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Meeting Agenda

Piedmont Authority for Regional Transportation Board of Trustees

March 9, 2016

8:30 AM

107 Arrow Road Greensboro, NC 27409

1

Agenda Items

March 9, 2016

Item Page No.

I) Call to Order -----

II) Speakers from the floor -----

III) Consideration of Minutes 3

IV) Consideration of New Member Oath of Office 10

A. City Council member Jim Butler – City of Burlington

V) Consideration of Board Business Items 11

A. New Business

1. Consideration of PART Express Fare Structure

a. US Veterans ½ Fare Recognition

B. Old Business

1. None

VI) Report from Board Committee’s

A. None

VII) Departmental Staff Reports 14

A. Executive Director

1. Coble Intermodal Transportation Center

a. Project Updates Phase I

b. Phase II Schedule - Invitation for Bid

2. Business 40 Closure – Mitigation Plan Development

B. Department Staff Reports

1. Finance and Administration (pgs. 15-18)

2. PART Express (pgs. 19-20)

3. Regional Planning (pg. 21)

4. Marketing (pgs. 22-23)

5. Commuter Resources (pgs. 24-25)

VIII) Chairperson Report 26

IX) Adjourn

TRUSTEES Chairperson Dan Besse Winston-Salem

Vice-Chairperson Leonard Williams

Burlington-Graham TAC

Treasurer Carolyn Coleman

Guilford County

Secretary Ronda Jones

Stokes County

Marikay Abuzuaiter

Greensboro TAC

Neal Grimes High Point TAC

Larry Williams

Winston-Salem TAC

Sharon Hightower

Greensboro

Vacant

Burlington

Jim Davis

High Point

Bob Byrd Alamance County

Don Truell Davidson County

Terry Renegar

Davie County

David Plyler

Forsyth County

C. Zane Cardwell

Rockingham County

Darrell Frye

Randolph County

Larry Phillips Surry County

Kevin Austin

Yadkin County

Scott Piper

Airport Commission of FC

Vacant

Piedmont Triad Airport

Ex Officio Board Members

Cheryl McQueary, NCDOT Andrew Perkins, NCDOT

Jake F. Alexander, NCDOT

2

The Piedmont Authority for Regional Transportation

Board of Trustees

Meeting Date: March 9, 2016 Agenda Item No. III_

Page No. 3

Action Requested:

Consideration of February 10, 2016 Meeting Minutes

Summary of Information: Attachments yes X no _

Meeting minutes are enclosed for PART Board member review and approval.

Board Vote: Motion by: ________________________ Second by: __________________________

Vote: For ________________ Against _______________

3

MEETING MINUTES

Piedmont Authority for Regional Transportation

Board of Trustees

February 10, 2016

Board Members Present:

Abuzuaiter, Marikay – Greensboro TAC

Austin, Kevin - Yadkin County

Besse, Dan – City of Winston Salem

Byrd, Bob - Alamance County

Coleman, Carolyn – Guilford County

Davis, Jim – City of High Point

Frye, Darrell – Randolph County

Grimes, Neal – High Point TAC

Hightower, Sharon – City of Greensboro

Jones, Ronda – Stokes County

Perkins, Andrew – NCDOT Board of Transportation

Piper, Scott - Airport Commission of Forsyth County

Truell, Don – Davidson County

Williams, Larry - Winston Salem TAC

Williams, Leonard – Burlington-Graham TAC

Others Present:

Lorelei Elkins, Triad Air Awareness; Adam Fischer, Transp. Manager Greensboro DOT; Diane Hampton, Div.

9 Planning NCDOT; Mike Mills, Div. 7 Engineer DOT; Joe Sanchez, National Express; Ozzie Thompson,

National Express; Norma Toledo, National Express; Frankie Jones, Smith Moore Leatherwood; Alex Maultsby,

Smith Moore Leatherwood; Scott Rhine, PART; Pat Webster, PART; Dianna Thomason, PART; Jon Stewart,

PART; Alexa Powell, PART; David Morris, PART; Henry Litchford, PART; Brooke Kochanski, PART; Sarah

McGuire, PART; Mark Kirstner, PART; Terry Anderson, PART.

