REGULAR BOARD OF DIRECTORS MEETING Monday, December 1, 2014, 9:00 AM Florida Conference Room HART Administrative Office 1201 East 7 th Avenue, Tampa FL 33605 Information not viewable is available upon request - phone: 813-384-6552, fax: 813-384-6284 or e-mail: petitl@gohart.org TAB AGENDA CALL TO ORDER AND PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES a. Regular Board of Directors Meeting Minutes ~ November 3, 2014 RECOGNITIONS a. Incoming and Reappointed Board Members b. HART Employees 30+ Years of Service PUBLIC INPUT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) PRESENTATIONS HART's Government Transparency Initiative Jeffrey C. Seward, Chief Financial Officer Overview: As the State, County, and City governments are required to post their respective budgets online for financial transparency, more public agencies across the State are taking the initiative to follow suit. In many instances, agencies are going beyond the simple requirement for a budget document to be posted and posting ALL of their financial transaction data online for public review. In even more instances, agencies are taking the opportunity to stretch their transparency programs beyond financial documents and provide an in-depth source for all the respective agencies activities. HART has embarked on a comprehensive government transparency project, starting first with the financial component, but with plans to expand to all of HART s activities allowing broad and indepth access for the public. Today s presentation will provide an overview of this initiative and a demonstration of the financial transparency component.
Hillsborough Transit Authority Board of Directors Meeting Agenda December 1, 2014 Page 2 TAB REGULAR MEETING continued ACTION ITEMS The Finance, Governance, and Administration Committee met on November 17, 2014 and recommended approval of the following action items to the full HART Board of Directors: a. Resolution #R2014-12-52 ~ Approval of a Memorandum of Understanding (MOU) between the Hillsborough Transit Authority (HART) and the Tampa Bay Area Regional Transportation Authority (TBARTA) for Financial Support for the Regional Fare Collection Project in an Amount Not-to-Exceed $267,400 Jeffrey C. Seward, Chief Financial Officer Overview: HART is the founding agency of the Regional Fare Collection Working Group comprised of transit service providers throughout the region including: Citrus County, Manatee County Area Transit (MCAT), Pasco County Public Transportation (PCPT), Pinellas Suncoast Transit Authority (PSTA), Polk Transit Authority (PTA), The Hernando Express (THE Bus), Sarasota County Transit (SCAT) as well as the Florida Department of Transportation (Districts One and Seven). HART, for the benefit of the region and the Working Group, wishes to work with TBARTA One-Call/One-Click project for inclusion of the Regional Fare Collection Project. The Working Group is developing the requirements for a proposed online regional ticketing portal to be developed for passengers of all Working Group member agencies to reload and manage its fare media, as well as an epi-center for regional fare policy, procedures and costs for passengers throughout the region. b. Resolution #R2014-12-53 ~ Authorizing the Chief Executive Officer to Award a Contract to Integrated Business Group, Inc. for Microsoft Dynamics Great Plains (GP) Software Support in an Amount Not-to-Exceed $454,851.72 (One-Year and Nine Months from Award of Contract, with Two One-Year Options Not-to-Exceed Four Years) Michael Stephens, Chief Business Enterprise and Safety Officer Overview: The purpose of this action item is to approve a contract with a new Microsoft Dynamics GP software service and technical support provider for HART Enterprise Resource Planning (ERP) Systems. The new technical support provider will replace the agency s existing technical service and support provider of record for Microsoft Dynamics, Tribridge that longer supports HART s ERP Accounting Solution. CHAIR S AND CHIEF EXECUTIVE OFFICER S REPORTS a. Chair s Report ~ Appointment of Nominating Committee Members b. Chief Executive Officer s Report ~ DBE Program Statement GENERAL COUNSEL S REPORT a. Motion to Initiate the Process of Revising HART Board Policy Section 100: HART Organization; Sub-section 120.02: Board of Directors b. Motion to Initiate the Process of Revising HART Board Policy Section 1000: Environmental Policy; Sub-section 1000.02: Policy
Hillsborough Transit Authority Board of Directors Meeting Agenda December 1, 2014 Page 3 TAB REGULAR MEETING continued c. Draft Chief Executive Officer s Employment Agreement HART BOARD COMMITTEE REPORTS a. Finance, Governance, and Administration Committee Meeting Minutes ~ November 17, 2014 REPORTS FROM HART REPRESENTATIVES a. Tampa Historic Streetcar, Inc. ~ November 2014 STATUS REPORTS a. Financial Highlights b. Ridership and Productivity Report PUBLIC INPUT REGARDING GENERAL CONCERNS (3 MINUTES PER SPEAKER) OLD BUSINESS NEW BUSINESS a. Discussion on Outcomes of Referenda throughout the State ~ Requested by Director Burgin 8. MONTHLY INFORMATION REPORTS a. Key Performance Indicators b. Risk Management c. Procurement and Contracts Administration d. Information Technology e. Human Resources f. Capital Planning and Development g. Marketing and Communications h. Maintenance i. Transportation ADJOURNMENT THE HART BOARD PACKET IS AVAILABLE ONLINE AT WWW.GOHART.ORG
HILLSBOROUGH TRANSIT ATHORITY Regular Board of Directors Meeting Minutes Monday, November 3, 2014 1201 East Seventh Avenue Board Room Tampa, FL 33605 Board Members Present (11) Staff Members Present Commissioner Kevin Beckner Vasti Amaro Josh Burgin Tom Ball Bryan Crino Andrew Bell Mickey Jacob Sylvia Berrien Karen Jaroch Carolyn Brown C. John Melendez Joan Brown Commissioner Lesley Miller Al Burns Commissioner Sandra Murman H.E. (Greg) Carrington Commissioner Mark Sharpe Dara Chenevert Councilmember Mike Suarez Ronnie Cole Councilmember Eddie Vance Nelson Cruz Katharine Eagan Jerry Goodman Board Members Absent (2) Rickey Kendall Fran Davin Dan Mathis Oscar McDaniel Wallace Bowers Pat McKeon Sandra Morrison Thomas Mouling Al Perry Lena Petit Gabriel Quinones Ruthie Reyes Burckard Gisela Rivera-Rios Jeanie Satchel Jeff Seward Michael Stephens Steve Taylor Helen Trout Robert Whitfield Richard Wilson Others Present David Smith, GrayRobinson Eddie Adams Jr., 9504 Woodland Ridge Dr., Tampa, FL Justin Day, The Advocacy Group Ric Feliciano, FDOT Yvette Hammett, The Tampa Tribune Caitlin Johnson, The Tampa Bay Times 1-1
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 2 Elba Lopez, FDOT Pierre Mathurin, 3409 W. Caracas St., Tampa, FL, 33614-6603 Sarah McKinley, MPO Mitch Perry, Creative Loafing James Saunders, ATU 1593 Kathleen Shanahan Sign-in sheets are attached. CALL TO ORDER PUBLIC HEARING The public hearing was opened by Chair Mike Suarez at 9:04 a.m. CALL TO ORDER AND PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Director Sharpe moved and Director Jaroch seconded approval of the September 22, 2014 HART Second Public Hearing on the Tentative FY2015 Millage Rate and Annual Budget and Regular Board Meeting Minutes. All Board members present voted aye. The motion carried unanimously. RECOGNITIONS a. Outgoing and Incoming Board Members Dr. Steven Polzin Chair Suarez read into the record the letter from Dr. Polzin addressed to the HART Board of Directors. Chair Suarez, on behalf of the HART Board of Directors, expressed appreciation for Dr. Polzin s service on the HART Board and for giving a different perspective. Director Mark Sharpe Chair Suarez recognized Director Sharpe for his seven years of service on the HART Board of Directors. He remarked that Director Sharpe was a great advocate of transit, and wished his success in his new exciting endeavor. Ms. Kathleen Shanahan 1-2
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 3 Chair Suarez introduced Ms. Kathleen Shanahan, whose appointment was announced by the Mayor of Tampa, with the City of Tampa Council to confirm it on November 6. Ms. Shanahan said she was excited to be appointed by the Mayor to the HART Board of Directors. She noted that the transit agenda for the community is of preeminence importance considering all the activities that are happening in the hometown, in the county, and in the area. Ms. Shanahan remarked that she was looking forward to serving with the rest of the HART Board members and beginning the educational process. Director Mickey Jacob Chair Suarez welcomed Director Jacob to the HART Board of Directors as a representative of Hillsborough County. Director Jacob said he was thrilled to serve HART and look out for the best interests of transportation in the community and the public, and to look out for the best interests of the employees who work hard to provide the service. He remarked that he has been practicing architecture in this area for 33 years, and is a big believer in working harder to make this a better place to live and improve the quality of life. Director Jacob said, in his opinion, transportation is a key element in that. Director Beckner arrived at 9:10 a.m. b. HART Employees 30+ Years of Service Ms. Ruthie Reyes Burckard, Interim Chief Operating Officer, recognized the following employees for the 30+ years of service at HART. She read into record their short bios and highlights from their careers in the agency and accomplishments. Thomas Mouling, Dan Mathis, Henry Carrington, Sandy Ammons, Richard Wilson, Albert Perry, Patrick Mc Keon, Robert Whitfield, Oscar McDaniel, Andrew Bell, Nelson Cruz, Jerry Goodman, and Carolyn Brown. Ms. Katharine Eagan, Interim CEO, stated that as part of HART working toward being more of an employer of choice, staff brought back the employee acknowledgment programs. She indicated that the quarterly recognition events are coming back. Ms. Eagan stated that, as it was mentioned, many 30+ years employees are two-million-mile club award winners, which means that they drove buses two million miles without an at-fault accident. She remarked that most of people will never drive a million miles in their lives. Ms. Eagan pointed out that these employees have been instrumental in getting that great service. She mentioned a few personal notes about several recognized employees. Chair Suarez thanked the employees for the continued service with HART over the last 30 years. PUBLIC INPUT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) Pierre Mathurin, 3409 W Caracas Street, Tampa, FL 33614, thanked outgoing Board members for their service on the HART Board. He said he hoped that all three of them would continue to be involved in 1-3
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 4 the continuing effort to improve transit service. Mr. Mathurin welcomed the new Board members and wished them well during their terms on the HART Board. PRESENTATIONS Alternative Transportation Solutions in Hillsborough County Ms. Ruthie Reyes Burckard, Interim Chief Operating Officer, provided more details in support of the the September 22 presentation from MetroBee, an innovative transit service who shared its business model with the Board. Through research and industry contacts, staff has compiled best practices and groundbreaking ideas from around the country. This proposal highlights lessons learned and opportunities for Hillsborough County. A full version of the presentation is available on file upon request to the Clerk of the Board at petitl@gohart.org. Ms. Eagan clarified that these options are considered not as a replacement but as an expansion of the current services to help control the growth in HART van based services. She commented that under ADA regulations, HART must accept every trip, hence staff s initiative on finding alternative transportation solutions to be able to deliver better service for customer, provide a better schedule for the staff. Ms. Eagan stressed that this is not an operator replacement, this is a new tool that goes into the toolkit to continue to build on HART successes. Director Sharpe indicated that this is yet one more example of a dramatic change in the leadership of HART. He said he has been impressed with this new group, the fact that they are embracing not just new technologies but looking at ways to expand ridership, attract choice riders. Director Murman asked for more details about the goal stemming the growth in demand for van services. Ms. Reyes Burckard explained that HART has a limited number of vehicles and operators that are currently running the service and the paratransit growth continues, hence the goal is to assist with paratransit ridership. Director Murman noted that a status quo will not allow progress. She said she liked the forward thinking about the ways to move one step ahead to collaborate what others, in spite of restrictions with the union and federal and county guidelines. Director Murman suggested putting a workgroup together between the county and HART to explore solutions that meet the needs of the disabled population. Director Jaroch said she liked the concept. She inquired if staff put together a matrix of what the service is and how much it will cost the customers and the agency for comparison. Ms. Reyes Burckard responded that staff took a look at PSTA as the best comparison in the similar environment. She indicated that the PSTA cost for cab door to door service is about $11 per trip to the agency, when their van trip cost is about $37 to the agency. Ms. Reyes Burckard pointed out that this amount does not cover all of the PSTA overhead including the eligibility intake and administration of the contracts, it just includes the door-to-door service to the vendor and the cost to the customer is double the regular bus fare. She said that PSTA also provides service for Transportation 1-4
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 5 Disadvantaged, and they doing more than double the number of trips that HART is doing in Hillsborough County. Ms. Reyes Burckard indicated that staff is still looking at some of those other agencies and will be bringing information back to the Board on a later date. Director Jaroch noted that the Ben Franklin transit fare to the customer is $1-$3, which is less than double the fare. Ms. Reyes Burckard said it depends on their fixed route fare, which, in their case, fluctuates based on distance and transfers. She remarked that HART had an incremental fare structure many years ago, which was later solidified to one flat fare for ease of the customers understanding. Ms. Reyes Burckard explained that the Ben Franklin transit program in Richmond, Washington, is built on using personal vehicles, matching persons to persons similar to a van pool type system, but rather than a van, it would be an individual vehicle. Director Jaroch remarked that at the last FGA meeting, there was discussion about the fact that Hillsborough County has many more regulations than other areas, where only one of 67 counties has a Public Transportation Commission (PTC) that pretty much does not allow these ride-sharing services. She suggested staff look into partnering with PTC on reducing some of these regulations. Director Jaroch said that the burden on HART would be lifted financially in a lot of these trips. She asked if Ms. Eagan had any discussions with PTC yet. Ms. Eagan reported that she met with PTC Executive Director three times, and will be addressing the PTC Board in November. She indicated that PTC staff of 11 focus much more on rules and enforcement and the PTC is regulating for higher vehicles: taxies, limousines, wreckers, charter buses. Ms. Eagan pointed out that PTC and HART are in a completely different part of state statute, with HART being a public conveyance, mass transportation, with a flat fare. She said she is also meeting this week with TBARTA Interim Executive Director and the PTC Executive Director to discuss the transportation needs in the community and the ways to meet them. Director Jaroch said she liked the programs other agencies offer where customers can make one call and have different options available to them whether it be in a rideshare, taxi or bus service. Ms. Reyes Burckard said the concept was explained as a market share, some percentage of number of trips. Director Jaroch mentioned that the reason the concept makes her hesitant is because it has not been implemented anywhere else. She remarked that HART needs to be very clear about the costs and obligations. Director Jaroch stated that she would support going after a pilot on the paratransit services. Director Murman asked General Counsel if HART, being a charter organization, would have power to employ ridesharing people that would trump the PTC power to do that. Mr. Smith, HART General Counsel, said he would have to look at whether it trumps the PTC. He commented that it is within the purview of the statute for HART to engage in such activities, but it has to be done consistent with all other applicable law. 1-5
