board of directors meeting agenda · 2017. 9. 2. · mr. mcgrath made a motion to accept the...

Greater Lynchburg Transit Company

GREATER LYNCHBURG TRANSIT COMPANY We ’ re h ere to g e t yo u t h e re .

Board of Directors Meeting Agenda

Wednesday, September 6th, 2017 8:30 a.m. – 10:00 a.m.

Meeting Location: GLTC Transfer Station – 800 Kemper St., Lynchburg, VA 24501

Board President: Margaret (Peggy) Whitaker Board Vice President: Glenn McGrath Secretary-Treasurer: James H. Mundy Members: John “Jack” Hellewell; Jennifer Martin; Bonnie Svrcek; Christian H. DePaul; Christos

Carroll; Mary-Winston Deacon

#1 Call to Order - Public Comment GLTC Board

President

#2 Consideration of Meeting Minutes Approval August 4th, 2017

All

#3 Committee & Partner Reports a) Customer Advisory Committee (CAC)

b) ADA Advisory Committee c) Ride Solutions

d) Region2000 Transportation Planner

Sherry Gentry

Gary DuPriest Kelly Hitchcock

Philipp Gabathuler

#4 Staff Reports a) General Manager’s Report b) June 2017 Preliminary Financials

c) Ridership & Operations Statistics d) Capital Projects Update

Brian Booth

#5 Old Business a) Discounted Fare Cards Policy

b) Intercity Connector Service Concept Committee c) By-Laws Revision

d) Route Study

e) Downtown Circulator

Pending

No Update Recommendation

Update

Update

#6 New Business a) ADA Committee Guidelines b) Authorize New AGM as Check Signer

c) Contract with First Transit

Brian Booth

#7 President’s Report GLTC Board

President

#8 Closed Session Legal Matter All

#9 Next Meeting Date & Adjournment October 4th, 2017

All


GLTC Board Agenda Detail Item #: 2 Item Title: August 4th, 2017 Minutes Action: Consideration of Approval

Greater Lynchburg Transit Company (GLTC)

BOARD OF DIRECTORS MEETING DRAFT MINUTES

August 4, 2017

8:30 a.m.

A meeting of the Board of Directors of the Greater Lynchburg Transit Company was held on Friday, August 4, 2017 at the Kemper Street Station, 800 Kemper Street, Lynchburg, Virginia. Board members attending were:

Margaret “Peggy” Whitaker, Glenn McGrath, Dr. James Mundy, John “Jack” Hellewell, Jennifer Martin, Christian DePaul, and Bonnie Svrcek. Staff members attending were: Brian Booth, Millie Martin, Steve Overstreet, Gloria

Berkley, Gary Paris, and Natalie Wilkins. Visitors to the meeting included Patrice Strachan of the Department of

Rail and Public Transportation (DRPT), Philipp Gabathuler of Region 2000, Jacqueline Robinson of the Customer Advisory Committee (CAC), Gary DuPriest of the ADA Committee, and William Carr-GLTC Customer.

Absent: Mary-Winston-Deacon and Christos Carroll.

#1 – Call to Order- Public Comment

Ms. Whitaker called the meeting to order at 8:30 a.m. There was no public comment.

#2 – Consideration of Meeting Minutes Approval

Ms. Whitaker asked for consideration of approval of the minutes of July 5. Ms. Svrcek noted confusion with the

wording of a correction noted in the meeting minutes for June 7th. The correction in question occurred in the last sentence in the section titled “# 7 President’s Report”. The sentence was missing an “and”, and should read,

“Ms. Svrcek reminded the board about the Kemper Street vacancy and asked that it be discussed at the next board meeting.” Mr. McGrath made a motion to accept the minutes with Dr. Mundy seconding the motion. The

vote was unanimously carried with noted corrections.

#3 – Committee & Partner Reports

Customer Advisory Committee (CAC) – No report

ADA Committee- Mr. DuPriest stated that he anticipates having the ADA by-laws soon. The committee meetings resume in September.

Ride Solutions- No Report

Region 2000 Transportation Planner- Mr. Gabathuler stated that he is continuing to work with the ADA Committee

to go into the field to survey bus stops for ADA accessibility.

The kick-off meeting with Kimley-Horn for the Transit Development Plan is scheduled for Thursday, August 22.

The project manager is a native of Lynchburg and a former GLTC customer.

The Downtown Circulator begins service on August 24.


#4 – Staff Reports

4A – General Manager’s Report

Mr. Booth recapped the General Manager’s report as presented in the board packet. In July, he participated in

the two-day roundtable discussions with the Downtown Master Plan consultants; attending the Transportation, Parking, and College/University sessions. During those discussions, GLTC was identified as a key component to

the continued growth of the downtown network.

Mr. Booth reminded attendees about the second round of public meetings which will be held on Wednesday August 9th, 5:30P-7P at the Academy Center of the Arts. The author of Loving the Place You Live is the keynote

speaker at 7P. Additional open sessions will be held Thursday as well. Ms. Whitaker encouraged all board

members to have a presence at these types of public meetings.

Some of the discussions included identifying the target audience for downtown, how to encourage major employers to engage their employees to use transit, address the concerns of no evening service for GLTC’s

Downtown Circulator, lack of parking, and redevelopment to include parking at both ends of downtown.

Mr. Booth stated that GLTC is preparing for the 2017-2018 bus service at Liberty University. GLTC is almost to the

adequate staffing level needed to provide the required services.

Mr. Booth stated that the final responses for the Disadvantaged Business Enterprise compliance review have been completed and submitted to the Federal Transit Administration. Correcting these deficiencies were very beneficial

in the development of procedures for implementing a successful program in the future. The status of the

corrections are pending.

