The funding is from a FY 2016 capital grant. There being no discussion, Mr. Trivette asked for a motion to approve the resolution. Mr. Powell made the motion with a second from Mr. Reisweber. The resolution was adopted by a Board vote of 5-0. R E S O L U T I O N #R18-06 Expansion Body-on-Chassis (BOC) the Williamsburg Area Transit Authority (the Authority) is in need of an additional Body- On-Chassis vehicle for use in its ADA/paratransit services; and funds to purchase the vehicle are available from grant funding secured by the Authority in Fiscal Years 2015 and 2016; and 2

4 the Authority has concluded that a suitable vehicle is available via the Department of Rail and Public Transportation s statewide purchasing contract from Sonny Merriman, Inc. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Williamsburg Area Transit Authority, authorize the award of a contract to Sonny Merriman, Inc., in the amount of $86,926 for the purchase of a Body-On-Chassis vehicle. H. BOARD REQUESTS Mr. Trivette said he has had conversations with Mr. Trogdon regarding the pending purchase of buses for Colonial Williamsburg. He asked that, for the next meeting, staff prepare recommendations on which types to buy, whose fleet they will go into, when the Board needs to act, what the options are for action and what is needed to proceed. Mr. Trogdon added that the State will supply funds up to the cost of clean diesel. If other types of vehicles are purchased, the shortfall would need to be made up with local funds. Mr. Trivette stated that if alternative fuels are the way to go, perhaps a representative from WATA and Colonial Williamsburg meet with state representatives to discuss the area s unique situation. I. CLOSED SESSION 1. Consideration of the acquisition of real property for the WTA facilities pursuant to Section (A) (3) of the Code of Virginia, Proposed Resolution #R18-07 Mr. Trivette read the statement and asked for a motion. Mr. Holt made the motion, with a second by Mr. Reisweber, to enter into Closed Session. The motion passed by a Board vote of 5-0. At 10:15 a.m., Mr. Trivette commenced the Closed Session. Mr. Robert Underwood from The Colonial Williamsburg Foundation, Mr. Arnold and Ms. Creel were also invited to attend. At 11:00 a.m., Mr. Trivette reconvened the Board in Open Session. Mr. Powell made a motion, with a second by Mr. Reisweber, to adopt the Closed Session Certification. The motion passed by a Board vote of 5-0. Roll call vote: Mr. Trivette AYE Mr. Holt AYE Mr. Reisweber AYE Mr. Powell AYE Mr. Carter - AYE 3

5 RESOLUTION #R18-07 CERTIFICATION OF CLOSED MEETING the Williamsburg Area Transit Authority Board of Directors of the has convened in a closed session on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Freedom of Information Act; and Section of the Code of Virginia requires a certification by the Board that such closed session was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Williamsburg Area Transit Authority hereby certifies that, to the best of each member s knowledge: i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in closed session to which this certification resolution applies; and ii) only such public business matters as were identified in the motion convening closed session were heard, discussed, or considered by the Board. J. ADJOURNMENT There being no further business, Mr. Trivette asked for a motion to adjourn the August 16, 2017 meeting. Mr. Holt made the motion. The motion passed by a Board vote of 5-0. Mr. Trivette adjourned the meeting at 11:01 a.m. Andrew Trivette Chair ELH WATA_BOD_Min_

YTD Revenues $210,192 $1,376,260 Revenues over expenses recorded: $487,194 Does not include August fuel and maintenance payables

6 AGENDA ITEM E.1a FY 2018 PRELIMINARY FINANCIAL AND RIDERSHIP SUMMARY REPORT August 2017 WATA EXPENSES VS. REVENUES $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 July Aug YTD Expenses $401,752 $889,066 YTD Revenues $210,192 $1,376,260 Revenues over expenses recorded: $487,194 Does not include August fuel and maintenance payables (approximately $137,000) 100% of James City County contribution and 25% of York County contributions recorded Data source: JCC Treasurer s report and JCC trial balance 1

7 WATA OPERATING $6,189,796 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 Actual Exp + Payables Budget Exp Operating July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June $365,866 $951,183 $515,816 $1,031,633 $1,547,449 $2,063,265 $2,579,082 $3,094,898 $3,610,714 $4,126,531 $4,642,257 $5,158,163 $5,673,980 $6,189,796 Includes August fuel and maintenance payables $80,450 under budget projection SALARY & FRINGES $3,609,949 $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Actual Expense $297,027 $576,129 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June Budgeted Expenses $300,829 $601,658 $902,487 $1,203,316 $1,504,145 $1,804,974 $2,105,804 $2,406,633 $2,707,462 $3,008,291 $3,309,120 $3,609,949 Overtime August 6.4% YTD Overtime 6.1% $25,529 under budget projection 2

