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HomeMy WebLinkAbout01/17/06 - 10/15/09GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 17, 2006 1:45 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of Minutes: Special meeting held on Monday, June 20, 2005. 4. Reports of Officers: a. General Manager: 1. Management Letter dated January 17, 2006. 2. Financial and Operating Reports for the months of October and November 2005. 3. Execution of a contract for Management and Operation of STAR Complementary Paratransit Services with Unified Human Services Transportation Systems, Inc., d /b /a RADAR. 4. Execution of a contract to purchase 18 City transit buses. 5. Authorization to file applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Virginia Department of Rail and Public Transportation for fiscal year 2006 -07. 6. Recommendation for appointment of a Budget Review Committee for fiscal year 2006 -07. L:\ CLERK \DATA \CKSM1 \GRTC.06 \January 17, 2006 Agenda.doc • 5. President: a. Recommendation to establish the Annual Meeting of the GRTC Stockholders will be held on Monday, June 19, 2006, at 1:30 p.m., in the City Council Chamber. 6. Other Business. 7. Adjournment. L:\ CLERK \DATA \CKSM1 \GRTC.06 \January 17, 2006 Agenda.doc • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 11, 2006 C. Nelson Harris, President M. Rupert Cutler Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Brenda L. McDaniel Brian J. Wishneff Dear President Harris and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Tuesday., January 17, 2006, at 1:45 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, Mary F. Parker Secretary MFP :sm pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia. 24032 L: \CLERK\DATA \CKSM1 \GRTC.06 \Special Meeting Notice.doc 0 • VALLEY METRO Greater Roanoke Transit Company q a, C xws s�uexc i MANAGEMENT UPDATE Y January 17, 2006 a FTA Drug and Alcohol Program Audit The Federal Transit Administration's (FTA) office of Safety and Security recently conducted a review of GRTC's Drug and Alcohol testing program. The audit, which takes place over three days, involves the review of GRTC's policies, records, collection procedures, and personnel knowledge. In a report on the review issued by the FTA, recommendations were made for improving our current program. Several of the recommendations related to GRTC's collection contractor Lewis Gale Clinic, and Lee -Hi Medical Center. GRTC is implementing these recommendations to ensure our policy and procedures continue to adhere to the FTA's strict guidelines. In a letter to the General Manager from the FTA's Drug and Alcohol Program Manager, GRTC's management and staff were commended for their hard work and expertise in implementing such a complex program. Labor Negotiations Southwestern Virginia Transit Management Company, Inc. (SVTMC) has been in negotiations over the last few months with the Amalgamated Transit Union, which is the union that represents GRTC's bus operators and mechanics. The current contract, which expired on September 30, 2005, has been extended by both parties until further negotiations, which have been delayed due to scheduling conflicts from both the union's negotiator and First Transit's labor attorney can take place. GRTC Color and Logo Change As we have previously reported, it has been suggested by one of GRTC's Board members, that GRTC consider changing the color scheme and company logo that is currently in use on our fleet of buses. It is felt that if a change is to take place, the change may be more advantageous at this time due to the fact that GRTC is ordering 18 new buses (as referenced by a separate report) and the new paint scheme could be applied to the new vehicles when produced. To gain expertise and assistance with this project, GRTC has retained the services of John Lambert Associates, which is a public relations and advertising firm. Lambert's creative staff will create and produce several versions of a new Valley Metro logo and will present them to management for consideration. Upon review, management will select approximately three choices, which will then be applied to sample bus illustrations, which will denote the new color scheme and logo as they would be applied to the buses. PO Box 13247 • Roanoke, Virginia 24032 www.valleymetro.com Phone 540 - 982 -0305 Fax 540 - 982 -2703 OPERATING INCOME Operating Revenue $543,251.62 $473,219.58 GREATER ROANOKE TRANSIT COMPANY Advertising Revenue SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY 41,876.00 Income Statement Non - Transportation Revenues For the Four Months Ending October 31, 2005 89,180.63 FY 06 FY 05 FY 06 Total Income ACTUAL ACTUAL BUDGET % OF FY 06 604,276.21 10/31/05 10/31/04 TOTAL BUDGET OPERATING INCOME Operating Revenue $543,251.62 $473,219.58 $1,525,785.00 Advertising Revenue 62,620.25 41,876.00 130,000.00 Non - Transportation Revenues 109,567.61 89,180.63 271,575.00 Total Income 715,439.48 604,276.21 1,927,360.00 OPERATING EXPENSES Labor - Hourly & Salary Fringe Benefits Services Materials & Supplies Utilities Insurance Costs Purchased Transportation Miscellaneous Expenses Total Expenses isNet Loss Local Grants State Grants Federal Grants Total Subsidies Net Income (loss) 926,905.32 919,155.19 2,729,791.00 372,071.00 347,762.08 1,202,014.00 109,577.69 109,112.26 374,390.00 396,218.02 286,238.46 925,018.00 42,873.83 39,224.88 161,586.00 108,675.78 111,014.20 333,545.00 201,585.44 190,297.94 610,738.00 23,717.85 14,112.09 44,745.00 2,181,624.93 2,016,917.10 6,381,827.00 35.60% 48.17% 40.35% 37.12% 33.96% 30.95% 29.27% 42.83% 26.53% 32.58% 33.01% 53.01% 34.18% (1,466,185.45) (1,412,640.89) (4,454,467.00) 32.91% 378,509.89 369,281.77 1,222,268.00 30.97% 352,332.00 372,826.00 1,075,305.00 32.77% 774,129.00 694,341.00 2,090,276.00 37.03% 1,504,970.89 1,436,448.77 4,387,849.00 34.30% 38,785.44 23,807.88 (66,618.00) (58.22 0/.,) c-s w 3j w w q. Q.Z. 0 ■ (� m� \( k� - \� (� §� k� §� §. §� - \� k� s § k� � (� 0 ) 5 ) B § | § ) § § § § / ) § § $ § § � ( ( � • � } } ! § • } } / k } ) 7 16 § § / § cc § § � ) § § § § ( § 2 e ) 2 ) e - m § Wy O N Q N b W y O N n O n N O T W O a a W wL h � ^ M e7 W O Q r O ti e•i P O. .� N O N wl of b h n O e ^ n N q N y O N O •'1 N Q N N � d N � O b W N 00 ti N 1pf W V! � �O W � t^•[�1 M Q N eN� fn N b ^ 00 a O Cl wOi O O O e �^ N Q I N I "'a °o• n W c en n e I,q n N N Q pNp e M w V O ^ ^ r N M a eg Q .Wr n °Mi, e e i e N N ti d M � W V LT N CT win+ W M Q 'R � N � � N � t•1 N � h DD W „Oy � � w N W i+ n w N N N W Q H b N CT N M W wl n$ R a N b m m oPq. •O^ e?? a r N ti o W 4• W n vi w .n. � � g e vi. N N N a�^ � v�� v `Y N N .. O A O W F W N y N w wni N 1.1 N N h N O OQPp N q P N ry b O ~ O O z E a [-i O � e Oe n .H O � m b b � S• `^, y N Q n � ti VNI O� ti N N .y O V N N N ^ b !7 O N M ^ h Q w P w ^ 17 Q AMC W O �a vWi {iPySG {p04 ipCS, ZW pa„ W WWy PC ZW7 C� �7 j .�W77 pU p cg z i Rj f�i •7 C� .] W a g6 v�zi w z E s a O C7 4 C F 0 O N PC F E C4 F F F F VARIANCE REPORT For the Period October 2005 STATISTICAL ANALYSIS Revenue pass /operating dav- the number of passengers per operating day increased due to an increase in the number of revenue passengers compared to the average. Revenue hours /pay hours -the percentage of revenue hours to pay hours increased due to a decrease in the number of revenue hours compared to the average. Crashes per 100.000 Miles- the number of crashes per miles increased because of an increase in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles increased due to a decrease in the number of miles compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. • • GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Five Months Ending November 30, 2005 FY 06 ACTUAL 11/30/05 OPERATING INCOME FY 05 ACTUAL 11/30/04 FY 06 BUDGET % OF FY 06 TOTAL BUDGET Operating Revenue $673,388.33 $584,598.65 $1,525,785.00 Advertising Revenue 76,347.50 49,891.25 130,000.00 Non - Transportation Revenues 131,721.64 111,734.58 271,575.00 Total Income 881,457.47 746,224.48 1,927,360.00 OPERATING EXPENSES 44.13% 58.73 % 48.50% 45.73% Labor - Hourly & Salary 1,127,857.65 1,129,873.12 2,729,791.00 41.32% Fringe Benefits 448,686.26 426,020.51 1,202,014.00 3733% Services 142,518.61 142,865.09 374,390.00 38.07% Materials & Supplies 488,297.98 357,488.18 925,018.00 52.79% Utilities 56,770.45 52,981.05 161,586.00 35.13% Insurance Costs 134,295.42 137,562.85 333,545.00 40.26% Purchased Transportation 259,318.34 244,967.55 610,738.00 42.46% Miscellaneous Expenses 31,678.14 18,304.03 44,745.00 70.80% Total Expenses 2,689,422.85 2,510,062.38 6,381,827.00 42.14% Net Loss (1,807,965.38) (1,763,837.90) (4,454,467.00) 40.59% Local Grants 474,407.44 461,954.16 1,222,268.00 38.81% State Grants 437,595.00 474,053.00 1,075,305.00 40.69% Federal Grants 950,319.00 844,544.00 2,090,276.00 45.46% Total Subsidies 1,862,321.44 1,780,551.16 4,387,849.00 42.44% Net Income (loss) 54,356.06 16,713.26 (66,618.00) (81.59 %) • • • • • a N z w Q G wn GO h e7 T t: P O N N M 1�1 N YQi C C N N ^n' 4 N T b a � ep a h O O. h V S b n b a0 f0�i N w N p O .Nn A V O p N p O O O N M N 4 p N °n4. a N ^ N N ti d 17 M e^ Q `p" ao M N ° %cL a a n en y m ° .Nr a p a` a ago pp W 17 w n W O VI n O N b h O V O V N p N N U N � N „Oy H fNy A yhj a ^ w O ^ O Z ai a N F., W a a O u ° z �i P a w W a a o 0 z z o� z$ a° °�" 0. F ! ` z ` ! � � § 2 e z | k& \ � ( � \( ■ §� c § k � (� \) � 0 \) )� (� \� / §; §� k| e §� � ■ k� 2 < £ S S ) § | ci � � ! k ■ ! ƒ ] � K $ § ■ ■ ; § 2 ( k § § § < • U VARIANCE REPORT For the Period November 2005 STATISTICAL ANALYSIS Revenue pass /operating day- the number of passengers per operating day increased due to an increase in the number of revenue passengers compared to the average. Crashes per 100.000 Miles- the number of crashes per miles increased because of an increase in the number of crashes per 100,000 miles traveled compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. • • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 19, 2006 M. Rupert Cutler, Director Beverly T. Fitzpatrick, Jr., Vice - President Darlene I. Burcham, Vice - President of Operations Jesse A. Hall, Treasurer Dear Ms. Burcham and Gentlemen: . At a special meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Tuesday, January 17, 2006, you were appointed as members of the fiscal year 2006 -07 Budget Review Committee. Sincerely, Mary F. Parker Secretary MFP:ew pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 L: \CLERK\DATA \CKEW 1 \GRTC \GRTC 05UANUARY 17, 2006.GRTCCORRESP.DOC VA • VALLEY METRO Greater Roanoke Transit Company Greater Roanoke Transit Company Board of Directors Meeting January 17, 2006 C. Nelson Harris, President, and Members of the Board of Directors Roanoke, Virginia Dear President Harris and Members of the Board: Subject: Appointment of Fiscal Year 2006 -2007 Budget Review Committee Background: q o . C. Annually management prepares a proposed operating budget for the next fiscal year's operation of the transit system. This proposed budget requires approval by the Board of Directors. In order to review the proposed budget, a budget review committee has been established by the Board of Directors. The budget review committee is usually comprised of two (2) members of the Board, and two (2) Officers of the company. The fiscal year 2005 -2006 Budget Review Committee was composed of the following: M. Rupert Cutler, Board Member Beverly T. Fitzpatrick, Board Member Jesse A. Hall, Treasurer Darlene L. Burcham, Vice- President of Operations Recommendation: Appoint two (2) members of the Board and two (2) Officers of the company to serve as the Fiscal Year 2006 -2007 Budget Review Committee to review the proposed budget. C. Vice- President of Operations Treasurer Secretary Legal Counsel Respectfully submitted, David A. Mor General Manager PO Box 13247 • Roanoke, Virginia 24032 www.valleymetro.com Phone 540 - 982 -0305 Fax 540 - 982 -2703 • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 19, 2006 C. Nelson Harris, President M. Rupert Cutler Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Brenda L. McDaniel Brian J. Wishneff Dear President Harris and Members of the Board: The Annual Meeting of the Stockholders of the Greater Roanoke Transit Company will be held on Monday, June 19, 2006, at 1:30 p.m., in the City Council Chamber, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. Sincerely, a Mary F. Parker Secretary MFP:ew pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 LACLERK\DATA \CKEW 1 \GRTC \GRTC 05\JANUARY 17, 2006.GRT000RRESP.DOC • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS M. Rupert Cutler Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Brenda L. McDaniel Brian J. Wishneff Dear Members of the Board: January 11, 2006 Paragraph I, Article II of the By -Laws of the Greater Roanoke Transit Company provide that the Annual Meeting of the Stockholders will be held during the month of June each year at a day, time and place to be from time to time fixed by the Board of Directors. With your concurrence, I respectfully recommend that the Annual Stockholders' Meeting be held on Monday, June 19, 2006, at 1:30 p.m., in the City Council Chamber. Sincerely, C. C. Nelson Harris President CNH:sm pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Mary F. Parker, Secretary, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 LACLERK\DATA\CKSMI \GRTC.06 \Scheduling Stockholders' Meeting.doc 11 GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 19, 2006 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: I am attaching copy of a resolution authorizing acceptance of a proposal submitted by Unified Human Services Transportation Systems, Inc., to provide Management and Operation of STAR Complementary Paratransit Services to the Greater Roanoke Transit Company, upon certain terms and conditions. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Tuesday, January 17, 2006. Sincerely, J, _d Mary F. Parker Secretary MFP:ew Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC Jesse A. Hall, Treasurer, GRTC LICLERK\DATA \CKEW1 \GRTC \GRTC M ANUARY 17, 2006.GRT000RRESP.DOC BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION ACCEPTING THE PROPOSAL SUBMITTED BY UNIFIED HUMAN SERVICES TRANSPORTATION SYSTEMS, INC., d/b /a RADAR, TO PROVIDE MANAGEMENT AND OPERATION OF STAR COMPLEMENTARY PARATRANSIT SERVICES TO THE GREATER ROANOKE TRANSIT COMPANY UPON CERTAIN TERMS AND CONDITIONS AND AWARDING A CONTRACT THEREFORE; AND AUTHORIZING GRTC's GENERAL MANAGER TO EXECUTE THE REQUISITE CONTRACT FOR SUCH SERVICES AND TO TAKE SUCH FURTHER ACTION AS MAY BE NECESSARY TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH CONTRACT. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: 1. The proposal of the Unified Human Services Transportation Systems, Inc., d/b /a RADAR to provide Management and Operations of STAR Complementary Paratransit Services to the Greater Roanoke Transit Company for three years, with an option for GRTC, in its discretion, to extend the contract for up to five additional years, as more particularly set forth in the General Manager's report dated January 17, 2006, to this Board, such proposal being in full compliance with GRTC's specifications made therefore and as provided in the contract documents offered the offeror, which proposal is on file in GRTC's offices, be and is hereby ACCEPTED. 2. The General Manager is hereby authorized, on behalf of GRTC, to execute the requisite contract with the successful offeror, based on its proposal made therefore and GRTC's specifications made therefore, such contract to be in such form as is approved by the General Counsel. KA\Measures \GRTC \RADAR.doc I • 3. The General Manager is further authorized to take such actions and execute such documents as may be necessary to implement, administer, and enforce such Contract. Date: KA\Measures \GRTC \RADAR. doc ATTEST: Mary F. Parker, Secretary 2 cY .1 VALLEY METRO Greater Roanoke Transit Company Greater Roanoke Transit Company Board of Directors Meeting January 17, 2006 C. Nelson Hams, President, and Members of the Board of Directors Roanoke, Virginia Dear President Harris and Members of the Board: q-Q-,3, 0 0 �min� Subject Contract for Management and Operation of STAR Complementary Paratransit Services with Unified Human Services Transportation Systems, Inc. d /b /a RADAR Background: Under the Americans With Disabilities Act (ADA), The Greater Roanoke Transit Company is required to provide curb -to -curb transportation service to the mentally and physically disabled who are unable to use GRTC's fixed route bus service. To comply with this requirement, GRTC has established STAR (Specialized Transit Arranged Rides) service. This service is required to run the same hours as GRTC's fixed route bus service, and to cover an area anywhere within % of a mile from any fixed bus route. GRTC currently contracts with a third party transportation provider, Unified Human Services Transportation Systems, Inc., d /b /a RADAR, to provide the above referenced STAR service, and provides to RADAR six paratransit vehicles, which RADAR operates, to assist with the service. RADAR currently charges GRTC $14.35 per trip. Under the ADA, GRTC can only charge passengers $2.50 per trip, which is twice the basic fare of $1.25. On October 6, 2005, GRTC issued a Request for Proposals (RFP) for a three year contract with up to five additional one year renewal options, exercised in the sole discretion of GRTC, for Management and Operations of STAR Complementary Paratransit Services. The RFP was properly advertised and also sent to transportation providers, which included Yellow Cab and Laidlaw Transit Services, Inc. On December 1, 2005, the date established for opening of the sealed proposals, only one offeror had submitted a proposal package. Unified Human Services Transportation Systems, Inc., d/b /a RADAR, submitted a proposal package that was responsive and in accordance with the specifications set forth in the RFP. After negotiations with RADAR the following are the rates that will be applicable to RADAR's contract: March 1, 2006, to February 28, 2007 $15.15 per trip March 1, 2007, to February 29, 2008 $15.91 per trip March 1, 2008, to February 28, 2009 $16.70 per trip PO Box 13247 • Roanoke, Virginia 24032 www.valleymetro.com Phone 540 - 982 -0305 Fax 540 - 982 -2703 • e._, ` :4 C. Nelson Hams, President, and Members of the Board of Directors Contract for Management and Operation of STAR Complementary Paratransit Services with Unified Human Services Transportation Systems, Inc. d /b /a RADAR January 17, 2006 Page 2. In addition to the above rates per trip on the vehicles GRTC provides to RADAR, GRTC will provide fuel for such vehicle, but will receive a one - dollar per gallon credit from RADAR for all such fuel. Otherwise, the price per trip submitted includes all items of labor, material, tools and equipment necessary to provide STAR service. The compensation for the option years that may be exercised in the sole discretion of GRTC may be adjusted upon mutual agreement of the parties. If GRTC elects to exercise the options, GRTC will give RADAR at least sixty days notice before the expiration of the Contract or any renewal thereof. Funding for the management and operation of GRTC's STAR service comes from GRTC's operating budget. The majority of funding for the operating budget comes from federal and state funds with the balance being operating revenue and local funding. GRTC anticipates the cost to operate the STAR service this fiscal year to be $586,000.00, and it is anticipated that the cost of this service will continue to grow by approximately 15% per year. Consideration: Authorization is needed for the General Manager to enter into a three year contract with up to five additional one year renewal options with Unified Human Services Transportation Systems, Inc., d /b /a RADAR, for the Management and Operation of STAR Complementary Paratransit Services as referenced above. Recommendation: Board of Directors accept the proposal as set forth above and authorize the General Manager to enter into a Contract with Unified Human Services Transportation Systems, Inc., d/b/a RADAR for the management and operations of GRTC's STAR Complementary Paratransit Service as referenced above, and in a form approved by Legal Counsel. Furthermore, authorize the General Manager to take such actions and execute such documents as maybe necessary to implement, administer, and enforce such Contract. Respectfully submitted, David A. Morg n General Manager DAM/ch C. Vice President of Operations Treasurer Secretary Legal Counsel GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 19, 2006 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: I am attaching copy of a resolution authorizing acceptance of the bid of Gillig Corporation in the amount of $5,179,986.00 for supplying 18 35 -foot City transit buses to GRTC, upon certain terms and conditions as more particularly set forth in the General Manager's report to the Board of Directors dated January 17, 2006. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Tuesday, January 17, 2006. Sincerely, ' 1 Mary-F. Parke_ r Secretary MFP:ew Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC Jesse A. Hall, Treasurer, GRTC LACLERK\DATA \CKEW 1 \GRTC \GRTC 05\JANUARY 17, 2006.GRTCCORRESP.DOC )jq( � - follows: BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION ACCEPTING THE BID OF GILLIG CORPORATION TO SUPPLY EIGHTEEN CITY TRANSIT BUSES TO THE GREATER ROANOKE TRANSIT COMPANY, UPON CERTAIN TERMS AND CONDITIONS AND AWARDING A CONTRACT THEREFORE; AND AUTHORIZING GRTC'S GENERAL MANAGER TO EXECUTE THE REQUISITE CONTRACT FOR SUCH BUSES AND TO TAKE SUCH FURTHER ACTION AS MAY BE NECESSARY TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH CONTRACT. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as 1. The bid of Gillig Corporation in the total amount of $5,179,986.00 for supplying to GRTC eighteen 35 -foot city transit buses as is more particularly set forth in the General Manager's report dated January 17, 2006, to this Board, such bid being in full compliance with GRTC's plans and specifications made therefore and as provided in the contract documents offered said bidder, which bid is on file in GRTC's Offices, be and is hereby ACCEPTED. 2. The General Manager is hereby authorized, on behalf of GRTC, to execute the requisite Contract with the successful bidder, based on its proposal made therefore and GRTC's specifications made therefore, such contract to be in such form as is approved by the General Counsel. 3. The General Manager is further authorized to take such actions and execute such documents as may be necessary to implement, administer, and enforce such Contract. ATTEST: Date: Mary F. Parker, Secretary KAMeasures \GRTC \Gi11ig purchase of new buses.doc • Greater Roanoke Transit Company Board of Directors Meeting January 17, 2006 C. Nelson Harris, President, and Members of the Board of Directors Roanoke, Virginia Dear President Harris and Members of the Board: Subject: Contract for purchase of eighteen city transit buses Background: The Greater Roanoke Transit Company has applied for and received grants from the Federal Transit Administration (FTA) and the Virginia Department of Rail and Public Transportation (VDRPT) in an amount that totals $5,600,000.00. This amount includes $280,000.00 in required local matching funds that are available through GRTC's retained earnings. These grants have been awarded for the purpose of procuring eighteen 35 -foot replacement city transit buses. These buses are to replace eighteen 1994 model buses, which have exceeded their useful life of twelve years under the guidelines established by the FTA. On October 19, 2005, GRTC issued an Invitation for Bids (IFB) for the above referenced buses. Bids were properly advertised and sent to the major transit bus providers, which included Rohrer Bus Sales, Gillig Corporation, Orion Bus Industries, and National Bus Sales. GRTC received only one response to the IFB. Gillig Corporation was the only respondent, whose bid was $287,777.00 per bus, for a total bid of $5,179,986.00. Due to the fact there was only one respondent to GRTC Invitation for Bids, GRTC has conducted an analysis of the bid received, and determined it to be fair and reasonable. As stated above, GRTC has received grants from FTA and VDRPT, and no additional funding is required from the City of Roanoke to complete this project. Consideration: Authorization is needed for the General Manager to enter into a contract for the purchase of eighteen 35 -foot city transit buses from Gillig Corporation as referenced above. ( -k -'Y' PO Box 13247 • Roanoke, Virginia 24032 wwwmalleymetro.com Phone 540 - 982 -0305 Fax 540 - 982 -2703 • • C. Nelson Harris, President, and Members of the Board of Directors Contract for purchase of eighteen city transit buses January 17, 2006 Page 2 Recommendation: Board of Directors accept the bid as set forth above and authorize the General Manager to enter into a Contract with Gillig Corporation for the purchase of eighteen 35 foot city transit buses in the total amount of $5,179,986.00 as summarized above, and in a form approved by Legal Counsel. Furthermore, authorize the General Manager to take such actions and execute such documents as may be necessary to implement, administer, and enforce such Contract. DAM /ch C. Vice President of Operations Treasurer Secretary Legal Counsel Respectfully submitted, David A. Morgan General Manager • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 19, 2006 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: am attaching copy of a resolution authorizing the filing of applications and acceptance and execution of appropriate agreements for operating and capital financial assistance for fiscal year 2006 -07 with the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation, upon certain terms and conditions. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Tuesday, January 17, 2006. Sincerely, Mary F. Parker Secretary MFP:ew Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC Jesse A. Hall, Treasurer, GRTC LACLERK\DATA \CKEW1 \GRTC\GRTC 05UANUARY 17, 2006.GRTCCORRESP.DOC BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING THE FILING OF APPLICATIONS AND THE ACCEPTANCE AND EXECUTION OF APPROPRIATE AGREEMENTS FOR OPERATING AND CAPITAL FINANCIAL ASSISTANCE FOR FISCAL YEAR 2006 -2007 WITH THE FEDERAL TRANSIT ADMINISTRATION AND THE COMMONWEALTH OF VIRGINIA DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION UPON CERTAIN TERMS AND CONDITIONS. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company that the Company's General Manager and Secretary are authorized to execute and attest, respectively, in a form approved by General Counsel, appropriate applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation for the fiscal year 2006 -2007 and further to accept and execute the necessary operating grant agreements and capital grant agreements, in a form approved by General Counsel, all as more particularly set forth in the report of the General Manager to this Board dated January 17, 2006. ATTEST: Date Adopted: Mary F. Parker, Secretary DocumenD Pr h a s VALLEY METRO �NSR RU SHARING Greater Roanoke Transit Company .. •_ • 0 ?A K, 0 0 OLK r. Greater Roanoke Transit Company Board of Directors Meeting January 17, 2006 C. Nelson Harris, President, and Members of the Board of Directors Roanoke, Virginia Dear President Harris and Members of the Board: Subject: Federal Transit Administration Operating and Capital Financial Assistance, and Commonwealth of Virginia Operating and Capital Financial Assistance for fiscal year 2006 -2007. Background: Financial assistance has been provided to GRTC by the Federal Transit Administration (FTA) and the Commonwealth of Virginia Department of Rail and Public Transportation (VDRPT) during previous fiscal years for certain operating and capital expenses. Under FTA regulations, GRTC is eligible for federal operating funds, which cannot exceed 50% of its proposed operating deficit. In fiscal year 2006 -2007 GRTC will apply for the maximum amount allowed in federal operating and capital financial assistance. During the current fiscal year, the amount of federal operating assistance GRTC will receive is approximately $2,090,276.00. In addition, GRTC is eligible for approximately $1,035,741.00 in operating assistance from the Virginia Department of Rail and Public Transportation. The deadline for filing the applications for the above referenced assistance for FY06 -07 is February 1, 2006. Recommendation: Authorize the General Manager to file applications requesting the maximum operating and capital financial assistance from FTA and VDRPT for fiscal year 2006 -2007, and to accept and execute the necessary grant agreements in a form approved by legal counsel. Respectfully submitted, David A. Mo a� General Manager C. Vice President of Operations Legal Counsel Treasurer Secretary PO Box 13247 • Roanoke, Virginia 24032 www.valleymetro.com Phone 540 - 982 -0305 Fax 540 - 982 -2703 KI GREATER ROANOKE TRANSIT COMPANY. BOARD OF DIRECTORS June 14,2006 C. Nelson Harris, President M. Rupert Cutler Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Brenda L. McDaniel Brian J. Wishneff. Dear President Harris and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Monday, June 19, 2006, immediately following adjournment of the Annual Meeting of the Stockholders' which will convene at 1:30 p.m., in the City Council Chamber, fourth floor, Noel C..Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, Mary E. Parker Secretary MFP:sm pc: The Honorable Gwen W. Mason, Council Member -Elect The Honorable David B. Trinkle, Council Member -Elect Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E..Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC.06\Special Meeting Notice.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS ,June 19, 2006 IMMEDIATELY FOLLOWING ADJOURNMENT OF THE ANNUAL MEETING OF THE STOCKHOLDERS' WHICH WILL CONVENE AT 1:30 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of Minutes: Special meeting held on January 17, 2006. 4. Reports of Officers: a. General Manager: 1. Financial and Operating Reports for the months of January - May 2006. b. Secretary: 1. Election of Officers. 5. Reports of Committees: a. Recommendation for approval of the Fiscal Year 2006 -2007 Operating Budget. Vice - President Beverly T. Fitzpatrick, Jr. 6. Other Business. 7. Adjournment. KAGRTC.06\June 19. agenda.doc GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Seven Months Ending January 31, 2006 FY 06 FY 05 FY 06 ACTUAL ACTUAL BUDGET % OF FY 06 01/31/06 01/31/05 TOTAL BUDGET OPERATING INCOME Operating Revenue $939,343.95 $819,107.75 $1,525,785.00 Advertising Revenue 100,781.25 69,524.25 130,000.00 Non - Transportation Revenues 174,652.47 160,008.76 271,575.00 Total Income 1,214,777.67 1,048,640.76 1,927,360.00 OPERATING EXPENSES Labor - Hourly & Salary Fringe Benefits Services Materials & Supplies Utilities Insurance Costs Purchased Transportation Miscellaneous Expenses Total Expenses • Net Loss Local Grants State Grants Federal Grants Total Subsidies Net Income (loss) 1,532,957.66 1,523,224.60 2,729,791.00 650,468.00 618,000.97 1,202,014.00 205,682.59 198,199.82 374,390.00 659,764.55 503,324.20 925,018.00 113,634.02 93,403.04 161,586.00 187,967.83 190,660.15 333,545.00 353,464.15 333,891.39 610,738.00 41,781.33 23,506.76 44,745.00 3,745,720.13 3,484,210.93 6,381,827.00 (2,530,942.46) (2,435,570.17) (4,454,467.00) 665,776.34 666,418.09 1,222,268.00 628,173.00 680,453.00 1,075,305.00 1,351,422.00 1,211,880.00 2,090,276.00 2,645,371.34 2,558,751.09 4,387,849.00 61.56% 77.52% 64.31% 63.03% 56.16% 54.11% 54.94% 71.32% 70.32% 56.35% 57.87% 93.38% 58.69% 56.82% 54.47% 58.42% 64.65% 60.29% 114,428.88 123,180.92 (66,618.00) (171.77 %) �4., t. - LJ II Q N ti N N •� Nr Vi M � 00 OD ^ w O W O N O N ti N OMO M O� N M YOi^ O ^ VI m N m h n N b N p n Q a w p h a m v N r r m r N d N C) N w O ^ M N M CD W M ^ N M Q w G O m n T �C p m m Ono' N m d N R S M 71 ry N O z O r M O iL G N m O VM1 r O W f? m ti - O w rC O N v1 m b M m d O^ M h p N v M N v� N N d d b M N ^ m d I N M d d w h ^ ^ M 00 F N d r a ^ D h N M ZH b hD n V N VMI Q � M m r N d m n M M N a d Q ^ ry N O N O N G Q N d h 00 ^ d N Q N ^ N � d M M Q b0 00 ti d N en O V 'i' a a z r lz iL 0 a Q N o ti ^ M N OD U d a yy C W a p � U oa 0 � , 11 7 ' § \ E§ , \7 ! )� \ ( \ ) ) 3 ( f 2 k \ \ \ ) ( ) )@ ZD \ � � ( 2 e, � ) ƒ ! } ) 7 § 0 - I :X • VARIANCE REPORT For the Period January 2006 STATISTICAL ANALYSIS Revenue Hours /Pay Hours- the percentage of revenue hours to pay hours, compared to the average, decreased because of an increase in the number of paid time off and holiday hours in January. Crashes per 100,000 Miles- the number of crashes per miles decreased because of a decrease in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles decreased due to an increase in the number of roadcalls compared to the average Complaints /Operating Day- percentage of complaints increased because of an increase in the number of complaints compared to the average. OPERATING EXPENSES 0 1 Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. • OPERATING INCOME Operating Revenue $1,081,639.98 $931,729.03 GREATER ROANOKE TRANSIT COMPANY. Advertising Revenue SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY 79,492.00 Income Statement Non - Transportation Revenues For the Eight Months Ending February 28, 2006 194,186.15 FY 06 FY 05 FY 06 Total Income ACTUAL ACTUAL BUDGET 1,205,407.18 02/28/06 02/28/05 TOTAL OPERATING INCOME Operating Revenue $1,081,639.98 $931,729.03 $1,525,785.00 Advertising Revenue 112,808.00 79,492.00 130,000.00 Non - Transportation Revenues 222,260.73 194,186.15 271,575.00 Total Income 1,416,708.71 1,205,407.18 1,927,360.00 OPERATING EXPENSES Labor - Hourly & Salary Fringe Benefits Services Materials & Supplies Utilities Insurance Costs Purchased Transportation Miscellaneous Expenses Total Expenses 0 Net Loss Local Grants State Grants Federal Grants Total Subsidies Net Income (loss) • 1,733,285.07 1,722,162.06 2,729,791.00 770,442.60 737,143.45 1,202,014.00 234,114.20 226,796.54 374,390.00 730,119.06 561,002.76 925,018.00 139,756.50 117,716.46 161,586.00 214,339.93 193,423.16 333,545.00 413,308.07 380,987.67 610,738.00 43,872.82 26,083.42 44,745.00 4,279,238.25 3,965,315.52 6,381,827.00 (2,862,529.54) (2,759,908.34) (4,454,467.00) 761,268.71 763,000.44 1,222,268.00 715,890.00 780,562.00 1,075,305.00 1,509,395.00 1,331,1.44.00 2,090,276.00 2,986,553.71 2,874,706.44 4,387,849.00 % OF FY 06 BUDGET 70.89% 86.78% 81.84% 73.51% 63.50% 64.10% 62.53% 78.93% 86.49% 64.26% 67.67% 98.05% 67.05% 64.26% 62.28% 66.58% 72.21% 68.06% 124,024.17 114,798.10 (66,618.00) (186.17 %) r a a „ .7 O iL w ti Q r a a a N h a w w Q a cw w z a w Gi G O r O a w �m N F v a O N a r c hry z ti N r N a a a U �n w a Z r w Q F a O E C M M OC � M M M bD M VQi m tlp 00 � 'y M ry ti M d V OD . ^ N M C N d ^ N M n M O G ti b m .6 .6 MOQ9 � O 00 O N � N d V Vdi N h h VM1 b d 00 d d N a M P b r o a a E2 a N N N h O. d MNy d O� N t2 N wi . .Qi h n d N D b emery N O a N .,.i V^ C w C7 G a a F F Q a r k x X i a a o o p a z d °a o z ? 0 4 a w x 3 N z w x a .aa w r m a w r a a c w a o F o o z w a a a a W a 9 a w a w z z z a a o a z o a a a F a 6. F F• y O C 3� a F F C F F F F F N N N d d 00 ry O d 0 00 T T M 4 d b Q Q � E \ / H \ \e / 2 §� \ § )[ / ■ ) } k 2 ( _ \ ( \� (( \( \! m () {. \� ). (� } ) � � () ( { \ § \ \ ( < \ � E \ / H \ \e / 2 §� \ § )[ / ■ ) } k 2 ( _ \ \ ( } ( { \ § \ \ ( < \ • • VARIANCE REPORT For the Period February 2006 STATISTICAL ANALYSIS Revenue Hours /Pay Hours- the percentage of revenue hours to pay hours, compared to the average, increased because of a decrease in the number of paid time off and holiday hours in February. Crashes per 100,000 Miles- the number of crashes per miles increased because of an increase in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles decreased due to an increase in the number of roadcalls compared to the average Complaints /Operating Day- percentage of complaints decreased because of a decrease in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. • GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Nine Months Ending March 31, 2006 FY 06 FY 05 FY 06 ACTUAL ACTUAL BUDGET 03/31/06 03/31/05 TOTAL OPERATING INCOME Operating Revenue $1,228,535.09 $1,053,947.56 $1,525,785.00 Advertising Revenue 126,849.75 95,694.75 130,000.00 Non - Transportation Revenues 245,021.92 217,306.99 271,575.00 Total Income 1,600,406.76 1,366,949.30 1,927,360.00 OPERATING EXPENSES Labor - Hourly & Salary Fringe Benefits Services Materials & Supplies Utilities Insurance Costs Purchased Transportation Miscellaneous Expenses Total Expenses Net Loss Local Grants State Grants Federal Grants Total Subsidies Net Income (loss) 2,038,803.01 2,023,297.15 2,729,791.00 883,857.51 856,654.70 1,202,014.00 267,793.00 255,705.88 374,390.00 882,473.62 643,033.43 925,018.00 165,506.81 141,931.24 161,586.00 241,774.90 220,573.50 333,545.00 469,136.19 440,762.31 610,738.00 47,720.60 30,491.38 44,745.00 4,997,065.64 4,612,449.59 6,381,827.00 (3,396,658.88) (3,245,500.29) (4,454,467.00) 856,903.59 856,365.61 1,222,268.00 812,507.00 885,479.00 1,075,305.00 1,782,765.00 1,546,789.00 2,090,276.00 3,452,175.59 3,288,633.61 4,387,849.00 % OF FY 06 BUDGET 80.52% 97.58% 90.22% 83.04% 74.69% 73.53% 71.53% 95.40% 102.43% 72.49% 76.81% 106.65% 78.30% 76.25% 70.11% 75.56% 85.29% 78.68% 55,516.71 43,133.32 (66,618.00) (83.34 17,) � b a N 5� O N r ^ a r x o-- O a ry Lz�] w r a a o Z N a ^r a w O W A Gax' O > N Z x � h O O N O a w O OI N ^� O N a I W v, ti N � N O � O N x U a o N a z 0 � x � U a a � N E-1- e ^ N N •� M OD O N � V 00 h M GO � ^ N b Q n O Pj ^� N M t7 P N 00 V� N M N k N V� N M M y d 00 bD M Q y .bNi M r r N t7 ^ M ^ M to � Q 00 O p Q pVp fVVI N N N Q � N H V�i � vMi^ b y CO Q ^ V v1 MI ti e7 M N n 00 00 Q � P N P N N � N M V 00 00 ti N ^ ^ N ^ Q M b OD 00 0 0M•0 b � O C y b 0 ti � 00 b M N h � r W � Q R N 0 0�p N N P 40 O N' r O N N „My Q H ry 0 V M T N ti 0 M D W '> � O 0. C O E• y 0 � ti C. F F F F F F 0 , § / \ / \ � § \ � \ � § � ) / ( ; § » ) \ \ ` ( § � $ § ) § k j 8 r • VARIANCE REPORT For the Period March 2006 STATISTICAL ANALYSIS Crashes per 100,000 Miles- the number of crashes per miles increased because of an increase in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles increased due to a decrease in the number of roadcalls compared to the average Complaints /Operating Day- percentage of complaints increased because of an increase in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises ,- expenses for the current month of $0.00 and year to date total of $0.00. 0 i GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Ten Months Ending April 30, 2006 FY 06 FY 05 ACTUAL ACTUAL 04/30/06 04/30/05 OPERATING INCOME FY 06 BUDGET % OF FY 06 TOTAL BUDGET Operating Revenue $1,353,064.96 $1,175,547.20 $1,525,785.00 Advertising Revenue 140,816.50 106,522.50 130,000.00 Non - Transportation Revenues 265,630.32 239,754.91 271,575.00 Total Income 1,759,511.78 1,521,824.61 1,927,360.00 OPERATING EXPENSES Labor - Hourly & Salary Fringe Benefits Services Materials & Supplies Utilities Insurance Costs Purchased Transportation Miscellaneous Expenses Total Expenses SNet Loss Local Grants State Grants Federal Grants Total Subsidies Net Income (loss) • 2,244,103.34 2,224,958.65 2,729,791.00 975,825.03 945,814.82 1,202,014.00 296,726.18 285,536.77 374,390.00 988,748.73 724,018.12 925,018.00 183,587.82 160,906.80 161,586.00 263,970.24 246,673.06 333,545.00 532;689.99 496,121.82 610,738.00 53,503.44 33,286.85 44,745.00 5,539,154.77 5,117,316.89 6,381,827.00 (3,779,642.99) (3,595,492.28) . (4,454,467.00) 953,330.46 944,727.96 1,222,268.00 897,996.00 983,145.00 1,075,305.00 1,982,789.00 1,720,976.00 2,090,276.00 3,834,115.46 3,648,848.96 4,387,849.00 88.68% 108.32% 97.81% 91.29% 82.21% 81.18% 79.26% 106.89% 113.62% 79.14% 87.22% 119.57% 86.80% 84.85% 78.00% 83.51% 94.86% 87.38% 54,472.47 53,356.68 (66,618.00) (81.77 %) ul • d b a � x w F :7 7 a x U �n a N a a Oi N a a O a N h a w y w N w a w o N z a w 6] V1 O O r O Fq� W F V a o a a o � N � N N d a a C er O bGl N F z 0 w d F a N 0 a w U F F F 0 �F a ZF W h F PwUU � a a a a 0 E. 0 a ti W b b Ono „may ti N O+ D N � � G ti N M M tl0 O a N O Pf O� n N y V OD O ti O All n ^ N M �y M M N ti a T ti M ti n O G r Q O .ai O a G h ONG W .NC' r ti M a N N V{ ti Z .ti N N „y O N OO 00 N C .� N M •� 00 „y a N - V M H V V 00 00 M ^ N N ti QQ F a F�� a s o a � F a a ❑ OW, o a a d a w> 14 ZF W h F PwUU � a a a a 0 E. 0 m k 0 0 B, #® et \\ )` 2� (` /. \� \` k` e () E y� §� (� \� \) )) k` $ ) ) Tm \ / � § ! * • • VARIANCE REPORT For the Period April 2006 STATISTICAL ANALYSIS Crashes per 100,000 Miles- the number of crashes per miles decreased because of a decrease in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles increased due to a decrease in the number of roadcalls compared to the average Complaints /Operating Day- percentage of complaints decreased because of a decrease in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. • • GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Eleven Months Ending May 31, 2006 FY 06 FY 05 FY 06 ACTUAL 'ACTUAL BUDGET 05/31/06 05/31/05 TOTAL _ OPERATING INCOME Operating Revenue $1,474,289.22 $1,290,694.18 $1,525,785.00 Advertising Revenue 152,030.50 115,932.25 130,000.00 Non - Transportation Revenues 290,437.62 263,234.22 271,575.00 Total Income 1,916,757.34 1,669,860.65 1,927,360.00 OPERATING EXPENSES Labor - Hourly & Salary Fringe Benefits Services Materials & Supplies Utilities Insurance Costs Purchased Transportation Miscellaneous Expenses Total Expenses 0 Net Loss Local Grants State Grants Federal Grants Total Subsidies Net Income (loss) 11 2,448,877.11 2,422,125.82 2,729,791.00 1,058,329.12 1,025,901.30 1,202,014.00 341,742.65 312,319.76 374,390.00 1,092,228.38 784,254.57 925,018.00 194,7 83.14 175,984.45 161,586.00 291,031.82 273,858.08 333,545.00 589,693.31 545,223.72 610,738.00 57,166.67 34,963.39 44,745.00 6,073,852.20 5,574,631.09 6,381,827.00 (4,157,094.86) (3,904,770.44) (4,454,467.00) 1,065,357.31 1,048,390.76 1,222,268.00 983,641.00 1,065,883.00 1,075,305.00 2,168,585.00 1,831,355.00 2,090,276.00 4,217,583.31 3,945,628.76 4,387,849.00 % OF FY 06 BUDGET 96.62% 116.95% 106.95% 99.45% 89.71% 88.05% 91.28% 118.08% 120.54% 87.25% 96.55% 127.76% 95.17% 93.32% 87.16% 91.48% 103.75% 96.12% 60,488.45 40,858.32 (66,618.00) (90.80 %) :a flN o6 iL it O 6 00 .6 e� a� N iii Iq 't It V m lc� A N ^ N N ^ b M M .6 o6 �Or m . - � � 0D 9 m 'w T T Iq et OD 06 4 "t .6 o6 z z 9 '1 0, ; b � e U, \ k) \ k ( � 0 $) R! \\ §] / 7 � \� § !/ ) z \� } \ � § � \) ) ) 7 17J VARIANCE REPORT For the Period May 2006 STATISTICAL ANALYSIS Revenue Hous /Pay Hours- decreased due to an increase in the total hours compared to the average. Primarily due to an additional 845 hours for training new drivers. Crashes per 100.000 Miles- the number of crashes per miles increased because of an increase in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles decreased due to an increase in the number of roadcalls compared to the average Complaints /Operating Day- percentage of complaints decreased because of a decrease in the number of complaints compared to the average. OPERATING EXPENSES *All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $2,069.00. • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 6, 2006 C. Nelson Harris President Greater Roanoke Transit Company Roanoke, Virginia Dear President Harris: At a meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, ,tune 19, 2006, you were reappointed as President of the Greater Roanoke Transit Company, for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. \ Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, prior to serving in the capacity to which you were reappointed. Sincerely, J. Mary F. Parker, CIVIC City Clerk MFP:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 nwi \nrrc nd \.Tnno 21 04 cor—nondence —d • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, C. Nelson Harris, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as President of the Greater Roanoke Transit Company, for a term of one year from June 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this day of 2006. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT AN EWl \9rtc 04 \June 21 04 correspondence.wpd CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 6, 2006 Darlene L. Burcham Vice - President of Operations Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Burcham: At a meeting 'of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, dune 19, 2006, you were reappointed as Vice - President of Operations of the Greater Roanoke Transit Company for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located. on the third floor of the Roanoke City Courts Facility,,315 Church Avenue, S..W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, prior to serving in the capacity to which you were reappointed. Sincerely, /' ", %' Mary F. Parker, CIVIC City Clerk MFP:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Darlene L. Burcham, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Vice - President -of Operations of the Greater Roanoke Transit Company, for a term of one year from ,June 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this day of 2006. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT EW1 \grtc 04 \June 21 04 correspondence.wpd CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 6, 2006 Rolanda B. Russell Assistant Vice - President of Operations Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Russell: At a meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, ,June 19, 2006, you were reappointed as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. I am enclosing an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, prior to serving in the capacity to which you were reappointed. Sincerely, Mary F. Parker, CMC City Clerk M FP:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. 0. Box 13247, Roanoke, Virginia 24032 EWl \grtc 04 \June 21 04 correspondence.wpd 0 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Rolanda B. Russell, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year from dune 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this day of 2006. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT BY , CLERK EWl \9rtc 04 \June 21 04 correspondence.wpd • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS ,July 6, 2006 Stephanie M. Moon Assistant Secretary Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Moon: At a meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, ,June 19, 2006, you were reappointed as Assistant Secretary of the Greater Roanoke Transit Company for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, prior to serving in the capacity to which you were reappointed.. Sincerely, /0-� 10-� Mary F. Parker Secretary MFP:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. 0. Box 13247, Roanoke, Virginia 24032 EWS \grtc04 \June 21 04 correspondence.wpd • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Stephanie M. Moon, do solemnly, affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Secretary of the Greater Roanoke Transit Company for term of one year from June 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this day of 2006. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT In EWl \grtc 04 \June 21 04 correspondence.wpd CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 6, 2006 Jesse A. Hall Treasurer Greater Roanoke Transit Company Roanoke, Virginia Dear Mr. Hall: At a meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, June 19, 2006, you were reappointed as Treasurer of the Greater Roanoke Transit Company for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, prior to serving in the capacity to which you were reappointed. Sincerely, 4 Mary F. Parker, CIVIC City Clerk MFP:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 EW1 \grtc 04 \June 21 04 . correspondence.wpd • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Jesse A. Hall, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Treasurer of the Greater Roanoke Transit Company for a term of one year from June 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this a day of 2006. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT BY . DEPUTY CLERK EW1 \grtc 04 \June 21 04 correspondence.wpd • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 6, 2006 Mary F. Parker Secretary Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Parker: At a meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, June 19, 2006, you were reappointed as Secretary of the Greater Roanoke Transit Company for a term of one year from the date of your reappointment and until your successor has been. duly appointed and qualified. Enclosed you will find an .Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, Located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, prior to serving in the capacity to which you were reappointed. Sincerely, en 4wV Stephanie M. Moon Assistant Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 FW7 \9rtc 04 \June 21 04 correspondence.wpd • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Mary, F. Parker, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Secretary of the Greater Roanoke Transit Company, for a term of one year from June 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this day of 2006. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT EW1 \9rtc 04 \June 21 04 correspondence.wpd , CLERK • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 14, 2006 C. Nelson Harris M. Rupert Cutler Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Brenda L. McDaniel Brian J. Wishneff Dear President Harris and Members of the Board: Article V, Officers, of the By -Laws of the Greater Roanoke Transit Company provides that the Board of Directors, promptly after their election each year, shall elect a President, one or more Vice - Presidents, a Secretary, a Treasurer and such other officers as the Board deems appropriate to serve for a term of one year each, commencing upon the date of their election and until their respective successors are elected and have qualified. Officers currently serving are: C. Nelson Harris, President Beverly T. Fitzpatrick, Jr., Vice - President Darlene L. Burcham, Vice - President of Operations Rolanda B. Russell, Assistant Vice - President of Operations Mary F. Parker, Secretary Stephanie M. Moon, Assistant Secretary Jesse A. Hall, Treasurer William M. Hackworth, Registered Agent Sincerely, J' Mary F. Parker Secretary MFP:sm pc: The Honorable Gwen W. Mason, Council Member -Elect The Honorable David B. Trinkle, Council Member -Elect Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC.060ection of Officers.doc s J . GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS ,July 6, 2006 David A. Morgan, General Manager Valley Metro P. 0. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: A report of the Budget Review Committee recommending approval of the fiscal year 2006 -2007 operating budget, was before the Board of Directors of the Greater Roanoke Transit Company at a meeting which was held on Monday, June 19, 2006. On motion, duly seconded and adopted, the Board of Directors concurred in the recommendation. Sincerely, 7, Mary F. Parker, CIVIC City Clerk MFP:ew Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC ,Jesse A. Hafl, Treasurer, GRTC EW1 \4rtc 04 \June 21 04 correspondence.wpd Greater Roanoke Transit Company Board of Directors Meeting Roanoke, Virginia. June 19, 2006 C. Nelson Harris, President and Members of the Board of Directors Dear President Harris and Members of the Board: Subject: Fiscal Year 2006 -2007 Operating Budget Background: The Board of Directors annually appoints a Budget Review Committee to review the General Manager's proposed operating budget and provide a report of recommendation to the Board. On January 17, 2006, the Board of Directors appointed Treasurer Jesse Hall, Vice - President of Operations Darlene Burcham, Board members M. Rupert Cutler and Beverly T. Fitzpatrick, Jr. to the Budget Review Committee. The Budget Review Committee met on May 17, 2006, to review and discuss the proposed operating budget. Consideration: The proposed operating budget for Fiscal Year 2006 -2007 consists of the same level of basic transit service in the Roanoke Valley, including the Hollins Express, the Maroon Express, and the Ferrum Express. It also includes the Smart Way bus service, which will be funded primarily with Federal and State 5311 funds, with local match being provided by the City of Roanoke, the Town of Blacksburg, the Town of Christiansburg, Montgomery County, and Virginia Tech. This proposed budget also includes State Demonstration funds for the possible initiation of commuter service between the Alleghany County and the Roanoke Valley. There will be no change in parking rates at the Campbell Court Parking Garage, and no transit fare increase. This level of service requires an operating budget that totals $7,123,621.00, which is an increase of 11.62% over FY2006. This increase is a direct result of increase fuel costs. Funding sources are as follows: Source Federal State City of Roanoke Other Local Operational Rev. Amount $2,348,125.00 $1,128,664.00 $1,372,855.00 $ 130,082.00 $2,028,326.00 ( +l -)from FY06 +$257,849.00 +$ 92,923.00 +$221,787.00 -$ 7,736.00 +$100,966.00 PO Box 13247 • Roanoke, Virginia 24032 www.valleymetro.com . Phone 540 - 982 -0305 Fax 540 - 982 -2703 • • C. Nelson Harris, President and Members of the Board of Directors Fiscal Year 2006 -2007 Operating Budget June 19, 2006 Page 2 Recommendation: Board of Directors approve the attached fiscal year 2006 -2007 operating budget as submitted by the General Manager. Respectfully submitted, M. Rup utter, r� /L Beverly T. Fitzpatrick, � . 9 4' esse A. Hall ti i Darlene L. Bur ham • STOCKHOLDERS' ANNUAL MEETING GREATER ROANOKE TRANSIT COMPANY MONDAY, JUNE 199 2006 1:30 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of June 20, 2005 Stockholders' minutes. 4. Statement of Purpose. Vice - President Beverly T. Fitzpatrick, Jr. 5. Election of Directors. 6. Adjournment. K: \GRTC.06\Annual Stockholders' Call Letter and Agenda.