Call to Order:

Scott Rhine commented that Chairman Dan Besse is delayed by traffic, and he asked Vice-Chair Lenny

Williams to call the meeting to order and proceeded with the meeting.

Speakers from the Floor.

Vice Chair Lenny Williams asked if there were any speakers from the floor.

There were none.

Consideration of Minutes.

Motion: Ronda Jones made a motion to approve the January meeting minutes.

Second the motion: Marikay Abuzuaiter

Vote: Unanimous

4

Consideration of Consent Agenda

NCDOT Capital Grant - Bus:

Motion: Darrell Frye made a motion to approve the consent agenda.

Second the motion: Ronda Jones

Vote: Unanimous

Vice-Chair Lenny Williams stated the next item on the agenda is for Closed Session.

Darrell Frye interjected a suggestion to move this item to the end of the agenda. It was agreed that

Closed Session will be moved as last item of the PART Board meeting.

Consideration of Board Business Items:

New Business:

Consideration of FY2016 Budget Amendments:

Scott Rhine stated; you will find information on the budgets in your packet. Each of our individual budgets has

been presented to our finance committee, and is presented to the PART Board for consideration. We have a six

month review on the Fiscal Year as well as a few budget line items to go over. Pat will continue with the details.

FY2016 Budget Amendments:

Pat Webster stated we have three Budget Ordinances that need to be approved today and I will start with the

General Fund. Good news on revenue Smith, Moore, Leatherwood confirmed acceptance for us to recognize

Coach America reserved revenue. We have held that as a liability for three plus years. $272,399.00 dollars is

now revenue to PART. You can see the increase on page 27 in rental vehicle revenue. That is based on five

months of actuals. Fares were reduced, as you know fares are running lower this year and that is a nationwide

issue due to fuel being less expensive. I have made a few other adjustments; I added some Grant revenues for

Air Quality and Model maintenance. JARC has been reduced due to fuel costs being lower. And that reduces

expenses which in turn reduces revenues. In total revenues are increased by $389,477.00 dollars. In

expenditures the budget layout is exactly as it was approved in June 2015. Other adjustments include increased

legal fees in Executive Director Department. PART Express represents a combination of reduced fuel and

increased National Express costs related to year four contract rates.

Marketing has an approved budget we were able to get an apprentice grant from NCDOT, so we have expense

for that. Also, the roadway signage project recognizes the increased revenue. With that said we ended up with

additional revenue over expense of $75, 518.00 dollars. We are reducing what we have to appropriate from the

fund balance. We are reducing it by $75,518.00 dollars; projecting we will need $231,508.00 transferred in

from Fund Balance. Those are the changes on the General Fund.

On TDM a few changes to our original TDM budget. We did a rate calculation, and we do that twice a year for

our vanpool riders. We recognize fuel cost being reduced, and increased maintenance cost. Out of those two

things it is going to reduce rental revenue by $11,500 for the last five months of 2016. Davidson County joined

the call center and we included that 26,000. Scott received a grant from Amtrak for payment that they are

giving us for covering costs when the trains are late so we can get folks home. That was $5,000 dollars. Then

there is $22,780 for disposition of older vans. Expense changes include fuel being reduced by $20,000 and

increased maintenance by $25,000. The Call Center had changes to every line item as you know the Call Center

is new and we are working out where the budget money needs to go. Salaries and benefits, we updated the

hours. Training came in under professional services. The increase was $30,000, but most of that was covered by

Davidson County joining. Net on TDM is no change to the bottom line, and we are adjusting to get the revenue

and expenses in the right categories.

5

For the Grants Budget, Scott received a grant to purchase vans this year and he received a 10% grant on those

vans from State DOT. That reduces what we need from fund balance by $35,000.

Kevin Austin commented; the long and short if it is, that changes were suggested to account for primarily the

release of the National Express potential obligation and at the end of the day we have an improved fund balance

position as a result of all these changes. Very positive and with that I move to approve.

Motion: Kevin Austin to accept the Budget Ordinance as presented.

Second: Larry Williams

Vote: Unanimous

Old Business

None

Report from Board Committee’s:

Scott Rhine stated; before proceeding, he mentioned that there is an open invitation for any other board

members to serve on any of these committees. We presently have our Finance, Operations/Planning as well as

our Personnel Committee. I included in your Board package those who presently serve on those active

committees. Scott then turned it over to Commissioner Austin for committee updates.