FUEL $700,000 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 $0 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June Actual Expenses $35,837 $75,149 Budget Exp Operating $55,417 $110,833

8 FUEL $700,000 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 $0 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June Actual Expenses $35,837 $75,149 Budget Exp Operating $55,417 $110,833 $166,250 $221,667 $277,083 $332,500 $387,917 $443,333 $498,750 $554,167 $609,583 $665,000 Average cost per gallon $1.92 Gallons consumed 20,258 $35,685 under budget projection FAREBOX RECOVERY $150, $100, $50, $- FY17 Farebox Revenues $92, FY18 Farebox Revenues $131, $80,000 $70,000 $60,000 $50,000 $40,000 $30,000 $20,000 $10,000 $0 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June FY17 $36,328 $55,991 $50,806 $47,983 $61,310 $40,903 $45,668 $51,470 $53,762 $49,245 $56,815 $74,201 FY18 $63,582 $68,001 Less FY 17 Farebox recovery accruals Payments in lieu of fares not included Data source: August Treasurer s Report

FIXED ROUTE - RIDERSHIP 120,000 100,000 80,000 60,000 40,000 20,000 0 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June FY16 Ridership 96,563 99,765 92,891 89,008 79,718 76,751 62,843 74,423 80,285

9 FIXED ROUTE - RIDERSHIP 120, ,000 80,000 60,000 40,000 20,000 0 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June FY16 Ridership 96,563 99,765 92,891 89,008 79,718 76,751 62,843 74,423 80,285 82,562 75,111 86,225 FY17 Ridership 92, ,885 91,523 80,994 72,827 69,879 62,939 69,222 76,259 76,769 70,790 79,910 FY18 Ridership 83,101 82,755 18% decrease from July 2016 YTD Ridership 162,856 Includes all fixed routes Does not include ADA, CWF or Yorktown Trolley ADA -RIDERSHIP July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June FY16 Ridership FY17 Ridership FY18 Ridership % increase from August % YTD increase New paratransit software utilized July 10 YTD 1,733 4

10 WILLIAMSBURG TROLLEY - RIDERSHIP 4,500 4,000 3,500 3,000 2,500 2,000 1,500 1, July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June FY ,220 2,794 3,560 3,587 3,172 2,805 1,852 3,721 3,027 3,199 1,393 1,758 FY ,145 2,571 3,992 1,710 1,292 2,039 2,236 3,092 3,417 3,754 2,093 1,903 FY ,714 1,792 Ridership YTD 3,506 JAMESTOWN ROUTE RIDERSHIP 4,500 4,000 3,500 3,000 2,500 2,000 1,500 1, July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June FY FY FY ,127 2,688 2,809 2,630 3,042 2,726 3,323 3,926 3,141 FY ,102 3,292 Ridership YTD 6,394 5

11 ROUTE 11 - RIDERSHIP 3,500 3,000 2,500 2,000 1,500 1, July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June FY ,975 Ridership YTD 3,898 THE COLONIAL WILLIAMSBURG FOUNDATION RIDERSHIP 250, , , ,000 50,000 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec CY16 Ridership 11,870 27, , , , , , , , , , ,272 CY17 Ridership 7,140 30,742 77, , , , , ,741 7% decrease YTD YTD 870,049 6

12 YORKTOWN TROLLEY RIDERSHIP 20,000 18,000 16,000 14,000 12,000 10,000 8,000 6,000 4,000 2,000 0 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June FY16 Ridership 17,499 12,725 8,048 7, ,974 6,461 6,153 14,611 FY17 Ridership 15,951 10,608 6,596 7,984 1, ,600 6,545 7,861 FY18 Ridership 8,047 4,883 Trolley II & III only