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS AND AUTHORIZED REPRESENTATIVES OF THE SOLE STOCKHOLDERS' June 14, 2006 C. Nelson Harris, President M. Rupert Cutler Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Brenda L. McDaniel Brian J. Wishneff Dear President Harris and Members of the Board: The Annual Meeting of the Stockholders' of the Greater Roanoke Transit Company will be held on Monday, June 19, 2006, at 1:30 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. I am attaching copy of the minutes of the Annual Meeting which was held on Monday, June 20, 2005. Sincerely, Mary F. Parker, CMC City Clerk MFP:sm Attachment pc: The Honorable Gwen W. Mason, Council Member -Elect The Honorable David B. Trinkle, Council Member -Elect Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Jesse A. Hall., Director of Finance Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro K: \GRTC.06\Annual Stockholders' Call letter and Agenda.doc • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, ,Jesse A. Hall, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Treasurer of the Greater Roanoke Transit Company for a term of one year from .June 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). _U Subscribed and sworn to before me this day of t •2006. EW1 \grtc 04 \June 21 04 correspondence.wpd BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT BY , DEPUTY CLERK • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Darlene L. Burcham, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year from ,June 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before /me this A�ay of 2006. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT BY LERK EW1 \grtc 04 \June 21 04 correspondence.wpd • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Rolanda B. Russell, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year from .June 19, 2006, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this 1 day of 2006. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT BY , CLERK L'rtc 04 \June 21 04 correspondence.wpd • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 11, 2007 C. Nelson Harris, President Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Tuesday, January 16, 2007, at 1:45 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, �+ - �A - *aIry Stephanie M. Moon Assistant Secretary PC: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC. Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC.07 \Special Meeting Notice.doc • GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 16, 2007 1:45 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of Minutes: Special meeting held on Monday, June 19, 2006. 4. Reports of Officers: a. General Manager: 1. Management Letter dated January 16, 2007. 2. Financial and Operating Report for the month of November 2006. 3. Authorization to file applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Virginia Department of Rail and Public Transportation for fiscal year 2007 -08. 4. Recommendation for appointment of a Budget Review Committee for fiscal year 2007 -08. 5. President: a. Recommendation to establish the Annual Meeting of the GRTC Stockholders will be held on Monday, June 18, 2007, at 1:30 p.m., in the City Council Chamber. 6. Other Business. 7. Adjournment. K: \GRTC.07 \January 16, 2007 Agenda.doc MANAGEMENT UPDATE January 16, 2007 GRTC Service Updates 1) The Smart Way The Smart Way service, which began in August 2004, operates as commuter bus service Monday through Saturday between Downtown Roanoke and Virginia Tech, providing a transportation alternative to those who travel between the Roanoke and New River Valleys. Ridership has continued to steadily increase. For the first five month of the current fiscal year (July- November), ridership has increased 13.2% over the same period last fiscal year. 2) GRTC Fixed Route Service GRTC's fixed route service has also continued to see an increase in ridership. Ridership on Valley Metro's fixed route buses has increased 4% for the same period referenced above. • Bus Procurement GRTC has completed its most recent bus procurement, and has received all 18 of the new 2006 buses. The buses are equipped with wheelchair lifts for the disabled, security cameras and digital recording devices, GPS based announcement system, and multi functional destination signs, and the most noticeable new items, bike racks. GRTC Color and Logo Change As the Board is aware, GRTC recently, in conjunction with the new bus procurement, introduced all new colors and a new logo into service. The reaction to the new look from the public has been overwhelmingly positive. GRTC is in the process of having the remaining fleet of twenty buses repainted to match the new look. The repainting will take several months to complete, but it is hoped to have the process complete by this spring Web Site Redesign GRTC has completely overhauled its web site. VALLEYMETRO.COM has a new look that reflects the progressive image GRTC and the City of Roanoke are trying to promote. The updated site is easier to navigate, contains news, route updates, and links to many of the key agencies and businesses in the Roanoke Valley in addition to the route and schedule information. Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com • f. State Transportation Funding Issue GRTC's General Manager has attended several meetings of the state budget committees to encourage the legislators to actively seek a solution to the State's transportation funding crisis. As the Board knows, with the current gridlock on a statewide transportation funding plan, state transportation agencies, including transit, are seeing reductions in needed funding to continue to operate at current levels without increasing the burden on the localities. GRTC working alongside with the Virginia Transit Association and other transit agencies statewide have begun a campaign to educate legislators to the needs of increased funding for transit by encouraging passengers to write letters detailing their need for transit. GRTC has received over 200 letters from our passengers, which have been forwarded to the legislators prior to the convening of the next legislative session. • • • OPERATING INCOME Operating Revenue $694,308.51 $673,388.33 GREATER ROANOKE TRANSIT COMPANY Advertising Revenue SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY 76,347.50 Income Statement . For the Five Months Ending November 30, 2006 131,721.64 FY 07 FY 06 FY 07 Total Income ACTUAL ACTUAL BUDGET 881,457.47 11/30/06 11/30/05 TOTAL • • OPERATING INCOME Operating Revenue $694,308.51 $673,388.33 $1,633,024.00 Advertising Revenue 52,128.25 76,347.50 150,000.00 Non - Transportation Revenues 108,868.28 131,721.64 245,302.00 Total Income 855,305.04 881,457.47 2,028,326.00 OPERATING EXPENSES % OF FY 07 BUDGET 42.52% 34.75% 44.38% 42.17% Labor - Hourly & Salary 1,176,327.26 1,127,857.65 2,869,792.00 40.99% Fringe Benefits 474,784.37 448,686.26 1,385,870.00 34.26% Services 138,835.17 142,518.61 398,058.00 34.88% Materials & Supplies 548,705.12 488,297.98 1,290,074.00 42.53% Utilities 71,281.16 56,770.45 163,638.00 43.56% Insurance Costs 130,083.53 134,295.42 342,434.00 37.99% Purchased Transportation 280,043.10 259,318.34 646,460.00 43.32% Miscellaneous Expenses 23,306.72 31,678.14 45,320.00 51.43% Total Expenses 2,843,366.43 2,689,422.85 7,141,646.00 39.81% Net Loss (1,988,061.39) (1,807,965.38) (5,113,320.00) 38.88% Local Grants 612,260.06 474,407.44 1,496,855.00 40.90% State Grants 516,394.00 437,595.00 1,264,358.00 40.84% Federal Grants 1,026,333.00 950,319.00 2,348,125.00 43.71% Total Subsidies 2,154,987.06 1,862,321.44 5,109,338.00 42.18% Net Income (loss) 166,925.67 54,356.06 (3,982.00) (4,192.01 %) q. r, a, • w s 0 z w 0 4I Q a w f0 b s a w m O s Vi F ab s a s n s n } o s Q N x a s } a O 07 N S a Q b � z s a n O W z s z o 0 � cap m F � S a »o o z N wdi wNi Q N d P N n N to V! d 00 CD G�0 tai GD N K ^ � T O pip. M N d e o b n n n m r M a u v a �p W Oa N ^ N " " P O n p q d: Nl Q V1 e7 M b N t� W d GG •. C ^ p N t7 e•( M r d O O O tai M Q h N � tl0 00 �n N M N M 00 z cc � � § ) i \( ■ (� 0 k� b� }� . \| � \) /) k) §< g' \: §� )) e §� � B] i - � } § ) & § ) } ) ) § ( § ( ( \ S § ) / \ g c6 IR 1 2 § § 2 ( k ) ! = ■ ) § § § ) k 8 • • VARIANCE REPORT For the Period November 2006 STATISTICAL ANALYSIS All Miles /Roadcalls -the number of all miles per roadcall decreased due to an increase in the number of roadcalls compared to the average. Complaints /Operating Day- percentage of complaints increased because of an increase in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $6,100.00 and year to date total of $7,127.00. is • GREATER ROANOKE TRANSIT COMPANY :• W • - -04 rig� January 18, 2007 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: I am attaching copy of a resolution authorizing the filing of applications and acceptance and execution of appropriate agreements for operating and capital financial assistance for fiscal year 2007 -08 with the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation, upon certain terms and conditions. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit, Company at a special meeting which was held on Tuesday, January 16, 2007. Sincerely, Stephanie M. Moon Assistant Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC KAGRTCUANUARY 16, 2007.GRTCCORRESP.DOC BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING THE FILING OF APPLICATIONS AND THE ACCEPTANCE AND EXECUTION OF APPROPRIATE AGREEMENTS FOR OPERATING AND CAPITAL FINANCIAL ASSISTANCE FOR FISCAL YEAR 2007 -2008 WITH THE FEDERAL TRANSIT ADMINISTRATION AND THE COMMONWEALTH OF VIRGINIA DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION UPON CERTAIN TERMS AND CONDITIONS. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company that the Company's General Manager and Secretary are authorized to execute and attest, respectively, in a form approved by General Counsel, appropriate applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation for the fiscal year 2007 -2008 and further to accept and execute the necessary operating grant agreements and capital grant agreements, in a form approved by General Counsel, all as more particularly set forth in the report of the General Manager to this Board dated January 16, 2007. ATTEST: Date Adopted: Se etary K:\Measures \GRTC\BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY.doc Greater Roanoke Transit Company Board of Directors Meeting January 16, 2007 C. Nelson Harris, President, and Members of the Board of Directors Roanoke, Virginia Dear President Harris and Members of the Board: Subject: Federal Transit Administration Operating and Capital Financial Assistance, and Commonwealth of Virginia Operating and Capital Financial Assistance for fiscal year 2007 -2008. Background: Financial assistance has been provided to GRTC by the Federal Transit Administration (FTA) and the Commonwealth of Virginia Department of Rail and Public Transportation (VDRPT) during previous fiscal years for certain operating and capital expenses. Under FTA regulations, GRTC is eligible for federal operating funds, which cannot exceed 50% of its proposed operating deficit. In fiscal year 2007 -2008 GRTC will apply for the maximum amount allowed in federal operating and capital financial assistance. During the current fiscal year, the amount of federal operating assistance GRTC will receive is approximately $2,348,125.00. In addition, GRTC is eligible for approximately $1,244,233.00 in operating assistance from the Virginia Department of Rail and Public Transportation. The deadline for filing the applications for the above referenced assistance for FY07 -08 is February 1, 2007. Recommendation: Authorize the General Manager to file applications requesting the maximum operating and capital financial assistance from FTA and VDRPT for fiscal year 2007 -2008, and to accept and execute the necessary grant agreements in a form approved by legal counsel. Respectfully submitted, David A. Morg General Manag r C. Vice President of Operations Legal Counsel Treasurer Secretary Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com Greater Roanoke Transit Company Board of Directors Meeting January 16, 2007 C. Nelson Harris, President, and Members of the Board of Directors Roanoke, Virginia Dear President Harris and Members of the Board: Subject: Appointment of Fiscal Year 2007 -2008 Budget Review Committee Background: Annually management prepares a proposed operating budget for the next fiscal year's operation of the transit system. This proposed budget requires approval by the Board of Directors. In order to review the proposed budget, a budget review committee has been established by the Board of Directors. The budget review committee is usually comprised of two (2) members of the Board, and two (2) Officers of the company. The fiscal year 2006 -2007 Budget Review Committee was composed of the following: M. Rupert Cutler, Board Member Beverly T. Fitzpatrick, Board Member Jesse A. Hall, Treasurer Darlene L. Burcham, Vice - President of Operations Recommendation: Appoint two (2) members of the Board and two (2) Officers of the company to serve as the Fiscal Year 2007 -2008 Budget Review Committee to review the proposed budget. Respectfully submitted, David A. Mor General Manager C. Vice - President of Operations Treasurer Secretary Leaal Counsel Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 . ■ www.valleymetro.com 0 GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 11, 2007 Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear Members of the Board: Paragraph I, Article II of the By -Laws of the Greater Roanoke Transit Company provide that the Annual Meeting of the Stockholders will be held during the month of June each year at a day, time and place to be from time to time fixed by the Board of Directors. With your concurrence, I respectfully recommend that the Annual Stockholders' Meeting be held on Monday, June 18, 2007, at 1:30 p.m., in the City Council Chamber. Sincerely, C. Nelson Harris President ►NU i1 PC: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Stephanie M. Moon, Assistant Secretary, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC.07 \Schedu1ing Stockholders' Meeting.doc s. -Z. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 18, 2007 C. Nelson Harris, President Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: The Annual Meeting of the Stockholders of the Greater Roanoke Transit Company will be held on Monday, June 18, 2007, at 1:30 p.m., in the City Council Chamber, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. Sincerely, kfL�- � �n- 0� Stephanie M. Moon Assistant Secretary SMM:ew pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 i KAGRTCWANUARY 16, 200TGRTCCORRESPLOC GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS AND AUTHORIZED REPRESENTATIVES OF THE SOLE STOCKHOLDERS' June 14, 2007 C. Nelson Harris, President Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: The Annual Meeting of the Stockholders' of the Greater Roanoke Transit Company will be held on Monday, June 18, 2007, at 1:30 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. I am attaching copy of the minutes of the Annual Meeting which was held on Monday, June 19, 2006 Sincerely, 444AA4:� /';�7 . h, awv Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Darlene. L. Burcham, City Manager William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro L:\ CLERK\DATA \CKSM1 \GRTC.07\Annual Stockholders' Call Letter and Agenda.doc A* STOCKHOLDERS' ANNUAL MEETING GREATER ROANOKE TRANSIT COMPANY MONDAY, JUNE 189 2007 1:30 P.M. CITY COUNCIL CHAMBER IW_Z1!_ 1. Call to Order. 2. Roll Call. 3. Approval of June 19, 2006 Stockholders' minutes. 4.' Statement of Purpose. President C. Nelson Harris. 5. Election of Directors. 6. Adjournment. L:\ CLERK\DATA \CKSM1 \GRTC.07\Annual Stockholders' Call Letter and Agenda.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 20, 2007 Jesse A. Hall Treasurer Greater Roanoke Transit Company Roanoke, Virginia Dear Mr. Hall: At a special meeting of.the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, June 18, 2007, you were reappointed as Treasurer of the Greater Roanoke Transit Company, for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Assistant Secretary SMM:ew - Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 = KEW1 \grtc 04 \June 21 04 correspondence.wpd 0 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Jesse A. Hall, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Treasurer of the Greater Roanoke Transit Company, for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this /5 day of 2007. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY �- ,CLERK CKEW1 \grtc 07 \June 18 07 correspondence.wpd V GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 20, 2007 C. Nelson Harris President Greater Roanoke Transit Company Roanoke, Virginia Dear President Harris: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 18, 2007, you were reappointed as President of the Greater Roanoke Transit Company, for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. I am enclosing an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincer ly, Stephanie M. Moon Assistant Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 \CKEW1 \grtc 07 \June 18 07 correspondence.wpd GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 20, 2007 Beverly T. Fitzpatrick, Jr. Vice - President Greater Roanoke Transit Company Roanoke, Virginia Dear Mr. Fitzpatrick: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 18, 2007, you were reappointed as Vice - President of the Greater Roanoke Transit Company, for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. I am enclosing an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Assistant Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 CKEW1 \grtc 07 \June 18 07 correspondence.wpd GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 20, 2007 Darlene L. Burcham Vice - President of Operations Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Burcham: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 18, 2007, you were reappointed as Vice - President of Operations of the Greater Roanoke Transit Company for a term of one year from the date of your . reappointment and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of, Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Assistant Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 \CKEW1 \grtc 07 \June 18 07 correspondence.wpd STEPHANIE M. MOON, CMC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerk @roanokeva.gov .June 21, 2007 Stephanie M. Moon Assistant Secretary Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Moon: SHEILA N. HARTMAN Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk At a special meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, dune 18, 2007, you were appointed as Secretary of the Greater Roanoke Transit Company for a term of one year, effective dune 18, 2007 and until your successor has been duly appointed and qualified. Attached you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 31 5 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, �• U Stephanie M. Moon, CM City Clerk SMM:ew Attachment pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 = KEW1 \grtc 04 \.Tune 21 04 correspondence.wpd SW Oath or Affirmation .of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Stephanie M. Moon, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, 'and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Secretary of the Greater Roanoke Transit Company, for a term of one year effective June 18, 2007, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). o d-7 % Subscribed and sworn to before me this day of 2007. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY6)ggL AFP T , CLERK = KEW1 \4rtc 04 \June 21 04 correspondence.wpd GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 21, 2007 Sheila N. Hartman Assistant Secretary Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Hartman: At a special meeting of the Board of Directors of the .Greater Roanoke Transit Company which was held on Monday, June 18, 2007, you were appointed as Assistant Secretary of .the Greater Roanoke Transit Company, for a term of one year effective June 18, 2007, and until your successor has been duly appointed and qualified. Attached you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Secretary SMM:ew Attachment pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 :KEW1 \4rtc 04 \June 21 04 correspondence.wpd Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Sheila N. Hartman, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Secretary of the Greater Roanoke Transit Company, for a term of one year, effective June 18, 2007, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this day of �!' 2007. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT CLERK =KEW1 \grtc 04 \June 21 04 correspondence.wpd 4#1 GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 20, 2007 James Grigsby Assistant Vice- President of Operations Greater Roanoke Transit Company Roanoke, Virginia Dear Mr. Grigsby: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 18, 2007, you were appointed as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year effective June 18, 2007, and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Assistant Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 = KEWl \9rtc 04 \June 21 04 correspondence.wpd Oath or, Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, James Grigsby, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year effective June 18, 2007, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sw&4� to before me this 4&� day of d 2007. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT B 11 i=7 re CLERK :KEW1 \grtc 04 \June 21 04 correspondence.wpd V Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, James Grigsby, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year effective June 18, 2007, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sw&'Kto before me this Z day of d 2007. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT B Ai= �llTf� CLERK :KEWI \grtc 04 \June 21 04 correspondence.wpd IN GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 20, 2007 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: A report of the Budget Review Committee recommending approval of the fiscal year 2007 -2008 operating budget, was before the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, June 18, 2007. On motion, duly seconded and adopted, the Board of Directors concurred in the recommendation. Sincerely, t4u��- V ` 1 . 0� Stephanie M. Moon Assistant Secretary SMM:ew pc: Darlene L. Burcham, Vice - President of Operations, GRTC Jesse A. Hall, Treasurer, GRTC \CKEW1 \grtc 07 \June 18 2007 correspondence.Nwpd Greater Roanoke Transit Company Board of Directors Meeting Roanoke, Virginia June 18, 2007 C. Nelson Harris, President and Members of the Board of Directors Dear President Harris and Members of the Board: Subject: Fiscal Year 2007 -2008 Operating Budget Background: The Board of Directors annually appoints a Budget Review Committee to review the General Manager's proposed operating budget and provide a report of recommendation to the Board. On January 16, 2007, the Board of Directors appointed Treasurer Jesse Hall, Vice - President of Operations Darlene Burcham, Board members Alfred T. Dowe, Jr. and Beverly T. Fitzpatrick, Jr. to the Budget Review Committee. The Budget Review Committee met on April 3, 2007, to review and discuss the proposed operating budget. Consideration: The proposed operating budget for Fiscal Year 2007 -2008 consists of the same level of basic transit service in the Roanoke Valley, including the Hollins Express, the Maroon Express, and the Ferrum Express. It also includes the Smart Way bus service, which will be funded primarily with Federal and State 5311 funds, with local match being provided by the City of Roanoke, the Town of Blacksburg, the Town of Christiansburg, Montgomery County, and Virginia Tech. This budget includes a 20% fare increase, from $1.25 to $1.50 per trip; a summary of the comments from the public meeting held on May 16, 2007 are attached. The proposed budget also includes an increase in parking rates at the Campbell Court Parking Garage, from $50 to $55 per month, and the elimination of the Community Transportation Coordinator position. This level of service requires an operating budget that totals $7,514,831.00, which is an increase of 7.40% over FY2007. This increase is a direct result of increased insurance and ADA service. Funding sources are as follows: Source Federal State City of Roanoke Other Local Operational Rev Amount $2,504,130.00 $1,212,967.00 $1,357,855.00 $ 150,000.00 $2,289,879.00 ( + / -)from FY07 +$156,005.00 +$ 84,303.00 -$ 15,000.00 +$ 26,000.00 +$266,553.00 Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com N ii C. Nelson Harris, President and Members of the Board of Directors Fiscal Year 2007 -2008 Operating Budget June 18, 2007 Page 2 Recommendation: Board of Directors approve the attached fiscal year 2007 -2008 operating budget as submitted by the General Manager. Respectfully submitted, JdT. Vr. Beverly T. Fitzpatrick, Jr. qo,t,�4 IWI Jesse A. Hall Darlene L. Bu ham GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 18, 2007 IMMEDIATELY FOLLOWING ADJOURNMENT OF THE ANNUAL MEETING OF THE STOCKHOLDERS' WHICH WILL CONVENE AT 1:30 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of Minutes: Special meeting held on .January 16, 2007. 4. Reports of Officers: a. General Manager: 1 . Management Letter dated ,June 18, 2007. 2. Financial and Operating Report for the month of April 2007. 3. Approval of a revised passenger fare schedule, effective July 2, 2007. b. Vice - President of Operations: 1 . Request to convene in a Closed Meeting to discuss acquisition of real property for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of GRTC, pursuant to Section 2.2 -3711 (A)(3), Code of Virginia (1950), as amended. L : \CLERK\DATA \CKSM1 \GRTC.07\June 18. agenda.doc y { C. Secretary: 1. Election of Officers. 5. Reports of Committees: a. Recommendation for approval of the Fiscal Year 2007 -2008 Operating Budget. Vice - President Beverly T. Fitzpatrick, Jr. 6. Other Business. 7. Adjournment. L : \CLERK\DATA \CKSM1 \GRTC.07\June 18. agenda.doc June 18, 2007 GRTC Service Updates 4. a.. (, 1) The Smart Way The Smart Way service, which began in August 2004, operates as commuter bus service Monday through Saturday between Downtown Roanoke and Virginia Tech, providing a transportation alternative to those who travel between the Roanoke and New River Valleys. Ridership has continued to steadily increase. For the eleven months of the current fiscal year (July -May), ridership has increased 10% over the same period last fiscal year. 2) Valley Metro Valley Metro service has also continued to see an increase in ridership. Ridership on Valley Metro's fixed route buses has increased 4% for the same period referenced above. Bus Stop Enhancement Program In February of 2006, GRTC applied for and was awarded Federal and State funding to initiate a bus stop enhancement program. Currently, GRTC is still waiting for those funds to be allocated. In anticipation of the grant awards, GRTC staff has been in the process of analyzing boarding data to determine those sites where most passengers would benefit from the installation of bus stop shelters. Presently, fifteen potential sites have been identified for the initial phase of the program. Additionally, GRTC staff is currently working with Susan Jennings, the City of Roanoke's Public Art Coordinator, to obtain the services of an artist to work with students from both William Fleming and Patrick Henry the High School's art departments to design and construct the bus stop shelters that will be placed on those campuses. Free Fare for Students Upon approval by the GRTC Board, GRTC will begin offering free fare for area students 18 years old and younger beginning July 2007. This is an initiative that came out of the V.O.Y.C.E. meetings, which will give area youth the ability to attend local events, programs, recreational activities and provide access to employment opportunities. This program will also allow Roanoke City Public Schools to discontinue transportation for the New Beginnings Program, which is an evening alternative education program held at William Fleming and Patrick Henry High Schools. Web Site Redesign GRTC has completed the redesign of the SmartWay web site. SMARTWAYBUS.COM has a new look that reflects the progressive image GRTC is trying to promote to area commuters. The updated site is easier to navigate, contains news, route updates, and links to many of the key agencies and businesses in the Roanoke and New River Valley in addition to the route and schedule information. Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com OPERATING INCOME GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Ten Months Ending April 30, 2007 FY 07 FY 06 FY 07 ACTUAL ACTUAL BUDGET % OF FY 07 04/30/07 04/30/06 TOTAL BUDGET Operating Revenue $1,387,259.25 $1,353,064.96 $1,633,024.00 84.95% Advertising Revenue 105,134.50 140,816.50 150,000.00 70.09% Non - Transportation Revenues 286,704.78 265,630.32 245,302.00 116.88% Total Income 1,779,098.53 1,759,511.78 2,028,326.00 87.71% OPERATING EXPENSES Labor - Hourly & Salary 2,319,876.86 2,244,103.34 2,869,792.00 80.84% Fringe Benefits 1,035,655.20 975,825.03 1,385,870.00 74.73% Services 284,979.76 296,726.18 398,058.00 71.59% Materials & Supplies 1,024,269.50 988,748.73 1,290,074.00 79.40% Utilities 196,588.72 183,587.82 163,638.00 120.14% Insurance Costs 266,907.95 263,970.24 342,434.00 77.94% Purchased Transportation 573,860.00 532,689.99 646,460.00 88.77% Miscellaneous Expenses 40,131.15 53,503.44 45,320.00 88.55% Total Expenses 5,742,269.14 5,539,154.77 7,141,646.00 80.41% Net Loss (3,963,170.61) (3,779,642.99) (5,113,320.00) 77.51% Local Grants 1,253,789.05 953,330.46 1,496,855.00 83.76% State Grants 1,045,084.00 897,996.00 1,264,358.00 82.66% Federal Grants 2,014,792.00 1,982,789.00 2,348,125.00 85.80% Total Subsidies 4,313,665.05 3,834,115.46 5,109,338.00 84.43% Net Income (loss) 350,494.44 54,472.47 (3,982.00) (8,801.97 %) § - A ƒ 04 ( ri 2 _ m § @ § [ ® ■ ; .z § \ \ ! ® § ! m ) ■ ` ) ; ® � } ) ! § � | i \ / \ k § » wl W w a ~ a N M N Q VI O 00 q ^ Q b b fNH Q XT z N a 0:7 N N M V� 00 M N QD a0 M 00 b b vqi N ti ti O N V! Q ^ h QN M Q q Q f�l M h W W N M n ti ti q N Q Op Q M Q w z Qa pp p �,i .-, f�l Vj Q YI Q M N a0 00 00 ti N M G W h fV T O I m m N N M i7 a N en V1 .� �O Vtil �j 00 O� Q ^ M �'f N ^ N M � VI M M M 1� N W 00 N OO � N Q N •~ iGGG N ��O b O h � M O h n VI O N N t� b e�I �„� Yi fh�l M tf n N v N OD Q k Q OD N n N M b N N eq�l N N O ^ h OD Op pp DD N h q Q N O O e o O c z S p z a s U z a z a w z z z a °a a y VARIANCE REPORT For the Period April 2007 STATISTICAL ANALYSIS Crashes per 100,000 Miles- the number of crashes per miles decreased because of a decrease in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles per roadcall increased due to a decrease in the number of roadcalls compared to the average. Complaints /Operating Day - percentage of complaints decreased because of a decrease in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $7,127.00. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 19, 2007 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: I am enclosing copy of a resolution approving and adopting a revised passenger fare schedule for the Greater Roanoke Transit Company, d /b /a Valley Metro; and authorizing the General Manager of GRTC to take appropriate action to implement such revised passenger fare schedule to take effect on July 2, 2007. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting held on Monday, June 18, 2007. Sincerely, No� Stephanie M. Moon Assistant Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General. Counsel, GRTC K: \GRTCWUNE 18, 2007.GRTCCORRESP.DOC BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY A RESOLUTION APPROVING AND ADOPTING A REVISED PASSENGER FARE SCHEDULE FOR THE GREATER ROANOKE TRANSIT COMPANY (GRTC), DBA VALLEY METRO; AND AUTHORIZING THE GENERAL MANAGER OF GRTC TO TAKE APPROPRIATE ACTION TO IMPLEMENT SUCH REVISED PASSENGER FARE SCHEDULE TO TAKE EFFECT ON JULY 2, 2007. WHEREAS, GRTC staff has recommended a revised passenger fare schedule, which includes fare increases, in order to offset increased fuel and other costs, as further set forth in a report to the GRTC Board dated June 18, 2007; WHEREAS, GRTC properly advertised such fare changes, held a public hearing on May 16, 2007, on such fare changes, and received public comments on such fare changes; and WHEREAS, the GRTC Board of Directors has considered the recommendation of the GRTC staff and the public comments on such fare changes and finds that it is appropriate to approve and adopt such fare changes, to take effect July 2, 2007. THEREFORE, BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: 1. The Board of Directors hereby approves and adopts the following passenger fare schedule: PASSENGER FARE SCHEDULE — EFFECTIVE JULY 2, 2007 Type of Fare Price Basic Fare $ 1.50 Discount Fare $ .75 Students w /student I.D. 18 yr. and younger FREE Transfers FREE Basic Monthly Unlimited Ride Pass $ 48.00 Discount Monthly Unlimited Ride Pass $ 24.00 Basic Weekly Unlimited Ride Pdss $ 14.00 Discount Weekly Unlimited Ride Pass $ 7.00 STAR Fare $ 3.00 STAR Monthly Unlimited Ride Pass $ 84.00 Smartway Basic Fare $ 3.00 Smartway Monthly Unlimited Ride Pass $100.00 KAMy Documents \Susan Documents \Tegenkamp \Greater Roanoke Transit Authority \GRTC passenger fare increase.doc 1 2. The above passenger fare schedule shall be effective July 2, 2007, and shall replace the current passenger fares being charged. 3. The General Manager of GRTC is hereby authorized to take appropriate action to implement and administer the passenger fare schedule set forth in paragraph No. 1 above, subject to any needed approval by the Council of the City of Roanoke. Date Adopted: /*O aco-1 ATTEST: Ste hanie M. Moor Mecre a y As fish , KA\My Documents \Susan Documents \Tegenkamp \Greater Roanoke Transit Authority \GRTC passenger fare increase.doc 2 e. Va��ey i June 18, 2007 C. Nelson Harris and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Subject: Proposed Fare Structure Change effective July 2, 2007 Dear President Harris and Members of the Board: Background: The Greater Roanoke Transit Company (GRTC) has experienced significant cost increases since the last fare increase in 1994, particularly in the last few years. Such cost increases include fuel costs, costs associated with GRTC's STAR Service, and labor costs. State and Federal funding have not been sufficient to keep up with such increases. Therefore, in order to be able to maintain GRTC's current level of service, GRTC's Budget Review Committee, which met on April 3, 2007, has concurred with the GRTC's General Manager's proposed budget for fiscal year 2007- 2008, which includes adjustments to GRTC's current fare structure. The following reflects the current and proposed fares: Tyne of Fare Current Price Proposed Price Basic Fare $ 1.25 $ 1.50 Discount Fare $ .60 $ .75 Students w /student I.D. 18yr. and younger $ .60 FREE Transfers FREE FREE Basic Monthly Unlimited Ride Pass $ 40.00 $ 48.00 Discount Monthly Unlimited Ride Pass $ 20.00 $ 24.00 Basic Weekly Unlimited Ride Pass $ 12.00 $ 14.00 Discount Weekly Unlimited Ride Pass $ 6.00 $ 7.00 STAR Fare $ 2.50 $ 3.00 STAR Monthly Unlimited Ride Pass $ 70.00 $ 84.00 Smartway Basic Fare $ 3.00 $ 3.00 Smartway Monthly Unlimited Ride Pass $100.00 $100.00 Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com N C. Nelson Harris, President and Members of the Board of Directors Proposed Fare Structure Change effective July 2, 2007 June 18, 2007 Page 2 Under requirements mandated by the Federal Transit Administration (FTA), GRTC properly advertised, both in newspapers of general circulation and in notices on the buses and within Campbell Court, that a Public Hearing on this matter would be held on May 16, 2007. The public hearing, which took place as scheduled, was the culmination of a thirty (30) day public comment period. GRTC also accepted written comments regarding the proposed fare structure change from citizens and passengers at the Campbell Court Transportation Center. A total of 13 written comments were received prior to and during the public hearing, and a total of 4 people spoke at the hearing. Following is a summary of the comments received: • Agree with the proposed fare structure change 4 (31%) • Agree, but would like to see increased operating hours 2 (15 %) • Would like to see any increase implemented in increments 1 (8 %) • if fares increase would like extended hours /service area 3 (23 %) • Oppose 3 (23 %) It should be noted that the above fare structure is slightly different from the fare structure that appeared in GRTC's public notices. The difference is that after the public notice was published, GRTC, The City of Roanoke, and Roanoke City Schools agreed to allow secondary school students 18yrs and younger with student IDs to ride GRTC buses free of charge. This program hopefully will assist Roanoke City Schools reduce student transportation costs, and help GRTC boost ridership due to students being educated to the benefits and ease of use of public transportation, and hopefully they will continue to use the system as they mature into adulthood. Therefore, this eliminated the need for GRTC's former Ride -on summer youth pass. Due to the fact that this was in effect a fare decrease, there was no need to re- advertise the public notice under FTA guidelines. C. Nelson Harris, President and Members of the Board of Directors Proposed Fare Structure Change effective July 2, 2007 June 18, 2007 Page 3 Consideration: Approval by the Board of Directors is required prior to implementing the above referenced fare structure change. Such fare structure change must also be approved/established by Roanoke City Council under Section 34 -22(a) of the City Code. If the Board, and the City Council, approves the change to the fare structure, it will take effect July 2, 2007. Recommendation: Board of Directors approve the proposed fare structure change as set forth above and authorize the General Manager to implement the required changes to take effect July 2, 2007, subject to approval by City Council. Respectfully submitted, David A. Morgan General Manager DAM/ch c: Vice President of Operations Treasurer Secretary Legal Counsel GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 14, 2007 C. Nelson Harris, President Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear President -Harris and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Monday, June 18, 2007, immediately following adjournment of the Annual Meeting of the Stockholders' which will convene at 1:30 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, Stephanie M. Moon Assistant Secretary SMM:ew pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General, Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 L: \CLERK\DATA \CKSM1 \GRTC.07 \Special Meeting Notice.doc 4. b. (. M June 18, 2007 C. Nelson Harris, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Subject: Request for closed meeting Dear President Harris and Members of the Board: This is to request that the GRTC Board convene a closed meeting to discuss the acquisition of real property for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of GRTC, pursuant to §2.2 -3711 (A)(3), of the Code of Virginia (1950), as amended. Sincerely, arlene L. Burc am Vice President f Operations DLB:snj c: William M. Hackworth, General Counsel Jesse A. Hall, Treasurer Stephanie M. Moon, Assistant Secretary Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com 4.0-, f GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 14, 2007 C. Nelson Harris Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: Article V, Officers, of the By -Laws of the Greater Roanoke Transit Company provides that the Board of Directors, promptly after their election each year, shall elect a President, one or more Vice - Presidents, a Secretary, a Treasurer and such other officers as the Board deems appropriate to serve for a term of one year each, commencing upon the date of their election and until their respective successors are elected and have qualified. Officers currently serving are: C. Nelson Harris, President Beverly T. Fitzpatrick, Jr., Vice - President Darlene L. Burcham, Vice - President of Operations Vacancy, Assistant Vice - President of Operations Vacancy, Secretary Stephanie M. Moon, Assistant Secretary Jesse A. Hall, Treasurer William M. Hackworth, Registered Agent Sincerely, Stephanie M. Moon Assistant Secretary SMM:ew pc: Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 L: \CLERK\DATA \CKSM1 \GRTC.07 \Election of Officers.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 16, 2008 C. Nelson Harris, President Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Tuesday, January 22, 2008, at 1:45 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia.) Sincerely, Stephanie M. Moon Secretary SMM:snh pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A..Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC 08 \Special Meeting Notice (011608).doc 4* GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 16, 2008 C. Nelson Harris, President Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Tuesday, January 22, 2008, at 1:45 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, k— - '-M' Db,-j Stephanie M. Moon Secretary SMM:snh pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC 08 \Special Meeting Notice (011608).doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 22, 2008 1:45 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of Minutes: Special meeting held on Monday, June 18, 2007. 4. Reports of Officers: a. General Manager: 1. Management Letter dated January 22, 2008. 2. Financial and Operating Report for the month of November 2007. 3. Authorization to file applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Virginia Department of Rail and Public Transportation for fiscal year 2008 -09. 4. Recommendation for appointment of a Budget Review Committee for fiscal year 2008 -09. 5. President: a. Recommendation to establish the Annual Meeting of the GRTC Stockholders will be held on Monday, June 16, 2008, at 1:45 p.m., in the City Council Chamber. 6. Other Business. 7. Adjournment. K: \GRTC 08 \Agenda - Jan. 22, 2008.doc MANAGEMENT UPDATE January 22, 2008 GRTC Service Updates 1) The Smart Way The Smart Way service, which began in August 2004, operates as commuter bus service Monday through Saturday between Downtown Roanoke and Virginia Tech, providing a transportation alternative to those who travel between the Roanoke and New River Valleys. Ridership continues to increase. For the first six months of the current fiscal year (July - December) ridership has increased 19% over the same period last fiscal year. See the attached chart for additional detail. 2) Valley Metro Valley Metro service also continues to see an increase in ridership. Ridership on Valley Metro's fixed route buses has increased 9% for the same period referenced above. See the attached chart for additional detail. Bus Stop Enhancement Program GRTC applied for and has been awarded Federal and State funding to initiate a bus stop enhancement program. Currently, GRTC is working with a local manufacturer to design and construct the bus stop shelters, which will be attractive, functional, and durable. Each shelter will be equipped with solar powered lighting for the safety and security of our passengers. Please see the attached photo. As previously reported, fifteen potential sites have been identified for the initial phase of the program. GRTC staff recently met with Bob Clement, Neighborhood Services Coordinator for the City of Roanoke, to help identify additional neighborhood locations. GRTC is currently in the process of working with the City of Roanoke to obtain all required permits, and installation of the shelters is scheduled to begin in the next few weeks. Additionally, GRTC staff is meeting with Susan Jennings, the City of Roanoke's Public Art Coordinator, to obtain the services of an artist to work with students from both William Fleming and Patrick Henry High School's art departments to design and construct the bus stop shelters that will be placed on those campuses. Free Fare for Students In July of 2007, GRTC began offering free fare for area students 18 years old and younger. As the Board may recall, this was an initiative that came out of the V.O.Y.C.E. meetings, which is intended to give area youth the ability to attend local events, programs, recreational activities and provide access to employment opportunities. This program has been extremely successful. Ridership data shows that student ridership has been increasing each month since the programs inception, with 26,086 students boarding in the month of December. GRTC is excited to provide this opportunity to the city youth. By providing exposure to transit today, hopefully they will be our passengers of the future. Greater Roanoke Transit Company PO Box 13247 o Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com s Land Acquisition Due to the proposed downtown trolley service, which is anticipated to begin in late summer of 2008, GRTC applied for and has been awarded a grant to expand the Roy Z. Meador operations, maintenance & administrative building located at 1108 Campbell Avenue S.E. GRTC staff has been working with the City of Roanoke's economic development office to purchase the vacant adjacent property for additional vehicle parking and storage. The current property owner has been contacted, and meetings will take place in the next few weeks to determine the owner's level of interest in selling this property. We will continue to keep the Board apprised of this project as the process moves forward. V Passengers -+ N N WS W A A CA O O O O O O Cl O O O O �4y '9G 9Gs� S� Oc 06,9 0 Ooh n Gat 06 a� h �al ✓G 7� ❑ ❑ n -n -n -n 0 CD O rn o m 0 0 z K CO) 3 0 0 W M a co N L D c m cn m v O 0 Z O C D ic O ^L W Q N 1 1 L 3 Average Daily Passengers N W -P CA O V 0o to O O O O O O O O O O G cD CD 1 O n CD W CD v T�• CL m Q O r ❑ ❑ ®" ❑ n t O O O O ..'Y• i �� � - t w. �y r 3 Z. �d F t - � 4 H S ti y: z. z 3 G cD CD 1 O n CD W CD v T�• CL m Q O r ❑ ❑ ®" ❑ n O O O O G cD CD 1 O n CD W CD v T�• CL m Q O r 4:a:2. GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Five Months Ending November 30, 2007 FY 08 FY 07 FY 08 ACTUAL ACTUAL BUDGET % OF FY 08 11/30/07 11/30/06 TOTAL BUDGET OPERATING INCOME Operating Revenue $804,137.89 $694,308.51 $1,885,911.00 Advertising Revenue 75,177.50 52,128.25 165,740.00 Non - Transportation Revenues 100,524.41 108,868.28 243,228.00 Total Income 979,839.80 855,305.04 2,294,879.00 OPERATING EXPENSES Labor - Hourly & Salary Fringe Benefits Services Materials & Supplies Utilities Insurance Costs Purchased Transportation Miscellaneous Expenses Total Expenses Net Loss Local Grants State Grants Federal Grants Total Subsidies 1,190,398.11 1,176,327.26 3,000,247.00 485,371.95 474,784.37 1,473,354.00 154,103.06 138,835.17 502,204.00 573,517.75 548,705.12 1,376,434.00 54,388.56 71,281.16 202,444.00 149,723.35 130,083.53 371,962.00 314,326.97 280,043.10 814,180.00 21,785.88 23,306.72 50,633.00 2,943,615.63 2,843,366.43 7,791,458.00 (1,963,775.83) (1,988,061.39) (5,496,579.00) 614,868.32 612,260.06 1,507,855.00 529,081.00 516,394.00 1,413,010.00 1,032,421.00 1,026,333.00 2,504,130.00 2,176,370.32 2,154,987.06 5,424,995.00 42.64% 45.36% 41.33% 42.70% 39.68% 32.94% 30.69% 41.67% 26.87% 40.25% 38.61% 43.03% 37.78% 35.73% 40.78% 37.44% 41.23% 40.12% Net Income (loss) 212,594.49 166,925.67 (71,584.00) (296.99 %) A` z \ ( ($ 0 [ k ) § $) 2 rt \( §. (� § !� \� )) k) (; i` § /) \ §� k� §] { § ) } ) § n \ k � _ a f } § } 5 ( ) } d » \ ! 2 @ § } @ k ) ) ! » a Z a O O a a R ry vhi O M N r W Q M C tlD N .Qr O a w N A N Q N W ^ v M Q ^ 00 O 00 N O Gn N a C9 ti O M M b ui O O n N ^ b O Cn t7 O O N M O �„� b M r d M ORO N R Q h OD b � OC •� ti ti N R N M � O p O ? D O O b yy f n V O. N r a O % O � O •.+ N � �. 0��0 T OhRO N Q M v � N N ^ .�-i d o h e M N h o h �p h N ti NI N 00 K O r p ^ a N a h h N M N N R N Im G O R h QIN[y OiMO 40 M N M a N P vq�i � O O 00 M � N a N R Q N Q G w O z .ti ti v c 9 z g a w a W z w as u w z<�$ a z o a ee w w a s w e a a c a > O E F F a a VARIANCE REPORT For the Period November 2007 STATISTICAL ANALYSIS Revenue Passenger /Operating Day- the percentage of revenue passengers compared to revenue days increased due to an increase in total passengers compared to the average. Crashes per 100,000 Miles- the number of crashes per miles decreased because of a decrease in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles per roadcall increased due to a decrease in the number of roadcalls compared to the average. Complaints /Operating Day-percentage of complaints decreased because of a decrease in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. December 19, 2007 C. Nelson Harris, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Subject: Steel Wheel Trolley Project Update GRTC has been working with the Virginia Department of Rail and Public Transportation (DRPT) in an effort to advance the progress of the proposed streetcar project along the Jefferson Street corridor. To this end, GRTC's General Manager, Dave Morgan, and Board Member, Bev Fitzpatrick, recently traveled to Washington, D. C. and met with the Federal Transit Administration (FTA) to review the project and the FTA New Start requirements. Following is a brief summary of the information received on the project. To be awarded FTA New Start funds, GRTC will be required to complete several studies, which include traffic analysis, zone, and land -use analyses of the corridor. In addition, GRTC will need to develop ridership models for the proposed streetcar project. These studies will be used to illustrate the user benefit of the project. GRTC will be working with the Roanoke Valley Alleghany Regional Commission (RVARC) and the City Planning Department to obtain this information. Once approved by FTA, they will then require GRTC to conduct an alternative analysis and an environmental impact study. Upon completion, FTA will then rate the proposed streetcar project. The project must receive a medium or higher rating to be considered for FTA funding. Should the project achieve such ratings, then it will move to the design and engineering phase and finally to construction. The estimated timeline to complete all the above is approximately 3 -7 years. The initial funding for the above mentioned studies is being provided in part by a State Technical Assistance Grant and GRTC reserve funds. Additional funding is being applied for by the City Planning Department. GRTC will be applying for additional State funds as we move forward, which are all subject to availability. This creates the variation in the project timeline. Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 www.valleymetro.com C. Nelson Harris, President, and Members of the Board of Directors Steel Wheel Trolley Project Update December 19, 2007 Page 2 In GRTC's Conceptual Analysis, which was conducted in 2004, it. was estimated that this project would cost $17 million. As building and construction costs escalate, it is now-anticipated that this project will be approximately $25 million by 2013. GRTC will be working with our local Congressional representatives during next year's session as we seek Earmarks for this project. We will also be competing for FTA approval with other transit systems around the country with similar funding requests. It is recommended by FTA that providing over 50% of the cost locally will greatly improve the opportunity for receiving.Federal funding. That said as we move through the FTA process, in the next few years it is anticipated that GRTC will need a commitment from the City of Roanoke and the private sector for an estimated $12 -13 million before FTA will approve funding. GRTC staff has been working diligently to move the proposed Streetcar project forward. However, given the amount of local funding required, what are your opinions on whether or not to pursue this project, and if so, in what time frame? I would appreciate a response from each of you no later than two weeks from the date of this letter. Should you have any questions, or wish to discuss the project further, please feel free to contact me. C. Vice President of Operations Secretary Treasurer Legal Counsel Respectfully submitted, David A. Morgan General Manager GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 23, 2008 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: am attaching copy of a resolution authorizing the filing of applications and acceptance and execution of appropriate agreements for operating and capital financial assistance for Fiscal Year 2008 -2009 with the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation, upon certain terms and conditions. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Tuesday, January 22, 2008. Sincerely, U9401� * M. rvt� Stephanie M. Moon Secretary SMM:ew. Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K: \GRTC \GRTC 08\JANUARY 22 08 GRTCCORRESP.DOC BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING THE FILING OF APPLICATIONS AND THE ACCEPTANCE AND EXECUTION. OF APPROPRIATE AGREEMENTS FOR OPERATING AND CAPITAL FINANCIAL ASSISTANCE FOR FISCAL YEAR 2008 -2009 WITH THE FEDERAL TRANSIT ADMINISTRATION AND THE COMMONWEALTH OF VIRGINIA DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION UPON CERTAIN TERMS AND CONDITIONS. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company that the Company's General Manager and Secretary are authorized to execute and attest, respectively, in a form approved by General Counsel, appropriate applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation for the fiscal year 2008 -2009 and further to accept and execute the necessary operating grant agreements and capital grant agreements, in a form approved by General Counsel, all as more particularly set forth in the report of the General Manager to this Board dated January 22, 2008. ATTEST: Date Adopted: e 4.a.3. Greater Roanoke Transit Company Board of Directors Meeting January 22, 2008 C. Nelson Harris, President, and Members of the Board of Directors Roanoke, Virginia Dear President Harris and Members of the Board: Subject: Federal Transit Administration Operating and Capital Financial Assistance, and Commonwealth of Virginia Operating and Capital Financial Assistance for fiscal year 2008 -2009. Background: Financial assistance has been provided to GRTC by the Federal Transit Administration (FTA) and the Commonwealth of Virginia Department of Rail and Public Transportation ( VDRPT) during previous fiscal years for certain operating and capital expenses. Under FTA regulations, GRTC is eligible for federal operating funds, which cannot exceed 50% of its proposed operating deficit. In fiscal year 2008 -2009 GRTC will apply for the maximum amount allowed in federal operating and capital financial assistance. During the current fiscal year, the amount of federal operating assistance GRTC will receive is approximately $2,504,130.00. In addition, GRTC is eligible for approximately $1,212,967.00 in operating assistance from the Virginia Department of Rail and Public Transportation. The deadline for filing the applications for the above referenced assistance for FY08 -09 is February 1, 2008. Recommendation: Authorize the General Manager to.file applications requesting the maximum operating and capital financial assistance from FTA and VDRPT for fiscal year 2008 -2009, and to accept and execute the necessary grant agreements in a form approved by legal counsel. Respectfully submitted, David A. Morga/� General Manager C. Vice President of Operations Legal Counsel Treasurer Secretary Greater Roanoke Transit Company PO Box 13247 o Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 23, 2008 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: am attaching copy of a resolution authorizing the filing of applications and acceptance and execution of appropriate agreements for operating and capital financial assistance for Fiscal Year 2008 -2009 with the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation, upon certain terms and conditions. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Tuesday, January 22, 2008. Sincerely, N . Stephanie M. Moon Secretary SMM:ew Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K: \GRTC \GRTC 08\JANUARY 22 08 GRTCCORRESP.DOC BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING THE FILING OF APPLICATIONS AND THE ACCEPTANCE AND EXECUTION OF APPROPRIATE AGREEMENTS FOR OPERATING AND CAPITAL FINANCIAL ASSISTANCE FOR FISCAL YEAR 2008 -2009 WITH THE FEDERAL TRANSIT ADMINISTRATION AND THE COMMONWEALTH OF VIRGINIA DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION UPON CERTAIN TERMS AND CONDITIONS. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company that the Company's General Manager and Secretary are authorized to execute and attest, respectively, in a form approved by General Counsel, appropriate applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation for the fiscal year 2008 -2009 and further to accept and execute the necessary operating grant agreements and capital grant agreements, in a form approved by General Counsel, all as more particularly set forth in the report of the General Manager to this Board dated January 22, 2008. Date Adopted: a a avof ATTEST: /�eTr itary 4.a.3. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 23, 2008 Alfred T. Dowe, Jr., Board Member Beverly T. Fitzpatrick, Jr., Board Member Darlene L. Burcham, Vice - President of Operations Jesse A. Hall, Treasurer Dear Ms. Burcham and Gentlemen: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Tuesday, January 22, 2008, you were reappointed as members of the fiscal year 2008 -09 Budget Review Committee. Sincerely, Stephanie M. Moon Secretary SMM:ew pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Gary E. Tegenkamp, Assistant General Counsel, GRTC K: \GRTC \GRTC 08WANUARY 22 08 GRTCCORRESPLOC rd Greater Roanoke Transit Company Board of Directors Meeting January 22, 2008 C. Nelson Harris, President, and Members of the Board of Directors Roanoke, Virginia Dear President Harris and Members of the Board: Subject: Appointment of Fiscal Year 2008 -2009 Budget Review Committee Background: Annually management prepares a proposed operating budget for the next fiscal year's operation of the transit system. This proposed budget requires approval by the Board of Directors. In order to review the proposed budget, a budget review committee has been established by the Board of Directors. The budget review committee is usually comprised of two (2) members of the Board, and two (2) Officers of the company. The fiscal year 2007 -2008 Budget Review Committee was composed of the following: Alfred T. Dowe, Jr., Board Member Beverly T. Fitzpatrick, Jr., Board Member Jesse A. Hall, Treasurer Darlene L. Burcham, Vice- President of Operations Recommendation: Appoint two (2)- members of the Board and two (2) Officers of the company to serve as the Fiscal Year 2008 -2009 Budget Review Committee to review the proposed budget. . Respectfully submitted, David A. Morgan- General Manager C. Vice- President of Operations Treasurer Secretary Legal Counsel Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 • www.valleymetro.com GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 23, 2008 C. Nelson Harris, President Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: The Annual Meting of the Stockholders of the Greater Roanoke Transit Company will be held on Monday, June 16, 2008, at 1:45 p.m., in the City Council Chamber, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. Sincerely, Sheila N. Hartman Assistant Secretary :snh pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Stephanie M. Moon, Secretary, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 i KAGRTC 08\L -Board (Stockholders' Meeting - June 08).doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 22, 2008 Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason David B. Trinkle Brian J. Wishneff Dear Members of the Board: 5.a. ' Paragraph I, Article II of the By -Laws of the Greater Roanoke Transit Company provide that the Annual Meeting of the Stockholders will be held during the month of June each year at a day, time and place to be from time to time fixed by the Board of Directors. With your concurrence, I respectfully recommend that the Annual Stockholders' Meeting be held on Monday, June 16, 2008, at 1:45 p.m., in the City Council Chamber. Sincerely, C. Nelson Harris President CNH:snh PC: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Stephanie M. Moon, Secretary, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC 08T- Scheduling Stockholders' Meeting (Pres).doc 1" GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS April 3, 2008 C. Nelson Harris, President Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason Alvin L. Nash David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Monday, April 7, 2008, at 1:45 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, *Zt'6� Stephanie M. Moon Secretary SMM:snh PC: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC 08 \Special Meeting Notice (04- 07- 08).doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS April 7, 2008 1:45 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of Minutes: Special meeting held on Monday, January 22, 2008. 4. Reports of Officers: a. General Manager: 1. Management Update dated April 7, 2008. 2. Financial Operating Report for the month of February 2008. 3. Authorization to execute a contract for the purchase of four trolley -style buses from National Bus Sales & Leasing, Inc. 5. Other Business. 6. Adjournment. K: \GRTC 08 \Agenda - April 7, 2008.doc �_ Va�♦ey a MANAGEMENT UPDATE April 7, 2008 GRTC Service Updates 1) The Smart Way The Smart Way service, which began in August 2004, operates as commuter bus service Monday through Saturday between Downtown Roanoke and Virginia Tech, providing a transportation alternative to those who travel between the Roanoke and New River Valleys. Ridership continues to increase. For the nine months of the current fiscal year (July - March) ridership has increased 25% over the same period last fiscal year. See the attached chart for additional detail. 2) Valley Metro Valley Metro service also continues to see an increase in ridership. Ridership on Valley Metro's fixed route buses has increased 11.4% for the same period referenced above. See the attached chart for additional detail. Vallev Metro Roadeo Team Wins State Competition Valley Metro's team of bus operators and mechanics won top honors at the 20'' annual Virginia Transit Roadeo, which was held March 29th and 30`h in Blacksburg. The event sponsored by the Virginia Transit Association and the Virginia Department of Rail and Public Transportation tests the skills and knowledge of participants on numerous subjects pertaining to the safe operation and maintenance of city transit buses. Valley Metro's operator team won the best overall operator team award, and operator Jimmy Carter, a 33 year veteran, won first place in the bus operator competition. Mr. Carter will be going to Austin, Texas on May 4th to represent Virginia (and Valley Metro) at the international bus roadeo. Other members of Valley Metro's team included Kaye Hairston, Ricky Joseph, Nathaniel Craig, Doug Thompson, Sr., Wayne Thompson and Chris Vilagi. Free Fare for Students In July of 2007, GRTC began offering free fare for area students 18 years old and younger. As the Board may recall, this was an initiative that came out of the V.O.Y.C.E. meetings, which is intended to give area youth the ability to attend local events, programs, recreational activities and provide access to employment opportunities. This program continues to be extremely successful with 25,121 hoardings by youth 18 & under in the month of March. (See attached chart for additional details). Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com Passengers N N W W 4N. I A U1 O O O O O O O O O O O �Gy '9G 9GS� SS Oc fo� O @� g 062 a2 �d�ch �a y �S ❑ ❑ 13 0 O °01)° w 4x ❑ ❑ 13 0 O °01)° 3 O CO) VI 3 as w _M f�A V C� Average Daily Passengers N W A m 07 V co to O O O O O O O O O O O O O O O O O O O -Zbm to M M 7 V S T O N a� > r •7 r x ° ,rT. $t ♦ x CD A 0 cr W v •Y YI O e* ® ❑ ❑ 0 s, OD V O CJt P f L f � v . x. 4 Jr CD A 0 cr W v •Y YI O e* ® ❑ ❑ 0 OD V O CJt P CD A 0 cr W v •Y YI O e* L C `G D c cfl m v O 5. 3 Z = 0 v CD n v CD a m No. of Passengers s -& N N W O O O O 00 O O O C 0o 90 C O CL 1 1 13 y GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Eight Months Ending February 29, 2008 FY 08 FY 07 FY 08 ACTUAL ACTUAL BUDGET % OF FY 08 02/29/08 02/28/07 TOTAL BUDGET OPERATING INCOME Operating Revenue $1,308,179.29 $1,118,758.77 $1,885,911.00 69.37% Advertising Revenue 117,471.50 83,199.50 165,740.00 70.88% Non - Transportation Revenues 168,525.42 219,895.29 243,228.00 69.29% Total Income 1,594,176.21 1,421,853.56 2,294,879.00 69.47% OPERATING EXPENSES Labor - Hourly & Salary 1,932,443.94 1,798,496.39 3,000,247.00 64.41% Fringe Benefits 850,383.44 817,155.66 1,473,354.00 57.72% Services 244,626.38 223,861.60 502,204.00 48.71% Materials & Supplies 945,175.95 839,442.15 1,376,434.00 68.67% Utilities 132,566.97 149,686.78 202,444.00 65.48% Insurance Costs 239,469.72 212,290.50 371,962.00 64.38% Purchased Transportation 504,568.29 442,529.36 814,180.00 61.97% Miscellaneous Expenses 34,865.61 32,518.26 50,633.00 68.86% Total Expenses 4,884,100.30 4,515,980.70 7,791,458.00 62.69% Net Loss (3,289,924.09) (3,094,127.14) (5,496,579.00) 59.85% Local Grants 1,031,821.85 981,511.71 1,507,855.00 68.43% State Grants 844,105.00 834,584.00 1,413,010.00 59.74% Federal Grants 1,685,090.00 1,580,509.00 2,504,130.00 67.29% Total Subsidies 3,561,016.85 3,396,604.71 5,424,995.00 65.64% Net Income (loss) 271,092.76 302,477.57 (71,584.00) (378.71 %) ki % k z § § « ( 9 2 2) .c ' ! § e@ , t ! , § ! c | ° ) ° § C4 « � §« 2 § \ § \ \ ) \ ƒ � 2 ) Ilk } a V1 O� tV ehry � N e1 WN w a an tV a pwp� n O w a z a w N O CO h o0 CA h N M h n N O d pM h d OD O fV w M WW w h a d a Sapp n �dQ M � Q S M M d b •� a O O en M � O� O t� M 00 00 NM. N h M N d eN�f V } a gyp N H OD M N � M 'JC OD GO O N Wti W ^ aW z a a W o m a ZZ o F b Z 09 0 a o z ,�s�y fry rr� aa z o w .a ZW o w a w a a S, VARIANCE REPORT For the Period February 2008 STATISTICAL ANALYSIS Revenue Passenger /Operating Day- the percentage of revenue passengers compared to revenue days increased due to an increase in total passengers compared to the average. Crashes per 100.000 Miles- the number of crashes per miles decreased because of a decrease in the number of crashes per 100,000 miles traveled compared to the average. All Miles/Roadcalls -the number of all miles per roadcall increased due to a decrease in the number of roadcalis compared to the average. Complaints /Operating Day- percentage of complaints increased because of an increase in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. {;� l Greater Roanoke Transit Company . Board of Directors Meeting April 7, 2008 C. Nelson Harris, President, and Members of the Board of Directors Roanoke; Virginia Dear President Harris and Members of the Board: Subject: Contract for purchase of four trolley -style buses from National Bus Sales & Leasing, Inc. Background: For the purpose of procuring four trolley -style buses, The Greater Roanoke Transit Company (GRTC) has applied for and received grants from the Federal Transit Administration (FTA) and the Virginia Department of Rail and Public Transportation (VDRPT) in an amount that totals $1,000,000.00. This amount includes $200,000.00 in required local matching funds, which the City of Roanoke has agreed to provide. These buses, which resemble a trolley car on the exterior, are to be used in the new downtown circulator route that will provide service between Downtown Roanoke, the Riverside Centre for Research and Technology, and Carilion Roanoke Memorial Hospital. This new service is anticipated to begin operation in the fall of 2008. On March 3, 2008, GRTC issued an Invitation for Bids (IFB) for the above referenced buses. Bids were properly advertised and also sent to the major trolley bus providers, which included Rohrer Bus Sales, Sonny Merryman, Inc., North American Bus Industries and National Bus Sales & Leasing, Inc. GRTC received two responses to the IFB. National Bus Sales & Leasing, Inc. was the respondent with the lowest responsible and responsive bid, which was $219,728.00 per bus, for a total bid of $878,912.00. Consideration: Authorization is needed for the General Manager to enter into a contract for the purchase of four trolley -style buses from National Bus Sales & Leasing, Inc. as referenced above. Greater Roanoke Transit Company PO Box 13247 Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 www.valleymetro.com f C. Nelson Hams, President, and Members of the Board of Directors Contract for purchase of four trolley -style buses from National Bus Sales & Leasing, Inc. April 7, 2008 Page 2 Recommendation: Board of Directors accept the bid as set forth above and authorize the General Manager to enter into a Contract with National Bus Sales & Leasing, Inc. for the purchase of four trolley -style buses in the total amount of $878,912.00 as summarized above, and in a . form approved by Legal Counsel. Furthermore, authorize the General Manager to take such actions and execute such documents as may be necessary to implement, administer, and enforce such Contract. DAM /ch C. Vice President of Operations Treasurer Secretary Legal Counsel Respectfully submitted, David A. Morgan General Manager GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS V• : RI David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: am attaching copy of a resolution accepting the bid of National Bus Sales & Leasing, Inc. to supply four trolley -style buses to the Greater Roanoke Transit Company, upon certain terms and conditions, and awarding a contract therefore; and authorizing Greater Roanoke Transit Company's General Manager to execute the requisite contract for such buses and to take such further action as may be necessary to implement, administer, and enforce such contract. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, April 7, 2008. Sincerely, U410"- '*rn, Stephanie M. Moon Secretary SMM:ew Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC Jesse A. Hall, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K: \GRTC \GRTC 08\APRIL 7 2008 CORRESPONDENCE.DOC L BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION ACCEPTING THE BID OF NATIONAL BUS SALES & LEASING, INC. TO SUPPLY FOUR TROLLEY -STYLE BUSES TO THE GREATER ROANOKE TRANSIT COMPANY, UPON CERTAIN TERMS AND CONDITIONS AND AWARDING A CONTRACT THEREFORE; AND AUTHORIZING GRTC'S GENERAL MANAGER TO EXECUTE THE REQUISITE CONTRACT FOR SUCH BUSES AND TO TAKE SUCH FURTHER ACTION AS MAY BE NECESSARY TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH CONTRACT. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: 1. The bid of National Bus Sales & Leasing, Inc. in the total amount of $878,912.00 for supplying to GRTC four trolley -style buses as is more particularly set forth in the General Manager's report dated April 7, 2008, to this Board, such bid being in full compliance with GRTC's plans and specifications made therefore and as provided in the contract documents offered said bidder, which bid is on file in GRTC's Offices, be and is hereby ACCEPTED. - 2. The General Manager is hereby authorized, on behalf of GRTC, to execute the requisite Contract with the successful bidder, based on its proposal made therefore and GRTC's specifications made therefore, such Contract to be in such form as is approved by the GRTC's General Counsel. 3. The General Manager is further authorized to take such actions and execute such documents as may be necessary to implement, administer, and enforce such Contract. Date: AID o Q ATTEST: ;y Step nie ML,Moon, Sbo etar GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS April 8, 2008 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: am attaching copy of a resolution accepting the bid of National Bus Sales & Leasing, Inc. to supply four trolley -style buses to the Greater Roanoke Transit Company, upon certain terms and conditions, and awarding a contract therefore; and authorizing Greater Roanoke Transit Company's General Manager to execute the requisite contract for such buses and to take such further action as may be necessary to implement, administer, and enforce such contract. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, April 7, 2008. Sincerely, Stephanie M. Moon Secretary SMM:ew Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC Jesse A. Hall, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K: \GRTC \GRTC 08\APRIL 7 2008 CORRESPONDENCE.DOC 1' BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION ACCEPTING THE BID OF NATIONAL BUS SALES & LEASING, INC. TO SUPPLY FOUR TROLLEY -STYLE BUSES TO THE GREATER ROANOKE TRANSIT COMPANY, UPON CERTAIN TERMS AND CONDITIONS AND AWARDING A CONTRACT THEREFORE; AND AUTHORIZING GRTC'S GENERAL MANAGER TO EXECUTE THE REQUISITE CONTRACT FOR SUCH BUSES AND TO TAKE SUCH FURTHER ACTION AS MAY BE NECESSARY TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH CONTRACT. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: 1. The bid of National Bus Sales & Leasing, Inc. in the total amount of $878,912.00 for supplying to GRTC four trolley -style buses as is more particularly set forth in the General Manager's report dated April 7, 2008, to this Board, such bid being in full compliance with GRTC's plans and specifications made therefore and as provided in the contract documents offered said bidder, which bid is on file in GRTC's Offices, be and is hereby ACCEPTED. 2. The General Manager is hereby authorized, on behalf of GRTC, to execute the requisite Contract with the successful bidder, based on its proposal made therefore and GRTC's specifications made therefore, such Contract to be in such form as is approved by the GRTC's General Counsel. 3. The General Manager is further authorized to take such actions and execute such documents as may be necessary to implement, administer, and enforce such Contract. Date: 7 A0 0 Q ATTEST: Stephanie N1' Moon, Se6retart 1%0- GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS U6711FOWS i: Alvin L. Nash Director Greater Roanoke Transit Company Roanoke, Virginia Dear Mr. Nash: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, April 7, 2008, you were appointed as a Director of the Greater Roanoke Transit Company, to fill the. unexpired term of Alfred T. Dowe, Jr., ending June 30, 2008. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Gary E. Tegenkamp, Assistant General Counsel, GRTC K: \GRTC \GRTC 08\APRIL 7 2008 CORRESPONDENCE. DOC GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 12, 2008 C. Nelson Harris, President Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason Alvin L. Nash David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Monday, June 16, 2008, immediately following adjournment of the Annual Meeting of the Stockholders' which will convene at 1:45 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, —A t�bn , w�b� Stephanie M. Moon Secretary SMM:ew pc: The Honorable David A. Bowers, Mayor -Elect Court G. Rosen, Council Member -Elect Anita J. Price, Council Member -Elect Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Jesse A. Hall, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC.08 \Special Meeting Notice.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 16, 2008 IMMEDIATELY FOLLOWING ADJOURNMENT OF THE ANNUAL MEETING OF THE STOCKHOLDERS WHICH WILL CONVENE AT 1:45 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of Minutes: Special meeting held on April 7, 2008. 4. Reports of Officers: a. General Manager: 1 . Management Letter dated dune 16, 2008. 2. Financial and Operating Report for the month of May 2008. 3. Authorization to execute an agreement for an access bridge to GRTC parking garage and associated air rights at Campbell Court Transportation Center. b. Secretary: 1. Election of Officers. 5. Reports of Committees: a. Recommendation for approval of the Fiscal Year 2008 -2009 Operating Budget. Vice - President Beverly T. Fitzpatrick, .Jr. 6. Other Business. 7. Adjournment. KAGRTC 08Wgenda - June 18. 2007 GRTC.doc MANAGEMENT UPDATE June 16, 2008 GRTC Service Updates 4.a.1. 1) The Smart Way The Smart Way operates as commuter bus service Monday through Saturday between Downtown Roanoke and Virginia Tech, providing a transportation alternative to those who travel between the Roanoke and New River Valleys. Ridership continues to increase. For the eleven months of the current fiscal year (July - May) ridership has increased 29% over the same period last fiscal year. See the attached chart for additional detail. 2) Valley Metro Valley Metro service also continues to see an increase in ridership. Ridership on Valley Metro's fixed route buses has increased 13.2% for the same period referenced above. See the attached chart for additional detail. Smartway Bus Will Soon Have Wi -Fi Valley Metro's Smartway commuter bus, which operates between the Roanoke Valley and the New River Valley, will soon give its passengers the ability to surf the internet while traveling on the bus. Passengers will be able to check and send e- mails, download and transfer files, and view streaming multi -media from any Wi -Fi enabled device, which includes laptop computers, PDA's and cell phones. The equipment should be installed in the buses and operational by the end of June. Valley Metro Bus Operator Participates in International Roadeo Valley Metro bus operator, Jimmy Carter, recently represented the State of Virginia and Valley Metro in the International Bus Roadeo competition, which was held in Austin, Texas. Mr. Carter earned the trip, which was sponsored by the Virginia Transit Association and the Virginia Department of Rail and Public Transit, by taking first place in the bus operator competition at the 20'h annual Virginia Transit Roadeo, which was held March 29th and 30'x' in Blacksburg. The competition tests the skills and knowledge of participants on numerous subjects pertaining to the safe operation and maintenance of city transit buses. Mr. Carter finished 10'h in the event. Free Fare for Students In July of 2007, GRTC began offering free fare for area students 18 years old and younger. As the Board may recall, this was an initiative that came out of the V.O.Y.C.E. meetings, which is intended to give area youth the ability to attend local events, programs, recreational activities and provide access to employment opportunities. This program continues to be extremely successful with 29,669 boardings by youth 18 & under in the month of May. (See attached chart for additional details). Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com Bus Stop Analysis Program This summer GRTC will be initiating a Bus Stop Analysis Program to review current bus stop locations, and identify any areas which may be under or over served. GRTC has applied for a grant from the Virginia Department of Rail and Public Transit to provide funding for this initiative. GRTC's goal is enhance customer service, and reduce fuel consumption by eliminating any unnecessary stops. J Passengers O O O O O O O O O O O O O �G 9Gs� s� 60 r o 6or �oL aor Oo cco a� ob �dre h day n -n - � ic O Z N 3 �G W N Q O y low' C- c 1< D c va M v O 0 z 0 G v cu 0 0 3 s w CD Q v D v Z m c c m Average Daily Passengers N W A Ui O v 00 co O O O O O O O O O r� cn O O O O Ck O O O O �- ® -- o ❑ a o 0 0 0 0o v 0) Cst j' cD cD 0 D C 0 v <D y S Cr 0 0 No. of Passengers � p p' O O O O 00 O O O O O O O O L C �G D c cQ cn m O 0 Z 0 O 0 CD rt n s L CD cr i11 D O c r4 90 C C. 3 °a N t , a t. Yr `S S - { So I � I �,. 5 It t y O c r4 90 C C. 3 °a N OPERATING INCOME GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Eleven Months Ending May 31, 2008 FY 08 FY 07 FY 08 ACTUAL ACTUAL BUDGET 05/31/08 05/31/07 TOTAL Operating Revenue Advertising Revenue Non - Transportation Revenues Total Income OPERATING EXPENSES Labor - Hourly & Salary Fringe Benefits Services Materials & Supplies Utilities Insurance Costs Purchased Transportation Miscellaneous Expenses Total Expenses Net Loss Local Grants State Grants Federal Grants Total Subsidies Net Income (loss) $1,784,210.19 163,456.50 229,539.29 2,177,205.98 4.a.2. % OF FY 08 BUDGET $1,517,323.17 $1,885,911.00 94.61% 116,104.75 165,740.00 98.62% 304,777.44 243,228.00 94.37% 1,938,205.36 2,294,879.00 94.87% 2,585,115.74 2,535,393.49 3,000,247.00 86.16% 1,136,732.39 1,132,536.78 1,473,354.00 77.15% 335,563.42 314,000.21 502,204.00 66.82% 1,262,333.20 1,121,608.08 1,376,434.00 91.71% 199,003.95 212,435.49 202,444.00 98.30% 300,010.53 294,022.30 371,962.00 80.66% 649,052.06 638,907.78 814,180.00 79.72% 42,503.59 43,508.50 50,633.00 83.94% 6,510,314.88 6,292,412.63 7,791,458.00 83.56% (4,333,108.90) (4,354,207.27) (5,496,579.00) 78.83% 1,294,551.80 1,375,070.65 1,507,855.00 85.85% 1,055,154.00 1,151,407.00 1,413,010.00 74.67% 2,137,453.00 2,269,875.00 2,504,130.00 85.36% 4,487,158.80 4,796,352.65 5,424,995.00 82.71% 154,049.90 442,145.38 (71,584.00) (215.20 %) a Q w V Q FL � a rTi O a r } �i iL N a a o 7 Z N a n a w Ci C w � N x w r N z C m o O N U O a w N F y ^ � N a r7 O h z } a � N a R R N N N N N eq�f N ti OMO d' O M b N a M M .-i M N N A N M 00 GO ti H Q R •-� M OD M ^ M M q b M W 00 ^ H b N M N M N eD�D Q T p �p b 00 b OD N M R t�+1 It N m p ti p M -ti O O O N O eV C M 00 a ti M n N R M q et M R en O vI. N M O ^ ^ M W 00 N N R a C � � � � � W ''T� a }W `� � C ^FJ > � � F F t-� F F amy vii `.4' ?OS ["' X Fa• I ;�� . e , ! _ ) $) ! 