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 6 Director Murman requested that the General Counsel look into it. She indicated that it would be very interesting to find out because being a charter organization HART may have some powers that may allow to do different things on ridesharing without having to fall under the PTC and their rules. Suarez said, in his opinion, MetroBee does not have anything to do with PTC and HART could implement that with the help of TBARTA or anyone else. Director Melendez said he liked the fact that this concept addresses the book-end times, the early morning and late evening, where the cost is $65 per hour to provide service. He indicated that this project could be a potential partnership where HART gets more out of the taxpayers dollars. Director Melendez supported the idea of HART providing leadership in exploration of those options. He said as the population grows, the incremental or supplemental options provide an advantage with lower prices. Chair Suarez said the MetroBee project is a fascinating idea. He inquired if it is targeted for a much more densely populated area in terms of transit. Ms. Reyes Burckard said the county is growing, and areas like Brandon and South County have amazing growth and are exploding in growth far out of the current service area. Chair Suarez suggested going forward and keep communicating with MetroBee to see how it fits within HART service, maybe in the most densely-populated areas of the County. 2. ACTION ITEMS The Ad Hoc Committee on Selection of Federal and State Legislative Consultant Services met on October 8, 2014 and recommended approval of the following action items to the full HART Board of Directors: a. Resolution #R2014-11-45 ~ Authorizing the Interim Chief Executive Officer to Award a Contract for Federal Legislative Consulting Services to Holland & Knight in the Amount of $349,500 (One-Year Nine Months Base With Two (2) One-Year Options) b. Resolution #R2014-11-46 ~ Authorizing the Interim Chief Executive Officer to Award a Contract for State Legislative Consulting Services to The Advocacy Group in the Amount of $160,000 (Two-Year Base With Two (2) One-Year Options) Director Jaroch inquired if the amount of $349,500 was for the total term of the contract. Mr. Jeff Seward, Chief Financial Officer, said the amount was for the total duration of the contract, in both Resolutions. Director Sharpe moved and Director Murman seconded the motion to approve action items a Resolution #R2014-11-45, and b Resolution #R2014-11-46. All Board members present voted aye. The motion carried unanimously. 1-6
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 7 The Finance, Governance, and Administration Committee met on October 20, 2014 but there was no quorum present to form a recommendation on the following action items to the full HART Board of Directors: Director Murman moved and Director Sharpe seconded the motion to approve action items: c. Resolution #R2014-11-47 ~ Authorizing the Interim Chief Executive Officer to Execute Amendment (No. 4) to the Existing Agreement Between the Hillsborough Transit Authority (HART) and the Pinellas County Metropolitan Planning Organization (MPO) Extending the Project Completion Date for the Job Access Reverse Commute (JARC) and New Freedom Programs Until January 31, 2015 d. Resolution #R2014-11-48 ~ Authorizing the Interim Chief Executive Officer to Execute a Joint Participation Agreement (JPA) Between the Hillsborough Transit Authority (HART) and the Florida Department of Transportation (FDOT) to Accept State Block Grant Funding Assistance for Fiscal Year 2015 in the Amount of $4,280,500 e. Resolution #R2014-11-49 ~ Authorizing the Interim Chief Executive Officer to Execute a Joint Participation Agreement (JPA) Between the Hillsborough Transit Authority (HART) and the Florida Department of Transportation (FDOT) to Accept Transit Urban Corridor Funds to Assist with the Operating Cost of Route 20X an Express Route Service Between Land O Lakes in South Pasco County and Downtown Tampa in the Amount of $400,000 f. Resolution #R2014-11-50 ~ Authorizing the Interim Chief Executive Officer to Dispose of Thirty (30) Revenue Vehicles in Such a Manner to be Most Advantageous to HART g. Resolution #R2014-11-51 ~ Authorizing the Interim Chief Executive Officer to Purchase One (1) Hydraulic Aerial Lift Bucket Truck from Altec Industries, Inc. in the Amount of $113,827 All Board members present voted aye. The motion carried unanimously. CHAIR S REPORT Chair Suarez reported that the Policy Leadership Group (PLG) agreed to engage Parsons Brinkerhoff to do a study and an outreach. He pointed out that with the change in the HART Board membership, the position of Vice Chair is vacant now. Chair Suarez added that next month the Nominating Committee will meet to form its recommendations for the HART officers positions and various Boards appointments. He encouraged anyone who wants to serve in any of the Board positions to communicate that to the Clerk of the Board. CHIEF EXECUTIVE OFFICER S REPORT Ms. Eagan remarked that there will be a sendoff for Commissioner Sharpe on November 13 at 2 p.m. at the County Center. NEW BUSINESS a. Discussion on the Interim Status of CEO ~ requested by Director Miller Director Miller said he has been on the HART Board for a short time, but has been in this community all his life: served on the City Council for a short period of time, in the legislature 14 years, at USF as an executive, and the Hillsborough County BOCC. He reported that transportation is a vitally 1-7
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 8 important issue, it is probably one of the most talked about issues in Hillsborough County and HART is at the hub of that conversation. Director Miller stated that, in his opinion, Interim CEO does not fit well in this discussion. He remarked that it was time for the HART Board to start looking at making Ms. Eagan permanent. Director Miller indicated that in April of this year Ms. Eagan was named Interim CEO. She developed three goals: to make the organization the Employer of choice, transportation provider choice, and a change agent. He named a few initiatives that came to fruition under Ms. Eagan s leadership, such as Megabus hub at MTC; OneBusAway, as a text feature so that passengers with smartphones can determine when their bus is arriving; a pilot program with HCC offering a semester pass, and a new automated application tracking system that will streamline and enhance recruitment as well as modernize employee evaluations. Director Miller pointed out that on October 30, one of local newspapers wrote an article about Hillsborough transit, and one of the things they pointed out within that editorial, the transit agency, HART, which would manage the system, has a strong, capable chief executive. He stated that it was time to make the CEO permanent within this agency. Director Miller compared the situation with having an acting football coach while trying to get to the super bowl. Director Miller made a motion that the HART Board of Directors name Ms. Katharine Eagan permanent CEO and direct General Counsel and HART Board Chair to negotiate the employment contract. Director Sharpe seconded. Director Sharpe said he greatly respected the leadership of Commissioner Miller and was looking forward to his leadership in the coming years in HART. He remarked that he joined HART in 2007, when this organization was dysfunctional, and his passion had always been about finding a way to make transit work in this community. Director Sharpe indicated that over the last year he saw that Ms. Eagan had a special quality that very few people have: to step up in the middle of a crisis and bring calm, steady, assured leadership. He pointed out that often people in the interim position want the job so bad that they do nothing because they do not want to disrupt things. Director Sharpe said Ms. Eagan is a solid, strong, competent leader who is recognized around the country. He mentioned his concern that if the HART Board does not act, the organization is going to lose Ms. Eagan. Director Sharpe stated that he had the chance to travel to other transit agencies around the country, met the transit heads and can assure that she is the best. He noted that Ms. Eagan was recognized as top 40 under 40, in 2012 she was selected as rookie of the year by the Association of Construction Managers; she served in Maryland and Dallas. Director Sharpe said the improved on-time performance of this agency is the direct result of her leadership; she employs technology, such as one bus away, and has been leading the farebox modernization effort. He stated that in light of what happens to the Policy Leadership Group, HART needs someone who is knowledgeable, knows the community and is well versed in all issues. Director Sharpe said he could not think of anyone better than Ms. Eagan. Director Beckner asked if the motion on the table is to name Ms. Eagan acting CEO with her contract to be revisited after the referendum, or the Board is making a permanent decision today without any consideration of anybody else for the position. Director Miller said his motion was to make Ms. Eagan permanent today and allow the Chair and the General Counsel to negotiate a contract with her. He said he did not find it prudent to spend $80,000 - $100,000 to do a national search when those dollars can be utilized elsewhere to enhance this agency. Director Beckner said he had a lot of confidence in Ms. Eagan who does a great job especially with the 1-8
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 9 turmoil that she walked into; she is recognized across the country; and he commended what she has done. He noted that back in the spring the HART Board decided to delay the permanent CEO decision because of the Policy Leadership Group, of potential of a referendum. Director Beckner said HART s $60 million budget could potentially double. He indicated that to be able to say that the HART Board of Directors have done their due diligence, having selected an individual to run a potentially new transit agency, a nationwide search needs to be done. Director Beckner said he would not be supporting the motion on the floor today. Director Jaroch said she has come to know Ms. Eagan through her service on the HART Board and her service to the community, and thinks Ms. Eagan does a phenomenal job. She remarked that her only hesitance is very similar to Commissioner Beckner s about a lot of uncertainty. Director Jaroch said she has not seen anything distinct on paper to give her the confidence that the agency is not going to change drastically, if there will be a referendum, whether it will include fixed guideway which may require a whole new set of skills and increase the size of this agency. She remarked that she felt fully confident that Ms. Eagan could take it on, but would like her to get that role after she has risen to the top in a search where the HART Board has done their due diligence on who is the best one to lead this agency. Director Jaroch stated that for that reason she probably would not support the motion on the floor, and thought the HART Board would be better suited in another year or two to make that decision. Director Burgin said it was important to consider that a potential referendum in 2016 might fail to pass. He pointed out that the referendum in Hillsborough County did not pass in 2010, so it is quite presumptuous to think that in 2016 there will be a different outcome. Director Burgin remarked that undisputed today is an agency with 600+ employees and if the HART Board leaves an executive in the category of interim having been there nearly 6 months, it would do the agency a pretty profound disservice. He said he was willing to accommodate the expressed concerns by limiting the contract to two years. Director Melendez cited the saying The moment of absolute certainty never rises. When faced with a difficult decision gather all the information together, consider it, make a decision and go, just go. Don't look back. He indicated that in the economist world, one of the indexes people currently look to is the uncertainty index. Director Melendez said he saw this motion as an assertion of certainty and was going to support it on the basis of bringing certainty and leadership to the community as well as support for Ms. Eagan. He indicated that he has seen her leadership and the work that she has done as Chief Operating Officer. Director Melendez remarked that there is no certainty that there will even be a referendum. He added that the HART Board is a sovereign body, and no matter what is in control of its own destiny. Director Jacob referred to his experience of presiding over an organization with 85,000 members and $60 million-plus-a-year budget, uncertain times in his industry, and living through an Interim CEO situation for a few years. He indicated that the best way to get through uncertain times is strong leadership and to have confidence in the leader. Director Jacob stated that he was a huge believer that when a company finds the right person, it projects the confidence in such leader and gives him/her the authority to lead aggressively and decisively. He pointed out that one of the reasons he applied for this Board is because of what is going to happen to this county in the future. Director Jacob said he believed this Board, if acts with decisiveness and confidence moving forward, will send a message to the community that it mean business in terms of solving the transportation problems. He indicated that 1-9