Kevin Austin reported from the Finance Committee and commented he needed to correct his earlier statement

regarding National Express; it was the release of Coach America obligation not National Express.

Commissioner Jones brought up the question our fares vs. what competitive market place fare is. As was

mentioned gas prices have driven the demand for our services down. We talked about the possibility of looking

at marketing ideas and potentially some additional package deals for riders. We didn’t come up with anything to

present to the Board today but felt like this would be a healthy discussion for the Board to pursue at some point.

Maybe the staff would want to present something in the future.

Scott Rhine interjected; the only other item to bring up just for general information is that we have been

discussing a fund balance policy. Essentially we put together a draft of a fund balance policy dealing with how

we have our reserved funds for different capital and operational needs, and securing those dollars for planning

upcoming capital expenses. We do have a five year capital plan, and this proposed policy would be helpful to

adopt a policy to reserve funds for the upcoming capital expenses.

Kevin Austin commented; the capital needs are one of the biggest needs of this organization. To set aside

additional funds is the recommendation of Pat and staff; this is the smart thing for us to do.

Lenny Williams asked if there were questions for the finance committee.

There were none.

Personnel Committee

Chair of Personnel Committee Ronda Jones presented; the main item is we have revised and updated the

employee handbook. As our minutes should have indicated from last time that some people wanted to see and

review it. They received it either by email of hard copy sent through the mail. There have been no comments

received; therefore it is going to be presented for adoption. If there are no questions, then that will take care of

the personnel needs at this time. There were no questions. Thank you.

Carolyn Coleman commented she didn’t receive a copy of the employee handbook or the revisions. Carolyn

Coleman stated not to hold it up, and for this item to proceed.

6

Scott Rhine continued; we need to go over the changes within the employee handbook with our staff. Alex

Maultsby is here to go over any questions and details of the edits and modifications. If it is acceptable to the

Board we would like to move forward and distribute the updated employee handbook to PART staff.

Motion: Jim Davis moved to approve the changes to the employee handbook.

Second: Ronda Jones.

Vice-Chair Lenny Williams added before we vote; please make sure Ms. Coleman gets a copy of the

handbook. If there are any questions she may have we can come back and address those accordingly.

Vote: Unanimous.

Operation and Planning Committee:

Mr. Grimes presented; we had a full agenda and we discussed the revised RFP for the bus ads. We have

discussed this for the last several months regarding the decision of going out on our own to get an RFP from a

company to sell and manage the ads. We have pulled that back because Hi Tran, Greensboro GTA and Winston

Salem are all going to go together to solicit these bids. They all have their own peculiarities’ of what their

policies are going to be regarding the bus ads, but we are trying to get more bang for the buck to get one agency

to handle all those things.

Davidson County has entered into some conversations with Scott and PART as far as some additional

administrative support. As you know Davidson County is part of the Call Center. We have a staff of about one

and half people in our transportation office and unfortunately with our Director of Transportation position, we

have had a turnover of about three people in the past three years. The reality is that small Counties like

Davidson, Stokes, Surry and Yadkin, have to be as great as Guilford and Winston, and they don’t have nearly as

many resources. That said; Scott and PART are working towards entering into an administrative support

agreement and utilize a consultant to see exactly what they need and see if it is something that we could satisfy

through this office at PART.

High Point is getting 16 brand new buses and on these new buses they have a brand new fare receptor box.

Everyone is trying to get away from the magnetic stripe card which is used predominately around this area. It

causes a lot of maintenance problems for the card reader on the bus. Their new fare boxes are going to be smart

card acceptable. We just started entering into the consideration and discussions whenever PART gets new buses

to upgrade the fare receptors and possibly even retrofit some of the older buses should that time come. I was

looking here in your agenda on page 32, there is a picture of a fare receptor and they are pricey; $17,000 per

bus. There is more money involved with the Kiosk where you buy your reloadable card as well. This is

something we are beginning conversation with, and the next move for PART will be related to this. There is an

update on some of the route planning with the new V.A. Hospital being adjacent to the new Novant Hospital in

Kernersville; we have two routes that meet in Kernersville, one coming out of Winston and one out of the

PART Hub. The PART Hub route will be deviated to go by both of the hospitals as both routes are

interconnected in Kernersville. These changes on Routes 17/18 will start soon.