Mr. Booth stated that a candidate has been selected for the Assistant General Manager position at GLTC. Amanda Richardson will start on Monday, August 14. Ms. Richardson comes from the University of Massachusetts and has

experience in paratransit services along with colleges and universities.

4B – June 2017 Financials

Due to the audit which is currently being conducted by Brown Edwards, the financials have not been completed

and will be presented at a later date.

4C – Ridership & Operations Statistics

Mr. Booth stated that the City ridership for June is down significantly from last year (13,000). Ridership will be

addressed during the Transit Development Plan update which is scheduled for later this month. He reminded the board that Liberty University was not in service in June and therefore impacts the drop in ridership numbers.

The maintenance activity for the month of June included a total of 95,000 miles total. Paratransit was just under 20,000 miles and fixed route was a little over 75,000 miles. GLTC maintained 100% on time performance with

6.75% downtime on fleet.

4D – Capital Projects Update

The Capital Projects are still under review by our auditor, Brown Edwards, and will be presented at the next

board meeting.


#5 - Old Business

5A – Discounted Fare Policy

Mr. Booth plans to discuss the discounted fare policy during with the Transit Development Plan.

5B – Intercity Bus Committee

No update.

5C – By-Laws Revision

Mr. Booth distributed copies of the by-laws of the Greater Lynchburg Transit Company with revisions reviewed by Walter Erwin, the City Attorney. The recommended changes are as follows:

Article 2, Section 3 – To incorporate communication by email or other electronic correspondence means as a form

of communication for an annual or special meeting.

Article 3, Section 1 – Updated to reflect more clearly the cycle of terms, with 3 terms due for reappointment each

year. The last statement was removed due to redundancy.

Article 3, Section 3 – Consider removing this section for potential problems of negating the board and conducting business outside a meeting. The City Attorney indicated he does not recall a time the GLTC board exercised this

activity.

Article 3, Section 4 – Mr. Booth noted that notice given to directors for a special meeting should change from 24

hours to three business/working days to reflect requirements of public notice under the Freedom of Information Act (FOIA). Electronic communication should be added as a form of notice to directors of a special meeting. Ms.

Svrcek suggested removing telegraphing. Current notices to the public include information on GLTC’s website, on

buses, information to the press, and social media outlets. The last statement was removed due to conflict with FOIA regulations.

Article 4 – Consider defining more narrowly the authority of the Executive Committee. The current role is very

broad and the City Attorney is concerned that an Executive Committee could overstep bounds and commit to

something the majority of the board is not in support of. Mr. Erwin was concerned about the power of the Executive Committee and recommended tightening this section of the by-laws.

Article 5 – Positions updated to reflect current practice. This has been revised to elect a President and a Vice

President as Directors and elect a Secretary and Treasurer. Any officer may hold more than one office except the President and Vice President.

5D – Downtown Circulator

Mr. Booth stated that the kick-off for the Downtown Circulator is scheduled for August 23 at Monument Terrace. Governor Terry McAuliffe will be attending the ceremony. The program includes a bus reveal along with an

inaugural ride through downtown. The Hopper will begin regular service on August 24. Digital invitations will be

emailed and printed invitations will be mailed to the homes of City Council members.

5E – Route Analysis

Mr. Booth stated that the kick-off for the Transit Development Plan is scheduled for August 22nd at 2 p.m. Representatives for GLTC and the Virginia Department of Rail and Public Transportation will meet with the

Kimley-Horn consultants to determine the initial steps and set up regular conference meetings. A preliminary


schedule was presented in the board packet. The process will take approximately 8 months and includes public outreach, onboard surveys, and meetings with stakeholders. There was discussion regarding having an additional

meeting with the GLTC Board members.

#6 – New Business

There was no new business.

#7 - Presidents Report

Ms. Whitaker stated that she has spoken with Norman Yoder of Brown Edwards about meeting with the board to

discuss financials. Mr. Yoder stated that meetings are optional and not mandatory.

Ms. Whitaker stated that the Poverty to Progress Initiative subcommittee meeting was not well attended. One of

the problems was transportation to and from the meeting and asked if GLTC can provide transportation as in the past.

Ms. Svrcek stated that the next Poverty to Progress community meeting is September 14 at E.C. Glass at 6:30 p.m.

Next Meeting Date & Adjournment

The next meeting date is Wednesday, September 6th at 8:30 a.m. at 800 Kemper Street. As there was no further

business, the meeting adjourned at 9:21 a.m.

Secretary/Treasurer


GLTC Board Agenda Detail Item #: 3 Item Title: Committee & Partner Reports Action: None

Committee Reports

a) Customer Advisory Committee (CAC) - Sherry Gentry b) ADA Advisory Committee - Gary DuPriest

Partner Reports c) Ride Solutions / Marketing Updates - Kelly Hitchcock

d) Transportation Planner Updates - Philipp Gabathuler

Contacts: Brian Booth

Attachments: None Action Required: None


GLTC Board Agenda Detail Item #: 4a Item Title: General Manager’s Report Action: For Your Information

The General Manager’s report for the previous month is provided below:

• Amanda Richardson has joined our team at GLTC as the Assistant General Manager, the position previously held by John Rayman. She comes from the University of Massachusetts Transit where she

held the position of Supervisor of Paratransit Operations. She is a great addition to our team in

Lynchburg and has the desire to improve the services provided to our customers.