2 | _ § \ \ 2 � � , ) ; . \ ) \ ; a k� \ ( � � � � e§ �\ ( % / \ � � � ]■ g ® � � k � � � § d� ` ° ° ` ' - §• {� } } 2 � � � ® )« � \ � � , �k � � } � � . ( � � � ; � ; _ k® @ � � � � � � ` \� § � � � � � � � ) � � � k � � � ( � } ) § � � § � 2 ;� ( � . i , ) ) � � � 2 ( 7 k � � � � � \ ° � k § 7 k � 2 ° [ § _ ` » _ ` � 2 � 2 \ � \ ! \ # ) § 2 # q § ) ] 2 ] % i @ ) \ � \ � @ § � k ! � � ) ! \ \ § § ( ( § \ \ ] « » 8 -1, VARIANCE REPORT For the Period April 2008 STATISTICAL ANALYSIS Revenue Passenger /Operating Day- the percentage of revenue passengers compared to revenue days increased due to an increase in total passengers compared to the average. Crashes per 100,000 Miles- the number of crashes per miles decreased because of a decrease in the number of crashes per 100,000 miles traveled compared to the average. All Miles /Roadcalls -the number of all miles per roadcall decreased due to an increase in the number of roadcalls compared to the average. Complaints /Operating Day- percentage of complaints increased because of an increase in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. June 16, 2008 C. Nelson Harris, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Harris and Members of the Board: Subject: Agreement with The Hancock Building, LLC, for access bridge to GRTC parking garage and associated air rights at Campbell Court Transportation Center Background: The Greater Roanoke Transit Company (GRTC) owns the Campbell Court Transportation Center located at 17 -31 Campbell Avenue, S.W., which includes a 105 space parking garage. This GRTC parking garage is not a part of any City owned or operated Parking Garages or Facilities or subject to participation or inclusion in any City parking programs or policies. GRTC rents parking spaces to the public on a monthly basis. Adjacent to Campbell Court is the newly renovated Hancock Building, which was recently completed, and contains 58 apartments. The owner of the Hancock Building, The Hancock Building, LLC, has approached GRTC staff about allowing a connection between the Campbell Court Transportation Center Parking Deck and the Hancock Building. This would allow the tenants of the Hancock Building access to the convenient parking spaces adjacent to their apartments. All that would be required from GRTC would be to remove an approximately three foot section of cinder block wall that is approximately four feet tall and to re- stripe the parking spaces so that no parking spaces would be lost. The owners of the Hancock Building have offered to pay for the expense involved in the above referenced action. However, due to the fact that there is an approximately two foot vacant "alley" between the two structures, there would be a need to place a pedestrian bridge over this alley in order to link the two structures. Again, the owners of the Hancock Building have offered to build and place the bridge. See Exhibit 1, which illustrates the bridge and visually shows the vacant alley. GRTC staff is supportive of this proposal. By agreeing to the connection between the two buildings, demand for parking on GRTC's Parking Deck would remain strong. However, it has been made clear to the owners of the Hancock Building that monthly parking for the tenants is not guaranteed, and would only be made available to such tenants on the same basis as such spaces are made available to members of the Greater Roanoke Transit Company PO Box 13247 ■ Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com C. Nelson Harris, President, and Members of the Board of Directors June 16, 2008 Page 2 However, due to the fact that the Hancock Building does not own the entire alley, The Hancock Building, LLC, will need in addition to an agreement allowing access to the Parking Deck, use of GRTC's air rights over the part of the alley GRTC owns. Consideration: Authorization is needed for the General Manager to negotiate and enter into a Revocable License or Permit Agreement between GRTC and The Hancock Building, LLC, for the purpose of allowing the connection between the two buildings mentioned above, and granting use of GRTC's air rights over the vacant alley between the two buildings. Recommendation: Board of Directors authorize the General Manager to negotiate and enter into a Revocable License or Permit Agreement with The Hancock Building, LLC, upon such terms as the General Manager deems appropriate, allowing the connection of a pedestrian bridge from the Hancock Building to the above mentioned GRTC Parking Deck and use of GRTC's air rights, all as set forth above. Furthermore, authorize the General Manager to take such actions and execute such documents as may be necessary to implement, administer, and enforce the above mentioned Agreements. DAM /ch C. Vice President of Operations Treasurer Secretary Legal Counsel Respectfully submitted, o� David A. Morgan General Manager $, ' �'` a��. *< c4'��a. mss..• , .r _r. h P.. »,. .:c � � k `'3„H�"rwx4:�" b t ? � -a - p s"•+ d' S ?F a ar � > � �G �' Y '� �, � e.° x � 7 _ ��y'F'�fi "'-r+. � �. 4` y.yr z r� s a 6� �s3 t. IRV h 2g,. .r � �� �. � a9! e. E a`�' i ,�� F+.� ax•: ra�a"s � � s'''r r �' �' `. r � ``t' .� t`s' `''�^''�€£' n �' � • 3P...� x, r",7re� "rx 5 Ogg; i`= S ,„' •�s�"�6} a.�.s.�..�+ �i - tr� xr ryas 3 a �4 3 x z > t e .x,x" � �a`"" � ,'% t � �i,a y sax A,x �s 5 {;h Aga, ol ��t�a°aF'+ -yasftzk.�,' yw , ' � .s��` ,., �xi,�r 6 , > " d t , ! s yi£ Mm" ti's v � �` t. •� ��a��� .3'.?: ° 3a �i,'stcua�4x.�` z ��. =, �..: �b'. ,�iF X'` � P.. , `tkd' V, G V sx Y i z�,� �v� "� �.1r��. � tk �c �' i(�•#12+5;^�r��tl".. 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Ls"'` _{ `x`x'r,,.. -n .,<_ 5 'p.:. s '�,{�„ra sfi -' �"� " s 4s1+ i Ja }� mk aT- w you Ep.,yx NO " 4 1` A ITS OWN All F'"5555��Ai^:+ .CtsY' ' k„ 4 ix� "��( µiT +q •tiV "I �` .. jd t p T_ ia�y �� aae k OWN Kow Ry4a � l i -.: �'� F .Y �. �r � � '• � � � t Zed � 3r � : iF' A k � . -3 s � f j q if ^ ..x�fi t r p .. r � p T� F� �✓ r_ i � � 5 1 GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: I am attaching copy of a resolution authorizing the General Manager to negotiate and enter into a revocable license or permit agreement with the Hancock Building, LLC, allowing the connection of a pedestrian bridge from the Hancock Building to the GRTC Campbell Court Transportation Center Parking Garage and use of GRTC's air rights; and authorizing GRTC's General Manager to take such actions and execute such documents as may be necessary to implement, administer, and enforce such agreement(s). The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, June 16, 2008. Sincerely, 44Z'.'L' yv�� Stephanie M. Moon Secretary SMM:ew Enclosure pc: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K; \GRTC \GRTC 08WUNE 16 2008 RESOLUTION CORRESPONDENCE.DOC BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING THE GENERAL MANAGER TO NEGOTIATE AND ENTER INTO A REVOCABLE LICENSE OR PERMIT AGREEMENT WITH THE HANCOCK BUILDING, LLC, ALLOWING THE CONNECTION OF A PEDESTRIAN BRIDGE FROM THE HANCOCK BUILDING TO THE GRTC CAMPBELL COURT TRANSPORTATION CENTER PARKING GARAGE AND USE OF GRTC'S AIR RIGHTS; AND AUTHORIZING GRTC'S GENERAL MANAGER TO TAKE SUCH ACTIONS AND EXECUTE SUCH DOCUMENTS AS MAY BE NECESSARY TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH AGREEMENT(S). BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: 1. The General Manager is hereby authorized, on behalf of GRTC, to negotiate and enter into a Revocable License or Permit Agreement with The Hancock Building, LLC, upon such terms as the General Manager deems appropriate, allowing the connection of a pedestrian bridge from the Hancock Building to the GRTC's Campbell Court Transportation Center Parking Garage and use of GRTC's air rights, all as more particularly set forth in the General Manager's report dated June 16, 2008, to this Board. Such Agreement(s) to be in such form as is approved by the General Counsel. 2. The General Manager is further authorized to take such actions and execute such documents as may be necessary to implement, administer, and enforce such Agreement(s). Date: ut.. 14 d�0 ATT T Stephanie M;. Moon, Secretary 'J GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: A report of the Budget Review Committee recommending approval of the fiscal year 2008 -2009 operating budget, was before the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, June 16, 2008. On motion, duly seconded and adopted, the Board of Directors concurred in the recommendation. Sincerely, %4. " & Al'�" Stephanie M. Moon Secretary SMM:ew PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC Greater Roanoke Transit Company Board of Directors Meeting Roanoke, Virginia June 16, 2008 C. Nelson Harris, President and Members of the Board of Directors Dear President Harris and Members of the Board: Subject: Fiscal Year 2008 -2009 Operating Budget Background: The Board of Directors annually appoints a Budget Review Committee to review the General Manager's proposed operating budget and provide a report of recommendation to the Board. The Board of Directors appointed Treasurer Jesse Hall, Vice - President of Operations Darlene Burcham, Board members Alvin L. Nash and Beverly T. Fitzpatrick, Jr. to the Budget Review Committee. The Budget Review Committee met on April 30, 2008, to review and discuss the proposed operating budget. Consideration: The proposed operating budget for Fiscal Year 2008 -2009 consists of the same level of basic transit service in the Roanoke Valley, including the Hollins Express, the Ferrum Express and the Maroon Express. A new trolley service along the Jefferson corridor, which will primarily be funded by Federal and State 5307 funds, with the local match being provided by the City of Roanoke, Carilion, and Downtown Roanoke, Inc., is also included in the budget, along with the Smartway bus service, which will be funded primarily with Federal and State 5311 funds, with local match being provided by the City of Roanoke, the Town of Blacksburg, the Town of Christiansburg, Montgomery County, and Virginia Tech. There will be no change in parking rates at the Campbell Court Parking Garage, and no transit fare increase. This level of service requires an operating budget that totals $8,105,224.00, which is an increase of 7.86% over FY2008. This increase is a direct result of the new trolley service and increased fuel costs. Funding sources are as follows: Source Federal State City of Roanoke Other Local Operational Rev Amount $2,765,711.00 $1,380,430.00 $1,471,105.00 $ 233,439.00 $2,254,539.00 W- )from FY08 +$261,581.00 +$168,063.00 +$113,250.00 +$ 83,439.00 -$ 34,740.00 5.a. Greater Roanoke Transit Company PO Box 13247 a Roanoke, Virginia 24032 ■ Phone: 540.982.0305 ■ Fax: 540.982.2703 ■ www.valleymetro.com C. Nelson Harris, President and Members of the Board of Directors Fiscal Year 2008 -2009 Operating Budget June 16, 2008 Page 2 Recommendation: Board of Directors approve the attached fiscal year 2008 -2009 operating budget as submitted by the General Manager. Respectfully submitted, Alvin L. Nash Beverly T. Fitzpatrick, Jr. 4. 1b4a� Jesse A. Hall Darlene L. Bur am GREATER ROANOKE TRANSIT COMPANY COMBINED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 REVENUES PASSENGER REVENUES 1,856,186 ADVERTISING 165,740 INTEREST 24,000 OTHER REVENUES 208,613 TOTAL REVENUES 2,254,539 EXPENSES LABOR 3,049,349 FRINGE BENEFITS 1,446,152 SERVICES 404,216 MATERIALS & SUPPLIES 1,784 950 UTILITIES 214,047 INSURANCE 393,495 MISCELLANEOUS 813,015 TOTAL EXPENSES 8,105,224 DEFICIT 5,850,685 SUBSIDIES FEDERAL 2,765 711 STATE 1,380,430 OTHER LOCAL 177,000 NEW RIVER VALLEY 56,439 CITY OF ROANOKE 1,471,105 TOTAL SUBSIDIES 5,850,685 draft 4 Combined Budget 4/17/2008 ,N draft 4 GREATER ROANOKE TRANSIT AGENCY COMBINED REVENUE SUMMARY (Valley Metro, Smartway, and Trolley) FY 09 Combined Budget 4117/2008 FY 08 BUDGET FY 09 BUDGET % DIFF PASSENGER REVENUE ADULT FARES 1,174,782 1 196 600 1.86% BASIC MONTHLY PASS 194,096 181,670 -6.40% BASIC WEEKLY PASS 185,444 219.340 18.28% SENIOR CITIZEN FARES 62,604 52.574 - 16.02% DISCOUNT MONTHLY PASS 104,904 113,856 8.53% DISCOUNT WEEKLY PASS 8,554 8.578 0.28% STAR FARES 8,083 8,344 3.23% STAR MONTHLY PASS 49,152 49.224 0.15% OTHER PRIMARY FARES 67,292 0 - 100.00% SPECIAL TRANSIT FARES 26,000 26.000 0.00% TOTAL PASSENGER REVENUE 1,880 911 1,856,186 -1.31% OTHER REVENUE ADVERTISING INCOME 165,740 165,740 0.00% RENTAL OF BUILDINGS 131,928 132,313 0.29% INVESTMENT INCOME 35,000 24,000 - 31.43% PARKING INCOME 66,000 66.0001 0.00% OTHER MISC INCOME 10,300 10.3001 0.00% TOTAL OTHER REVENUE 408,968 398,353 -2.60% TOTAL OPERATING INCOME 2,289,8791 2,254 539 -1.54% TOTAL EXPENSES 7,514,831 8,105,224 7.86% NET INCOME BEFORE SUBSIDIES (5,224,952) 5 850 685 11.98% SUBSIDIES FEDERAL 2,336,108 2,579,000 10.40% FEDERAL 5311 168,022 186,711 11.12% STATE 11144,944 1 306 598 14.12% STATE 5311 68,023 73,832 8.54% CITY OF ROANOKE 1,307,855 1 414 666 8.17% CITY OF ROANOKE - SMARTWAY 50,000 56,439 12.88% NEW RIVER VALLEY 50,000 56.439 12.88% OTHER 100,000 177,000 77.00% TOTAL SUBSIDIES 5,224,952 5 850,685 11.98% Combined Budget 4117/2008 draft 4 GREATER ROANOKE TRANSIT COMPANY COMBINED PROPOSED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 Combined Budget 4117/2008 FY 08 BUDGET FY 09 BUDGET % DIFF TRANSPORTATION LABOR HOURLY EMPLOYEES 11761,568, 1 833 450 4.08% SALARY EMPLOYEES 03,875 313,719 3.24% TOTAL LABOR 2,065,443 2,147,169 3.96% FRINGES FICA 290 183 206 4.52% PENSION 741 71 846 4.52% GROUP HEALTH INSURANCE 550 El 485 565 - 5.26% DENTAL INSURANCE 899 3 000 3.48% LIFE INSURANCE 191 9,218 0.29% DISABILITY INSURANCE 14,619 14,670 0.35% FUTA 5,264 5,208 -1.06% SUTA 3,460 2,778 -19.71% WORKMEN'S COMPENSATION 40,367 41,453 2.69% HOLIDAY 72,574 63,469 - 12.55% PAID DAYS OFF 148,152 178,548 20.52% OTHER PAID ABSENCES 5,212 2,668 48.81% UNIFORMS 27,000 27,900 3.33% OTHER FRINGE BENEFITS 2,346 1,856 - 20.89% TOTAL FRINGE BENEFITS 1,087,665 1,091,385 1 0.34% Combined Budget 4117/2008 draft 4 GREATER ROANOKE TRANSIT COMPANY COMBINED PROPOSED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 Combined Budget 4117/2008 FY 08 BUDGET FY 09 BUDGET % DIFF SERVICES SECURITY- PROFESSIONAL 20,143 20,143 0.00% TOTAL SERVICES 20,143 20,143 0.00% MATERIALS & SUPPLIES FUEL-STAR 77,915 82,573 5.98% FUEL 904,188 1,246,841 37.90% OIL 14,375 15,386 7.03% OTHER LUBRICANTS 18,514 18.584 0.38% TIRES & TUBES 45,883 65,675 43.14% TICKETS TRANSFERS 20,000 26,000 30.00% TOTAL MATERIALS AND SUPPLIES 1,080,875 1,455,059 34.62% TOTAL TRANSPORTATION i 4,254,126 4,713,756 10.80% Combined Budget 4117/2008 l GREATER ROANOKE TRANSIT COMPANY COMBINED PROPOSED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 draft 4 5 Combined Budget 411712008 FY 08 BUDGET FY 09 BUDGET % DIFF MAINTENANCE LABOR HOURLY EMPLOYEES 312,158 320,356 2.63% SALARY EMPLOYEES 109,643 113,730 3.73% SALARY EMPLOYEES - NV MAINTENANCE 148,168 153,155 3.37% TOTAL LABOR 569,969 587,241 3.03% FRINGES FICA 35,029 35,940 2.60% PENSION 13,737. 1410-94 2.60% GROUP HEALTH INSURANCE 105,597 89,293 - 15.44% DENTAL INSURANCE 725 750 3.45% LIFE INSURANCE 1,279 1,279 0.00% DISABILITY INSURANCE 2,030 2 030 0.00% FUTA 952 896 - 5.88% SUTA 626 473 - 24.44% WORKMEN'S COMPENSATION 8,545 9,402 10.03% HOLIDAY 10,733 10,837 0.97% PAID DAYS OFF 24,542 24,036 -2.06% OTHER PAID ABSENCES 810 840 3.70% UNIFORMS 15,174 12,182 - 19.72% OTHER FRINGE BENEFITS 380 400 5.26% NON - VEHICLE - FICA 11,335 11,716 3.36% NON - VEHICLE - PENSION 4,445 4,595 3.37% NON - VEHICLE - GROUP HEALTH 28,910. 22,501 - 22.17% NON - VEHICLE - DENTAL 1,812 1,875 3.48% NON - VEHICLE - LIFE INSURANCE 533 533 0.00% NON - VEHICLE - FUTA 280 280 0.00% NON - VEHICLE - SUTA 184 140 -23.91% NON - VEHICLE - WORKERS COMPENSATION 1,508 1,610 6.76% draft 4 5 Combined Budget 411712008 GREATER ROANOKE TRANSIT COMPANY COMBINED PROPOSED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 draft 4 6 Combined Budget 4117/2008 FY 08 BUDGET FY 09 BUDGET % DIFF NON - VEHICLE - UNIFORMS 4,612 2,778 - 39.77% NON - VEHICLE - OTHER FRINGE BENEFITS 45 45 0.00% TOTAL FRINGE BENEFITS 273,823 248,525 -9.24% SERVICES CONTRACT MAINT -RADIO 2,000 2,000 0.00% CONTRACT MAINT -1108 30,000 31,172 3.91% CONTRACT MAINT - CC 9,100 9,100 0.00% TOTAL SERVICES 41,100 42,272 2.85% MATERIALS & SUPPLIES FUEL -SERV VEH 21,540 21,940 1.86% OIL - SERVICE VEHICLES 500 500 0.00% OTHER LUBRICANTS - SERVICE VEHICLES 1,500 1,500 0.00% TIRES & TUBES -SERV VEH 3,000 2,000 - 33.33% PARTS - REVENUE VEHICLES 98,170 131,000 33.44% PARTS -NON STOCK 5,500 7,300 32.73% PARTS -OTHER 8,000 8 000 0.00% REVENUE CLEANING SUPP 1,550 1,250 - 19.35% PARTS - FAREBOX 5 800 9,800 68.97% JANITORIAL SUPPLIES 18,500 18,500 0.00% MAT & SUPPLIES - 1108 32,000 32,000 0.00% MAT & SUPPLIES - CC 3,800 1 3,800 1 0.00% TOTAL MATERIALS & SUPPLIES 199,860 237,590 18.880 draft 4 6 Combined Budget 4117/2008 draft 4 GREATER ROANOKE TRANSIT COMPANY COMBINED PROPOSED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 Combined Budget 4/17/2008 FY 08 BUDGET FY 09 BUDGET % DIFF INSURANCE PHYSICAL DAMAGE -VEH 69,614 74.889 7.58% PHYSICAL DAMAGE -1108 18,856 18,856 0.00% PHYSICAL DAMAGE -CC 15,428 15,428 0.00% TOTAL INSURANCE 103,898 109,173 5.08% TOTAL MAINTENANCE 1,188,650 1,224,801 3.04% Combined Budget 4/17/2008 draft 4 GREATER ROANOKE TRANSIT COMPANY COMBINED PROPOSED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 Combined Budget 4/17/2008 FY 08 BUDGET FY 09 BUDGET % DIFF ADMINISTRATIVE LABOR SALARY EMPLOYEES 300,089 314,939 4.95% TOTAL LABOR 300,089 314,939 4.95% FRINGES FICA 22,958 24,092 4.94% PENSION 19,092 19,559 2.45% GROUP HEALTH INSURANCE 52,103 50,698 - 2.70% DENTAL INSURANCE 2,895 2,987 3.18% LIFE INSURANCE 852 911 6.92% FUTA 672 622 -7.44% SUTA 442 313 - 29.19% WORKMEN'S COMPENSATION 4,021 4,260 5.94% UNIFORMS 3,357 2,800 - 16.59% TOTAL FRINGE BENEFITS 106,392 106,242 - 0.14% SERVICES MANAGEMENT SERVICES 270,336 280,472 3.75% AUDIT FEES 15,400 13,550 -12.01% LEGAL FEES 2,000 2 000 0.00% CONTRACT MAINTENANCE 13,823 14,064 1.74% CONTRACT SERVICES 31,627 31,715 0.28% TOTAL SERVICES 333,186 341,801 2.59% Combined Budget 4/17/2008 GREATER ROANOKE TRANSIT COMPANY COMBINED PROPOSED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 draft 4 9 Combined Budget 4/17/2008 FY 08 BUDGET FY 09 BUDGET % DIFF MATERIALS & SUPPLIES TRAINING 7,775 7,775 0.00% GENERAL OFFICE 30,350 36,284 19.55% SCHEDULES MAPS 7,700 12,000 55.84% PROMOTIONAL SUPPLIES 15,687 15,687 0.00% SAFETY 20,555 20,555 0.00% TOTAL MATERIALS AND SUPPLIES 82,067 92,301 12.47% UTILITIES TELEPHONE 26,073 27,147 4.12% ELECTRICITY - 1108 33,354 35,000 4.93% ELECTRICITY -CC 44,084 55,000 24.76% WATER & SEWER -1108 8 582 8,300 -3.29% WATER & SEWER - CC 9,690 7,600 - 21.57% GAS -1108 43,801 39,000 - 10.96% GAS-CC 36,860 42,000 13.94% TOTAL UTILITIES 202,444 214,047 5.73% INSURANCE GENERAL LIAB - VEHICLES 251,170 267,428 6.47% GENERAL LIAB - GARAGE KEEPEERS 2,519 2,519 0:00% GENERAL LIABILITY - 1108 1,348 1,348 0.00% GENERAL LIABILITY - CC 1,351 1,351 0.00% GENERAL LIAB - UMBRELLA 297 297 0.00% FIDELITY - DIRECTORS 11,046 11,046 0.00% FIDELITY - EMPLOYEES 333 333 0.00% TOTAL INSURANCE 268,064 284,322 6.06% draft 4 9 Combined Budget 4/17/2008 GREATER ROANOKE TRANSIT COMPANY COMBINED PROPOSED BUDGET (Valley Metro, Smartway, and Trolley) FY 09 draft 4 10 Combined Budget 4/1712008 FY 08 BUDGET FY 09 BUDGET % DIFF PURCHASHED TRANSPORTATION STAR CONTRACT FEE 683,580 715,480 4.67% HOLLINS EXPRESS CONTRACT FEE 9,100 9,100 0.00% MAROON EXPRESS CONTRACT FEE 23,000 23,000 0.00% FERRUM EXPRESS CONTRACT FEE 13,500 13,500 0.00% TOTAL PURCHASED TRANSPORTATION 729,180 761,080 4.37% MISCELLANEOUS DUES & SUB 7,635 7,945 4.06% TRAVEL & MEETINGS 20,000 20,000 0.00% BAD DEBT EXPENSE 1,000 700 - 30.00% ADVERTISING 6,900 6,900 0.00% OTHER MISCELLANEOUS EXPENSES 7,655 7,655 0.00% POSTAGE 7,443 8,735 17.36% TOTAL MISCELLANEOUS 50,633 51,935 2.57% TOTAL ADMINISTRATIVE 2,072,055 2,166,667 4.57% TOTAL ALL DEPARTMENTS 7,514,831 1 8,105,224 7.86% draft 4 10 Combined Budget 4/1712008 8- STOCKHOLDERS' ANNUAL MEETING GREATER ROANOKE TRANSIT COMPANY MONDAY, JUNE 169 2008 1:45 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of June 18, 2007 Stockholders' minutes. 4. Statement of Purpose. President C. Nelson Harris. Election of Directors. 5. Adjournment. K: \GRTC 08\Agenda June 16, 2009 - Annual Stockholders' Mtg.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 12, 2008 C. Nelson Harris Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason Alvin L. Nash David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: Article V, Officers, of the By -Laws of the Greater Roanoke Transit Company provides that the Board of Directors, promptly after their election each year, shall elect a President, one or more Vice - Presidents, a Secretary, a Treasurer and such other officers as the Board deems appropriate to serve for a term of one year each, commencing upon the date of their election and until their respective successors are elected and have qualified. Officers currently serving are: C. Nelson Harris, President Beverly T. Fitzpatrick, Jr., Vice - President Darlene L. Burcham, Vice - President of Operations James Grigsby, Assistant Vice - President of Operations Stephanie M. Moon, Secretary Sheila N. Hartman, Assistant Secretary Jesse A. Hall, Treasurer William M. Hackworth, Registered Agent Sincerely, 4-4) y1, y _ � Stephanie M. Moon Secretary SMM:ew pc: The Honorable David A. Bowers, Mayor -Elect Court G. Rosen, Council Member -Elect Anita J. Price, Council Member -Elect Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 KAGRTC.08 0ection of Off icers.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 David A. Bowers President Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 16, 2008, you were appointed as President of the Greater Roanoke Transit Company, for a term of one year from the date of your appointment and until your successor has been duly appointed and qualified. am enclosing an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Pn, �y Step anie M. Moon Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, David A. Bowers, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as President of the Greater Roanoke Transit Company, or a term of one year from the date of your appointment and until your successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this _LS�day of 2008. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY , CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 Sherman P. Lea Vice - President Greater Roanoke Transit Company Roanoke, Virginia Dear Mr. Lea: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 16, 2008, you were appointed as Vice - President of the Greater Roanoke Transit Company, for a term of one year from the date of your appointment and until your successor has been duly appointed and qualified. I am enclosing an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, 4t4,A,+�h?, Da-ry Stephanie M. Moon Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 1.3247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Sherman P. Lea, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Vice- President of the Greater Roanoke Transit Company, or a term of one year from the date of your appointment and until your successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this day of 2008. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT '0 CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 Darlene L. Burcham Vice - President of Operations Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Burcham: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 16, 2008, you were reappointed as Vice - President of Operations of the Greater Roanoke Transit Company for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, � vow Stephanie M. Moon Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Darlene L. Burcham, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbgn upon me as Vice - President of Operations of the Greater Roanoke Transit Company, a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified, according to the best of my ability (So help me God). Aact_� Subscribed and sworn to before me V this 1,;C day o 008. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT B �"LERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 James Grigsby Assistant Vice - President of Operations Greater Roanoke Transit Company Roanoke, Virginia Dear Mr. Grigsby: At a special meeting of the Board of Directors of the Greater Roanoke Transit-Company held on Monday, June 16, 2008, you were reappointed as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year effective June 16, 2008, and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 . .r Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, James Grigsby, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term of one year effective June 16, 2008, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). ��S-I-- U Subscribed ands n to before me this 4 day of 2008. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY , CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 Sheila N. Hartman Assistant Secretary Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Hartman: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, June 16, 2008, you were reappointed as Assistant Secretary of the Greater Roanoke Transit Company, for a term of one year effective June 16, 2008, and until your successor has been duly appointed and qualified. Attached you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Secretary SMM:ew Attachment pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Sheila N. Hartman, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Secretary of the Greater Roanoke Transit Company, for a term of one year, effective June 16, 2008, and until my successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this / day of (`t��2008. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY �� �'" , CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 Ann H. Shawver Treasurer Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Shawver: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, June 16, 2008, you were appointed as Treasurer of the Greater Roanoke Transit Company, for a term of one year from the date of your reappointment and until your successor has been duly appointed and qualified. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of 'your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie M. Moon Secretary SMM:ew Enclosure pc: David A. Morgan, General Manager, Valley Metro, P. O: Box 13247, Roanoke, Virginia 24032 1!11P� Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Ann H. Shawver, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Treasurer of the Greater Roanoke Transit Company, for a term of one year from the date of your appointment and until your successor has been duly appointed and qualified, according to the best of my ability (So help me God). Subscribed and sworn to before me this _12 day of 2008. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT B , CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 28, 2008 Stephanie M. Moon Secretary Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Moon: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, June 16, 2008, you were reappointed as Secretary of the Greater Roanoke Transit Company for a term of one year, effective June 16, 2008 and until your successor has been duly appointed and qualified. Attached you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sheila N. Hartman Assistant Secretary SNH:ew Attachment pc: David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Stephanie M. Moon, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Secretary of the Greater Roanoke Transit Company, for a term of one year effective June 16, 2008, and until my successor.has been duly appointed and qualified, according to the best of my ability (So help me God). u Subscribed and sworn to before me this — ay of 42008. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT B, GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS AND AUTHORIZED REPRESENTATIVES OF THE SOLE STOCKHOLDERS' June 12, 2008 C. Nelson Harris, President Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwendolyn W. Mason Alvin L. Nash David B. Trinkle Brian J. Wishneff Dear President Harris and Members of the Board: The Annual Meeting of the Stockholders' of the Greater Roanoke Transit Company will be held on Monday, June 16, 2008, at 1:45 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. I am attaching copy of the minutes of the Annual Meeting which was held on Monday, June 18, 2007. Sincerely, 06 Y Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: The Honorable David A. Bowers, Mayor -Elect Court G. Rosen, Council Member -Elect Anita J. Price, Council Member -Elect Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro KAGRTC.08\Annual Stockholders' Call Letter and Agenda.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 22, 2009 1:30 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. 3. Approval of Minutes: Special meeting held on Monday, June 16, 2008. 4. Reports of Officers: a. General Manager: 1. Management Letter dated January 22, 2009. 2. Financial and Operating Report for the month of November 2008. 3. Authorization to file applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Virginia Department of Rail and Public Transportation for fiscal year 2009 -2010. 4. Authorization to negotiate and execute a termination agreement with G & G Shop, Inc., upon certain terms and conditions, effective February 1, 2009. 5. Appointment of two members of the Board and two officers of the Company to serve as the Fiscal Year 2009 -2010 Budget Review Committee to review the proposed budget. 5. President a. Recommendation to establish the Annual Meeting of the GRTC Stockholders will be held on Monday, June 15, 2009, at 1:30 p.m., in the City Council Chamber. 6. Other Business. 7. Adjournment. K: \cFSC09 \January 22, 2009 Agenaa.aoc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 15, 2009 David A. Bowers, President Sherman P. Lea Gwendolyn W. Mason Alvin L. Nash Anita J. Price Court G. Rosen David B. Trinkle Dear President Bowers and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Thursday, January 22, 2009, at 1:30 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, Stephanie M. Moon Secretary SMM:snh PC: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC David A. Morgan, General Manager, Valley Metro, P. 0. Box 13247, Roanoke, Virginia 24032 K: \GRTC.09WIeeting Notice.doc 4. a.1. ~ Va11 @y M MANAGEMENT UPDATE January 22, 2009 Annual Safety Awards The annual safety awards meeting was held on December 10, 2008 with a luncheon recognizing all staff. There are seventy (70) active bus operators with fourteen (14) bus operators having one million miles of safe driving; four (4) bus operators with two million miles of safe driving; and two (2) bus operators with three million miles of safe driving. Starline Trolley Service Effective February 2, 2009 the Starline Trolley Service will have an extension of the present route (see attachment of new map) as the ridership continues to grow. The extension is due to the partnership of Carilion, Downtown Roanoke, Inc., and City of Roanoke working together in the newest service provided by Valley Metro. Labor Agreement with ATU Local 1493 A new labor agreement with ATU Local 1493 has been negotiated and agreed upon for three (3) years effective October 1, 2008 through September 30, 2011 with assistance provided by First Transit. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.982.2703 • www.vaIIeymetro.eom Star Line Trolley ODowntown Market OKirk and Jefferson O3 Church and Jefferson ® Highland & Jefferson OReserve & Jefferson © Jefferson Rehab Center Crystal Spring T G e, her Medical Center ®Carillon Roanoke Memorial Hospital OReserve and Jefferson 10 Jefferson College ,ek of Health Sciences 11 Franklin and Jefferson Outbound Inbound Monday through Friday service 7AM through 7PM, wary 10 minutes. Erna service from 10AM through 3PM, every 7 minules. Time between Market and em Campbel N % camPdevi E °� — m Campbell coup 1 N 2 Kirk Market T G e, her Tate•✓+e \\ GhuAah V Church DOMRtoart eal St an Ghee` 3 ,ek 11 r oe \e P ° a F��(U� Oale amtsn^ G m Ubrary Bulllff S 4 IJay Bullilt BuAGV� Elm EXft 6 S M°umein meunta'n 1U 4 Jennings Hgh \and m Albemarle Cedar Bluff cT �J o N P p t e P i 3 3 oQaF 90 i o d e ° O °y °ce\ 22 `I,p�� Reserve Reserve 5g ao a v1° c t c5 h l ri Rhrers Edge a °a Gn 5\ePhensoa 34cT �ecyH° Broadwa9 e O s' 2 y I m F �3a o Q: .gym 0 t2 O� T Q 25 P $,6 22nd RaV�era/Mawde VarylAVamagiMCmS� W.YtiY30ue. �a m, F9 r ° -Zd F :0 2 a° e Ary ° Sy \van q a °ry gee P 2 Carilion Roanoke Memorial Hospital LIN Mountain 4° M V+ s 4.3.2. GREATER ROANOKE TRANSIT COMPANY SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY Income Statement For the Five Months Ending November 30, 2008 FY 09 FY O8 FY 09 ACTUAL ACTUAL BUDGET % OF FY 09 11/30/08 11/30/07 TOTAL BUDGET OPERATING INCOME Operating Revenue $857,244.71 $804,137.89 $1,856,186.00 46.18% Advertising Revenue 59,581.75 75,177.50 165,740.00 35.95% Non - Transportation Revenues 106,019.31 100 524.41 232,613.00 45.58% Total Income 1,022,845.77 979,839.80 2,254,539.00 45.37% OPERATING EXPENSES Labor - Hourly &Salary 1,144,486.27 1,190,398.11 3,087,191.00 37.07% Fringe Benefits 510,847.08 485,371.95 1,449,235.00 35.25% Services 161,699.99 154,103.06 511,991.00 31.58% Materials & Supplies 823,467.87 573,517.75 1,797,175.00 45.82% Utilities 79,128.03 54,388.56 214,047.00 36.97% Insurance Costs 158,738.94 149,723.35 393,495.00 40.34% Purchased Transportation 357,070.00 314,326.97 761,080.00 46.92% Miscellaneous Expenses 21435.74 21 785.88 51,935.00 41.27% Total Expenses 3,256,873.92 2,043,615.63 8,266,149.00 39.40% Net Loss (2,234,028.15) (1,963,775.83) (6,011,610.00) 37.16% Local Grants 733,156.91 614,868.32 1,704,544.00 43.01% State Grants 630,747.00 529,081.00 1,477,481.00 42.69% Federal Grants 1,108 784.00 1.032 421.00 2,765,711.00 40.09% Total Subsidies 2,472,687.91 2,176,370.32 5,947,736.00 41.57% Net Income (loss) 238,659.76 212,594.49 (63,874.O ) (373.64 %) | | | | || . ! r ! f ! |� ! | ! . . . |� ! ! . . . . �� . . . . , . �! ! ! . , ! ! |� ! ! | . . . ;■ . ! | ! , , ,� r ! | ! ! ! ;� ! [ ! ! ! ! ! | !� ! ! ! ! |! ; | | ! . . |� ! ! ! . . , |! ! | | : ! ! � |� ! | | ; ! ! \ |� ! � | ! ! ! � � _ � | ! t ; | ( ; , � � ! � | � | . ( ! |! |. ;,... ; |! |!.| • . )! ;; �� |; !,!l,,,!! ;!!!; . !••! ! > |; !. |; ;rl.,,.!!! | | °! � ,• §; !!!! �� �� |.l..l.!!!!!•| �` !`!! {` || �" |� |.1.,., ; |!|[!| �� !•!! |•!| �.` |, ;.!!•• °! |! ;!�| � ., ;| |�!; `� ! | |� |.1,.,. ;!! ;!!| �. _ l• ;; ��. ) |oz \ / §)| VARIANCE REPORT For the Period November 2008 STATISTICAL ANALYSIS Revenue PassenaerlOperatina Day- the percentage of revenue passengers compared to revenue days increased due to an increase in total passengers compared to the average. Crashes Per 100.000 Miles- the number of crashes per miles increased because of an increase in the number of crashes per 100,000 miles traveled compared to the average. All MileslRoadcalls -the number of all miles per roadcall decreased due to a decrease in the number of all miles compared to the average. Complaints /Operating Day- percentage of complaints decreased because of a decrease in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. V I N K tt A O D T A K 'w o � m o a <K z � a m s V 9 0 S 4. a. 2. Average Daily Passengers p A O pM O O O O O O O O O C D C O O a Z O 0 0 I N K tt A O D T A K 'w o � m o a <K z � a m s V 9 0 S 4. a. 2. a ✓�l 9� 9�s Sa pie aC)5 O110 +O� e�� �a r 3�. a ✓ 2 T 06 2a 2 �a2 h l ✓4 �B Passengers v <o a u m 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 O N 3 m c a A a m v' 4.a.2. ■ ❑ ❑ ■ ❑ O O < < < O m O O O J T tl� 3 O N 3 m c a A a m v' 4.a.2. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 23, 2009 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: I am attaching copy of a resolution authorizing the filing of applications and acceptance and execution of appropriate agreements for operating and capital financial assistancefor Fiscal Year 2009 -2010 with the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation, upon certain terms and conditions. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Thursday, January 22, 2009. Sincerely, A44,;, P). /' O'j Stephanie M. Moon Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC C\ TPGRTC 090ANUARY 22 09 GRSCORRESP 006 pl� BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING THE FILING OF APPLICATIONS AND THE ACCEPTANCE AND EXECUTION OF APPROPRIATE AGREEMENTS FOR OPERATING AND CAPITAL FINANCIAL ASSISTANCE FOR FISCAL YEAR 2009 -2010 WITH THE FEDERAL TRANSIT ADMINISTRATION AND THE COMMONWEALTH OF VIRGINIA DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION UPON CERTAIN TERMS AND CONDITIONS. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company that the Company's General Manager and Vice President of Operations are each authorized to execute, as may be needed, in a form approved by General Counsel, appropriate applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation for the fiscal year 2009 -2010 and further to accept and execute the necessary operating grant agreements and capital grant agreements, in a form approved by General Counsel, all as more particularly set forth in the report of the General Manager to this Board dated January 22, 2009. The Company's Secretary is also authorized to attest any such documents. ATTEST: Date Adopted: �U l Secretary M Greater Roanoke Transit Company Board of Directors Meeting January 22, 2009 David A. Bowers, President, and Members of the Board of Directors Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Federal Transit Administration Operating and Capital Financial Assistance, and Commonwealth of Virginia Operating and Capital Financial Assistance for fiscal year 2009 -2010. Background: Financial assistance has been provided to GRTC by the Federal Transit Administration (FTA) and the Commonwealth of Virginia Department of Rail and Public Transportation ( VDRPT) during previous fiscal years for certain operating and capital expenses. Under FTA regulations, GRTC is eligible for federal operating funds, which cannot exceed 50% of its proposed operating deficit. In fiscal year 2009 -2010 GRTC will apply for the maximum amount allowed in federal operating and capital financial assistance. During the current fiscal year, the amount of federal operating assistance GRTC will receive is approximately $2,765,711.00. In addition, GRTC is eligible for approximately $1,380,430.00 in operating assistance from the Virginia Department of Rail and Public Transportation. The deadline for filing the applications for the above referenced assistance for FY09 -10 is February 1, 2009. Recommendation: Provide authorization that either the General Manager and /or the Vice President of Operations may file applications requesting the maximum operating and capital financial assistance from FTA and VDRPT for fiscal year 2009 -2010, and to accept and execute the necessary grant agreements in a form approved by legal counsel. Respectfully submitted j C� David A. Morg General Manager Vice President of Operations Legal Counsel Treasurer Secretary 4. a. 3. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.9822703 • www.valleymetro.com 4. a. 3. BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING THE FILING OF APPLICATIONS AND THE ACCEPTANCE AND EXECUTION OF APPROPRIATE AGREEMENTS FOR OPERATING AND CAPITAL FINANCIAL ASSISTANCE FOR FISCAL YEAR 2009 -2010 WITH THE FEDERAL TRANSIT ADMINISTRATION AND THE COMMONWEALTH OF VIRGINIA DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION UPON CERTAIN TERMS AND CONDITIONS. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company that the Company's General Manager and Vice President of Operations are each authorized to execute, as may be needed, in a form approved by General Counsel, appropriate applications requesting the maximum operating and capital financial assistance from the Federal Transit Administration and the Commonwealth of Virginia Department of Rail and Public Transportation for the fiscal year 2009 -2010 and further to accept and execute the necessary operating grant agreements and capital grant agreements, in a form approved by General Counsel, all as more particularly set forth in the report of the General Manager to this Board dated January 22, 2009. The Company's Secretary is also authorized to attest any such documents. Date ATTEST. Secretary GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 23, 2009 David A. Morgan, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Morgan: I am attaching copy of a resolution authorizing eitherthe General Manager and /or the Vice President of operations to negotiate and execute a termination agreement with the G & G Shop Inc., of a certain lease agreement between GRTC and G & G Shop dated May 1, 2006. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Thursday, January 22, 2009. Sincerely, Ui.nti,a� d-)1' m09x) Stephanie M. Moon Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC KGRTC RTC 090ANUARY 2209 GRTCCGRRESP OOC PT, BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING EITHER THE GENERAL MANAGER AND /OR THE VICE PRESIDENT OF OPERATIONS TO NEGOTIATE AND EXECUTE A TERMINATION AGREEMENT WITH THE G & G SHOP INC. OF A CERTAIN LEASE AGREEMENT BETWEEN GRTC AND G & G SHOP DATED MAY 1, 2006, BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company that the General Manager and /or the Vice President of Operations of the Company are hereby authorized to negotiate and execute a termination agreement with G & G Shop Inc. for a certain lease agreement dated May 1, 2006, with GRTC, such termination agreement to contain terms substantially similar to those set forth in the General Manager's Board report dated January 22, 2009, and such other terms as the General Manager and /or Vice President of Operations may deem appropriate, and the form of such agreement to be approved by GRTC legal counsel. The General Manager and /or the Vice President of Operations are further authorized to take such further actions as may be needed to implement, administer, and enforce such termination agreement. Is ATTEST: SlEilphanie M. Moon, Secret ry 4. a.4. io • v�.��ey M Greater Roanoke Transit Company Board of Directors Meeting January 22, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Campbell Court Lease Termination with G & G Shop Inc. Background: The Greater Roanoke Transit Company (GRTC) owns the Campbell Court Transportation Center located at 17 -31 Campbell Avenue, S.W., and leases retail and office space within the facility. GRTC currently leases 1,150 square feet of space on the ground floor to G & G Shop Inc. (G & G) for a total current annual rent of $14,260.00, ($1,188.33 per month). G & G closed in July 2008 and is not current on its rent and is in default of the Lease Agreement dated May 1, 2006. The Lease Term is from May 1, 2006, to April 30, 2011. G & G is now four (4) months in arrears for rent, for a total amount due at this time of $4,753.32. Mr. Jay Aneja, President of G & G, was notified by certified mail with return receipt and hand delivered on November 12, 2008, of the lease violations. Mr. Aneja has requested G & G be released from the remaining term of the lease, which ends April 30, 2011, due to financial hardship. Mr. Aneja has been a long -time lessee with GRTC for over fourteen years. Mr. Aneja also owns a separate company, 727 Mart, Inc. (727), which leases another larger space used for a retail convenience store in the Campbell Court Transportation Center that started on March 1, 2008, and 727 is current on those rental payments. Mr. Aneja had planned to operate in both spaces, but due to unforeseen economic issues he has not been able to reopen the G & G Shop. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleynnetro.com David A. Bowers, President, and Members of the Board of Directors January 22, 2009 Page 2 GRTC staff is agreeable to the termination of the existing lease with G & G due to financial hardship based on the terms set forth below. GRTC and G & G have been unable to reach a payment schedule that will allow GRTC to recover all past due rent and have G & G to continue to pay rent for the remainder of the lease term. Legally, GRTC could pursue legal action against G & G for this matter. However, based on GRTC staff's discussions with Mr. Aneja and observation of G & G's prior business, the feasibility of the recovery of any funds or assets is unlikely because G & G does not seem to have any assets except the equipment mentioned below. Therefore, GRTC staff is agreeable to accept $1,300.00 in cash or certified check from G & G or Mr. Aneja and for G & G or Mr. Aneja to transfer ownership to GRTC of all display cases, a safe, and other miscellaneous equipment in the G & G leased space. This will allow Mr. Aneja to concentrate on the 727 business and continue to operate such business. Recommendation: Authorize the General Manager and /or the Vice President of Operations to negotiate and execute a termination agreement with G & G Shop Inc. containing the terms set forth above, and such other terms as they may deem appropriate, effective February 1, 2009. Such agreement is to be in a form approved by GRTC legal counsel. BETA , Vice President of Operations Treasurer Secretary Legal Counsel Respectfully submitted, David A. Morgan General Manager M Greater Roanoke Transit Company Board of Directors Meeting January 22, 2009 David A. Bowers, President, and Members of the Board of Directors Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Appointment of Fiscal Year 2009 -2010 Budget Review Committee Background: Annually management prepares a proposed operating budget for the next fiscal years operation of the transit system. This proposed budget requires approval by the Board of Directors. In order to review the proposed budget, a Budget Review Committee has been established by the Board of Directors. The budget review committee is usually comprised of two (2) members of the Board, and two (2) Officers of the company. The fiscal year 2008 -2009 Budget Review Committee was composed of the following: Alvin L. Nash, Board Member Beverly T. Fitzpatrick, Jr., Board Member Jesse A. Hall, Treasurer Darlene L. Burcham, Vice- President of Operations Recommendation: Appoint Two (2) members of the Board and two (2) Officers of the company to serve as the Fiscal Year 2009 -2010 Budget Review Committee to review the proposed budget. Respectfully submitted, Davn id A. Morgan General Manager C. Vice President of Operations Legal Counsel Treasurer Secretary 4. a. 5. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleymetro.com 5.a. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS January 15, 2009 Sherman P. Lea Gwendolyn W. Mason Alvin L. Nash Anita J. Price Court G. Rosen David B. Trinkle Dear Members of the Board: Paragraph I, Article II of the By -Laws of the Greater Roanoke Transit Company provide that the Annual Meeting of the Stockholders will be held during the month of June each year at a day, time and place to be from time to time fixed by the Board of Directors. With your concurrence, I respectfully recommend that the Annual Stockholders' Meeting be held on Monday, June 15, 2009, at 1:30 p.m., in the City Council Chamber. Si Si cerel a'" `"" v\ David A. Bowers President GF_G7n7i1 PC: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Ann H. Shawverl, Treasurer, GRTC Stephanie M. Moon, Secretary, GRTC David A. Morgan, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 K.AGRTC9ASUhedullog SleeUolde,i Wetting -doe REVISED GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS April 20, 2009 1:30 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. Appointment of Dr. M. Rupert Cutler as a Director to fill the unexpired term of Alvin L. Nash ending June 30, 2009. 3. Approval of Minutes: Special meeting held on Thursday, January 22, 2009. 4. Reports of Officers: a. General Manager: 1. Management Update dated April 20, 2009. 2. Financial Operating Report for the month of February 2009. 3. Award of contract for interior renovations to GRTC's Valley Metro Campbell Court Transfer Center. 4. Proposed actions to reduce Operating Budget FY 2010 with the least impact on bus service. 5. Update on public hearings for proposed service and fare changes. 6. Update on bus stop shelters. 7. Discussion on frequency of GRTC Board Meetings. 5. Other Business: 6. Adjournment. L :ACLERKVDATAVCKSM1VGRTC09AApril 20, 2009.doa GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS April 20, 2009 The Honorable M. Rupert Cutler Council Member Roanoke, Virginia Dear Dr. Cutler: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, April 20, 2009, you were appointed as a Director of the Greater Roanoke Transit Company, to fill the unexpired term of Alvin L. Nash, ending June 30, 2009. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, ./.n Stephanie M. Moon Secretary SMM:ew Enclosure PC: Leon I. Alder, Interim General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Gary E. Tegenkamp, Assistant General Counsel, GRTC H'. \GRTCLGRTC 09 APRIL 20 99 GRTCCORRESP.DOC 4. a. I. AT April 20, 2009 2009 Viraihia Transit Roadeo Jimmy Carter, Valley Metro bus operator of over thirty-four years won his ninth Virginia State Transit Roadeo overall (both 35 and 40 foot bus) championship in Richmond on April 5, 2009. He will be representing Virginia at the American Public Transportation Association (APTA) International Transit Roadeo in Seattle, Washington in May 2009 with all expenses paid by the Virginia Transit Association. Other winners from the Valley Metro bus operator team in statewide competition were: Kaye Hairston, 3'" place in 35 foot bus Nathaniel Craig, 6`" place in 35 foot bus Basilio Flores, 7' place in 35 foot bus Valley Metro Mechanics' Team placed second in state completion with Wayne Thompson, Doug Agee, and Chris Vilagi Communication Letters, copy attached, have been sent to Roanoke County requesting local match for Smart Way; City of Salem requesting local match for foxed route service, STAR (specialized transit services for people with disabilities), and Smart Way, and Town of Vinton for fixed route service and STAR. Star Line Trolley Service Daily ridership declined slightly in March to 556 one -way trips per day compared to 565 in February but still an increase over 397 in January and 359 in December 2008. Application for continued funding from Carilion Foundation submitted for FY 2010. Smart Way Ridership for the Smart Way commuter bus service serving New River Valley and Roanoke Valley continues to grow with 26% increase over last year. Next Smart Way Advisory Committee meeting is scheduled for April 22, 2009 at Blacksburg. Proposed increase in one -way fare from $3 to $4 and monthly fare from $100 to $120. STAR (Specialized Transit Arranged Rides) Transportation for people with disabilities and contracted with RADAR (Unified Human Services Transportation System, Inc) to provide the service. One -way fare cannot be more than twice the fixed route fare per federal regulations. Proposing fare increase for monthly pass from $84 to $96 which is twice the monthly fare for fixed -route service. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 . www.valleymetro.com April 14, 2009 Mr. B. Clayton Goodman III County Administrator Roanoke County P.O. Box 29800 Roanoke, VA 24018 -0798 Dear Mr. Goodman The Smart Way is a commuter bus service that connects the residents of the Roanoke Valley and the New River Valley that began in 2005 with a demonstration project funded by the Virginia Department of Rail and Public Transportation. The ridership in the first year was an average of 1,985 one-way trips per month. The Smart Way monthly average is 5,567 as of February 2009 and still growing. The public transit service operates with local match funding from the City of Roanoke and the localities of the New River Valley. A survey was conducted in the fall of 2008 to determine where the users of Smart Way live and 11% were residents of Roanoke County. The purpose of this letter is to request local match funding from Roanoke County. The local match funding is needed to leverage state and federal funding in order to continue the growth of Smart Way. The local match requested from Roanoke County for FY 2009 -10 is $5,207 based upon the percentage of the riders from Roanoke County using the service. We would like to also have a representative of Roanoke County serve on the advisory board of Smart Way in addition to the existing representation from the localities of the New River Valley MPO and the City of Roanoke. We at Valley Metro are excited to play a part in this service that benefit the residents of both valleys who recognize that employment, entertainment, business and educational opportunities exist beyond the defined boundaries of each locality. I am available to answer any questions regarding Smart Way and can be contacted at 982- 0305, extension 111. Respectfully, Leon 1. Alder Interim General Manager copy: Smart Way Advisory Board Members GRTC Board Members Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com M April 14, 2009 Mr. Kevin S. Boggess, Manager City of Salem P.O. Box 869, 114 N. Broad St Salem, VA 24153 Dear Mr. Boggess: This letter is to request local funding match for Fiscal Year 2010 (July 1, 2009 -June 30, 2010) operating expenses. The operating expenses detailed below are required to provide the City of Salem fixed route bus service, specialized services for people with disabilities, STAR (Specialized Transit Arranged Rides) and Smart Way connector bus service. The fixed route service and Smart Way connector bus service is provided by Valley Metro; the STAR service is operated by RADAR under contract to Valley Metro. For these services, we are respectfully requesting a total of $115,937 with $10,049 being for fixed route service, $101,729 for STAR services and $3,550 for the Smart Way connector bus service. Valley Metro provides fixed route service for the residents of Salem on route 91 and 92 that conned with other routes (81/82, 7586 and 71172) at Lewis -Gale Hospital, Veterans Hospital, and Goodwill Industries that operate between 5:45 a.m. and 8:15 p.m. Mondays through Saturdays. According to our data there are 158,688 passenger trips on the routes serving the City of Salem, 9,552 passenger trips served through the STAR service contracted with RADAR and 8% of the passengers surveyed using the Smart Way were residents of Salem. Please contact me if you have any questions regarding this local match request. Thank you for your continued support in providing public transit services for the residents of the City of Salem. Respectfully, Leon I. Alder Interim General Manager Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 . Phone: 540.982.0305 • Fax: 540.9822703 - www.valleymetrocom M April 14, 2009 Mr. Chris Lawrence, Manager Town of Vinton 311 S. Pollard St Vinton, VA 24179 Dear Mr. Lawrence This letter is to request local funding match for Fiscal Year 2010 (July 1, 2009-June 30, 2010) operating expenses. The operating expenses detailed below are required to provide the town of Vinton fixed route bus service as well as the specialized services for people with disabilities, STAR (Specialized Transit Arranged Rides). The fixed route service is operated by Valley Metro; the STAR service is operated by RADAR under contract to Valley Metro. For these services, we are respectfully requesting a total of $82,181 with $47,654 being for fixed route service and $34,527 for STAR services. Valley Metro provides fixed route service for the residents of Vinton on two routes - Route 31 and 35 (inbound to Campbell Court) and 32 and 36 (return to Vinton) that operate between 5:45 a.m. and 8:45 p.m. Mondays through Saturdays. According to our data there are 48,910 passenger trips on the two routes serving Vinton and 3,242 passenger trips served through the STAR service contracted with RADAR. Please contact me if you have any questions regarding this local match request. Thank you for your continued support in providing public transit services for the residents of Vinton. Respectfully, (, a" X Leon 1. Alder Interim General Manager copy: GRTC Board Members Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleymetro.com a o r LL L ai 09 co G v 0 fV O L m 0 d J L it vapp;o jagwnN 0 0 4. a. Z. 