PART is going to start servicing the Palladium area and Piedmont Parkway area toward 68. The City of High

Point Hi Tran does not service that area. PART staff will provide additional information as this new services

design gets further developed. If you look on the list of the members of the committees that was alluded to

earlier, Finance and Personnel have a lot of talent on their committees, and Bob, Dan and I are holding up our

end on Operations, but we invite more people join us.

Bob Bryd interjected; this is really an interesting Committee. We spent a lot of time learning about the vanpool

program and how that works, and what a success story that is. That part of this operation keeps growing. I was

impressed with the planning in Randolph County and the technology that is available. We looked at a map of all

people who live in Randolph County and where do they work, when looking at that map you see dots all over

7

the Triad. The clustering of those dots help inform the planning for what we do. It is a great committee to be

on.

Scott Rhine interjected; Bob Byrd is giving some enticement for you to be on that committee. I have a couple of

comments on the fare boxes; what we are working on, with our City systems is Smart Card Technology.

Greensboro has Smart Card; they implemented that technology a year and half ago. High Point with their new

bus procurement will have new fare boxes and essentially the biggest change that is occurring is that High Point

is planning to implement their system with Smart Card as there fare collection as well as money but not

magnetic strip. That is a change for people that utilize the Regional Value cards, because we have magnetic

strip cards now and all the fare boxes accept this. The Regional Value Card has the magnetic strip and that is

accepted on all buses on GTA, WSTA, Hi Tran, and PART. What we are getting into with more detail is how

that will transition into a Smart Card; which is not a magnetic strip. We will seek and go after any type of Grant

funds that may be available for all of our systems. This is very exciting from our stand point, because we are

transitioning and taking a step up with technology and having that incorporated into all of our buses that are

compatible for each system, and seamless for our customers. There is more work to be done but we are moving

in that direction.

Larry Williams asked; when you say Smart Card, will that replace the magnetic card and you don’t necessarily

a Smart Phone. Is that correct?

Scott Rhine answered; correct. If you are in High Point that would be the only fare that they utilize. It would be

Smart Card as well as paying with dollars and coins. For our Regional Value Card we will have to develop a

new card that incorporates Smart Card technology. We have to accommodate what is being done in High Point

as well as the other systems which are not 100% Smart Card compatible.

Vice Chair Lenny Williams announced our Chairperson Dan Besse has arrived. Lenny proceeded to update

Chair Dan Besse with the agenda changes as item V - Closed Session has been moved to the last item of the

meeting.

Chair Dan Besse thanked vice chair Mayor Lenny Williams and confirmed that we are on item VIII

Departmental Reports at this time.

Departmental Staff Reports

Executive Director Report:

The presentation of PART Fixed Guideway Planning was sent out to the Board via-e-mail and hard copy was

provided for those who requested one.

Dan Besse commented; this item was a request from Commissioner Carolyn Coleman that we take a look at

where we were with the consideration of the light rail option or the fixed guideway option, and recognizing the

deep history of this Board and Agency’s work on that. I suggested to Scott it would be good to begin with an

overview of what we had done thus far, so we could have an informed discussion as to what the next steps are.

In the Operations and Planning Committee meeting some alternatives were brought up for consideration. Mark

Kirstner was suggesting the approach that other regions were developing a blue ribbon commission to look at

alternatives. We also talked about advances in technology that would be updated for the options selected. It

appeared to me that what PART Express has been doing is building a network that would both establish a base

of users of transit between cities and counties in the Triad and also create the network. If the choice is made to

support a rail link through the area we will need to position ourselves on the next steps moving forward.

At this point the Board’s call is how you want to exam future next steps. What I might throw out for suggestion

is either the creation of a Board Committee tasked specifically to look at potential next steps to consider this

8

from where we are now or assigning it to one of the existing committee’s and perhaps enhancing the

membership. We are looking at that need to include some broader membership on Operations and Planning

Committee. I ask for response suggesting these comments at this point.