• The General Manager has attended public meetings and met with city staff to discuss the impacts of the

upcoming construction projects on GLTC bus service. Beginning in October/November streetscape improvements on 5th Street and replacement of the Main Street bridge over the Lynchburg Expressway

(Rt. 29) will begin. Both of these projects will require GLTC routes to be detoured around the construction area. We are working with the city staff to determine an alternative for pedestrian traffic

across the Main Street bridge.

• Sessions for the Downtown Master Plan Redevelopment continued in August with public listening sessions scheduled to discuss various areas of focus for the plan. The General Manager attended the session

focused on Transportation and Parking to provide input from GLTC’s perspective. Much of the discussion for this session focused on parking downtown and feedback was provided to look at options for how

GLTC could assist with parking issues in the downtown scene. It was recommended to potentially

expand the service of the new Downtown Circulator to assist with parking throughout downtown.

• Multiple staff from GLTC were able to attend the annual Community Transportation Association of

Virginia’s annual conference and EXPO. Staff were able to participate in training sessions geared toward leadership development skills, principles of a transit supervisor, distracted driving awareness, and attend

the vendor EXPO to see the latest technologies available for transit.

• The launch of the downtown circulator occurred on Wednesday August 23rd with members of the Board,

City Council, City Leadership, Region 2000, the Department of Rail and Public Transportation (DRPT), and

the Commonwealth Transportation Board (CTB) present for the launch. Remarks were given by Mayor Joan Foster, former General Manager Josh Baker, Board President Peggy Whitaker, CTB Representative

for Lynchburg Shannon Valentine, Executive Director of Region 2000 Gary Christie, Secretary Aubrey Layne, and Governor Terry McAuliffe. I would like to thank everyone involved with the launch of this

service and for their support leading up to and after the launch. This was a very well attended event and

drew a lot of interest to the new downtown service, “The Hopper”.

Contacts: Brian Booth Attachments: None

Action Required: None


GLTC Board Agenda Detail Item #: 4b Item Title: Preliminary June 2017 Financials Action: For Your Information

The preliminary financial statements for June 2017 are attached. Brown Edwards is still reviewing and finalizing

the annual audit so minor changes could still occur. Due to the annual audit not being finalized, financial statements for July 2017 are not available at this time and will be presented at a later date.

Revenue:

Total revenue for June was overbudget by 3 %, approximately $ 248,000, due mostly to state operating assistance coming higher than projected. Passenger revenue was underbudget about 8 %. Other contract

revenue and non-operating revenue were underbudget 69 % and 91 % respectively. State revenue is over budget by 21 %, approximately $ 354,000.

Expenses:

Total expenses were underbudget by 9 %, approximately $ 796,000, due to salaries, benefits, fuel, and insurance all coming less than budgeted. We were able to control overtime expenses for June, but they still remain

overbudget from the year due to low staffing levels earlier in the year.

Summary:

As anticipated we are going to finish with a surplus, anticipated at just over $ 1 million. We are working with the

city personnel for how the surplus funds will be used for transit in the future. Please remember the financials

that are presented are preliminary and changes could occur dependent upon the final audit report being issued.

Contacts: Brian Booth Attachments: Page 9-13



FY 2017 FY 2016 Difference

ASSETS

Cash - GLTC -$ -$ -$

Cash - Capital 169,688 168,068 1,619

Accounts Receivable 1,611,063 1,519,100 91,964

TOTAL CURRENT ASSETS 1,780,751$ 1,687,168$ 93,583$

Tangible Property 61,838,625$ 51,492,734$ 10,345,891$

Accumulated Depreciation (19,829,648) (17,606,585) (2,223,063)

NET FIXED ASSETS 42,008,976$ 33,886,148$ 8,122,828$

TOTAL ASSETS 43,789,727$ 35,573,317$ 8,216,411$

LIABILITIES AND CAPITAL

Accounts Payable - Miscellaneous 1,629,733$ 1,531,257$ 98,476$

TOTAL LIABILITIES 1,629,733 1,531,257 98,476

Capital Stock 5 5$ -

Accumulated Income/(Loss) Prior Years 34,042,054 24,292,362 9,749,692

Accumulated Income/(Loss) Current Year 8,117,935 9,749,692 (1,631,757)

TOTAL CAPITAL 42,159,995$ 34,042,059$ 8,117,935$

TOTAL LIABILITIES AND CAPITAL 43,789,727$ 35,573,317$ 8,216,410$

Greater Lynchburg Transit Company, Inc.

Balance Sheet

Preliminary June FY 2017


FY 2017 FY 2016 Difference

ASSETS

Cash 34,995$ 116,019$ (81,024)$

Cash - OPEB 178,241 145,183 33,058

Working Funds 80 150 (70)

Working Funds - Transfer Center 50 50 -

Working Funds - Greyhound 50 - 50

Accounts Receivable 1,175,545 76,360 1,099,185

Materials and Fuel 233,563 176,384 57,179

TOTAL CURRENT ASSETS 1,622,524$ 514,146$ 1,108,378$

Tangible Property 12,382$ 12,382$ -$

Accumulated Depreciation (12,382) (12,382) -

NET FIXED ASSETS -$ -$ -$

Prepayments 18,393 12,407 5,985

TOTAL ASSETS 1,640,917$ 526,554$ 1,114,363$

LIABILITIES AND CAPITAL

Accounts Payable - Trade 1,140,248$ 102,854$ 1,037,394$

Wages Payable 131,643 110,817 20,826

Other Payroll Liabilities 368,986 312,843 56,142

Advance Payments 40 40 -

TOTAL LIABILITIES 1,640,917 526,554 1,114,363

Accumulated Income/(Loss) Current Year 0 - 0

TOTAL CAPITAL 0$ -$ 0$

TOTAL LIABILITIES AND CAPITAL 1,640,917$ 526,554$ 1,114,363$

Central VA Transit Management Company Inc.