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 10 he has watched Ms. Eagan from afar, and is very impressed with the work she has done, and the HART Board as a group, giving Ms. Eagan the confidence to move forward, is the right decision to make. Director Crino said while making the decision about naming Ms. Eagan Interim CEO and making a decision as to how to approach the search, the issue that carried the day was that HART would not have the ability to attract viable candidates with the future of this organization uncertain. He stated that HART has a very viable candidate. Director Crino noted the view shared by most of his fellow colleagues and friends, was that the 2010 referendum failed because of a lack of leadership and a lack of consistent message. He remarked that the issue whether HART would play a role in managing the countywide transportation post-initiative and post-referendum has been put to bed by the leadership at HART, with Ms. Eagan stepping up in the dialogue and taking a leadership role within the community as to future transportation. Director Crino said, in his opinion, there were good reasons for postponing the decision to search at that time, and all of those reasons have been obviated at this point in time. He stated that he would support the motion and would be very proud to have Ms. Eagan as HART s permanent leader. Director Murman spoke in support of the motion. She mentioned the Mayor's famous comment our time is here; our time is now. Director Murman said when the Chairman and the GC bring the draft employment contract for the Board s vote, the terms could be discussed that at that time, but the decision today is to send the message and make Ms. Eagan the permanent CEO. Director Vance said he strongly supported the motion. He noted that HART cannot base its future on the uncertainty of what is going to happen in 2016. Director Vance said, in his opinion, HART has a confident and strong leader and he was confident in her. Chair Suarez spoke about the uncertainty of the final product of the Policy Leadership Group. He noted that having an Interim CEO makes HART look weak before the state or the federal government while discussing HART future. Chair Suarez referred to HART history of breaking a contract with one CEO, with the agency in disarray was inherited by Mr. Hale who settled it down. He said Ms. Eagan has been doing everything possible to expand the agency based on the budget limitations. Chair Suarez noted that some of the transit agencies pay a lot of money to their CEOs, the money that HART does not have. Director Beckner stated that his vote today does not reflect his opinion or his belief in Ms. Eagan s leadership ability. He said he has always believed that it is in the best interest for the taxpayers and the agencies to do a nationwide search. Director Jaroch echoed the comment stating that she has full confidence in Ms. Eagan s abilities, and her vote will not reflect that confidence. The question was called on the motion by Directors Miller/Sharpe that the HART Board of Directors name Ms. Katharine Egan permanent CEO and direct General Counsel and HART Board Chair to negotiate the employment contract. Directors Crino, Burgin, Jacob, Miller, Melendez, Murman, Suarez, Sharpe, and Vance voted aye. Directors Beckner and Jaroch voted nay. The motion carried 9 to 2. Ms. Eagan said she was looking forward to new challenges with HART team. 1-10
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 11 GENERAL COUNSEL Mr. David Smith reported that he has been working on the HART Board ethics policy re-write. HE indicated that it is planned to have a draft presented to the Board by December, with the final adoption by January/February of 2015. Mr. Smith pointed out that the Board has not taken action on the proposed amendment to Section 120.02 that specifies handling a departing Board member so that the notification to the county and the city or the cities would be clear and distinct. He said he was now concerned that it may be a rule under 120.02, and so the HART Board would have to go through the notification process. Mr. Smith added that he would bring back the appropriate time period for action on that. Director Jaroch moved and Director Burgin seconded the motion to proceed with working on revisions to the HART Ethics policies. All Board members present voted aye. The motion carried unanimously. Director Murman made a motion that HART staff work in a formal group with Hillsborough County Sunshine Line on ways to partner on paratransit services, vouchers, and ride sharing; and come back to the Board with recommendations. All Board members present voted aye. The motion carried unanimously. Burgin made a motion to direct HART staff to communicate with the City of Tampa staff on the cost and other particulars related to light synchronization along Marion Street leading to MTC. Director Sharpe seconded. All Board members present voted aye. The motion carried unanimously. HART BOARD COMMITTEE REPORTS Chair Suarez referred the Board members to the materials in the packets. STATUS REPORTS Chair Suarez referred the Board members to the materials in the packets. PUBLIC INPUT REGARDING GENERAL CONCERNS Mr. Ronnie Cole, HART Staff, said Ms. Eagan has shown outstanding service to all the employees at HART, being a very firm and stern leader, along with Ms. Reyes Burckard. Mr. Cole pointed out that HART cannot afford to do a nationwide search when the agency has been in arrears two or three years trying to come up to the top. He said the agency should keep what it has in order, and Ms. Eagan has proven to be a very hardworking young lady. Mr. Eddie Adams, Jr., 9504 Woodland Ridge Drive, Temple Terrace, congratulated Ms. Eagan. He indicated that it has been mentioned before at one of the Board meetings that 49% of ridership are in the black community. Mr. Adams said he has not seen the leadership of this organization in the past involved and work within the community, but he has seen Ms. Eagan at a lot of events within the community. 1-11
HART Board of Directors Regular Board of Directors Meeting Minutes November 3, 2014 Page ~ 12 Mr. James Saunders, President Of 1593ATU, congratulated Ms. Eagan and said the ATU welcomes the opportunity to work with her also and promote transit in this area. He remarked that he, also, traveled around the country and seen many different transit systems, and HART has a long way to get to where we need to be, and there are going to be times when there will be disagreements between management and the union, but hopefully we can work to solve those issues in-house. Director Murman pointed out that she would be remiss in leaving out the fact that employees really like Ms. Eagan, and it is a big assurance for the Board members that they are not going to hear people coming to the podium unhappy with employment conditions. OLD BUSINESS There was no old business. NEW BUSINESS There was no new business. ADJOURNMENT The meeting adjourned at 6:25 p.m. ATTEST Councilmember Mike Suarez, Chairperson HART Board of Directors Councilmember Eddie Vance, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 1-12
BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: NOVEMBER 17, 2014 RE: Resolution #R2014-12-52 ~ Approval of a Memorandum of Understanding (MOU) between the Hillsborough Transit Authority (HART) and the Tampa Bay Area Regional Transportation Authority (TBARTA) for Financial Support for the Regional Fare Collection Project in an Amount Not-to-Exceed $267,400 Finance, Governance, and Administration Committee Meeting of November 17, 2014 Voting Committee Members Present: Other Board Members Present: Chair Jaroch, Vice Chair Crino, Directors Bowers, Vance, and Beckner Director Jacob Committee Recommendation: The Committee reviewed this action item and voted unanimously to advance it to the full HART Board of Directors at the December 1, 2014 regular Board meeting. Attachments: I. Resolution #R2014-12-52 II. Committee Agenda Report III. MOU between HART and TBARTA 2-1
ATTACHMENT I RESOLUTION NO. #R2014-12-52 A RESOLUTION FOR APPROVAL OF A MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE HILLSBOROUGH TRANSIT AUTHORITY (HART) AND THE TAMPA BAY AREA REGIONAL TRANSPORTATION AUTHORITY (TBARTA) FOR FINANCIAL SUPPORT FOR THE REGIONAL FARE COLLECTION PROJECT IN AN AMOUNT NOT-TO-EXCEED $267,400 WHEREAS, the Hillsborough Transit Authority (HART) is the founding agency of the Regional Fare Collection Working Group comprised of transit service providers throughout the region including: Citrus County, Manatee County Area Transit (MCAT), Pasco County Public Transportation (PCPT), Pinellas Suncoast Transit Authority (PSTA), Polk Transit Authority (PTA), The Hernando Express (THE Bus), Sarasota County Transit (SCAT), and the Florida Department of Transportation (Districts One and Seven); and WHEREAS, the Tampa Bay Area Regional Transportation Authority (TBARTA) is an agency of the State of Florida created to improve mobility and to plan, develop, finance, construct, own, purchase, operate, maintain, relocate, equip, repair, manage, and expand multimodal transportation systems and options for passengers and freight in Citrus, Hernando, Hillsborough, Manatee, Pasco, Pinellas, and Sarasota Counties; and WHEREAS, HART, for the benefit of the region and the Working Group, wishes to work with TBARTA s One-Call/One-Click project for inclusion of the regional fare collection project. The Working Group is developing the requirements for a proposed online regional ticketing portal to be developed for passengers of all Working Group member agencies to reload and manage its fare media, as well as an epi-center for regional fare policy, procedures and costs for passengers throughout the region; and WHEREAS, TBARTA, in the spirit of regional cooperation and collaboration, recognizes the regional benefit to the development of a single fare collection system, fare media that has regional interoperability and related products and studies and, therefore, wishes to contribute to its development and implementation by providing $267,400 toward HART s procurement of the Working Group s web-portal and back-office infrastructure; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The HART Board of Directors approves a MOU between HART and TBARTA for financial support for the Regional Fare Collection Project in an amount not-toexceed $267,400. Section 2. Proper officers of HART are authorized to do all things necessary and required in order to execute the MOU. Section 3. This resolution shall take effect immediately upon its adoption. 2-2
PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON DECEMBER 1, 2014. ATTEST: Councilmember Mike Suarez, Chairperson HART Board of Directors Councilmember Eddie Vance, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 2-3
ATTACHMENT II Hillsborough Transit Authority Finance, Governance, and Administration Committee Meeting November 17, 2014 COMMITTEE ACTION ITEM Approval of a Memorandum of Understanding (MOU) between the Hillsborough Transit Authority (HART) and the Tampa Bay Area Regional Transportation Authority (TBARTA) for Financial Support for the Regional Fare Collection Project in an Amount Not-to-Exceed $267,400 OVERVIEW HART is the founding agency of the Regional Fare Collection Working Group comprised of transit service providers throughout the region including Citrus County, Manatee County Area Transit (MCAT), Pasco County Public Transportation (PCPT), Pinellas Suncoast Transit Authority (PSTA), Polk Transit Authority (PTA), The Hernando Express (THE Bus), and Sarasota County Transit (SCAT) as well as the Florida Department of Transportation (Districts One and Seven). HART, for the benefit of the region and the Working Group, wishes to work with TBARTA s One-Call/One-Click project for inclusion of the Regional Fare Collection Project. The Working Group is developing the requirements for a proposed online regional ticketing portal to be developed for passengers of all Working Group member agencies to reload and manage its fare media, as well as an epi-center for regional fare policy, procedures and costs for passengers throughout the region. RECOMMENDATION That the Finance, Governance, and Administration Committee review the action item for approval of a MOU between HART and TBARTA for financial support for the Regional Fare Collection Project in an amount not-to-exceed $267,400; and advance this item to the full HART Board of Directors at the December 1, 2014 regular Board meeting. FINANCIAL IMPACT This MOU will increase the overall funding for the Regional Fare Collection Project by $267,400. BACKGROUND HART envisions this to be a centralized approach eliminating the need for each Working Group member to maintain its own back-office passenger online fare utility; TBARTA s proposed One-Call/One-Click web-service would be utilized as that regional informational epi-center allowing users from all agencies to research regional fares, route connectivity, fare media variety, and education on the overall regional fare system, while also providing links to the future back-office utility that will allow passengers to manage their fare accounts, including the loading and reloading of fare media. As the State of Florida evolves its back-office technology and requirements for SunPass, SunRail, and expressways, the Working Group and TBARTA will keep abreast of those developments to ascertain where and when the two systems may be able to be integrated or complement one another. 2-4
Hillsborough Transit Authority Finance, Governance, and Administration Committee Meeting November 17, 2014 HART and the Working Group, as an early phase of this effort, will focus on providing more than 94,000 veterans, representing the fourth highest concentration of veterans in the State of Florida, and over 11.2 million transit dependent citizens with accessibility to the region s transit systems through a unified regional fare structure, fare media, and informational web outlet. A central portal for these riders to access fare information, route data specific to either VA support facilities or healthcare centers, general medical and job related support resources, and educational facilities will be developed as part of the overall Regional Revenue Collection and Inter-Jurisdictional Mobility Project. TBARTA, in the spirit of regional cooperation and collaboration, recognizes the regional benefit to the development of a single fare collection system, fare media that has regional interoperability and related products and studies and, therefore, wishes to contribute to its development and implementation. NEXT STEPS Present the recommendation by the Finance, Governance, and Administration Committee to the full HART Board of Directors at the December 1, 2014 regular Board meeting. Upon the Board s approval, the approved HART Resolution and MOU will be provided to the TBARTA Board of Directors at their regular December 12, 2014 meeting for consideration. Prepared by: Jeffrey C. Seward, Chief Financial Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer 2-5
ATTACHMENT III MEMORANDUM OF UNDERSTANDING Between TAMPA BAY AREA REGIONAL TRANSPORTATION AUTHORITY And HILLSBOROUGH TRANSIT AUTHORITY This Memorandum of Understanding ("MOU") is entered into between the Tampa Bay Area Regional Transportation Authority (''TBARTA ) and Hillsborough Transit Authority ("HART"), collectively the "Parties" on this day of, 2014 ("Effective Date"). TBARTA is an agency of the State of Florida created to improve mobility and to plan, develop, finance, construct, own, purchase, operate, maintain, relocate, equip, repair, manage, and expand multimodal transportation systems and options for passengers and freight in Citrus, Hernando, Hillsborough, Manatee, Pasco, Pinellas and Sarasota Counties; and HART is an independent special district of the State of Florida created to provide transportation services throughout Hillsborough County; and HART is the founding agency of the Regional Fare Collection Working Group comprised of transit service providers throughout the region including Citrus County, Manatee County Area Transit (MCAT), Hillsborough Transit Authority (HART), Pasco County Public Transportation (PCPT), Pinellas Suncoast Transit Authority (PSTA), Polk Transit Authority (PTA), The Hernando Express (THE Bus), and Sarasota County Transit (SCAT) and the Florida Department of Transportation (Districts One and Seven) (the Working Group ); and HART, for the benefit of the region and the Working Group, wishes to work with TBARTA s One-Call/One-Click project for inclusion of the Regional Fare Collection Project. The Working Group is developing the requirements for a proposed online regional ticketing portal to be developed for passengers of all Working Group member agencies to reload and manage its fare media, as well as an epi-center for regional fare policy, procedures and costs for passengers throughout the region. HART envisions this to be a centralized approach eliminating the need for each Working Group member to maintain its own back-office passenger on-line fare utility; TBARTA s proposed One-Call/One-Click web-service would be utilized as that regional informational epi-center allowing users from all agencies to research regional fares, route connectivity, fare media variety, and education on the overall regional fare system, while also providing links to the future back-office utility that will allow passengers to manage their fare accounts, including the loading and reloading of fare media. As the State of Florida evolves its back-office technology and requirements for SunPass, SunRail, and expressways, the Working Group and TBARTA will keep abreast of those developments to ascertain where and when the two systems may be able to be integrated or complement one another. 2-6