Sharon Hightower commented: I like the option of expanding the Operations and Planning Committee; it seems

to be limited in its membership. This may be an incentive for others to join in with having a direct focus on next

steps, that does fall under Planning, rather than creating a new committee.

Dan Besse asked if there was anyone who wanted to make the case for a special committee or does Council

member Sharon Hightower suggestion that it is assigned to Operations and Planning be approved.

Darrell Frye stated that he agrees with Sharon, I think that from Neal’s report earlier and all the comments

before you arrived, he had a very active and informative meeting yesterday and probably by no coincidence

these are two of our newer Board members to this process and they don’t have the history that was just

presented here like some of us do. I think Neal is spot on with encouraging more participation on that Planning

Committee.

Bob Byrd asked if we had a broad enough number set of stake holders within the Board to do a good enough job

and be a blue ribbon committee for this purpose?

Dan Besse stated; good question, and thank you for giving me a chance to refine my suggestion. I wasn’t

suggesting an alternative commission but simple as a preliminary step to look at for example; is that the way to

go. It occurred to me we needed a consensus among the Board as to the best approach before we launched an

ambitious community involvement undertaking. That was the idea there.

Bob Bryd agreed with expanding the Operations and Planning Committee.

Dan Besse stated; it has probably already been mentioned the committee structure is a volunteer structure.

Everyone who volunteers for a committee got on that committee, so we need some additional volunteers for the

Operations and Planning Committee. With that in mind this will be one of the tasks now at least in short term,

of looking at options and bring back report to the Board as a whole. We have two new members now Carolyn

Coleman from Guilford and Marikay Abuzuaiter from Greensboro. Thank you very much for a report and

recommendations from the Committee to the Board on alternatives maybe in three months’ time.

Marikay Abuzuaiter interjected; with the option to extend that deadline.

Andrew Perkins agreed that the option for extension is acceptable because we just received a report on two

studies on the high speed rail from NCDOT and it just got through the tier of Environmental review. That took

15 years.

Mr. Perkins has agreed to join the Operations and Planning Committee.

Dan Besse thanked the members of the Operations and Planning Committee and stated; three months is the

target with the possibility of extension. That is everything on the planned agenda.

Closed Session

Personnel:

Motion: Ronda Jones; Mr. Chairman I would like to move that the PART Board enter into in closed

session pursuant to North Carolina General Statue of 143.318.11 (a) (6) to investigate a complaint charge

or grievance by an individual public officer of the Board.

9

Second: Darrell Frye

Vote: Unanimous

Closed Session 9:30am

Motion to leave Closed Session and return to open session: Darrell Frye

Second: Scott Piper

Vote: Unanimous

Dan Besse announced we are out of closed session and we have left on today’s agenda the Chairperson’s report

and I will forego the details of that report but recognize Mr. Frye to make a note.

Darrell Fry commented; following our executive session just for clarification and specification that our

Executive Director introduces the amended employee handbook that he get signatures from each employee that

they have received the book and the changes have been properly explained to them and they so indicate by their

signature.

Dan Besse asked if there was any other business to come before this Board this morning.

Hearing none we stand adjourned. 9:57am.

10


Board of Trustees

Meeting Date: March 9, 2016 Agenda Item No. IV_

Page No. 10

Action Requested:

Consideration of New PART Board Member Oath of Office

Summary of Information: Attachments yes no X_

James Butler, City Council member for the City of Burlington.

PART Board Vice Chair Lenny Williams will provide an Oath of Office to Mr. Butler.

................................................................................................................................................................................ Mr. Butler was most recently sworn in to the City Council on December 3, 2013. Born in Burlington and actively

involved in the community for over 25 years, Mr. Butler plans to focus on issues related to City growth, quality of life,

and fiscal responsibility.

Councilmember Butler is currently the General Manager of Modern Toyota/Scion. A 1983 graduate of Eastern Guilford

High School, Mr. Butler attended both A&T State University and the University of Alabama where he majored in

marketing. He is a graduate of GM-UAM and a graduate of Bank Directors College sponsored by the North Carolina

Commissioner of Banks at the Kenan Flagler School of Business UNC-Chapel Hill. Butler is a 1991 graduate of the

Chamber of Commerce sponsored “Leadership Alamance” program. Additionally he previously served as Chairman of

the Congressional Action Committee of the Chamber of Commerce, Secretary of the Burlington Traffic Commission,

Chairman of Alamance County Transportation Committee, and was an organizing founder and board member of Vantage

South Bank. The Councilmember is married to Kim Butler and they have three children.