Balance Sheet

Preliminary June FY 2017


FY2017 FY2017

ACTUAL ACTUAL

JUN YTD

REVENUE

Operating Assistance Revenue -$ 5,062,417$

Money Paid to CVTMCI - (5,062,417)

Sale of Equipment & Vehicles - 38,948

Federal Grant Revenue 741,215 6,053,768

Local Grant Revenue 914,221 4,677,435

TOTAL REVENUE 1,655,436$ 10,770,151$

EXPENSES

Depreciation 2,574,974$ 2,574,974$

Repairs - Capital (20,907) 66,293$

Gain/Loss on Disposal - -$

Pass Thru Grants - 10,950$

Other Miscellaneous Expense - -

TOTAL EXPENSES 2,554,066$ 2,652,216$

NET INCOME/(LOSS) (898,630)$ 8,117,935$

GREATER LYNCHBURG TRANSIT COMPANY, INC.INCOME STATEMENT

PRELIMINARY AS OF JUNE 30, 2017


MONTH TO DATE YEAR TO DATE

FY2017 FY2017 FY2017 FY2017

JUN JUN % YTD YTD %

ACTUAL BUDGET VAR ACTUAL BUDGET VAR

REVENUE

FRT Passenger Revenue 49,045$ 57,931$ -15% 637,011$ 695,171$ -8%

DRT Passenger Revenue 7,686 6,950 11% 79,247 83,401 -5%

Contracts (LU Access) - - 0% 60,060 60,060 0%

Contracts (LC Access) 2,005 2,085 -4% 24,056 25,020 -4%

Contracts (CVCC Access) 4,420 4,420 0% 53,045 53,040 0%

Liberty University Revenue - - 0% 2,239,525 2,231,987 0%

Other Contract Revenue 63 1,787 -96% 6,630 21,446 -69%

Non-Operating Revenue 868 3,418 -75% 3,834 41,015 -91%

Advertising Revenue 5,561 6,670 -17% 81,302 80,035 2%

City Operating Assistance 139,650 139,650 0% 1,675,805 1,675,805 0%

County Operating Assistance 5,990 5,990 0% 71,875 71,875 0%

State Operating Assistance 167,887 138,958 21% 2,022,327 1,667,500 21%

Federal Operating Assistance 170,781 170,750 0% 2,049,373 2,049,000 0%

TOTAL REVENUE 553,957$ 538,609$ 3% 9,004,089$ 8,755,355$ 3%

EXPENSES

FIXED ROUTE

Operator Labor 104,895$ 170,023$ -38% 1,747,828$ 2,040,281$ -14%

Operator-Overtime 4,062 14,956 -73% 360,151 179,473 101%

Other Salaries & Wages 34,171 27,029 26% 330,906 324,348 2%

Supervisors-Overtime 568 969 -41% 32,549 11,627 180%

Fringe Benefits 114,549 115,936 -1% 1,151,751 1,391,228 -17%

TOTAL FIXED ROUTE 258,245$ 328,913$ -21% 3,623,186$ 3,946,957$ -8%

DEMAND RESPONSE

Operator Labor 23,140$ 28,562$ -19% 292,505$ 342,744$ -15%

Operator-Overtime-PTS 1,078 1,706 -37% 7,681 20,466 -62%

Other Salaries & Wages 3,847 5,268 -27% 63,552 63,211 1%

Fringe Benefits 19,941 19,699 1% 169,511 236,393 -28%

TOTAL DEMAND RESPONSE 48,005$ 55,235$ -13% 533,249$ 662,814$ -20%

MAINTENANCE

Other Salaries & Wages 62,277$ 57,168$ 9% 662,405$ 686,014$ -3%

Inspection&Maint,Srvc-Overtime 1,639 2,881 -43% 47,330 34,567 37%

Fringe Benefits 42,988 33,289 29% 330,754 399,464 -17%

Fuel & Lubricants 48,334 58,308 -17% 495,011 699,700 -29%

Tires & Tubes 12,090 7,550 60% 96,177 90,604 6%

Other Materials & Supplies 65,542 40,888 60% 594,986 490,651 21%

TOTAL MAINTENANCE 232,871$ 200,083$ 16% 2,226,664$ 2,401,000$ -7%

ADMINISTRATION

Other Salaries & Wages 25,132$ 30,019$ -16% 388,533$ 360,225$ 8%

Fringe Benefits 19,141 16,641 15% 181,066 199,696 -9%

Services 30,608 35,726 -14% 342,674 428,707 -20%

Utilities 17,502 12,901 36% 130,335 154,816 -16%

Casualty & Liability Expenses 19,823 23,322 -15% 246,542 279,858 -12%

Information Technology 21,186 12,359 71% 158,777 148,308 7%

Other Materials & Supplies 3,613 3,176 14% 33,751 38,110 -11%

Miscellaneous 24,824 11,239 121% 94,070 134,864 -30%

TOTAL ADMINISTRATION 161,830$ 145,382$ 11% 1,575,749$ 1,744,584$ -10%

TOTAL EXPENSES 700,950$ 729,613$ -4% 7,958,847$ 8,755,355$ -9%

NET INCOME/(LOSS) (146,993)$ (191,004)$ 1,045,242$ -$

CENTRAL VIRGINIA TRANSIT MANAGEMENT CO INC.INCOME STATEMENT



MONTH TO DATE YEAR TO DATE

FY2017 FY2016 FY2017 FY2016

JUN JUN % YTD YTD %