HART and the Working Group, as an early phase of this effort, will focus on providing more than 94,000 veterans, representing the fourth highest concentration of veterans in the State of Florida, and over 11.2 million transit dependent citizens with accessibility to the region s transit systems through a unified regional fare structure, fare media and informational web outlet. A central portal for these riders to access fare information, route data specific to either VA support facilities or healthcare centers, general medical and job related support resources, and educational facilities will be developed as part of the overall Regional Revenue Collection and Inter- Jurisdictional Mobility Project. TBARTA, in the spirit of regional cooperation and collaboration, recognizes the regional benefit to the development of a single fare collection system, fare media that has regional interoperability and related products and studies and, therefore, wishes to contribute to its development and implementation. NOW THEREFORE, TBARTA and HART, for and in receipt of the mutual promises and consideration described herein, hereby mutually agree and express their understanding that: 1. TBARTA will contribute two hundred sixty-seven thousand four hundred dollars ($267,400) toward HART s procurement of the Working Groups web-portal and back-office infrastructure, (the TBARTA Contribution ); 2. TBARTA will be fully-engaged in the development of draft deliverables (which will be detailed in subsequent technical requirements of the project), review of deliverables, and meetings held with the Working Group. However, HART shall retain all of its rights and discretion under its agreement with the selected vendor(s) and nothing contained herein shall be construed as a waiver or relinquishment of such rights or discretion; 3. TBARTA agrees that the TBARTA Contribution will be paid after HART provides accurate and detailed invoices for reimbursement. Payment will be from TBARTA federal grant funds; 4. This MOU shall take effect on the Effective Date which shall be when this MOU has been approved by both Parties and shall expire upon August 31, 2015 and upon TBARTA approval of all Regional Fare Collection Project deliverables. 5. The Parties represent and warrant that they are authorized to enter into this MOU without the consent or joinder of any other person or entity and that the individuals executing this MOU have full power and authority to bind their respective parties hereto. 2-7
APPROVED AND ADOPTED by the Board of Directors of TBARTA on this day of, 2014. FOR TBARTA: ATTEST: Ronnie Duncan, Chairman Don Skelton, Interim Executive Director APPROVED AS TO FORM: Donald Conn, General Counsel FOR HART: ATTEST: Councilmember Mike Suarez, Chairman Katharine Eagan, AICP, Chief Executive Officer APPROVED AS TO FORM: David L. Smith, Esquire, General Counsel 2-8
BOARD COMMITTEE TRANSMITTAL TO: FROM: MEMBERS OF THE HART BOARD LENA PETIT, CLERK OF THE BOARD DATE: NOVEMBER 17, 2014 RE: Resolution #R2014-12-53 ~ Authorizing the Chief Executive Officer to Award a Contract to Integrated Business Group, Inc. for Microsoft Dynamics Great Plains (GP) Software Support in an Amount Not-to-Exceed $454,851.72 (One-Year and Nine Months Base from Award of Contract, with Two One-Year Options Notto-Exceed Four Years) Finance, Governance, and Administration Committee Meeting of November 17, 2014 Voting Committee Members Present: Other Board Members Present: Chair Jaroch, Vice Chair Crino, Directors Bowers, Vance, and Beckner Director Jacob Committee Recommendation: The Committee reviewed this action item and voted unanimously to advance it to the full HART Board of Directors at the December 1, 2014 regular Board meeting. Attachments: I. Resolution #R2014-12-53 II. Committee Agenda Report 2-9
ATTACHMENT I RESOLUTION NO. #R2014-12-53 A RESOLUTION AUTHORIZING THE CHIEF EXECUTIVE OFFICER TO AWARD A CONTRACT TO INTEGRATED BUSINESS GROUP, INC. FOR MICROSOFT DYNAMICS GREAT PLAINS (GP) SOFTWARE SUPPORT IN AN AMOUNT NOT-TO- EXCEED $454,851.72 (ONE-YEAR AND NINE MONTHS BASE FROM AWARD OF CONTRACT, WITH TWO ONE-YEAR OPTIONS NOT-TO-EXCEED FOUR YEARS) WHEREAS, the Hillsborough Regional Transit (HART) has a need for Information Technology support for Microsoft Dynamics GP; and WHEREAS, HART issued an Request for Proposal (RFP-10434) in compliance with HART procurement policies; and WHEREAS, a proposal from Integrated Business Group, Inc. was the only proposal received and evaluated in accordance with the solicitation provisions; and WHEREAS, Integrated Business Group, Inc. was determined to have the capacity to perform the contract; and WHEREAS, funding for these services was budgeted through operating funds; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Chief Executive Officer is authorized to award a contract to Integrated Business Group, Inc. for Microsoft Dynamics GP software support in an amount notto-exceed $454,851.72 (one-year and nine months base from award of contract, with two oneyear options not-to-exceed four years). Section 2. Proper officers of HART are authorized to do all things necessary and required in order to implement the terms of the aforementioned contract. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON DECEMBER 1, 2014. ATTEST: Councilmember Mike Suarez, Chairperson HART Board of Directors Councilmember Eddie Vance, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 2-10
ATTACHMENT II Hillsborough Transit Authority Finance, Governance, and Administration Committee Meeting November 17, 2014 COMMITTEE ACTION ITEM Authorize the Chief Executive Officer to Award a Contract to Integrated Business Group, Inc. for Microsoft Dynamics Great Plains (GP) Software Support in an Amount Not-to-Exceed $454,851.72 (One-Year and Nine Months Base from Award of Contract, with Two One-Year Options Not-to-Exceed Four Years) OVERVIEW The purpose of this action item is to approve a contract with a new Microsoft Dynamics GP software service and technical support provider for HART Enterprise Resource Planning (ERP) Systems. The new technical support provider will replace the agency s existing technical service and support provider of record for Microsoft Dynamics, Tribridge, Inc. that longer supports HART s ERP Accounting Solution. RECOMMENDATION That the Finance, Governance, and Administration Committee review the action item authorizing the Chief Executive Officer to award a contract to Integrated Business Group, Inc. for Microsoft Dynamics GP software support in an amount not-to-exceed $454,851.72 (one-year and nine months base from award of contract, with two one-year options not-to-exceed four years); and advance this item to the full HART Board of Directors at the December 1, 2014 regular Board meeting. FINANCIAL IMPACT Funding is programmed into the FY2015 through FY2019 operating budgets. BACKGROUND HART issued a Request for Proposal (R-5090) for an Integrated ERP System on August 21, 2006. The contract was awarded to Tribridge, Inc. on March 5, 2007. The ERP System is a highly complex information system for both financial management and asset service/maintenance management. As of 2014, Tribridge, Inc. no longer provides the necessary technical support for HART ERP Accounting Solution. This support is critical to the continuous and effective operation of HART financial accounting systems. Therefore, HART is in need of a service and support contract provider. PROCUREMENT CONSIDERATION On August 22, 2014, a Request for Proposals (RFP-10434) was issued for a Value Added Reseller for Microsoft Dynamics Great Plains. The solicitation was advertised in the Tampa Tribune newspaper. It was also posted on HART and DemandStar websites with direct notices sent to seven vendors that could possibly provide the services. The solicitation was accessed from HART website by seven firms and/or individuals. In addition, the solicitation was accessed from DemandStar website by seven firms and/or individuals. One proposal was received and evaluated by an evaluation committee consisting of HART staff. 2-11
Hillsborough Transit Authority Finance, Governance, and Administration Committee Meeting November 17, 2014 Prices were determined to be fair and reasonable and in line with the agency s independent cost estimate. Maintenance renewals total $342,311.72 and additional support totals $112,540.00. The term of contract shall be for one-year and nine months base from award of contract, with two one-year options not-to-exceed four years. Further, Integrated Business Group, Inc. adequately demonstrated that it has the capacity to perform the work and is, therefore, eligible for award. NEXT STEPS Present recommendation by the Finance, Governance, and Administration Committee to the full HART Board of Directors at the December 1, 2014 regular Board meeting. Prepared by: Gabriel Quiñones, Senior Manager, Information Technology Services Al Burns, Senior Manager, Procurement and Contracts Administration Reviewed by: Michael A. Stephens, Chief Business Enterprise & Safety Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer 2-12
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 CHAIR S REPORT Survey of Nominations for Offices and Appointments OVERVIEW The purpose of this memorandum is to describe the HART process for electing officers, to provide information that will help Board members decide what position/s they would like to hold for the upcoming year, and to nominate fellow HART Board members for the 2015 HART officers, other Boards, and HART Committees. BACKGROUND HART uses a nominating committee process to assist in the election of officers. Attached is a form to assist the Board members in conveying their personal preferences and to nominate fellow Board members to the Nominating Committee. The survey information will be gathered and summarized by staff, then distributed at the Nominating Committee s meeting for their use, along with verbal comments offered during their deliberations. The Committee s recommendations will be presented to the Board for a vote at the January 5 regular Board meeting and to the Chair for subsequent appointments. Appointment of Nominating Committee The Committee will be composed of three members. Offices and Appointments Made Through Board Election The HART Board officers to be elected are Chair, Vice Chair, and Secretary. Risk Committee mandated by HART Policy has one Board member seat and one alternate seat. These positions are voted by the Board and are not created at the discretion of the HART Board Chair. The same is true for the HART Employee Leadership Program (HELP) and HART ADA Accessibility Committee. The Board has one member and an alternate on these Committees. Other Boards Appointments The Board also votes on various HART appointments to other Boards. The following are the HART appointments to other Boards for which recommendations by the Nominating Committee are to be made to the HART Board: Tampa Historic Streetcar, Inc. Board three positions and an option of three alternates (a combination of HART Board members and others) Metropolitan Planning Organization one position and an optional choice of one alternate Transportation Disadvantaged Coordinating Board one position that can be filled by a Board member or staff and an option of one alternate 3-1
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 Committee Chairs, Membership, and Other Appointments to be made by the Chair: The HART Board Chair has the discretion to dissolve committees, establish new committees and to convene committee on an as needed basis, and does so from time to time. The Chair appoints committee chairs, vice chairs, and members. The Chair will make these appointments at a subsequent HART Board meeting after the election of officers. The following committees will be active in the course of 2015 and will meet on a set schedule once a month on a rotating basis depending on demand and issues under discussion: Finance, Governance, and Administration Committee Chair Vice Chair Members (minimum of three others) Audit Committee Chair Vice Chair Members (one other) Major Projects and Legislative Committee Chair Vice Chair Members (minimum of three others) The HART Committee Charters are available upon request; they provide information on the purpose, composition, and duties traditionally assigned to them. SURVEY Please identify your preferences for offices, appointments, and committees on the attached form and provide it to Ms. Lena Petit by Thursday, December 11, 2014. Ms. Petit s telephone number is 813-384-6552; email address is petitl@gohart.org; and fax number is 813-384-6285. If you have any questions, please call Ms. Lena Petit at the above number. Attachments: I. 2015 Preferences and Nominations Form II. HART Board Committee Appointment Summary 3-2
ATTACHMENT I 2015 PREFERENCES AND NOMINATIONS FORM Please select the appointments you are interested in for the 2015 Calendar Year, nominate fellow Board members to various positions on Boards or Committees, and return this form to Ms. Lena Petit at HART by no later than Thursday, December 11, 2014. FROM:, HART Board Member TO: Lena Petit, Clerk of the Board VIA: Email to petitl@gohart.org OR Fax to (813) 384-6285 PAGES: Two (2) pages total RE: PREFERENCES AND NOMINATIONS FOR 2015 HART BOARD OFFICERS AND COMMITTEES APPOINTMENTS HART BOARD OFFICERS Chair Vice Chair Secretary HART COMMITTEES WITH A HART BOARD MEMBER APPOINTEE HART CLAIMS AND LITIGATION COMMITTEE one position and one alternate Member Alternate HART EMPLOYEE LEADERSHIP PROGRAM one position and one alternate Member Alternate HART ADA TASK FORCE one position and one alternate Member Alternate 3-3
EXTERNAL ORGANIZATIONS WITH HART BOARD MEMBER APPOINTEES TAMPA HISTORIC STREETCAR, INC. - three positions and three alternates Member HILLSBOROUGH COUNTY METROPOLITAN PLANNING ORGANIZATION - one position and one alternate Member Alternate Alternate HILLSBOROUGH TRANSPORTATION DISADVANTAGED COORDINATING BOARD one position and one alternate (staff appointment acceptable) Member Alternate HART BOARD COMMITTEES HART Board Chair will appoint members to the Committees listed below. If interested, please check the respective boxes: Finance, Governance, and Administration Committee Yes No Major Projects and Legislative Committee Yes No Audit Committee Yes No 3-4