He actively participates in several charitable organizations including:

- Alamance Business Club (former president and Board Member)

- Alamance Citizens for Education (trustee)

- Boy Scouts of America Old North State Council (Executive Board Member) (Troop 17 Dad)

- Alamance County Area Chamber of Commerce (former Congressional Action Chair)

- United Way of Alamance County (2006 Campaign Chair) (2007 Board Chair)

- Salvation Army (Advisory Committee)

- Leadership Alamance (1991 Graduate)


Vote: For ________________ Against _______________

11


Board of Trustees

Meeting Date: March 9, 2016 Agenda Item No. V

Page No. 10

Action Requested:

Consideration of Board Business Items

Summary of Information: Attachments yes X no _

A. New Business 1. Consideration of PART Express Fare Structure

PART staff would like to incorporate into our fare structure a ½ fare for US Veterans. On page 11 you

will see our existing fare structure for PART Express, and you will note that we presently recognize a ½

fare for seniors, disabled persons, and students.

Incorporating this additional recognition for US Veterans of our Armed Forces is one item being

considered to increase passenger usage on PART Express as well as providing recognition of gratitude

for the woman and men in active or inactive military service for the protection of our Country.

A resolution is included on page 12 for PART Board consideration.


Vote: For ________________ Against _______________

13

RESOLUTION OF THE PART BOARD OF TRUSTEES TO AMEND THE PART EXPRESS ½ FARE STRUCTURE

TO INCLUDE WOMEN AND MEN WITH UNITED STATES VETERAN STATUS

WHEREAS, the Piedmont Authority for Regional Transportation (PART) provides public transit service on

the PART Express system within designated travel corridors throughout the Piedmont Triad Region; and

WHEREAS, PART Express has been in operation since September 30, 2002; and

WHEREAS, PART Express has a fare structure in place for urban service, rural service, monthly passes, and

designated discounts for persons with disabilities, students, and the elderly; and

WHEREAS, PART Express will be incorporating a new connection to the US Veterans Administration

medical facility in Kernersville, NC in March 2016; and

WHEREAS, PART proposes to expand the ½ fare discount to United States Veterans of active and inactive

service to increase ridership opportunity and provide appreciation to the women and men that have served in the

United States military to protect our Country and quality of life.

NOW THEREFORE BE IT RESOLVED, that the PART Board of Trustees amend the existing PART

Express fare structure to include US Veterans with a ½ fare recognition on all service operated under PART

Express.

...................................................................................................................................................................................

A motion was made by ______________________ and seconded by ___________________ for adoption of the

above RESOLUTION, and upon being put to a vote was duly adopted on this 9th

day of March, 2016.

................................................................................................................................................................................... I, Dan Besse, PART Chairperson do hereby certify that the above is a true and correct copy of an excerpt for the

minutes of a meeting of the Piedmont Authority for Regional Transportation duly held on the 9th

day of March,

2016.

Approved:_____________________________ Witnessed: ____________________________

Dan Besse Thomas E. Terrell, Jr.

PART Board Chairperson PART Legal Counsel

Certified: _________________________ SEAL:

Terry Anderson

Clerk to the Board

14


Board of Trustees

Meeting Date: March 9, 2016 Agenda Item No. VII

Page No. 14

Action Requested:

Department Staff Reports


A. Executive Director

1. Coble Intermodal Transportation Center

a. Project Updates – Phase I

b. Phase II schedule

Scott Rhine, and Ken Mayer with Moser Mayer Phoenix will provide an update to the PART Board

on the current work being conducted for the Coble ITC, and also provide an update for the phase II

maintenance building design and bid schedule.

2. Business 40 Closure – Mitigation Plan Development

A brief update will be provided on the mitigation plan under development for the upcoming Business

40 closure.