ACTUAL ACTUAL VAR ACTUAL ACTUAL VAR

REVENUE

FRT Passenger Revenue 49,045$ 57,664$ -15% 637,011$ 803,469$ -21%

DRT Passenger Revenue 7,686 7,150$ 7% 79,247 84,420 -6%

Contracts (LU Access) - -$ 0% 60,060 - 100%

Contracts (LC Access) 2,005 1,965$ 2% 24,056 23,585 2%

Contracts (CVCC Access) 4,420 4,292$ 3% 53,045 51,500 3%

Liberty University Revenue - 19,367$ -100% 2,239,525 1,236,898 81%

Other Contract Revenue 63 5,270$ -99% 6,630 24,130 -73%

Non-Operating Revenue 868 25$ 3424% 3,834 30,815 -88%

Advertising Revenue 5,561 2,665$ 109% 81,302 69,165 18%

City Operating Assistance 139,650 116,170$ 20% 1,675,805 1,394,038 20%

County Operating Assistance 5,990 4,792$ 25% 71,875 57,500 25%

State Operating Assistance 167,887 122,935$ 37% 2,022,327 1,449,024 40%

Federal Operating Assistance 170,781 168,266$ 1% 2,049,373 2,019,195 1%

TOTAL REVENUE 553,957$ 510,561$ 8% 9,004,089$ 7,243,739$ 24%

EXPENSES

FIXED ROUTE

Operator Labor 104,895$ 108,807$ -4% 1,747,828$ 1,659,366$ 5%

Operator-Overtime 4,062 3,412 19% 360,151 229,834 57%

Other Salaries & Wages 34,171 24,126 42% 330,906 257,660 28%

Supervisors-Overtime 568 872 -35% 32,549 24,288 34%

Fringe Benefits 114,549 91,707 25% 1,151,751 1,192,306 -3%

TOTAL FIXED ROUTE 258,245$ 228,924$ 13% 3,623,186$ 3,363,454$ 8%

DEMAND RESPONSE

Operator Labor 23,140$ 25,640$ -10% 292,505$ 258,223$ 13%

Operator-Overtime-PTS 1,078 427 152% 7,681 6,072 26%

Other Salaries & Wages 3,847 5,771 -33% 63,552 82,187 -23%

Fringe Benefits 19,941 20,014 0% 169,511 190,274 -11%

TOTAL DEMAND RESPONSE 48,005$ 51,852$ -7% 533,249$ 536,756$ -1%

MAINTENANCE

Other Salaries & Wages 62,277$ 42,081$ 48% 662,405$ 613,694$ 8%

Inspection&Maint,Srvc-Overtime 1,639 1,177 39% 47,330 25,290 87%

Fringe Benefits 42,988 28,546 51% 330,754 350,904 -6%

Fuel & Lubricants 48,334 40,680 19% 495,011 410,406 21%

Tires & Tubes 12,090 3,856 214% 96,177 41,274 133%

Other Materials & Supplies 65,542 32,812 100% 594,986 391,275 52%

TOTAL MAINTENANCE 232,871$ 149,152$ 56% 2,226,664$ 1,832,844$ 21%

ADMINISTRATION

Other Salaries & Wages 25,132$ 26,234$ -4% 388,533$ 299,032$ 30%

Fringe Benefits 19,141 16,600 15% 181,066 164,216 10%

Services 30,608 41,431 -26% 342,674 520,886 -34%

Utilities 17,502 10,613 65% 130,335 119,781 9%

Casualty & Liability Expenses 19,823 22,174 -11% 246,542 261,245 -6%

Information Technology 21,186 - 100% 158,777 - 100%

Other Materials & Supplies 3,613 10,344 -65% 33,751 64,039 -47%

Miscellaneous 24,824 14,440 72% 94,070 74,721 26%

TOTAL ADMINISTRATION 161,830$ 141,833$ 14% 1,575,749$ 1,503,922$ 5%

TOTAL EXPENSES 700,950$ 571,762$ 23% 7,958,847$ 7,236,975$ 10%

NET INCOME/(LOSS) (146,993)$ (61,201)$ 140% 1,045,242$ 6,765$

CENTRAL VIRGINIA TRANSIT MANAGEMENT CO INC.COMPARATIVE INCOME STATEMENT



GLTC Board Agenda Detail Item #: 4c Item Title: July 2017 Ridership Action: For Your Information

Summary: Ridership through July 2017 is presented in the charts below. Liberty University was not in session and no service was provided to Liberty, therefore there is no ridership to report. City ridership for July

was 56,357 and is down for the same timeframe in July 2016.


Maintenance: Maintenance activities are reported as follows for July 2017:

Total mileage for the month of July was 87,322 miles for fixed route and paratransit services. The fleet downtime for July was a little higher at 7.01% due to completing larger repairs required for regular

maintenance of the buses. The on-time performance dipped slightly to 74 % for July due to unexpected sick leave overlapping with planned vacation of the maintenance technicians.