ATTACHMENT II HART BOARD COMMITTEE APPOINTMENT SUMMARY (4 Pages) HART BOARD COMMITTEES FINANCE, GOVERNANCE, AND ADMINISTRATION COMMITTEE This Committee reviews and provides guidance on HART s finances, funding and budget, administrative and governance policies. This Committee meets on the third Monday of the month as needed. Current Committee Membership Karen Jaroch Bryan Crino Kevin Beckner Eddie Vance Wallace Bowers Vacant (Fran Davin) Vacant (Steven Polzin) Chairperson Vice Chair MAJOR PROJECTS AND LEGISLATIVE COMMITTEE This Committee reviews transportation system plans, transit service proposals, and major capital and operating projects and monitors implementation progress. This Committee meets on the third Monday of the month as needed. Current Committee Membership Vacant (Steven Polzin) Sandra Murman Josh Burgin Wallace Bowers Karen Jaroch Vacant (Anne Madden) Chairperson Vice Chair AUDIT COMMITTEE This Committee oversees auditor selection in accordance with state statutes and monitors the progress of audits and audit-related reviews of HART to ensure the proper handling of financial and accounting matters. This is a three-member Committee that meets as needed. Current Committee Membership C. John Melendez Chairperson Karen Jaroch Vice Chair Wallace Bowers Member 3-5
HART COMMITTEES WITH A HART BOARD MEMBER APPOINTEE HART CLAIMS AND LITIGATION COMMITTEE The Litigation and Claims Committee, composed of the CEO and/or the CEO's designee; the CFO; the General Counsel; the Risk Manager; the Chair of the Board of Directors, or the Chair's designee, and/or other member appointed by the Chair of the Board is delegated the express authority to settle such workers' compensation claims for amounts greater than $50,000 and less than $100,000. This Committee meets as needed. Appointment Background/Recommendation: It is recommended that HART Board Members with professional legal backgrounds or expertise be considered for these appointments: Current HART Appointees: Bryan Crino Vacant (Fran Davin) Member Alternate HELP HART EMPLOYEE LEADERSHIP PROGRAM This interdepartmental HART committee addresses work quality issues with the goal of promoting open dialogue and unifying all employees toward the goal of being a leader in the transit industry. This Committee consists of the 12 HART employees from all areas of the organization and one HART Board Member. This Committee meets on a quarterly basis. Appointment Background/Recommendation: It is recommended that HART Board Members with professional workforce development backgrounds or expertise be considered for these appointments: Current HART Appointees: Wallace Bowers Eddie Vance Member Alternate HART ADA COMMITTEE This Committee is comprised of citizens, local government agencies, HART staff and Board members who are focused on addressing the accessibility of the HART system of services. The HART Board has one appointee to this Committee, which meets as needed. Appointment Background/Recommendation: It is recommended that HART Board Members with accessibility improvement backgrounds, expertise, or interests be considered for these appointments: Current HART Appointees: Josh Burgin Vacant (Anne Madden) Member Alternate 3-6
EXTERNAL ORGANIZATIONS WITH HART BOARD MEMBER APPOINTEES TAMPA HISTORIC STREETCAR, INC. The purpose of the Tampa Historic Streetcar, Inc. (THS) is to manage, operate and maintain a streetcar system and similar and/or related transportation facilities within the City of Tampa and the Hillsborough Transit Authority. HART has 3 seats on this 9- member board which meets on the third Wednesday of each month, and holds Committee meetings (as needed) on the first Wednesday of the month. Appointment Background/Recommendation: HART is under contract with THS to operate the streetcar system, and will soon enter negotiation for a new Operator s Agreement with THS; HART Board representation on this entity will be very important throughout that process. Also the THS is currently addressing some very complex financial decisions regarding the status of the endowment fund and the THS s overall budget. It is recommended that HART Board Members with strong business and financial backgrounds be considered for these upcoming appointments. Current HART Appointees: Eddie Vance Bryan Crino Mike Suarez Wallace Bowers Karen Jaroch Vacant (Steven Polzin) Member Member Member Alternate Alternate Alternate HILLSBOROUGH COUNTY METROPOLITAN PLANNING ORGANIZATION The Metropolitan Planning Organization (MPO) functions as a local decision-making body for multi-modal transportation planning. Any expenditure of state and federal transportation funding for projects in Hillsborough County must be consistent with MPO priorities and coordinated with MPO plans. The MPO Board is made up of representatives of local government bodies and independent transportation authorities, including HART. This Board usually meets on the first Tuesday of each month, and board members serve on various committees which also meet monthly. Appointment Background/Recommendation: HART has one appointment to this 13- member Board. Director Polzin currently serves as HART appointee, with Director Bowers appointed as the Alternate. Current HART Appointees: Vacant (Steven Polzin) Josh Burgin Member Alternate 3-7
HILLSBOROUGH TRANSPORTATION DISADVANTAGED COORDINATING BOARD The Transportation Disadvantaged Coordinating Board guides and coordinates local transportation services with the goal of improving quality of life for those who do not have the means or ability to transport themselves, such as the elderly, those who have physical or mental disabilities, children at risk, and the economically disadvantaged. This 18-member Board meets bi-monthly and consists of agencies and boards, citizens and a representative from the private transportation industry. Appointment Background/Recommendation: HART plays an important role in developing solutions and programs to that provide transportation services to those who have physical or mental disabilities, children at risk, and the economically disadvantaged. It is recommended that a HART Board member with interests and/or expertise in this area be considered for this appointment with one position with a staff member as an alternate to provide professional expertise. Current HART Appointees: Josh Burgin Member Vacant (Anne Madden) Alternate 3-8
3-9
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 GENERAL COUNSEL S REPORT Motion to Initiate the Process of Revising the HART Board Policy HART Board Policy 300: Board Procedures; Sub-section 320: Amendment of Policies states that the Board may from time to time amend the Policies or other procedures. The amendment process shall be initiated by an affirmative vote of the Board of Directors. Upon affirmative vote of the Board of Directors, the Clerk shall establish an amendment development, review and adoption schedule. Therefore, a motion is needed to initiate the process of revising the following HART Board Policies: 120: General Organization of HART; Sub-section 120.02: Board of Directors 1000: Environmental Policy; Sub-section 1000.02: Policy The draft revisions to the HART Board Policy will be presented to the Finance, Governance, and Administration Committee on December 15, 2014 for their review and advancement to the January 5, 2015 HART Board of Directors meeting for the Board s consideration. The Board may set the proposed amendment to Section 1000.02 for final adoption at the next regular Board meeting or such other meeting(s) as the Board deems appropriate. In all events since the change to Section 120 may be a rule as defined in Section 120.52 of Florida Statutes, the adoption of that change must comply with the requirements of HART Policy Section 220.03 and related processes. The schedule attendant to that process will be determined by the requirements of the rule-making process. Prepared by: David Smith, GrayRobinson Attachments: I. Draft HART Board Policy 120: General Organization of HART; Sub-section 120.02: Board of Directors II. Draft HART Board Policy 1000: Environmental Policy; Sub-section 1000.02: Policy 4-1
ATTACHMENT I HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 100: HART ORGANIZATION 120: GENERAL ORGANIZATION OF HART 120.02 BOARD OF DIRECTORS (1) Representation The Board of Directors of HART ("Board") shall consist of at least one (1) Board Member representing each local government member and two (2) Board Members appointed by the Governor. In addition, each member shall appoint one (1) additional Board Member for each 150,000 persons, or major fraction thereof, resident in that member s jurisdictional limits. In no event shall the Board be composed of less than five (5) Board Members, including the two appointed by the Governor. At a minimum, one (1) Board Member appointed by each local government member shall be either the public official elected to the chief executive office of the member (if the member has an elected chief executive officer) or a public official elected to the governing legislative body of the member if the elected chief executive officer does not serve. (2) Term All Board Members shall be appointed for 3-year terms and each Board Member shall hold office until their successor has been appointed and qualified. Said terms shall end on November 30 of the appropriate year or such other date designated by the member government making such appointment. If a local government member s laws or procedures provide for a different appointment time frame for elected officials, said member may create its own procedure for appointing a replacement before the end of the term, in order to avoid a vacancy. A vacancy occurring during a term shall be filled only for the balance of the unexpired term. A vacancy shall be deemed to occur on the date of the first full Board Meeting after which the vacating Director shall have resigned, been terminated or otherwise determined to be no longer able to HART Clerk: 4-2
HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 100: HART ORGANIZATION 120: GENERAL ORGANIZATION OF HART serve. Immediately upon notification of an event creating or leading to the creation of a vacancy, the CEO of HART, Interim CEO or the Chief Operating Officer or Acting Chief Operating Officer in the absence of a CEO or Interim CEO shall promptly notify the appointing government in writing of the pending vacancy. An appointment to fill a vacancy shall be made within 20 days after the occurrence of the vacancy or before expiration of the term, whichever is applicable. If no appointment is made within the prescribed time by the appointing member, the Board, by a majority vote, shall appoint an eligible person to the Board with like effect as if the appointment were made by the member and said appointee shall serve for the balance of the term of the vacating Director including any holdover period until the appointment government makes the new appointment. However, if the Board does not appoint an eligible person within 10 days, the appointment shall then be made by the Governor within 10 days thereafter. Any Board Member shall be eligible for reappointment. (3) Quorum A majority of the Board of Directors of HART at that time (as specified in Charter) shall constitute a quorum and the presence of a quorum shall be necessary to take any official action. Official action may only be conducted at meetings of the Board. (4) Committees (a) The Chair may appoint standing and/or ad hoc committees pursuant to Policy 130.01. A majority of the committee members shall constitute a quorum, and the presence of a quorum shall be necessary to take any committee action. Committee action shall be limited to a recommendation to the full Board, and action of a committee shall not constitute an action by the 4-3 HART Clerk:
HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 100: HART ORGANIZATION 120: GENERAL ORGANIZATION OF HART Board. If action by the Board is required by law, a committee may consider the issue and make a recommendation for action to the Board. The Board shall have the discretion to delegate authority to a committee when authorized by law. (b) When standing and/or ad hoc committees have been appointed, the standing committees will generally consider matters within each committee s subject matter area and provide a recommendation to the Board. However, the chair may elect to have matters be considered by the Board without consideration by a committee when appropriate based on time constraints, legal requirements, or other considerations. (5) Public Officers Each Board Member who accepts appointment to the HART Board of Directors thereby acknowledges a fiduciary duty to HART and the duty to obey all laws, or portions thereof, which are applicable to this position. All Board Members are public officers, and as such are subject to certain laws, including, but not limited to: Florida Government in the Sunshine Law, Florida Statutes Section 286.011. Florida Public Records Law, Florida Statutes, Chapter 119. Florida Constitution Article I, Section 24, Public Records and Meetings. Florida Constitution, Article II, Section 8, Ethics Provisions. Florida Statutes, Chapter 112, Part III, Code of Ethics, including Section 112.3147, which designates the Florida Commission on Ethics as the entity responsible for creating the requisite forms. These Forms are available from the Florida Commission on Ethics. 4-4 HART Clerk:
HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 100: HART ORGANIZATION 120: GENERAL ORGANIZATION OF HART (6) Employee Policies Each Board Member also accepts the duty to comply with the same policy statements and standards applicable to HART employees, as set forth below: Professionalism and Professional Conduct [410.01] Employee Ethics and Conflict of Interest [410.02(1), 410.02(2)(d), (e), (f)] Avoiding Conflicts of Interest [410.02(2)(b)] Soliciting or Accepting Gifts [410.02(2)(c)] Nepotism [410.02(2)(g)] (7) Notification (a) If any Board Member is informed by any person, that he or she has personal knowledge that a HART employee or HART official has violated any criminal law or participated in the violation of any criminal law, the Board Member shall instruct said person to immediately report those facts to the appropriate law enforcement officials. (b) Any Board Member who has personal or factual knowledge that an employee or HART official has violated any law, rule regulation or HART policy or has participated in any other wrongdoing may, if appropriate, report the alleged violation or wrongdoing immediately to: 1. The Florida Commission on Ethics, and/or 2. The appropriate law enforcement officials, and/or 4-5 HART Clerk:
HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 100: HART ORGANIZATION 120: GENERAL ORGANIZATION OF HART 3. The entire HART Board and the HART designated staff member to the HART Board in writing, and/or, 4. The appropriate person(s) identified in applicable HART policies and/or the Board of Director s whistleblower procedures, and/or 5. HART s outside auditor, in writing. (c) Any Board Member who has personal or factual knowledge that an employee or HART official has violated any HART policy shall report any alleged violation or wrongdoing immediately to: 1. The Chief Executive Officer (hereinafter CEO ), in writing, unless the Board Member has reason to believe that the CEO is personally involved in the violation or wrongdoing. 2. If the Board Member has reason to believe that the CEO is personally involved in the violation or wrongdoing, the Board Member shall then notify one or more of the agencies or persons set forth in (b) above. (d) All notices identified above may be given simultaneously. An e-mail or facsimile transmission, with a confirmed receipt, shall be considered an appropriate written notice. (e) The processing of such complaints shall be documented and the final outcome shall be reported to the HART Board. 4-6 HART Clerk:
HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL 100: HART ORGANIZATION 120: GENERAL ORGANIZATION OF HART (8) Removal A Board Member may be removed from office by the Governor or by the appointing member for misconduct, malfeasance, misfeasance or neglect of duty in office. A Board Member may be censured by a majority vote of the entire Board. Said censure may include a request to the appointing authority for appointment of a replacement. Specific Authority: Law Implemented: 120.52(1)(b); 163.568(2)(k) F.S. 120.53(1)(a); 163.567(1) F.S. EFFECTIVE DATE FOR REVISION: 03/05/12 4-7 HART Clerk:
Summary report: Litéra Change-Pro 7.5.0.26 Document comparison done on 9/22/2014 3:38:03 PM Style name: Default Style Intelligent Table Comparison: Active Original DMS:iw://GRDMS/TAMPA1/5388708/1 Modified DMS: iw://grdms/tampa1/5388709/1 Changes: Add 5 Delete 1 Move From 0 Move To 0 Table Insert 0 Table Delete 0 Table moves to 0 Table moves from 0 Embedded Graphics (Visio, ChemDraw, Images etc.) 0 Embedded Excel 0 Format Changes 0 Total Changes: 6 4-8
1000: ENVIRONMENTAL POLICY 1000: POLICY STATEMENT 1000.01 PURPOSE ATTACHMENT II EXHIBIT A HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL (1) The purpose of this Chapter 1000 is to establish an environmental policy for HART. 1000.02 POLICY (1) Hillsborough Transit Authority (HART) believes that we have a responsibility to care for and protect the environment in which we operate. HART is fully committed to protecting and improving our environmental performance across all of our business activities by establishing, integrating and implementing the environmental policy framework that will guide HART in promoting the use of sustainable transportation and reduce negative environmental impacts. (2) HART will empower its employees to integrate the actions necessary in their day-to-day work in order to meet our environmental responsibilities and continue to improve our environmental performance by: (a) Complying with, by meeting or exceeding all applicable and relevant federal, state, local and other environmental regulations and legal requirements; (b) Developing an Environmental Management Systems (EMS) that will provide a comprehensive approach, based on the structural framework and organized process of the ISO 14001 International Standard, that will be used to identify, document and address specific regulatory needs, and maintain compliance on an ongoing basis; (c) Minimizing significant environmental impacts identified within HART s EMS by setting environmental objectives and continually evaluating progress towards these goals; (d) Demonstrating through organizational leadership the commitment necessary to foster a culture of environmental responsibility and sustainability; (e) Striving to continuously improve environmental practices by providing mitigation and corrective action, and monitoring to ensure that environmental commitments are implemented; (f) Enabling each employee and those working on behalf of HART to fulfill this policy by providing ongoing training, and the necessary resources required to adhere to this policy; (g) Reaching out to the public to encourage citizen awareness and involvement in promoting environmental stewardship and sustainability; (h) Prevention of pollution that is produced as a direct result of HART operations. 4-89 HART Clerk:
1000: ENVIRONMENTAL POLICY 1000: POLICY STATEMENT 1000.02 POLICY (cont d) HILLSBOROUGH TRANSIT AUTHORITY POLICY MANUAL (3) Environmental stewardship is and must be an integral part of HART s business practices. It is incumbent on each of HART s employees to help fulfill the commitments set forth in this statement. This environmental policy will be documented, reviewed on an annual basis, and communicated to all employees. This policy will also be available to the public via HART s website. This policy is approved by the HART Board of Directors and is effective on. Name: Title: Signature: Date: 4-109 HART Clerk:
Hillsborough Transit Authority Minutes Finance, Governance, and Administration Committee Meeting November 17, 2014 Committee Members Present (5) Staff Present Commissioner Kevin Beckner Joan Brown Wallace Bowers Al Burns Bryan Crino, Vice Chair Dara Chenevert Karen Jaroch, Chair Lorena Donaldson Councilmember Eddie Vance Katharine Eagan Sandra Morrison Other Board Members Present (1) Ruthie Reyes Burckard Mickey Jacob Gisela Rivera-Rios Steve Rosenstock Jeff Seward Michael Stephens Sign-in sheets are attached. CALL TO ORDER Others Present David Smith, GrayRobinson The meeting was called to order at 9:03 a.m. by FGA Committee Chair Karen Jaroch. APPROVAL OF MINUTES FGA Committee Chair Jaroch deferred approval of the August 18, 2014 FGA Committee meeting minutes until the Committee quorum is present. FGA Committee member Vance moved and FGA Committee member Bowers seconded approval of the October 20, 2014 FGA Committee meeting minutes. All FGA Committee members present voted aye. The motion carried unanimously. FGA Committee Chair Jaroch requested that the August 18, 2014, Finance, Governance, and Administration Committee meeting minutes be brought for approval to the December FGA Committee meeting. PLEDGE OF ALLEGIANCE Pledge of Allegiance followed. PUBLIC COMMENT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) No one signed up to speak on agenda items. 5-1
Hillsborough Transit Authority Minutes Finance, Governance, and Administration Committee Meeting November 17, 2014 PRESENTATION HART's Government Transparency Initiative Mr. Jeffrey C. Seward, HART Chief Financial Officer, said HART has embarked on a comprehensive government transparency project, starting first with the financial component, but with plans to expand to all of HART s activities allowing broad and in-depth access for the public. The presentation provided an overview of this initiative and a demonstration of the financial transparency component. Mr. Seward demonstrated the test page on the HART website on transparent government. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Mr. Seward said HART uses the Sarasota County web site as a model. He remarked that various links will be put together under the transparent model, containing information on spending, financial reporting, audits, taxes collected, accountability, upcoming and current contracts, Ethics Point, environment component, fraud reporting portal, public meetings accessibility, contact information, public records accessibility, public records request process streamlined, and FSI (frequently sought information). Mr. Seward pointed out that HART is not mandated to do this, but staff feels compelled to be transparent to be good stewards of public funds. FGA Committee Chair Jaroch said she appreciated the proactive approach by HART staff. She noted that the HART Board expressed its support in the online check book concept for HART, however, the proposed portal exceeds all her expectations. FGA Committee Chair Jaroch inquired if there will be a place on the new portal for display of the grant language to assure that the money is spent accordingly. She noted that it would be important in light of the recent allegations of grants mismanagement by other agencies. Mr. Seward said that is not currently planned, but can be done. He indicated that he would like to have all JPAs displayed, accompanied by executive summaries of each JPA, highlighting the requirements and restrictions for each. ACTION ITEMS FGA Committee member Vance moved and FGA Committee member Bowers seconded approval of the action item: Authorize the Chief Executive Officer to Award a Contract to Integrated Business Group, Inc. for Microsoft Dynamics Great Plains (GP) Software Support in an Amount Not-to-Exceed $454,851.72 (One-Year and Nine Months from Award of Contract, with Two One-Year Options Not-to- Exceed Four Years) All FGA Committee members present voted aye. The motion carried unanimously. FGA Committee Chair Jaroch inquired about the restrictions to the funding under the MOU between HART and TBARTA. 5-2
Hillsborough Transit Authority Minutes Finance, Governance, and Administration Committee Meeting November 17, 2014 Mr. Seward provided background information on this MOU. He explained that HART has been the lead on the regional fare revenue collection working group, and TBARTA has been assisting with funding on consultant fees that HART and PSTA have used to help develop the original solicitation. Mr. Seward added that TBARTA is very active and wanted to be a part of the team. He said he asked TBARTA if they were willing to provide additional funding for the project. Mr. Seward reported that TBARTA has received federal funding for One Call One Click program for their web portal a year ago, and volunteered to provide a part of the funding for assistance in development of HART web portal. He indicated that HART went through their grant requirements to make sure that HART project answers them. Mr. Seward pointed out that there are specific requirements for HART development of the web portal that need to be set aside and only these funds can be used for accessibility to venues that take care of veterans and riders that rely solely on HART for transportation. He said that HART will have to ensure that the communication components are paid for with this grant, and this money cannot be with the overall solicitation. FGA Committee member Bowers moved and FGA Committee member Vance seconded approval of the action item Approval of a Memorandum of Understanding (MOU) between the Hillsborough Transit Authority (HART) and the Tampa Bay Area Regional Transportation Authority (TBARTA) for Financial Support for the Regional Fare Collection Project in an Amount Not-to-Exceed $267,400 All FGA Committee members present voted aye. The motion carried unanimously. ADJOURNMENT The meeting adjourned at 9:25 a.m. 5-3
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 REPORT FROM HART BOARD REPRESENTATIVE MICHAEL ENGLISH Tampa Historic Streetcar, Inc. ~ November 2014 The Tampa Historic Streetcar, Inc. (THS) Board of Directors held its regular meeting on November 19, 2014. The following is a recap of the key items that were discussed: Resolution #R2014-11-07 ~ Authorization to Finalize Third Amendment to the Agreement Between THS and Direct Media USA to Sell Advertising Space on Streetcar Vehicles, Stations, and Naming Rights The Board voted unanimously to authorize THS General Counsel to finalize the third amendment to the agreement between THS and Direct Media USA to sell advertising space on streetcar vehicles, stations, and naming rights with certain modifications to the advertising rates. Resolution #R2014-11-08 ~ Authorizing HART Staff to Implement Station Signage Name Changes to Station #2 - Tampa Bay Federal Credit Union Station to Centro Ybor Station, Resulting in an Expenditure of $2,500 to Centro Ybor (Five-Year Term) Resolution #R2014-11-09 ~ Authorizing HART Staff to Implement Station Signage Name Changes to Station #8 - Tampa Tribune Station to Amalie Arena Station; and Streetcar Station Maps Changes, Resulting in an Expenditure of $2,000 to Amalie Arena until the name for this station is sponsored During the April Marketing Committee meeting and August full Board meeting the THS Board of Directors requested removal of the station signage names when station naming contracts expire. The two stations with expired names are Station #2 (Tampa Bay Federal Credit Union Station) and Station #8 (Tampa Tribune Station). The Board voted unanimously to approve Resolutions #R2014-11-08 and #R2014-11-09. Compliance Reports The Board received and filed the monthly information reports as presented. If you wish to view the Board packet for the THS Board of Directors Meetings in their entirety, please visit http://www.tecolinestreetcar.org/board/ths_board_packet.pdf Prepared by: Gisela Rivera-Rios, Executive Administrative Assistant II Approved by: Michael English, THS Board President 6-1
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 STATUS REPORT ~ FINANCIAL HIGHLIGHTS Period Ending October 31, 2014 All Mode Major Revenues Fiscal Year 2015 Fiscal Year 2014 Variance % of Budget % of Budget Annual YTD Budget to collected Annual YTD collected FY13 % of Budget Actual Actual to date Budget Actual to date to FY14 Change Operating Revenues: Total Fare (Cash) Revenues $3,251,416 $491,524 ($2,759,892) 15% $2,937,482 $256,916 9% $234,608 91% Total Pass Revenues 13,350,345 1,142,545 (12,207,800) 9% 13,254,570 1,153,610 9% (11,065) 1% Advertising Income 774,942 48,561 (726,381) 6% 519,333 47,530 9% 1,031 2% Interest Income 105,676 2,582 (103,094) 2% 69,591 3,260 5% (678) 21% Other Income 639,828 9,001 (630,827) 1% 459,692 81,738 18% (72,737) 89% Ad Valorem 31,843,863 (296,197) (32,140,060) 1% 29,728,409 (20,104) 0% (276,093) 1373% Federal Operating Grants 10,710,623 59,748 (10,650,875) 1% 11,513,913 0 0% 59,748 0% State Operating Grants 5,235,216 43,062 (5,192,154) 1% 5,074,324 0 0% 43,062 0% Local Operating Grants 650,000 37,500 (612,500) 6% 687,214 37,500 5% 0 0% Tampa Historic Streetcar, Inc. 265,207 32,051 (233,156) 12% 260,857 18,125 7% 13,926 77% Fund Balance Operating (1,013,539) 0 1,013,539 0% (836,997) 3,851,890 460% (3,851,890) 100% Total Operating Revenues $65,813,577 $1,570,377 ($64,243,200) 2% $63,668,388 $5,430,465 9% ($3,860,088) 71% All Mode Major Expenses Fiscal Year 2015 Fiscal Year 2014 Variance % of Budget % of Budget Annual YTD Budget to expended Annual YTD expended FY13 % of Budget Actual Actual to date Budget Actual to date to FY14 Change Operating Expenses: Salaries and Wages $35,224,971 $3,058,698 ($32,166,273) 9% $34,144,103 $2,826,029 8% $232,669 8% Fringe Benefits 10,661,657 1,245,903 (9,415,754) 12% 10,610,234 819,394 8% 426,509 52% Fuel and Oil 7,966,537 649,334 (7,317,203) 8% 7,826,131 685,008 9% (35,674) 5% Parts and Supplies 3,122,876 308,099 (2,814,777) 10% 3,146,404 260,313 8% 47,786 18% Operational Contract Services 2,164,284 121,550 (2,042,734) 6% 2,067,346 231,094 11% (109,544) 47% Administrative Contract Services 687,580 34,487 (653,093) 5% 866,415 109,581 13% (75,094) 69% Legal Services 431,095 26,890 (404,205) 6% 461,400 (16,725) 4% 43,615 261% Marketing and Printing 537,146 13,568 (523,578) 3% 534,596 39,832 7% (26,264) 66% Insurance Costs 2,685,518 606,156 (2,079,362) 23% 1,993,000 362,148 18% 244,008 67% Utilities 799,205 37,247 (761,958) 5% 804,269 37,856 5% (609) 2% Taxes and Fees 657,821 52,421 (605,400) 8% 609,616 13,239 2% 39,182 296% Other Expenses 874,887 68,363 (806,524) 8% 604,874 62,696 10% 5,667 9% Total Operating Expenses $65,813,577 $6,222,716 ($59,590,861) 9% $63,668,388 $5,430,465 9% $792,251 15% 7-1