B. Department Staff Reports

Contained on the following pages are PART staff reports for activities underway. Any questions of

PART Board members for details of specific topics are welcomed, and PART staff will be available

to provide additional information.


Vote: For ________________ Against _______________

15

PART Fund Balance Policy

(An Upcoming PART Board action item to begin with FY2017 Budgeting)

PART Finance staff has developed a Fund Balance policy and submitted the draft proposal to

the Finance Committee. The Finance Committee approved the draft on February 3 and the

policy will be submitted to the Board for approval at the June meeting.

We submit the draft today for discussion purposes by the Board.

The Finance staff has researched Fund Balance Policy recommendations from the Local

Government Commission, the Government Finance Officers Association and from several local

government fund balance policies obtained from the School of Government finance list.serv.

Considered in developing the policy:

1) Adequate working capital needs

2) Balancing the budget

3) Source of capital funding; long term capital needs

4) Appropriate level of Unrestricted Fund Balance due to uncertainty of Federal and State

Grants

5) Reduce risk related to unexpected events

6) Need to replenish unrestricted fund balance

16

PART

Fund Balance Policy

A Fund Balance Policy is critical for maintaining adequate cash reserves and to reduce the risk

related to unexpected expenditures. Fund Balance is an indication of fiscal health in a

Governmental Fund.

PART recognizes the need to maintain adequate Unassigned Fund Balance (UFB) in order to

provide for working capital, balancing the budget and as a source of capital financing.

General Fund

The NC Local Government Commission recommends a minimum balance of 8% of

expenditures in Unassigned Fund Balance. The Government Finance Officer Association

recommends 16%.

Based on an analysis of funding sources available to PART, a minimum balance of 20% to 30%

in Unassigned Fund Balance is recommended.

Once 30% of UFB is attained, the excess will be transferred to the Capital Reserve Fund.

If UFB falls below 20%, management with Board approval will restore the balance within a two

year period.

Capital Reserve Fund

PART prepares a five year Capital Projects Plan with updates every two years. The Plan will be

used as a source for funding a Capital Reserve Fund. This fund will be used for Capital Project

Fund needs as approved by the Board of Trustees.

17

Grant N

umber

Project

Federal

Funding

Am

ount

NC

DO

T

Match

Am

ount

PA

RT's

local

match

Total Budget

(F)

Cum

ulative

Expenditures

(G)

Balance

(F-G

)S

tatus

NC

-03-0070

Intermodal

Terminal

1,067,961114,920

152,0701,334,951

1,220,993113,958

Phase I construction underway

NC

-04-0024-01*

Intermodal

Terminal

10,442,6461,305,330

1,305,33113,053,307

3,517,9369,535,371

Phase I construction underway

NC

-90-X476

Burlington MPO

Park and Ride

483,20060,400

60,400604,000

264,580339,420

Construction underw

ay

NC

-90-X576

Operating

Assistance350,000

n/a350,000

700,00071,153

628,847

Period of Performance for FY15-FY17.

NC

-95-X085

Vehicle

Replacem

ents620,000

77,50077,500

775,000369,191

405,809

Replacem

ent vehicle project for vanpool fleet. 12 Vans were

purchased in January 2016. Period of Performance FY16-

FY17.

14-JA-914JAR

C (50/50)

634,810n/a

634,8101,269,620

648,682620,938

Grant covers increased service to Surry C

ounty route; Period

of Performance for FY14-FY17

15-RS-002

TDM

(Admin)

205,000205,000

any

uncovered

costs410,000

197,932212,068

50/50 split of admin costs for FY 2016 Budget

750008621

Model

Maintenance /

Enhancement -

NC

DO

T & M

POs

(25/60/15)102,300

112,62555,575

270,50051,866

218,634

FY2016 PTRM

Maintenance and External contracting

enhancement activities.

NC

-37-X036JAR

C (50/50)

500,000n/a

500,0001,000,000

826,356173,644

Grant covers four quadrant deviated fixed shuttle route

service; Period of Performance for FY14-FY17

C-4936

Air Awareness -

Triad895,060

n/a223,765

1,118,825885,277

233,548

Marketing outreach activities; $228,325 transfer from

Davie

Air Awareness (C

-5222)

cumulative am

ounts over life of grant

*Funding split 80/10/10*Listing at top are for Federal-R

elated Grant. The bottom

listings are for NC

DO

T-only grants/contracts.