13 AGENDA ITEM NO. E.1b September 20, 2017 Executive Director Report Deputy Director Working with the Executive Director on pursuing our fleet and facility plans for the upcoming years Currently finishing the oversight of several large procurement items including vehicles Will be attending the APTA Expo with Barbara Creel the week of October 9 th. We will be exploring technologies and researching items for several upcoming procurements Interviews are scheduled for the Marketing and Communications position Operations Conducting interviews for a Lead driver On 9/18 will be conducting 3-4 FT bus driver interviews Discussed evacuation plan and emergency shelters with Supervisors Working on a process for incidents for drivers, Leads and Supervisors Completed Driver Handbook update Working on Safety Bags, RouteMatch and uniforms Budget/Grants FY 2017 Audit work Continue to develop TrAMS Super Grant Preparing for FY 17 NTD annual report due by October 31 Draft update to Procurement Manual sent to JCC purchasing Coordinating with VDOT on Ferry contract award No CMAQ or RSTP applications submitted for FY 2024 Continue to develop FY 19 Budget Safety & Security No Preventable Accidents August 2017 Updating Emergency Response Plan Updating Safety and Security Plan Reviewing Snow Plan; updates as needed Met with JCC Risk Manager, JCC Emergency Manager and TSA Homeland Security Surface Inspectors for assessments and feedback. 1

15 R E S O L U T I O N #R18-08 FERRY CONTRACT AWARD UTILIZING PASSENGER FERRY GRANT PROGRAM FUNDS- $2,680,000 on January 20, 2016 the Board of Directors of Williamsburg Area Transit Authority (WATA) approved a Federal Transit Administration (FTA) Passenger Ferry Discretionary Grant in the amount of $2,680,000 of Federal funds; and WATA applied for this Passenger Ferry Grant on behalf of the Virginia Department of Transportation (VDOT); and WATA is acting as the pass through agency for VDOT; and WATA and VDOT entered into a Memorandum of Agreement and a Subrecipient Agreement (the Agreements ) on March 29, 2016, which established the basic terms and conditions of the grant; and VDOT affirms that the contract award to Lyons Shipyard, Inc. is made in compliance with the Agreements; and the grant funds a portion of the purchase and installation of engines and propulsion units for the Pocahontas Ferry; and VDOT is responsible for funding needs over the FTA grant award. NOW, THEREFORE, BE IT RESOLVED that the Williamsburg Area Transit Authority hereby authorizes the utilization of the grant funds for the contract award with Lyon Shipyard, Inc. for purpose described above: Federal Highway Administration $2,316,649 Federal Transit Administration $2,680,000 VDOT Match $1,249,162 Total: $6,245,811 Bid: Lyons Shipyard, Inc. $5,431,140 Contingency 10% $543,114 Construction Engineering & Inspection 5% $271,557 Total: $6,245,811 1 Andrew Trivette Chair

16 ATTEST: Zachary Trogdon Executive Director Adopted by the Board of Directors, Williamsburg Area Transit Authority this 20 th day of September 20, ContractAward_Ferry_res

17 AGENDA ITEM NO. F.2

18 MEMORANDUM OF UNDERSTANDING FOR PROCUREMENT SERVICES FOR WILLIAMSBURG AREA TRANSIT AUTHORITY This memorandum of understanding is entered into this day of, 2017, (the MOU ) by and between the County of James City, Virginia (the County ), whose address is 101-D Mounts Bay Road, Williamsburg, Virginia 23185, and Williamsburg Area Transit Authority ( WATA ), whose address is 7239 Pocahontas Trail, Williamsburg, Virginia 23185, and recites and provides as follows: I. PURPOSE WATA is a regional transit Authority that serves areas within the City of Williamsburg, the County of James City, and portions of York County, and is governed by Title et seq. of the Virginia Code; and the County is a political subdivision of the Commonwealth of Virginia that benefits directly from the services provided by WATA; and pursuant to the Virginia Code, WATA may enter into agreements or leases with public or private entities for the operation of its facilities, and may enter into contracts or agreements with outside entities to finance and maintain the mass transit services, as well as the construction and operations of the transit facilities; and to aid in the construction, maintenance, and operations of the mass transit services and the transit facilities, WATA desires to have the County assist with its procurement services; and the County has been serving as the fiscal agent of WATA; and the County and WATA wish to enter into a collaborative partnership whereby the County provides management and oversight of WATA s procurement transactions. NOW THEREFORE, WATA and the County enter into this MOU as a means of furthering their shared goals, as stated above, and agree to the following terms: II. RESPONSIBILITIES OF THE COUNTY 1. The James City County Purchasing Office shall provide and supervise all of WATA s procurement transactions under the Virginia Public Procurement Act, those rules promulgated by the Federal Transit Administration, and all other federal and state procurement requirements. 1