Contacts: Brian Booth Attachments: None



GLTC Board Agenda Detail Item #: 4d Item Title: Capital Projects Action: For Your Information

Summary:

FEDERAL STATE 6/30/2017

GRANT#/PROJECT# PROJECT# DESCRIPTION FEDERAL STATE LOCAL TOTAL Balance

VA-95-X110-01

Revision approved 1/3/17 73016-42 Purchase Expansion Bus <30 FT (1) 88,000$ 17,600$ 4,400$ 110,000$ 110,000$

Revision approved 1/3/17 73016-45 Purchase Surveillance/Security Equipment 54,581$ 10,916$ 2,729$ 68,226$ 43,714$

Executed 6/18/14 73014-31 REHABILITATE/REBUILD BUSES (1) 129,753$ 25,951$ 6,488$ 162,192$ 162,191$

272,334$ 54,467$ 13,617$ 340,418$ 315,905$

VA-95-X122 73012-37 CONSTRUCT-BUS PASSENGER SHELTERS 41,069$ 5,544$ 4,723$ 51,336$ 3,232$

Revision approved 1/3/17 73016-43 Purchase Support Vehicles (3) 95,556$ 19,111$ 4,778$ 119,445$ -$

Revision approved 1/3/17 73016-46 Purchase ADP Hardware 22,285$ 4,457$ 1,114$ 27,856$ 27,856$

Revision approved 1/3/17 73016-45 Purchase Surveillance/Security Equipment 3,857$ 772$ 193$ 4,821$ 4,821$

162,767$ 29,884$ 10,808$ 203,458$ 35,909$

VA-95-X120

Executed 9/11/14 73013-38 ENG/DESIGN ADMIN/MAINTENANCE FACILITY 191,000$ 26,263$ 21,487$ 238,750$ 121,983$

Revision approved 1/3/17 73017-33 PURCHASE FARE COLLECTION EQUIPMENT 55,480$ 7,629$ 6,241$ 69,350$ 69,350$

Deobligated 3/30/17 73013-44 ACQUIRE-ADP SOFTWARE 56,000$ 7,700$ 6,300$ 70,000$ -$

Deobligated 3/30/17 73013-45 ACQUIRE-MOBILE SURV/SECURITY EQUIP 56,000$ 7,700$ 6,300$ 70,000$ 26,268$

Deobligated 3/30/17 73013-39 ACQUIRE-BUS PASSENGER SHELTERS 64,354$ 8,849$ 7,240$ 80,443$ 77,443$

Deobligated 1/27/17 73013-41 REHAB/REBUILD 40-FT BUS (PM) 280,000$ 96,000$ 24,000$ 400,000$ 179,748$


Deobligated 3/30/17 73114-77 REHABILITATE/REBUILD BUSES (1) (PM) 206,247$ 41,250$ 10,311$ 257,808$ 257,808$

995,675$ 207,297$ 91,621$ 1,294,593$ 840,842$

VA-95-X145

Executed 4/27/15 73015-39 ACQUIRE-SUPPORT VEHICLES (1) 60,735$ 12,147$ 3,037$ 75,919$ 21,271$


73015-38 REHAB/REBUILD BUSES 64,000$ 12,800$ 3,200$ 80,000$ 80,000$

169,190$ 33,838$ 8,460$ 211,488$ 156,840$

VA-34-0003 50001-02 CONSTRUCT- ADMIN/MAINT FACILITY 6,340,303$ 3,849,470$ 1,132,197$ 11,321,970$ 2,519,278$

6,340,303$ 3,849,470$ 1,132,197$ 11,321,970$ 2,519,278$

Circulator 72517-08 Smart Scale Project-GLTC Ciculator Bus -$ 479,348$ -$ 479,348$ 42,772$

Circulator 71117-1 GLTC Demo-Central Business District Ciculator -$ 94,256$ 23,564$ 117,820$ 115,720$

VA-2016-022-00

Excuted 9/23/16

VA-2016-022-01-00 73017-33 PURCHASE FARE COLLECTION EQUIPMENT 1,021,071$ 204,214$ 51,054$ 1,276,339$ 1,276,339$

VA-2016-022-02-00 73017-34 PURCHASE <30FT REPLCMNT BUSES (2) 268,848$ 53,770$ 13,442$ 336,060$ 336,060$

VA-2016-022-05-00 73017-35 PURCHASE MISC EQUIPMENT 6,269$ 1,254$ 314$ 7,837$ 3,445$

VA-2016-022-06-00 73017-36 PURCHASE SURVEILLANCE/SECURITY EQUIPMENT 7,550$ 1,510$ 378$ 9,438$ 9,438$

VA-2016-022-07-00 73017-37 PURCHASE SUPPORT VEHICLES (5) 128,300$ 25,660$ 6,415$ 160,375$ 18,738$

VA-2016-022-08-00 73017-38 PURCHASE ROUTE SIGNAGE 18,992$ 3,798$ 950$ 23,740$ 23,740$

VA-2016-022-09-00 73017-39 PURCHASE TRANSIT ENHANCEMENTS FOR DIGITAL SIGNAGE 307,280$ 61,456$ 15,364$ 384,100$ 384,100$

VA-2016-022-10-00 73017-40 PURCHASE SPARE PARTS, ACM ITEMS 120,000$ 24,000$ 6,000$ 150,000$ 26,145$

VA-2016-022-11-00 73017-41 PURCHASE RADIOS FOR BUSES 5,662$ 1,133$ 283$ 7,078$ 7,078$

VA-2016-022-12-00 73017-42 PURCHASE <30FT EXPANSION BUSES (4) 537,696$ 107,539$ 26,885$ 672,120$ 672,120$

VA-2016-022-04-00 73017-32 PURCHASE ADP HARDWARE-Network Equipment 64,846$ 12,969$ 3,242$ 81,057$ 48,494$