PIE

DM

ON

T AU

THO

RITY

FOR

RE

GIO

NA

L TRA

NS

PO

RTA

TION

Grant Funding Financial R

eport - as of February 29, 2016

18

Human Resources Report

March 2016 Open Positions:

Director of Commuter Resources:

Job opening was advertised on Dec 29th

2015 and was closed on 25th

Jan 2016

41 applications were received for the position, 8 candidates were selected for first round of interview

and 1 made it to the final round

Sabrina Glenn was offered the position of Director of Commuter Resources, she will be joining PART

staff on March 21st

2016

Director of Finance and Administration/CFO:

Job opening was advertised on Jan 15th

2016 and was closed on 29th

Feb 2016

39 Applications are received and PART is in the process of scheduling first round of interviews

Regulatory Affairs Report

March 2016 Triennial Audit:

FTA reviewers asked for information and documents to be provided both pre-site visit and during site-

visit in the areas of Finance, Operations, Human Resources, Procurement, Planning, Travel Demand

Management, Title VI, American with Disabilities Act, Disadvantaged Business Enterprise, Legal, Drug

and Alcohol, Technical capacity

All PART departments worked together to provide this information pre-site visit review and submitted

this to FTA in Dec 2016

PART staff is currently working in all the above mentioned areas for the on-site visit expected in May

2016

DBE (Disadvantaged Business Enterprise) Goal Setting:

The Disadvantaged Business Enterprises (DBE) program is mandated by Congress and is carried out by

state and local transportation agencies under the rules and guidelines found in the Code of Federal

Regulations (Title 49, Part 26). The goal setting requirements are passed down to the local entities as a

requirement for receiving federal funding. PART’s DBE goal needs to be updated and submitted to FTA

by 1st Aug 2016. DBE Liaison Officer and Executive Director are currently working on setting the DBE

goal for PART for the FFY 17-19 period.

19

PART EXPRESS OPERATIONS REPORT

February 2016

20

PART EXPRESS OPERATIONS REPORT

March 2016

PART Express ridership for February 2016 was 35,577. Fiscal Year 2016 projected

PART Express ridership is 473,952.

On February 15 all PART Express service began service at 9:00 AM due to the inclement

weather.

PART Express Routes 17 and 18 have been modified to include service to the VA

Hospital and Kernersville Medical Center.

The Alamance Regional Medical Center Park N Ride Lot in Burlington is on pace for a

Spring 2016 opening.

21

PART Planning Department

Significant Activities during February 2016

Route Analyses

Complete draft report of evaluation of Randolph County Service. RCTS Director is having some of the

recommendations incorporated into Randolph County’s Strategic Plan.

At the request of Forsyth County schools, we are comparing Magnet School bus route to PART routes to

determine if students could ride PART leading to a reduction in school bus operating cost.

Began detailed route planning the High Point Palladium circulator including route, stops and times.

Regional Activities

Bus Advertising RFP has been released as a regional effort. Contract should

be ready for consideration by PART board at the April meeting.

Began draft of regional smart card and pay-by-phone for fare collection

white paper.

Continued researched current fare box technology and other fare payment

systems.

Began processing HERE street network data for integration into Trapeze

basemap.

Regional Travel Demand Model

Held project initiation meeting for Phase II of the Freight Study and began highway network data

collection.

Conducted pilot survey for the On-Board Survey. Currently making adjustments to process and

questionnaire.

Began working with NCDOT – Planning Branch of TBEST pilot project in the Triad. TBEST is a transit

modeling tool that will integrate with the PTRM.

Infrastructure

Assisted with coordination of intermodal facility construction project.

Planning Staff Mark E. Kirstner, AICP John Kim Director of Planning Regional Travel Demand

Modeler

Kyle Laird, AICP Walter Jenkins

Mobility and Systems Planner Transportation Planner

26


Board of Trustees

Meeting Date: March 9, 2016 Agenda Item No. VIII_

Page No. 26

Action Requested:

Chairperson Report


Chairperson Besse will provide any additional updates and information to the PART Board.


Vote: For ________________ Against _______________

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