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 Mode Snapshots Bus Revenues Fiscal Year 2015 Fiscal Year 2014 Variance % of Budget % of Budget Annual YTD Budget to collected Annual YTD collected FY13 % of Budget Actual Actual to date Budget Actual to date to FY14 Change Operating Revenues: Total Fare(Cash) Revenues $3,023,245 $466,692 ($2,556,553) 15% $2,710,109 $241,441 9% $225,251 93% Total Pass Revenues 12,516,866 1,070,239 (11,446,627) 9% 12,377,280 1,099,961 9% (29,722) 3% Total Other Revenues 43,576,261 (483,759) (44,060,020) 1% 41,701,550 3,547,502 9% (4,031,261) 114% Total Operating Revenues $59,116,372 $1,053,172 ($58,063,200) 2% $56,788,939 $4,888,904 9% ($3,835,732) 78% Bus Expenses Fiscal Year 2015 Fiscal Year 2014 Variance % of Budget % of Budget Annual YTD Budget to expended Annual YTD expended FY13 % of Budget Actual Actual to date Budget Actual to date to FY14 Change Operating Expenses: Salaries $30,972,495 $2,696,519 ($28,275,976) 9% $29,839,074 $2,476,894 8% $219,625 9% Fringe Benefits 9,388,668 1,186,051 (8,202,617) 13% 9,244,176 717,433 8% 468,618 65% Fuel and Oil 7,450,502 612,990 (6,837,512) 8% 7,288,218 636,443 9% (23,453) 4% Parts and Supplies 2,912,448 287,506 (2,624,942) 10% 2,924,320 237,564 8% 49,942 21% Total Other Expenses 8,392,259 940,174 (7,452,085) 11% 7,493,151 820,570 11% 119,604 15% Total Operating Expenses $59,116,372 $5,723,240 ($53,393,132) 10% $56,788,939 $4,888,904 9% $834,336 17% Paratransit Revenues Fiscal Year 2015 Fiscal Year 2014 Variance % of Budget % of Budget Annual YTD Budget to collected Annual YTD collected FY13 % of Budget Actual Actual to date Budget Actual to date to FY14 Change Operating Revenues: Total Fare(Cash) Revenues $143,979 $12,811 ($131,168) 9% $128,359 $12,022 9% $789 7% Total Pass Revenues 458,166 46,760 (411,406) 10% 429,641 27,840 6% 18,920 68% Total Other Revenues 4,617,211 333,849 (4,283,362) 7% 4,762,805 390,592 8% (56,743) 15% Total Operating Revenues $5,219,356 $393,420 ($4,825,936) 8% $5,320,805 $430,454 8% ($37,034) 9% Paratransit Expenses Fiscal Year 2015 Fiscal Year 2014 Variance % of Budget % of Budget Annual YTD Budget to expended Annual YTD expended FY13 % of Budget Actual Actual to date Budget Actual to date to FY14 Change Operating Expenses: Salaries $3,477,072 $290,450 (3,186,622) 8% $3,475,768 $272,260 8% $18,190 7% Fringe Benefits 1,051,082 48,533 (1,002,549) 5% 1,113,618 81,039 7% (32,506) 40% Fuel and Oil 515,135 36,343 (478,792) 7% 537,013 48,565 9% (12,222) 25% Parts and Supplies 92,699 8,369 (84,330) 9% 104,355 15,000 14% (6,631) 44% Total Other Expenses 83,368 9,725 (73,643) 12% 90,051 13,590 15% (3,865) 28% Total Operating Expenses $5,219,356 $393,420 (4,825,936) 8% $5,320,805 $430,454 8% ($37,034) 9% 7-2
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 Streetcar Revenues Fiscal Year 2015 Fiscal Year 2014 Variance % of Budget % of Budget Annual YTD Budget to collected Annual YTD collected FY13 % of Budget Actual Actual to date Budget Actual to date to FY14 Change Operating Revenues: Total Fare(Cash) Revenues $84,192 $12,021 ($72,171) 14% $99,014 $3,454 3% $8,567 248% Total Pass Revenues 375,313 25,546 (349,767) 7% 447,649 25,808 6% (262) 1% Total Other Revenues 1,018,344 86,218 (932,126) 8% 1,011,981 81,845 8% 4,373 5% Total Operating Revenues $1,477,849 $123,785 ($1,354,064) 8% $1,558,644 $111,107 7% $12,678 11% Streetcar Expenses Fiscal Year 2015 Fiscal Year 2014 Variance % of Budget % of Budget Investment Annual YTD Budget to expended Annual YTD expended FY13 % of Budget Actual Actual to date Budget Actual to date to FY14 Change Operating Expenses: Salaries $775,404 $71,730 ($703,674) 9% $829,261 $76,875 9% ($5,145) 7% Fringe Benefits 221,907 11,318 (210,589) 5% 252,440 20,922 8% (9,604) 46% Fuel and Oil 900 0 (900) 0% 900 0 0% 0 #DIV/0! Parts and Supplies 117,729 12,224 (105,505) 10% 117,729 7,749 7% 4,475 58% Total Other Expenses 361,909 10,784 (351,125) 3% 358,314 5,561 2% 5,223 94% Total Operating Expenses $1,477,849 $106,056 ($1,371,793) 7% $1,558,644 $111,107 7% ($5,051) 5% 7-3
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 Portfolio Overview 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. HART Florida PRIME Performance FY2015 Oct 14 Interest Bearing Balance $12,705,980 Interest Earned 2,150 Grand Total SBOA (Florida PRIME) Investments $12,705,980 Yield Rates 0.16% The following charts represent Florida PRIME participation and portfolio composition for October 2014. Prepared by: Joan Brown, Sr. Manager of Accounting & Financial Reporting Reviewed by: Jeffrey C. Seward, Chief Financial Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer 7-1
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 STATUS REPORT Ridership and Productivity ~ October 2014 October 2014 Ridership October 2014 all-mode ridership increased 5.8%. The bus total of 1,438,947 was the largest single month for ridership in HART history and the first time ridership crossed 1.4 million for a month. October 2013 October 2014 Percentage Change Total Year FY2014 1 Total Year FY2015 Percentage Change Mode Local, MetroRapid, & Express Bus 2 1,359,764 1,438,947 5.8% 1,359,764 1,438,947 5.8% Weekday 1,113,533 1,171,228 1,113,533 1,171,228 MetroRapid 55,010 57,313 55,010 57,313 Total Weekday Local 1,168,543 1,228,541 5.1% 1,168,543 1,228,541 5.1% Express 28,914 26,341-8.9% 28,914 26,341-8.9% Saturday 96,331 108,357 12.5% 96,331 108,357 12.5% Sunday 65,976 75,708 14.8% 65,976 75,708 14.8% Streetcar 22,083 23,893 8.2% 22,083 23,893 8.2% Paratransit 3 13,278 14,113 6.3% 13,278 14,113 6.3% Flex 4 8,723 8,702-0.2% 8,723 8,702-0.2% Total All Modes 1,403,848 1,485,655 5.8% 1,403,848 1,485,655 5.8% Highlights October 2014 fixed route ridership (local plus express) was up 5.8% compared to October 2013. October 2014 streetcar ridership was up 8.2% compared to October 2013. October 2014 paratransit ridership was up 6.3% compared to October 2013. October 2014 paratransit hit a record monthly high of 14,113. October 2014 flex ridership was down 0.2% compared to October 2013. MetroRapid is up 4.2% October 2014 compared to October 2013. Total October 2014 ridership of 57,313 is a record high for MetroRapid. 1 Fiscal Year runs October 1 through September 30. 2 Local and connector, express, and streetcar ridership are taken from HART Finance Department GFI reports. 3 HART Operations Department Trapeze reports. 4 HART Operations Department Trapeze reports. Services started April 12, 2010 and July 10, 2011. 7-5
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 Lost Trips and Lost Hours 5-Year Trend Lost trips, lost hours, and lost miles are trips that are scheduled but not fully delivered. The main reasons for lost trips are mechanical failure, accident, no bus available, no operator available, and falling too far behind schedule. As a rule, lost trips form an insignificant portion of the overall service. In FY2014 lost trips accounted for only 0.2% of all trips. However, the 5-year trend is rising sharply and will bear scrutiny in the future as continuation of the trend can lead to erosion of public confidence of the service. Cost per Bus Trip Cost per bus trip is presented as non-audited numbers and subject to restatement. Cost per trip 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 will smooth out as the year progresses. Bus + Flex Month Bus + Flex Year-to-Date Paratransit Month Paratransit Year-to-Date FY2014 $98.38 NA $35.25 NA FY2015 $112.36 NA $30.86 NA % Change 14.2% NA -12.5% NA 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 Paratransit Riders October October Disabled Patrons Personal Care Attendants Companions Children Total Passengers Subscriptions Wheelchair Trips 2013 11,825 1,222 157 74 13,278 2,154 3,162 2014 12,346 1,538 200 29 14,113 3,537 3,340 % Change 4.4% 25.8% 27.4% -61.2% 6.3% 64.2% 5.6% 7-6
Trip Cancellations October Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 Type of Cancellation October 2013 October 2014 % Change Advanced Cancellations 889 1,144 28.7% Same Day Cancellations 776 797 2.7% No Shows 418 330-21.1% Patron/Dispatch Error Cancellations 102 190 86.3% Other Cancellations 83 70-15.7% Total Trip Cancellations/No Shows 2,268 2,531 11.6% Total Suspensions Per No-Show Policy 0 0 NA Trip Purpose - October October Medical/ Employment Education Hospital/Adult Recreation Shopping Church Other Day Care 2013 1,899 2,532 5,182 1,214 532 296 1,623 2014 1,794 2,375 5,735 1,353 623 308 1,925 % Change -5.5% -6.2% 10.7% 11.4% 17.1% 4.1% 18.6% October Paratransit Certifications October Certified in October Total Certified 2013 92 2,518 2014 97 2,780 % Change 5.4 % 10.4% Prepared by: Steve Feigenbaum, Sr. Manager of Service Planning Reviewed by: Ruthie Reyes Burckard, Interim Chief Operating Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer Attachment: Ridership and Productivity Report 7-7
HART Services Ridership Summary October 2014 Attachment Ridership, FY 2014 vs FY 2015 Monthly Ridership Comparison Year-to-Date October October FY 2014 FY 2015 HART Service FY 2014 FY 2015 % Change Ridership Ridership % Change Fixed Route Bus 1,359,764 1,438,947 5.8% 1,359,764 1,438,947 5.8% TECO Streetcar 22,083 23,893 8.2% 22,083 23,893 8.2% ADA Paratransit 13,278 14,113 6.3% 13,278 14,113 6.3% HART Flex 8,723 8,702-0.2% 8,723 8,702-0.2% All Mode Total 1,403,848 1,485,655 5.8% 1,403,848 1,485,655 5.8% Wheelchairs on Fixed Route 6,025 5,358-11.1% 6,025 5,358-11.1% Bikes on Buses 20,991 21,430 2.1% 20,991 21,430 2.1% U-Pass Program 50,015 54,752 9.5% 50,015 54,752 9.5% FY 2014 vs. FY 2015 Monthly Ridership Comparison Complete Fiscal Year October October Fixed Route Detail FY 2014 FY 2015 FY 2014 FY 2015 Number of Weekdays 23 23 23 23 Number of Saturdays 4 4 4 4 Number of Sundays 4 4 4 4 No Service or Emergency Closure Days 0 0 0 0 Total Service Days 31 31 31 31 % Change % Change Weekday Ridership 1,113,533 1,171,228 1,113,533 1,171,228 Weekday MetroRapid Ridership 55,010 57,313 55,010 57,313 Total Weekday Local Ridership 1,168,543 1,228,541 5.1% 1,168,543 1,228,541 5.1% Weekday Express Ridership 28,914 26,341-8.9% 28,914 26,341-8.9% Saturday Ridership 96,331 108,357 12.5% 96,331 108,357 12.5% Sunday Ridership 65,976 75,708 14.8% 65,976 75,708 14.8% % Change % Change Weekday Average Ridership 48,414 50,923 5.2% 48,414 50,923 5.2% Weekday MetroRapid Ridership 2,392 2,492 4.2% 2,392 2,492 4.2% Weekday Average Express Ridership 1,257 1,145-8.9% 1,257 1,145-8.9% Combined Weekday Average Ridership 52,063 54,560 4.8% 52,063 54,560 4.8% Saturday Average Ridership 24,083 27,089 12.5% 24,083 27,089 12.5% Sunday Average Ridership 16,494 18,927 14.8% 16,494 18,927 14.8% Calculations are subject to monthly adjustment/restatement Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report
HART Services Ridership Summary October 2014 Attachment Local Routes* FY 14 October Weekday Average FY 15 October Weekday Average % Change FY 15 October Saturday Average* FY 15 October Sunday Average* Y-T-D Ridership Y-T-D Bus Vehicle Trips Y-T-D Riders per Bus Trip 1 Florida Avenue 4,453 4,539 1.9% 2,508 1,674 121,125 2,796 43.3 2 Nebraska Avenu 2,489 2,537 1.9% 2,734 2,140 77,844 2,269 34.3 4 Palma Ceia/Mac 423 507 19.9% 11,664 667 17.5 5 40th Street 1,962 2,135 8.8% 1,061 670 56,033 1,862 30.1 6 56th Street 3,999 4,738 18.5% 2,367 2,321 127,719 2,927 43.6 7 West Tampa/Cit 2,153 2,190 1.7% 977 771 57,371 1,716 33.4 8 Progress Village 1,895 1,849-2.4% 984 734 49,391 1,777 27.8 9 15th Street 3,136 2,983-4.9% 1,067 761 75,912 1,733 43.8 10 Cypress Street 408 323-20.8% 7,427 643 11.6 12 22nd Street 2,966 3,179 7.2% 2,140 1,620 88,148 2,499 35.3 14 Armenia Avenue 624 657 5.3% 348 16,507 856 19.3 15 Columbus Drive 1,299 1,430 10.1% 798 699 38,876 1,287 30.2 16 Waters Avenue 956 1,053 10.1% 499 26,207 1,032 25.4 18 30th Street 1,758 1,752-0.3% 691 527 45,163 1,634 27.6 19 Port Tampa 1,491 1,609 8.0% 736 539 42,115 1,895 22.2 30 Town 'N Country 2,150 2,287 6.4% 1,648 1,215 64,045 2,408 26.6 31 South Hillsborou 220 233 6.0% 5,355 506 10.6 32 Dr. Martin Luthe 2,259 2,149-4.9% 932 849 56,545 1,907 29.7 33 Fletcher Avenue 921 941 2.2% 515 449 25,496 1,972 12.9 34 Hillsborough Av 2,952 3,174 7.5% 1,938 899 84,344 2,059 41.0 36 Dale Mabry/Him 2,138 2,237 4.6% 1,113 739 58,863 1,738 33.9 37 Brandon/Netpar 1,174 1,237 5.4% 627 561 33,194 1,340 24.8 39 Busch Boulevard 2,987 3,211 7.5% 2,020 1,189 86,680 1,963 44.2 41 Sligh Avenue 581 506-12.9% 11,646 690 16.9 45 UATC/Rome Av 1,897 1,910 0.7% 942 573 49,994 1,779 28.1 46 Downtown Tamp 239 600 151.5% 13,805 666 20.7 57 UATC/Temple T 767 869 13.3% 447 21,769 914 23.8 96 In-Town Trolley 121 89-25.9% 2,055 501 4.1 400 Nebraska-Fletch 2,392 2,492 NA 57,313 2,597 22.1 Group Total 50,806 53,415 5.1% 27,089 18,927 1,412,606 46,633 30.3 FLEX Routes 570 Brandon Flex 50 64 27.2% 1,462 322 4.5 571 South County Fl 32 31-1.9% 708 644 1.1 572 Northdale Flex 155 157 1.1% 86 3,963 832 4.8 573 Town 'N Country 42 38-8.7% 885 322 2.7 574 South Tampa Fl 83 73-12.0% 1,684 529 3.2 Group Total 362 363 0.3% 86 8,702 2,649 3.3 Express and Limited Express Routes* 20X Lutz Express 80 75-6.9% 1,717 92 18.7 22X Dover/Brandon E 65 69 5.4% 1,577 92 17.1 24X Fishhawk/Riverv 312 270-13.5% 6,212 276 22.5 25LX South Brandon/M 260 228-12.2% 5,244 253 20.7 27LX South Brandon E 110 88-19.9% 2,030 115 17.7 28X East County Exp 35 53 50.9% 1,210 46 26.3 47LX Southshore Limi 85 77-9.3% 1,763 91 19.4 51X New Tampa Exp 73 61-16.9% 1,394 92 15.2 53LX South County/Br 85 83-2.9% 1,902 276 6.9 61LX NW County Lim 51 55 8.9% 1,269 92 13.8 200X Clearwater Expr 102 88-13.5% 2,023 230 8.8 Group Total 1,257 1,145-8.9% 26,341 1,655 15.9 R = Reverse Commute *Current routes only Streetcar 800 TECO Streetcar 480 472-1.7% 2,500 759 23,893 2,273 10.5 Calculations are subject to monthly adjustment/restatement Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report
HART Services Ridership Summary October 2014 Attachment FY 2014 FY 2015 % Change Oct. FY 14 Oct. FY 15 % Change Bus Vehicle Hours 56,478 58,420 3.44% 56,478 58,420 3.44% Bus Revenue Hours 52,764 54,820 3.90% 52,764 54,820 3.90% Bus Vehicle Miles 743,106 765,092 2.96% 743,106 765,092 2.96% Bus Revenue Miles 666,171 684,660 2.78% 666,171 684,660 2.78% Flex Vehicle Hours 1,873 1,901 1.49% 1,873 1,901 1.49% Flex Revenue Hours 1,513 1,639 8.33% 1,513 1,639 8.33% Flex Vehicle Miles 25,499 26,484 3.86% 25,499 26,484 3.86% Flex Revenue Miles 19,976 20,909 4.67% 19,976 20,909 4.67% Paratransit Vehicle Hours 10,075 9,984-0.90% 10,075 9,984-0.90% Paratransit Revenue Hours 7,856 8,346 6.24% 7,856 8,346 6.24% Paratransit Vehicle Miles* 149,790 149,471-0.21% 149,790 149,471-0.21% Paratransit Revenue Miles* 129,374 129,241-0.10% 129,374 129,241-0.10% Streetcar Vehicle Hours 1,050 1,074 2.32% 1,050 1,074 2.32% Streetcar Revenue Hours 1,043 1,068 2.35% 1,043 1,068 2.35% Streetcar Vehicle Miles 5,620 5,750 2.31% 5,620 5,750 2.31% Streetcar Revenue Miles 5,618 5,748 2.31% 5,618 5,748 2.31% HART System Vehicle Hours 69,476 71,379 2.74% 69,476 71,379 2.74% HART System Revenue Hours 63,176 65,873 4.27% 63,176 65,873 4.27% HART System Vehicle Miles 924,015 946,797 2.47% 924,015 946,797 2.47% HART System Revenue Miles 821,140 840,558 2.36% 821,140 840,558 2.36% Calculations are subject to monthly adjustment/restatement Hours and Miles by Mode
Ridership, FY 2014 vs. FY 2015 Ridership, FY 2014 vs. FY 2015 HART Services Ridership Summary October 2013 Attachment I Route productivity, Passengers per Revenue Hour & Mile (YTD) Monthly Year-to-Date FY 2014 FY 2015 FY 2014 FY 2015 October Passengers per Passengers per Passengers per Passengers per Local Routes FY 2014 FY 2015 % Change FY 2014 FY 2015 % Change Revenue Hour Revenue Hour Revenue Mile Revenue Mile 1 - Florida Avenue 116,435 121,125 4.0% 116,435 121,125 4.0% 35.60 36.94 3.348 3.569 9-15th Street 79,158 75,912-4.1% 79,158 75,912-4.1% 37.37 35.95 3.575 3.285 12-22nd Street 80,576 88,148 9.4% 80,576 88,148 9.4% 32.30 35.55 2.981 3.273 2 - Nebraska Aven 76,666 77,844 1.5% 76,666 77,844 1.5% 35.43 34.96 3.397 3.435 34 - Hillsborough A 78,016 84,344 8.1% 78,016 84,344 8.1% 31.73 34.24 2.595 2.806 16 - Waters Avenu 23,978 26,207 9.3% 23,978 26,207 9.3% 31.03 34.20 2.652 3.077 6-56th Street 108,452 127,719 17.8% 108,452 127,719 17.8% 32.04 33.42 2.565 2.761 7 - West Tampa/C 55,615 57,371 3.2% 55,615 57,371 3.2% 32.19 32.63 2.844 2.934 32 - Dr. Martin Lu 58,985 56,545-4.1% 58,985 56,545-4.1% 32.24 30.97 2.456 2.388 39 - Busch Bouleva 79,698 86,680 8.8% 79,698 86,680 8.8% 27.71 30.17 2.136 2.347 5-40th Street 50,412 56,033 11.2% 50,412 56,033 11.2% 27.83 27.91 2.523 2.546 15 - Columbus Dri 35,158 38,876 10.6% 35,158 38,876 10.6% 23.73 26.27 1.715 1.903 37 - West Brandon 29,317 33,194 13.2% 29,317 33,194 13.2% 24.75 24.96 1.773 1.720 57 - UATC/Temple 17,632 21,769 23.5% 17,632 21,769 23.5% 22.75 24.06 1.384 1.466 45 - UATC/Rome A 49,249 49,994 1.5% 49,249 49,994 1.5% 23.33 23.70 1.877 1.939 36 - Dale Mabry H 56,797 58,863 3.6% 56,797 58,863 3.6% 22.62 23.44 1.984 2.059 18-30th Street 46,034 45,163-1.9% 46,034 45,163-1.9% 23.24 22.53 1.982 1.956 10 - Cypress Street 9,373 7,427-20.8% 9,373 7,427-20.8% 26.90 21.33 2.365 1.894 400 - Nebraska-Fle 55,010 57,313 4.2% 55,010 57,313 4.2% 19.17 19.98 1.549 1.640 14 - Armenia Aven 14,356 16,507 15.0% 14,356 16,507 15.0% 19.83 19.60 1.834 1.834 8 -Progress Vilage/ 49,730 49,391-0.7% 49,730 49,391-0.7% 19.90 19.29 1.456 1.431 19 - Port Tampa 39,178 42,115 7.5% 39,178 42,115 7.5% 17.24 18.46 1.513 1.637 30 - Town 'N Coun 59,873 64,045 7.0% 59,873 64,045 7.0% 18.37 18.25 1.328 1.371 33 - Fletcher Aven 24,740 25,496 3.1% 24,740 25,496 3.1% 16.92 17.45 1.511 1.567 41 - Sligh Avenue 13,367 11,646-12.9% 13,367 11,646-12.9% 19.68 17.14 1.487 1.296 4 - Palma Ceia/Ma 9,732 11,664 19.9% 9,732 11,664 19.9% 14.10 16.91 1.132 1.378 46 - Downtown Ta 5,488 13,805 151.5% 5,488 13,805 151.5% 15.41 14.29 1.009 1.079 31 - South Hillsbor 5,051 5,355 6.0% 5,051 5,355 6.0% 8.11 8.60 0.403 0.421 96 - Downtown Tr 2,774 2,055-25.9% 2,774 2,055-25.9% 11.49 8.45 1.533 1.171 999 - Public Servic - - NA NA NA NA NA NA System Total 1,330,850 1,412,606 6.1% 1,330,850 1,412,606 6.1% 26.11 26.64 2.266 2.329 Blue = Routes performing 75% or higher above the local system average Red = Routes performing 60% or lower than the local system average 75% of Local System Average 19.98 60% of Local System Average 15.98 October Year to Date FY 2014 FY 2015 FY 2014 FY 2015 FY 2014 FY 2015 % Change FY 2014 FY 2015 % Change Pass./Rev Hr. Pass/Rev Hr. Pass./Rev Mi. Pass/Rev Mi. TECO Streetcar 22,083 23,893 8.2% 22,083 23,893 8.2% 21.16 22.37 3.93 4.16 Calculations are subject to monthly adjustment/restatement Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report