VA-2016-022-04-00 73117-41 PURCHASE ADP HARDWARE-SERVERS 118,375$ 23,675$ 5,919$ 147,969$ 146,650$

VA-2016-022-04-00 73117-42 PURCHASE ADP HARDWARE-WKSTS,LAPTOPS 75,920$ 15,184$ 3,796$ 94,900$ 86,006$

VA-2016-022-04-00 73117-43 PURCHASE ADP HARDWARE-PHONE SYSTEM REPLACEMENT 43,131$ 8,626$ 2,157$ 53,914$ 20,376$

VA-2016-022-04-00 73117-44 PURCHASE ADP HARDWARE-PRINTERS,COPIERS 27,568$ 5,514$ 1,378$ 34,460$ 19,917$

VA-2016-022-04-00 73117-45 PURCHASE ADP SOFTWARE 53,340$ 10,668$ 2,667$ 66,675$ 66,675$

2,804,848$ 560,970$ 140,244$ 3,506,062$ 3,145,321$

GLTC CAPITAL GRANTS


GLTC Board Agenda Detail Item #: 5

Item Title: Old Business Action: For Your Information

5a Summary – Discounted Fare Card Policy:

This item is going to be incorporated in with the update of the Transit Development Plan underway with

consultants Kimley-Horn.

5b Summary – Intercity Bus Connector:

No further discussion has taken place.

5c Summary – By-Laws Revision:

Recommended revisions have been made to the by-laws for GLTC and presented ahead of time for review. These changes were reviewed by the City Attorney, Walter Erwin, to ensure compliance with state code. These

recommendations have been made to update the by-laws to current practice, update to include new forms of communication, and ensure compliance with the Freedom of Information Act (FOIA). By-laws of the Lynchburg

Regional Business Alliance (adopted in February 2016) were reviewed during this process to compare the governance of a similar organization. Below is a summary of recommended changes.

• Article II, Section 2 – Secretary was removed from the list of officers able to call a special meeting of the

stockholders.

• Article II, Section 3 – Electronic correspondence was included as a valid form of notification for notice of an annual or special meeting.

• Article III, Section 1 – Language was cleaned up to more clearly reflect the cycle of terms for directors to

have 3 terms expire and due for reappointment each year. The last sentence of the article was deleted for redundancy.

• Article III, Section 3 – Recommended to remove this section as the clause typically applies for a board

that meets on a less frequent basis and may have difficulty obtaining a quorum for a special meeting

(one example could be the geographic location of where board members reside). The City Attorney does not recall GLTC ever having to enact this clause in the past.

• Article III, Section 4 – Updated to reflect a special meeting only being called by the President. Notice of

such meeting given to Directors was extended to 3 business days for compliance of Freedom of Information Act (FOIA) regulations. The form of communication telegraphing was removed due to

obsolescence and the last sentence was removed due to conflict with FOIA regulations.

• Article IV, Section 1 – Updated to reflect additional limitations of power for the Executive Committee. This addresses the concern of the City Attorney and changes were compared to the by-laws of the

Lynchburg Regional Business Alliance.

• Article IV, Section 2 – Added language for the Board to create additional committees to carry out the

work of the Directors. Without this language, the Board is limited to only developing an Executive Committee.

• Article V – Updated to reflect the current officers elected which are President, Vice President, Secretary,

and Treasurer.


Attachments: GLTC By-Laws Action Required: Board Review & Approval


5d Summary – Route Analysis:

The initial kick off meeting for the Transit Development Plan (TDP) update was held on Tuesday August 22nd. Members from the GLTC staff, Region 2000, and the Department of Rail and Public Transportation met with the

consultants with Kimley Horn. This initial meeting was designed to discuss the expectations of the TDP update

process, provide key stakeholders to consultants, discuss the proposed survey to be distributed, and identify areas of focus for the consultants to look at and review. The scheduled outline for deliverables was set forth to

track the progress of the update process.

This was a good meeting to start the process and set the expectation for both the consultants and GLTC staff. GLTC has received an initial data request from Kimley Horn and is working to gather and provide the information

so work can begin on the first chapter of the TDP. A bi-weekly conference call has been established in order to

communicate regularly and keep the plan update on track. GLTC is working with Kimley Horn to fulfill the request from the board of holding a meeting with the full board and consultants. Our goal, if all details can be

worked out, is to incorporate this in at the end of the regularly scheduled board meeting on October 4th.

5e Summary – Downtown Circulator:

This new service was launched on Wednesday August 23rd, with service for the public beginning on Thursday

August 24th. The new service will operate Monday through Friday from 10:50 am to 1:50 pm and on Saturday from 6:50 am to 2:30 pm. The first week of service yielded a good start for ridership, but we will continue

marketing efforts targeted toward businesses and employers downtown. Marketing efforts leading up to the launch of service include:

• Exterior ads placed on GLTC buses

• Billboard through LAMAR Outdoor placed at 5th and Monroe St.

• Social Media campaigns on Facebook and Instagram

• Promotions at new student orientations at Liberty University and Lynchburg College

• Information segment on Living in the Heart of Virginia

• News reports and interviews with WDBJ 7, WSLS 10, and WSET 13

• Radio segment with Mari and Brian In the Morning on WIQO 100.9

• Promotional rack cards distributed around the Downtown and throughout the City

Ridership for the first week of service totaled to 74 passengers and is depicted in the chart below.


GLTC Board Agenda Detail Item #: 6 Item Title: New Business Action: Discussion & Approvals

6a Summary – ADA Committee Guidelines

The ADA Committee guidelines have been reviewed by Gary DuPriest and Brian Booth with recommended

changes presented. A summary of changes are as follows:

• The acronym “AAC” has been updated throughout the document to be “ADAAC”.

• The address of the main office and fax number were updated on the first page.

• Article III, Section 1 – The date, time, frequency, and location of regular meetings were updated to be

determined by the ADAAC and to meet at a minimum bi-monthly.