19 2. In performing its responsibilities under the MOU, the County agrees to fully comply with the WATA Purchasing Policies Manual. 3. In the event of any bid protest involving any WATA procurement, the opinion of the James City County Purchasing Office shall control. 4. James City County Purchasing Office will be responsible for answering any questions regarding the bid documents or individual projects sent out for bid as defined in the bid documents. III. RESPONSIBILITIES OF WATA 5. WATA agrees to be responsible for the costs for procurement services provided by the County under the terms of this MOU, which the parties agree will be FIFTY- FIVE THOUSAND DOLLARS ($55,000.00) for the initial term of this MOU. If this MOU is renewed, as provided in Section IV, herein, the County Administrator (the Administrator ), or designee, and the WATA Executive Director (the Executive Director ), or designee, shall agree in writing upon the costs for procurement services for each renewal term. IV. TERM OF MOU 6. This MOU shall be for an initial term of twelve (12) months, commencing on September 15, 2017 (the Initial Term ). Unless either party gives written notice to the other in compliance with paragraph 7, herein, this MOU shall automatically renew for an additional twelve (12) month term. This MOU may be renewed by parties up to four (4) times, and each renewal shall be for a period of twelve (12) months and shall be subject to all terms herein contained. 7. Either party may for any reason terminate this MOU at the end of the Initial Term or any renewal term by providing the other party with written notice no later than ninety (90) days prior to the end of the current term. However, should WATA fail to complete performance of its responsibilities under this MOU or should WATA fail to continue to operate as a business, then the County may terminate this MOU at that time by providing ten (10) days written notice to WATA. V. MISCELLANEOUS 8. This MOU may be amended from time to time as agreed in writing by both parties or as required by law. 9. The parties agree that their employees, agents, heirs, successors, and assigns will follow the terms and underlying intentions of this MOU while in effect. 10. Claims and disputes concerning the parties responsibilities under this MOU 2

20 shall be brought up immediately to the other party to seek resolution. Such claims must be initiated by written notice to the other party, within ten (10) days of the occurrence of the event giving rise to the claim or the beginning of the work upon which the claim is based, whichever is earlier. 11. The County agrees not to assign or subcontract out its responsibilities under this MOU to any other party without the express written permission of WATA, which shall not be unreasonably withheld. 12. This MOU does not create any right for or by any person or entity against WATA, the County, or any of their members, officials, employees, or contractors. This MOU is not intended to, does not, and may not be relied upon to create any rights, substantive or procedural, enforceable at law by any party in any matter, civil or criminal. 13. By signing below, the parties certify that they have obtained all necessary consents and approvals to fulfill their responsibilities as defined herein. IN WITNESS WHEREOF, the individual Parties have signed and sealed this Agreement. COUNTY OF JAMES CITY, VIRGINIA BY: Bryan J. Hill County Administrator WILLIAMSBURG AREA TRANSIT AUTHORITY BY: Zach Trogdon Executive Director 3

22 R E S O L U T I O N #R18-09 FY 2018 PROPOSED BUDGET ADJUSTMENTS the WATA Board of Director s appropriated and approved the FY 2018 Budget on June 21, 2017 by; and WATA is adjusting the FY 2018 Budget to include additional revenue allocated from the Regional Surface Transportation Program grant for the administration and operations facility. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Williamsburg Area Transit Authority, hereby adopts the following adjustment in FY 2018 revenues and expenditures: BE IT FURTHER RESOLVED that the Board of Directors of Williamsburg Area Transit Authority approves the adjustments to Fiscal Year 2018 budget in the amount of $1,679,849. Revenues: Federal Capital Grants $1,289,780 State Capital Grants $390,069 Total $1,679,849 Expenses: Capital Expenses Administrative & Operations Facility $1,679,849 Total $1,679,849 ATTEST: Andrew Trivette Chair Zachary Trogdon Executive Director Adopted by the Board of Directors of the Williamsburg Area Transit Authority this 20 th of September, FY 17 Proposed Budget Adjustments.res

Hopkinsville Public Transportation Advisory Committee Regular Meeting AGENDA

Hopkinsville Public Transportation Advisory Committee Regular Meeting October 18, 2018; 4:30 p.m. Hopkinsville Municipal Center Council Conference Room, 1 st Floor 715 South Virginia Street AGENDA 1. Call