Ridership, FY 2014 vs. FY 2015 Ridership, FY 2014 vs. FY 2015 HART Services Ridership Summary October 2013 Attachment I Route productivity, Passengers per Revenue Hour & Mile (YTD) Monthly Year-to-Date FY 2014 FY 2015 FY 2014 FY 2015 October Passengers per Passengers per Passengers per Passengers per FLEX Routes FY 2014 FY 2015 % Change FY 2014 FY 2015 % Change Revenue Hour Revenue Hour Revenue Mile Revenue Mile Northdale FLEX 3,972 3,963-0.2% 3,972 3,963-0.2% 10.32 9.88 0.866 0.849 South Tampa FLE 1,908 1,684-11.7% 1,908 1,684-11.7% 6.67 5.54 0.585 0.491 Brandon FLEX 1,158 1,462 26.3% 1,158 1,462 26.3% 4.29 4.67 0.336 0.379 Town N' Country 958 885-7.6% 958 885-7.6% 3.12 2.85 0.226 0.205 South County FLE 727 708-2.6% 727 708-2.6% 2.74 2.28 0.164 0.153 System Total 8,723 8,702-0.2% 8,723 8,702-0.2% 5.77 5.31 0.437 0.416 Blue = Routes performing 75% or higher above the FLEX system average Red = Routes performing 60% or lower than the FLEX system average 75% of Local System Average 3.98 60% of Local System Average 3.19 Calculations are subject to monthly adjustment/restatement Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report
Ridership, FY 2014 vs. FY 2015 Ridership, FY 2014 vs. FY 2015 HART Services Ridership Summary September 2013 End of FY Attachment I Route productivity, Passengers per Revenue Hour & Mile (YTD) Monthly Year-to-Date FY 2014 FY 2015 FY 2014 FY 2015 October Passengers per Passengers per Passengers per Passengers per Express Routes FY 2014 FY 2015 % Change FY 2014 FY 2015 % Change Revenue Hour Revenue Hour Revenue Mile Revenue Mile 28X - East County 802 1,210 50.9% 802 1,210 50.9% 20.76 31.31 0.656 0.992 20X - Lutz Express 1,844 1,717-6.9% 1,844 1,717-6.9% 23.79 22.15 1.146 1.067 22X - Dover/Brand 1,496 1,577 5.4% 1,496 1,577 5.4% 17.72 18.68 0.893 0.941 24X - FishHawk/R 7,181 6,212-13.5% 7,181 6,212-13.5% 21.24 17.34 0.748 0.650 25LX - South Bran 5,972 5,244-12.2% 5,972 5,244-12.2% 18.33 15.83 0.776 0.676 47LX - Southshore 1,944 1,763-9.3% 1,944 1,763-9.3% 16.58 15.24 0.573 0.549 27X - Fishhawk/So 2,535 2,030-19.9% 2,535 2,030-19.9% 17.41 13.97 0.721 0.577 61LX - NW Hillsbo 1,162 1,269 9.2% 1,162 1,269 9.2% 12.17 13.29 0.553 0.606 51X - New Tampa 1,678 1,394-16.9% 1,678 1,394-16.9% 14.11 12.68 0.564 0.469 200X - Clearwater 2,341 2,023-13.6% 2,341 2,023-13.6% 13.66 11.85 0.524 0.457 53LX - South Coun 1,959 1,902-2.9% 1,959 1,902-2.9% 7.23 7.02 0.383 0.372 System Total 28,914 26,341-8.9% 28,914 26,341-8.9% 16.21 14.65 0.667 0.61 Blue = Routes performing 75% or higher above the express system average Red = Routes performing 60% or lower than the express system average *R = Reverse Commute Route 75% of Local System Average 10.99 60% of Local System Average 8.79 Calculations are subject to monthly adjustment/restatement Source: HART Ridership Reports and Trapeze Scheduled Service Revenue Hour Report
1 - Florida Avenue 9-15th Street 12-22nd Street 2 - Nebraska Avenue 34 - Hillsborough Avenue 16 - Waters Avenue 6-56th Street 7 - West Tampa/Citrus Park 28X - East County Express 32 - Dr. Martin Luther King Jr. Boulevard 39 - Busch Boulevard 5-40th Street 15 - Columbus Drive 37 - West Brandon/Netp@rk 57 - UATC/Temple Terrace/Netp@rk 45 - UATC/Rome Avenue/Westshore Plaza 36 - Dale Mabry Hwy./Himes Avenue 18-30th Street 20X - Lutz Express 10 - Cypress Street MetroRapid 14 - Armenia Avenue 8 -Progress Vilage/Brandon 22X - Dover/Brandon Express 19 - Port Tampa 30 - Town 'N Country/Airport 33 - Fletcher Avenue 24X - FishHawk/Riverview/MacDill Express 41 - Sligh Avenue 4 - Palma Ceia/MacDill AFB 25LX - South Brandon/MacDill AFB Express 47LX - Southshore Limited Express 46 - Downtown Tampa/Brandon 27LX - Fishhawk/South Brandon Express 61LX - NW Hillsborough Limited Express 51X - New Tampa Express 200X - Clearwater Express Northdale FLEX 31 - South Hillsborough County 96 - Downtown Trolley - Purple Line 53LX - South County/Brandon Limited South Tampa FLEX Brandon FLEX Town N' Country FLEX South County FLEX Passengers per Revenue Hour Passengers per Revenue Hour per Route FY 2015 (10/1/2014-10/31/2014) 40.00 35.00 30.00 Local Flex Express 25.00 20.00 15.00 10.00 5.00 0.00
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 MONTHLY INFORMATION REPORT Organizational Key Performance Indicators (KPIs) October 2014 SUMMARY This memorandum provides a report on the attainment level of the adopted organizational KPIs covering Fiscal Year 2015. DISCUSSION At the September 8, 2014, regular Board meeting, the HART Board adopted Resolution #R2014-09-38, approval of HART Key Performance Indicators (KPIs) for the Hillsborough Transit Authority for FY2015. The established KPIs are directly measurable and the organization s level of attainment is updated and reported to the Board on a monthly basis (see table below). ORGANIZATIONAL KEY PERFORMANCE INDICATORS EVALUATION PERIOD FY2015 (OCTOBER 2013 SEPTEMBER 2014) (TENTATIVE RESULTS)* KPI CRITERIA TARGET FY2015 (1 MONTH) PERFORMANCE 10/14 Ridership Productivity Bus Passengers per Revenue Hour Greater than or equal to 24.0 26.25 Efficiency Gross Cost per Revenue Mile Less than or equal to $6.83 $7.33 Safety Collisions per 100,000 Revenue Miles Less than or equal to.55 0.479 Quality of Service Complaints per 100,000 Passengers Less than or equal to 13.0 16.90 Quality of Service Mean Distance Between Vehicle Failures Greater than or equal to 6,600 6,547 On-Time Performance 1 Minute Early to 5 Minutes Late at Scheduled Timepoints Greater than 74% 72.5% Finance Growth of Fund Balance and Fiscal Sustainability Greater than or equal to 0.5% of previous year s ending fund balance To be reported at year s end *All calculations subject to restatement Bold Italics = KPI target not met in reporting period
CONCLUSION Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 The effective date for measurement of the proposed goals is FY2015, October 1, 2014 through September 30, 2015. KPIs for Ridership Productivity and Safety are being met for the first month of FY2015. The KPIs for Efficiency, Quality of Service (Complaints), Quality of Service (mean distance between failures), and On-Time Performance are not being met in the first month of FY2015. No trends or patterns should be inferred with only one month completed in the current fiscal year. With just one-month of data, calculations are prone to be artificially high or low depending on circumstances of that particular month. Measures should begin to smooth out beginning with the third or fourth month of the fiscal year. After the third or fourth month, trends will establish themselves. Charts of the FY2015 annual KPIs are presented as an Attachment. FY2014 Final In the FY2014 close-out report to the Board, presented in the November 2014 Board packet, the final FY2014 Efficiency goal of $6.70 or less per revenue mile was not presented due to the year-end activities that had not been concluded. The final measure for FY2014 is $6.76. The Efficiency goal for FY2014 was not met. Prepared by: Steve Feigenbaum, Sr. Manager of Service Planning Reviewed by: Ruthie Reyes Burckard, Interim Chief Operating Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer Attachment: KPIs Charts
Attachment Key Performance Indicators FY 2015 HART KPI: Ridership Productivity FY 2015 - October 2014 Measure: Passengers Per Revenue Hour Greater Than or Equal to 24.0 28 Passengers per Revenue Hour 27 26 25 24 23 22 21 20 19 18 24 KPI 1 Year To Date 26.25 HART KPI: Efficiency FY 2015 - October 2014 Measure: Cost per Revenue Mile Less Than or Equal to $6.83 $8.00 $7.00 $6.83 $7.33 Cost per Revenue Mile $6.00 $5.00 $4.00 $3.00 $2.00 $1.00 $- KPI 1 Year To Date HART KPI: Safety FY 2015 - October 2014 Measure: Collisions Per 100,000 Revenue Miles Less Than or Equal to 0.55 Collisions per 100,000 Revenue Miles 1.00 0.90 0.80 0.70 0.60 0.50 0.40 0.30 0.20 0.10 0.00 0.55 KPl 1 Year-to-Date 0.479
Attachment Key Performance Indicators FY 2015 HART KPI: Quality of Service FY 2015 - October 2014 Measure: Complaints per 100,000 Passengers Less Than or Equal to 13 19 Complaints per 100,000 Passengers 17 15 13 11 9 7 5 13 KPI 1 Year to Date 16.90 HART KPI: Quality of Service FY 2015 - October 2014 Measure: Mean Distance Between Failures Greater Than or Equal to 6,600 Miles 8,000 Mean Distance (Miles) Between Failures 7,500 7,000 6,500 6,000 5,500 6,600 6,547 5,000 KPI 1 Year to Date HART KPI: On-Time Performance FY 2015 - October 2014 Measure: On-Time Performance Greater Than or Equal to 74% 76.0% 75.0% 74.0% 74.0% 73.0% 72.0% 72.5% 71.0% 70.0% KPI 1 Year to Date
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 MONTHLY INFORMATION REPORT Risk Management Report October 2014 The purpose of this report is to inform the HART Board of Directors of significant developments related to Risk Management for October 2014. Claims and settlements at the $5,000 reporting threshold and above are categorized as significant; claims and settlements below the $5,000 reporting threshold are categorized as insignificant. LIABILITY Bodily Injury and Property Damage Month of October Claims Opened Claims Closed Significant 9 1 Insignificant 3 2 Combined Total Expected Costs Current open claims caseload is 101 $193,538.51 $46,031.30 WORKERS COMPENSATION Month of October Claims Opened Claims Closed Significant 1 1 Insignificant 0 2 Combined Total Expected Costs Current open claims caseload is 53 $7,092.72 $51,474.03 Prepared by: Rickey Kendall, Risk & Environmental Safety Sr. Manager Reviewed by: Michael A. Stephens, Chief Business Enterprise & Safety Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 MONTHLY INFORMATION REPORT Procurement & Contracts Administration Activity Report ~ November 2014 A. Full & Open Acquisitions October 20 through November 20, 2014 Description Procurement Method Issued Voice Over Internet (VOIP) Interactive Voice Response (IVR) Request for Information 10/27/14 Traction Motor Suspension Bushings Invitation for Bid 10/30/14 Miscellaneous Architectural and Engineering Services Request for Quote 10/30/14 Security Guard Services Request for Proposal 11/11/14 B. Contracts Awarded October 20 through November 20, 2014 Awarded to Description Amount Date The Advocacy Group at Cardenas Partners, State Legislative Services $80,000 11/03/14 LLC Holland and Knight, LLP Federal Legislative Services $180,000 11/03/14 RDI Structural Engineering HM/PM Roof Project $49,502 11/12/14 Clean Energy CNG Maintenance Agreement $207,184 11/20/14 Total $516,686 C. Open Contracts - As of November 20, 2014 There are 101 open contracts that are currently under administration. D. Sole Source Procurements Awarded to Description Amount Date Enghouse Interactive, Inc. IVR Renewals 2 nd Quarter $6,928 10/20/14 Nutech National ESRI, Inc. Software Support Agreement Renewal for ProWatch Access Control System ArcGIS Desktop License Renewals $2,200 11/03/14 $4,200 11/14/14 Cisco Webex Webex Renewal $4,140 11/14/14 E. Processed Purchase Orders Under $25,000 = $536,510 154 Standard Purchase Orders totaling $305,535 131 Inventory Purchase Orders totaling $230,975
F. Unauthorized Procurements Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 There was one unauthorized procurement by the Human Resources Department in October in the amount of $2,350 for the purchase of an employee satisfaction survey. Procurement has counseled the Human Resources Department on proper procurement processes. Prepared by: Al Burns, Senior Manager, Procurement & Contracts Administration Reviewed by: Jeffrey C. Seward, Chief Financial Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 MONTHLY INFORMATION REPORT Information Technology October, 2014 Internet Usage Report for October 2014 Hits and Visitors This Month Total Hits 7,179,489 Total Visitors 211,858 Most Popular Pages HART Home Page 1,036,278 Maps and Schedules 1,038,863 Finding The Right Local Route 1,030,488 Google Trip Planner 1,008,381 Saturday Local Service 1,006,663 Visits Most Popular Routes Visits Route 06 205,162 Route 39 204,178 Route 01 203,730 Route 02 203,678 Route 30 203,613 * represents an upward trend and represents a downward trend. October 2014 Accomplishments Test Environment - Completed creation of three separate test environments for the development team and outside vendors. These test environments enable users to perform testing of software installations into the HART network and will allow HART to deploy user tested versions of products, such as Trapeze EAM and other software products without interruption to the production environment. Service Desk Upgrade Upgraded the Service Desk software to include the most recent software patches. This improved stability in tracking all IT-related hardware and software issues. Prepared by: Gabriel Quinones, Senior Manager of Information Technology Reviewed by: Michael A. Stephens, Chief Business Enterprise & Safety Officer Approved by: Katharine Egan, AICP, Chief Executive Officer
Hillsborough Transit Authority Board of Directors Meeting December 1, 2014 MONTHLY INFORMATION REPORT Human Resources November 2014 Employment Activity October 25, 2014 November 20, 2014 Type of Activity Non- Bargaining Bargaining Total New Hires 0 0 0 Transfer 1 0 1 Reinstatement 1 0 1 Voluntary Resignations 1 0 1 Retirement 0 0 0 Deceased 0 0 0 Terminations 1 2 3 Promotion 0 1 1 As of November 20, 2014 there were 737 active (non-temporary) employees. Turnover Report Division # of Separations* % Per Division Executive 0 0% Business Enterprise & Safety 1.30% Finance 0 0% Operations 3.57% Turnover Total 4.54% *Includes: Voluntary Resignations, Retirement, Terminations and Death Prepared by: Dara M. Chenevert, Sr. Manager of Human Resources & Org. Development Reviewed by: Michael A. Stephens, Chief Business Enterprise & Safety Officer Approved by: Katharine Eagan, AICP, Chief Executive Officer Attachment: Employment Activity Chart
ATTACHMENT Percentages New Hires Transfer Reduction in Force Voluntary Resignations Retirement Deceased Terminations Promotion 17% 0% 16% 0% 50% 17% 0% 0% Type of Activity Total New Hires 0 Transfer 1 Reduction in Force 0 Voluntary 1 Resignations Retirement 0 Deceased 0 Terminations 3 Promotion 1 Grand Total: 6