Contacts: Brian Booth, Gary DuPriest Attachments: ADA Committee Guidelines

Action Required: Board Approval

6b Summary – Authorize New Assistant General Manager as a Secondary Check Signer

Amanda Richardson has assumed the role of the Assistant General Manager previously held by John Rayman who

left in June. One duty of this role is to be a secondary check signer as well as authorize transfers among GLTC accounts in the absence of the General Manager. The recommendation is that the board approve Amanda

Richardson be authorized as a check signer and remove John Rayman from the account.


Attachments: None Action Required: Board Approval

6c Summary – Contract with First Transit

The contract between GLTC and First Transit is set to end on December 31st, 2017 with GLTC having the option to extend the agreement for five additional one-year terms, extending the termination date to December, 31st

2022. The board should discuss on how they wish to proceed on this matter.


Attachments: Contract with First Transit Action Required: Board Discussion


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

-- Optional Report/Comments by GLTC Board President –


GLTC Board Agenda Detail Item #: 8 Item Title: Closed Session – Legal Matter Action: Closed Session

Consideration of Closed Session to discuss a legal matter in accordance with Virginia Code § 2.2-3712(A).

ENTERING CLOSED SESSION: A motion is required as follows:

In accordance with the Virginia Freedom of Information Act, code section § 2.2-3712(A), I

_________________ (Stated Name) move that the GLTC Board of Directors go into closed session to discuss a legal matter involving GLTC, as exempt from open meeting requirements, code section

§ 2.2-3711(A)(7).

(2nd to Motion and Board Vote Required)

EXITING CLOSED SESSION: Upon exiting closed session, A motion is required as follows:

In accordance with the Virginia Freedom of Information Act, code section § 2.2-3712(A), I certify that only the subject matter identified at the entrance to closed session was discussed.

Board Members must vote by roll call and indicate by saying “Yea” or “Nay”, if a member disagrees, they must state how the closed meeting did not satisfy the requirements above. Records will be kept of roll call vote. (Roll Call Vote)


GLTC Board Agenda Detail Item #: 9 Item Title: Next Meeting & Adjournment Action: Adjournment

Opportunity for any final Board Member Comments or Remarks.

The next GLTC Board Meeting is scheduled to occur on October 4th, 2017 at 8:30 am.

The meeting will take place at the GLTC Transfer Station, 800 Kemper Street, Lynchburg, VA.

The Annual Stockholder Meeting is scheduled to occur on October 25th, 2017 at 5:30 pm.

This meeting will also take place at the GLTC Transfer Station, 800 Kemper Street, Lynchburg, VA.

Consider Adjournment


GLTC Board Agenda Detail Item #: N/A Item Title: Board Roster and Attendance Log Action: None

GLTC BOARD OF DIRECTORS MEMBERSHIP ROSTER

Christos Carroll 434-592-6463 [email protected] Liberty University, 1971 University Blvd, Lynchburg, VA 24515 Mary-Winston Deacon 434-845-2986 x231 [email protected]

434-258-4117 HumanKind, 150 Linden Ave, Lynchburg, VA 24503 Christian H. DePaul 434-385-1340 [email protected] DePaul Wealth Management, 3728 Old Forest Road, Lynchburg, VA 24501 John “Jack” Hellewell 434-384-2746 [email protected] 4420 Williams Road, Lynchburg, VA 24503 Jennifer Martin 434-528-4971 [email protected] 540-875-8600 Lynchburg Area Center for Independent Living, 500 Alleghany Ave, Suite 520, Lynchburg, VA 24501 Glenn McGrath 434-851-2724 [email protected] 2724 Greenhill Lane, Lynchburg, VA 24503 Dr. James H. Mundy 434-846-2778 [email protected] Lynchburg Community Action Group, 926 Commerce St, Lynchburg, VA 24504 Bonnie Svrcek 434-455-3990 [email protected] City of Lynchburg, 900 Church St, Lynchburg, VA 24502 Margaret “Peggy” Whitaker 404-266-1265 [email protected] M. Whitaker Architects, 1226 Greenway Ct, Lynchburg, VA 24503

-- Attendance Log on Next Page --

mailto:[email protected]










Christos

Carroll

Peggy

Whitaker

Mary-

Winston

Deacon

Jennifer

Martin

Jack

Hellewell

James

Mundy

Glenn

McGrath

Bonnie

Svrcek

Christian

DePaul

Meeting DateTerm date

10/30/2018

Term date

10/30/2018

Term date

10/30/2018

Term date

10/30/2017

Term date

10/30/2019

Term date

10/30/2017

Term date

10/30/2019

Term date

10/30/2017

Term date

10/30/2019

12/7/2016 A P P P P P P P A

1/4/2017 P P P P P A P P P

1/25/2017 P P P P P P P P P

3/1/2017 A P P P P P P P P

4/12/2017 A A A P P P P P P

5/3/2017 P P P P P P P P P

6/7/2017 P P P P P P P P P

7/5/2017 A P P P P P P P A

8/4/2017 A P A P P P P P P

business trips, and emergency work assignments. If you are absent and one of the above events was the reason, please let Natalie

Wilkins (455-4010 or [email protected]) know so she can indicate the reason on the record.

Greater Lynchburg Transit Company Board of Directors

ATTENDANCE LOG

2017 REGULAR (and special) BOARD MEETING

("P" present - "A" absent)

Note: Attendance is reported to City Council members when considering reappointments, or as requested; as Council requires appointees

to attend 75% of the yearly meetings. Absences may be excused because of i l lness, death of family member, unscheduled or unforeseen

board of directors meeting agenda · 2017. 9. 2. · mr. mcgrath made a motion to accept the...

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