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Revenue Hours /Pay Hours- the percentage of revenue hours /pay hours decreased because of an increase in the number of total pay hours compared to the average. Crashes Per 100.000 Miles- the number of crashes per miles increased because of an increase in the number of crashes per 100,000 miles traveled compared to the average. Complaints /Operating Da percentage of complaints increased because of an increase in the number of complaints compared to the average. OPERATING EXPENSES All Expenses approximated or were less than budgeted for this year and include Disadvantaged Business Enterprises expenses for the current month of $0.00 and year to date total of $0.00. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS April 20, 2009 Leon I. Alder, Interim General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Alder: I am enclosing copy of a resolution accepting the bid of Thor, Incorporated, forthe interior renovations to GRTC's Valley Metro Campbell Court Transfer Center, upon certain terms and conditions and awarding a contract therefor; and authorizing either the General Manager and /or the Vice - President of Operations to execute the requisite contract for such work; rejecting all other bids made to GRTC for the work; and authorizing the Interim General Manager and /or Vice- President of Operations to execute such other documents and take such further actions as may be necessary to implement, administer, and enforce such contract. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, April 20, 2009, Sincerely, Stephanie M. Moon Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K' \GRTCrzGRTG 09NPRIL 20 09 GRTCCORRESP OOC P, BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION ACCEPTING THE BID OF THOR, INCORPORATED, FOR THE INTERIOR RENOVATIONS TO GRTC'S VALLEY METRO CAMPBELL COURT TRANSFER CENTER, UPON CERTAIN TERMS AND CONDITIONS AND AWARDING A CONTRACT THEREFOR; AUTHORIZING THE INTERIM GENERAL MANAGER AND /OR VICE PRESIDENT OF OPERATIONS OF GRTC TO EXECUTE THE REQUISITE CONTRACT FOR SUCH WORK; REJECTING ALL OTHER BIDS MADE TO GRTC FOR THE WORK; AND AUTHORIZING THE INTERIM GENERAL MANAGER AND /OR VICE PRESIDENT OF OPERATIONS TO EXECUTE SUCH OTHER DOCUMENTS AND TAKE SUCH FURTHER ACTIONS AS MAY BE NECESSARY TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH CONTRACT. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows, 1. The bid of Thor, Incorporated, in the total amount of $427,100 (consisting of a base bid of $422,600 and an additive bid of $4,500) for performing the interior renovations to GRTC's Valley Metro Campbell Court Transfer Center, as is more particularly set forth in the Interim General Manager's report dated April 20, 2009, to this Board, such bid being in full compliance with GRTC's plans and specifications made therefor and as provided in the Contract documents offered the Bidder, which bid is on file in GRTC's business office, be and hereby is accepted. 2. The Interim General Manager and /or Vice President of Operations are each hereby authorized, on behalf of GRTC, to execute a requisite Contract with the successful bidder, based on its proposal made therefor, and GRTC's specifications made therefor, such Contract to be in such form as approved by GRTC's general counsel, and the costs of the work to be paid for out of the funds referred to in the Interim General Manager's letter to this Board dated April 20, 2009. 3. Any and all other bids made to GRTC for the above work are hereby rejected, and the Secretary is directed to notify each such bidder and express to each such bidder GRTC's appreciation for such bid. 4. The Interim General Manager and /or Vice President of Operations are each further authorized to execute such other documents and take such further actions as may be necessary to implement, administer, and enforce such Contract, including any change orders and /or extensions of such Contract. Date: o D ATTEST: 6Jr✓ Secretary GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS April 28, 2009 Hall's Construction Corporation Robertson Construction Price Buildings, Inc. Lionberger Construction Company G & H Contracting, Inc. Ladies and Gentlemen: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, April 20, 2009 the bid of Thor, Incorporated, for the interior renovations to GRTC's Valley Metro Campbell Court Transfer Center was accepted, rejecting all other bids made to GRTC for the work. On behalf of the Board of Directors of the Greater Roanoke Transit Company, I would like to express appreciation for your interest in bidding on the interior renovations. Sincerely, Stephanie M. Moon l Secretary SMM:ew PC: Leon I. Alder, Interim General Manager, Valley Metro Darlene L. Burcham, Vice - President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC 4. rL.3. Va��ey i1 M Greater Roanoke Transit Company Board of Directors Meeting April 20, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Award of Contract for interior renovations to GRTC's Valley Metro Campbell Court Transfer Center Background: This Project consists of the interior renovations of the lobby area at GRTC's Valley Metro Campbell Court Transfer Center located at 17 Campbell Avenue, S.W., Roanoke, Virginia. The Center is approximately 25 years old, has only one unisex public bathroom, and the lobby area is in need of substantial renovation and update work in order to make it more convenient for bus patrons using Valley Metro's service. The Center is open to the public six days a week from 6:30 a.m. to 8:30 p.m. and is closed on Sunday. Approximately 8,000 persons use the Center each day it is open. The proposed interior renovations will be conducted in a manner so as to not disrupt the day to day operations of the Center. On February 28, 2009, GRTC, with assistance from the architectlengineer hired for the Project, City staff, and the City Purchasing Department, issued an Invitation for Bids (IFB) for the above interior renovations. Bids were properly advertised. An IFB was also sent to several potential bidders recommended by the architecffengineer. Six bids were received on Thursday, April 2, 2009, with Thor, Incorporated, 3319 Plantation Road, Roanoke, Virginia 24012, submitting the lowest responsive and responsible bid in the amount of $422,600 for the base bid, and an additive bid of $4,500, for a total bid of $427,100. Seethe Bid Tabulation attached to this Report. The construction time for such interior renovations is 180 consecutive calendar days after Notice to Proceed is issued to the contractor. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com David A. Bowers, President, and Members of the Board of Directors April 20, 2009 Page 2 Total funding required for the Project is $501,846. The additional funding in excess of the Contract amount will be used for miscellaneous Project expenses, including advertising, printing, testing services, and other Project expenses as they arise. Funding is available as follows: Federal FTA Grant # VA- 90- X272 -00 (FTA Section 5307 funds). .5.77 -F-1 =q- Accept the above bid of Thor, Incorporated, and authorize the Interim General Manager and /or Vice President of Operations to execute a Contract with Thor, Incorporated in the total amount of $427,100, for the above work, with 180 consecutive calendar days of Contract time, and reject all other bids. Authorize the Interim General Manager and /or Vice President of Operations to execute such other documents and take such further actions as may be necessary to implement, administer, and enforce such Contract, including any required change orders and /or extensions of the Contract. Respectfully submitted, Leon I. Alder Interim General Manager LIA/ C. Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel Attachment �� ci 3) 0 0 LU } §\ % & § \ � ) ( 2 y e S § k \k � U) ) § \ § � 4 � C ( [ k § 2\ § � 4 k / j ( \ / �- §® \ $ / ) } \ E§ � � \} > y � a \\ §} \ƒ! B k \ \ B � � ) ` \ � & f \ 3 } 7 z § \ 7 \ \ } \ Moro Greater Roanoke Transit Company Board of Directors Meeting April 20, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Proposed Actions to Reduce Operating Budget FY 2010 With the Least Impact on Bus Service Background: Due to budget constraints there was a need for reduction of the operating budget for Fiscal Year 2010. Action to be Taken: GRTC will recommend to the Budget Review Committee the following: (1) Eliminate pay raise for eighteen administrative and management staff; (2) Leave vacant one supervisory position due to retirement November 2009; (3) Reduce management and staff travel, membership dues /subscriptions and training; (4) Leave vacant three (3) bus operator positions; (5) Eliminate only the peak service for Routes 61/62 (Brambleton Ave /Red Rock Rd) and Routes 41/42 (Southeast Roanoke) which will reduce bus operator and vehicle operating costs but still provide service. Service will be sixty minute instead of thirty minute runs during peak times; and (6) Increase monthly parking fee at Campbell Court from $55 to $60. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.982.2703 • www.valleymetro.com David A. Bowers, President, and Members of the Board of Directors April 20, 2009 Page 2 (7) Increase one -way daily fare for Smart Way from $3 to $4 and monthly pass from $100 to $120; and (8) Increase STAR monthly fare from $84 to $96. Respectfully submitted, ✓I4 7 " Leon 1. Alder Interim General Manager LIA1 C. Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel 4.4.5 M Greater Roanoke Transit Company Board of Directors Board of Directors Meeting April 20, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Board Report on Public Hearings for Proposed Service and Fare Changes Background As a part of its cost reduction initiatives for the FY 2010 budget, the Greater Roanoke Transit Company (GRTC) is proposing the following: 1) Reduce the peak period (6:15 a.m. to 9:15 a.m. and 3:45 p.m. to 6:45 p.m.) frequency on GRTC routes 41/42 and 61/62 from 30 minutes to 60 minutes. 2) Increase the fare for the Smart Way commuter service from $3.00 per one way trip to $4.00 per one way trip. 3) Increase the monthly pass price for GRTC service for people with disabilities, STAR (Specialized Transit Arranged Ride), from $84 to $96. On board ridership counts were taken for the routes 41 outbound, 42 inbound, 61 outbound and 62 inbound between March 30, and April 1, 2009. The route 41142 traverses 9"' street, Riverland Road, Bennington Street in Southeast Roanoke, serving such locations as the Greenbrier neighborhood and the Jamestown housing project. The route 61162 traverses Main Street, Brandon Avenue, and Brambleton Road in Southwest Roanoke, serving such locations as the Wasena area and the Towers Mall. During the morning and afternoon peak periods combined, the route 41142 had an average of 13 riders per hour; the route 61162 had an average of 9 per hour. The GRTC system average is 24 riders per hour. The routes 41/42 and 61/62, respectively, are 46% and 63% below GRCT's system average. It should be noted that GRTC routes 55/56 and 51152 that ran parallel to the affected routes will continue to provide 30 minute frequency services during the peak periods. The proposed Smart Way commuter service one -way fare of $4.00 is a 33% increase to the current $3.00 per one way fare. This increase is being proposed to offset impending increases in GRTC's labor costs, and the cost of added passenger amenities of onboard newspaper and "Wi -Fi" internet services. The STAR pass program affords each rider an unlimited number of rides each month. The proposed change in the price of the STAR monthly pass from $84 to $96 is a 14% increase. Based on a $3.00 per one way trip charge for service, the value of the $96 pass equates to 32 Greater Roanoke Transit Company PO Box 13247 . Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleymetro.com 0 Assuming a STAR passenger will take one round tripper day, the pass will pay for itself at the end of 16 days. This leaves 10 days of a 26 service day month of unlimited trips at no additional cost. Public Hearing Preparations 1) July 6, 2009 is the target date for implementing the proposed fare and service frequency changes. 2) At least two public hearings will be conducted during the week of June 1 through 5, 2009 during the early evening and /or afternoon weekday hours. 3) Beginning April 30, 2009, notices of the public hearings will be published. 4) Notices of the hearings will be published on GRTC's web site, and in the area's major and minority newspapers as well as local community news publications in areas directly affected by the proposed changes. 5) In addition to the hearings, the community will be invited to comment on the changes via GRTC's web site and at its Campbell Court Transfer Center with the use of mail in comment cards. 6) The hearings will be conducted either at the offices of the Roanoke Valley Area Metropolitan Planning Organization (MPO) and the Roanoke Valley- Allegany Regional Commission (RVARC) or GRTC's Campbell Court Transfer Center or both. 7) Specific to the Smart Way fare increase, a separate set of hearings (at least two) will be conducted at the Blacksburg - Christiansburg- Montgomery Area Metropolitan Planning Organization (MPO). 8) The hearings' format will be twofold: presentation of the proposed fare and service frequency changes; entertaining questions and discussion on said changes. A signing interpreter will available for the hearing impaired participants. 9) The results of the hearings will be recorded, analyzed and reported to the GRTC Board of Directors. 10) GRTC will coordinate its public hearing planning and implementation efforts with the MPO /RVARC. Respectfully submitted, Leon I. A �� lder Interim General Manager LIN Copy: Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel 4,4.x. M Greater Roanoke Transit Company Board of Directors Board of Directors Meeting April 20, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Board Report on Bus Stop Shelters Background A total of 15 bus stop locations have been selected for shelter installations. These 15 locations represent approximately 1.7% of Greater Roanoke Transit Company's (GRTC) estimated 890 bus stops. The 15 stops were selected based on community requests and levels of usage by GRTC riders, which ranges from a low of 15 to a high of 100 boarding and alighting per day. Current Status To date of 10 of the 15 shelters have been scheduled for installation; four (4) have been completed. They are: 1) Civic Mall on Williamson Road 2) Valley Metro on Campbell Road 3) Lincoln Terrace on Liberty Road 4) Virginia Western Community College on Colonial Avenue Bidding for constructing concrete pads is in progress for 3 of the 10; completion of pads and erecting of shelters is scheduled for the end of April 2009. The 3 sites are: 1) Queen Ann Drive at King Charles 2) Indian Village Lane at Wise Avenue 3) Calvary Chapel of Roanoke on Shenandoah at Westwood Two of the remaining three sites, Goodwill Roanoke on Melrose and McCray Court, are experiencing site selection issues, of an operating and legal nature. It is unclear at this point when these matters will be resolved and plans finalized. At the tenth location, there are two sites under consideration. They are Wal -Mart near the Valley View Mall and the Balks and Sears department stores in the Valley View Mall. At the Wal -Mart Greater Roanoke Transit Company POBox13247 . Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com David A. Bowers, President, and Members of the Board of Directors April 20, 2009 Page 2 site, installation of a pair of adjoined shelters is afoot. There are, however, some design issues pertaining to bus stop and shelter access for people with disabilities. At the Belks /Sears site, a second pair of adjoined shatters is being considered. To date, no action has been taken on the following remaining sites. It is expected that plans for these sites will begin materializing in May, 2009. The sites are: 1) Lewis Gale Hospital 2) Civic Center at Rutherford 3) Edenburg Square 4) Friendship Manor 5) Dollar Store on 24' Street at Salem Turnpike The shelters are of two sizes: a.) 14' wide, 9' 6" tall, and 4'9" deep; b.) 9'7" wide, 8' 3.5" tall, 4' deep. Both are constructed of metal with an acrylic roof equipped with solar panels that power a battery for lighting. Each shelter is delivered assembled and ready for installation. Each shelter comes with a bench, lighting, and a cigarette and trash receptacle combo. The cost of each large shelter combo is $9,450; each small combo cost $6,620. The average cost to lay a concrete pad is $5,800 for a large shatter; $4,800 for a small one. The labor cost (the value of GRTC's Facility Manager's time) to install either the large or small shelter is $60. Attached for your review is a sample photo of the shelter Respectfully submitted, Leon 1. Alder Interim General Manager LIA/ Vice- President of Operations GRTC Liaison Treasurer Secretary Legal Counsel Attachments: 1 1 r . I t A t' anoke Transit Company Board of Directors Meeting April 20, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Discussion on Frequency of GRTC Board Meetings Background: A resolution was passed on June 30, 2001 by the GRTC Board of Directors effective July 1, 2001 that there would be no regular monthly meetings scheduled for the Board of Directors. The Board of Directors will hold meetings in accordance with the By -Laws of GRTC as may be necessary to conduct the business of GRTC, as more particutarty set forth in the letter, copy attached, to the Board dated June 18, 2001. Recommendation and Discussion: GRTC board consider meeting at least every two months with meetings scheduled on the third Monday at 1:00 p.m. Recommend a meeting be scheduled in January and June due to the need for budget and grant application approvals by the Board. Called meetings would still be available if any matter requires Board review and approval. Respectfully submitted, 0 � IZA� Leon I. Alder Interim General Manager LIN C. Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel Attachment 4. Q .1. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleymetro.com VALLEY METRO GMWRW44TMd0W4W O. BW 13247 Greater Roanoke Transit Company B P.00k I& va umt Board of Directors 540 - � June 18, 2001 Ralph K. Smith, President and Members of the Board Dear President Smith and Members of the Board: Subject: Board Meetings Background: Management was asked by the Board of Directors to look into the possibility of conducting the Greater Roanoke Transit Company (GRTC) Board meetings on an as needed basis. By Resolution adopted on June 15, 1998, the GRTC Board of Directors fixed its regular monthly business meetings to be held on the third Monday of each month at 1:00 P.M. Article III, Section 4 of the GRTC By -Laws states "Meetings of the Board of Directors shall be held at times fixed by resolution of the Board, or upon call of the President or the Secretary, or upon the call of a majority of the members of the Board." Management has determined no discernable reason that the everyday business of the GRTC, or business with it's suppliers or customers would be affected should the Board determine that it is more practicable to eliminate the Board's regular monthly business meeting and conduct meetings as may be necessary in accordance with the By -Laws of GRTC. Consideration: Repeal as of June 30, 2001, the Resolution adopted June 15, 1998, setting a time for the Board's regular monthly business meetings, and adopt a Resolution that will be effective on July 1, 2001, that will provide there will be no regular monthly Board of Directors business meeting and that the Board will meet as necessary in accordance with GRTC's By -Laws. A copy of Article III, Section 4 of the By -Laws is attached regarding meetings of the Board. Ralph K. Smith, President and Members of the Board of Directors Board Meetings June 18, 2001 Page 2 Recommendation: Board of Directors adopt a Resolution repealing as of June 30, 2001, the Resolution adopted June 15, 1998, setting a time for the Board's regular monthly business meetings, and that effective July 1, 2001, there will be no regular meetings for the Board of Directors scheduled, but that the Board will hold meetings in accordance with the By -Laws of GRTC as may be necessary to conduct the business of GRTC. c: Vice - President of Operations Treasurer Secretary Legal Counsel Respectfully submitted, David A. Morgan General Manager BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY A RESOLUTION REPEALING THE RESOLUTION ADOPTED BY THE BOARD OF DIRECTORS OF THE GREATER ROANOYE TRANSIT COMPANY(GRTC)ON JUNE 15,1998; PROVIDING THAT AS OF JULY 1, 2001, THERE WILL BE NO REGULAR MONTHLY MEETINGS OF THE BOARD OF DIRECTORS; AND PROVIDING THAT THE BOARD WILL MEET AS MAY BE NECESSARY IN ACCORDANCE WITH THE BY -LAWS OF GRTC. WHEREAS, the Board of Directors has determined that the business of GRTC can be conducted by meetings of the Board of Directors as provided by the By -Laws of GRTC, and that the regular monthly meetings of the Board of Directors are no longer necessary. THEREFORE, BE IT RESOLVED by the Board ofDirectors ofthe Greater Roanoke Transit Company as follows: The Resolution adopted by the Board ofDirectors on June 15, 1998, setting a regular monthly meeting schedule is hereby repealed as of June 30, 2001. 2. Effective July 1, 2001, there will be no regular monthly meetings scheduled for the Board of Directors. The Board ofDirectors will hold meetings in accordance with the By -Laws of GRTC as may be necessary to conduct the business of GRTC, as more particularly set forth in the letter to this Board dated June 18, 2001. ATTEST: Secretary KWEASI1R - pmboudm g STOCKHOLDERS' ANNUAL MEETING GREATER ROANOKE TRANSIT COMPANY MONDAY, JUNE 15, 2009 1:30 P.M. CITY COUNCIL CHAMBER AGENDA Call to Order. 2. Roll Call. Director Price was absent. 3. Approval of June 16, 2008 Stockholders' minutes. Approved. 4. Statement of Purpose. President David A. Bowers. Election of Directors. Elected the Mayor and Members of the Roanoke City Council as the Board of Directors, Greater Roanoke Transit Company. 5. Adjournment. (1:37 p.m.) L ACLFRKTATAACKSH 1AGRTCIGRTC IHAAnnual SrocUolders Call Leder and Agenda (See) doc The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: This is to advise you that I will be unable to attend the Monday, June 15, 2009, GRTC Stockholders Meeting or the regular board meeting at 1:30 p.m., and will be late for the 2:00 p.m. session of City Council due to a family medical situation. Sincerely, , Anita J. Price Council Member AJP:snh PC: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Stephanie M. Moon, City Clerk CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S. W. Noel C. Taylor Municipal Building, Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853 -2541 DAVIDA.BOWERS Fax: (540) 853 -1145 Council Members Mayor M. Rupert Cutler Sherman P Lea Gwen W. Mason Anita J. Price June 15, 2009 Court G, Rosen David B. Ttinkle The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: This is to advise you that I will be unable to attend the Monday, June 15, 2009, GRTC Stockholders Meeting or the regular board meeting at 1:30 p.m., and will be late for the 2:00 p.m. session of City Council due to a family medical situation. Sincerely, , Anita J. Price Council Member AJP:snh PC: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Stephanie M. Moon, City Clerk GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS May 8, 2009 David A. Bowers, President M. Rupert Cutler Sherman P. Lea Gwendolyn W. Mason Anita J. Price Court G. Rosen David B. Trinkle Dear President Bowers and Members of the Board: Pursuant to Paragraph 3, Article II, By -Laws of the Greater Roanoke Transit Company, this is to advise you that the Annual Meeting of the Stockholders' will be held on Monday, June 15, 2009, at 1:30 p.m., in the City Council Chamber, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. A meeting of the Board of Directors of the Greater Roanoke Transit Company will convene immediately following adjournment of the Stockholders' meeting. Sincerely, Stephanie M. Moon Secretary SMM:snh pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Carl Palmer, Interim General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 L GLERK\DATA \GKSM1 \GRTQ09 \Gall Letter for Stockholders' Meeting . too The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: This is to advise you that I will be unable to attend the Monday, June 15, 2009, GRTC Stockholders Meeting or the regular board meeting at 1:30 p.m., and will be late for the 2:00 p.m. session of City Council due to a family medical situation. Sincerely, Anita J. Price Council Member AJP:snh PC: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Stephanie M. Moon, City Clerk CITY OF ROANOKE CITY COUNCIL 215 Chuo hAVeaue, S.W. - Noel CTaylor Municipal Building, Suite 456 Roanoke, Virginia 24011 -1536 Tcicphonc (540)853 -2541 DAVID A. BOWERS Fax: (540) 853 -1145 Council Members Mayor M. Rupert Cutler Sherman P Lea Gwen W. Mason Anita J. Price June 15, 2009 Court G -Rotten David B. Trickle The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: This is to advise you that I will be unable to attend the Monday, June 15, 2009, GRTC Stockholders Meeting or the regular board meeting at 1:30 p.m., and will be late for the 2:00 p.m. session of City Council due to a family medical situation. Sincerely, Anita J. Price Council Member AJP:snh PC: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Stephanie M. Moon, City Clerk 54 To: Members of Council Trmothy M. Kmm, Governor From: Mayor David Bowers ',''Bs =t k , Y s /11/.05_ COMMONWEALTH of VIRGINIA Office of the Governor May 7, 2009 The Honorable David .A. Bowers Mayor, City of Roanoke 215 Church Avenue, S.W., Suite 452 Roanoke, Virginia 24011 -1594 Dear Mayor Bowers: Thank you for your recent letter regarding proposed capital projects for the Greater Roanoke Transit Company (GRTC) under the American Recovery and Reinvestment Act of 2009. On April 16, 2009, the Commonwealth Transportation Board approved $580,000 in initial Recovery Act funding for GRTC projects that were submitted in their February application. The approved projects include six replacement vans, shop equipment, ADP software, fare collection equipment and a support vehicle. Every GRTC grant request was approved and GRTC will be given an additional opportunity to apply for other capital projects in September 2009 during a second round of Recovery Act funding. If you have any additional questions, please feel free to contact Mr. Chip Badger, Director of the Department of Rail and Public Transportation at (804) 371 -4866 or charlcs.cgdeu �ud�uCairerda.kov. My office looks Forward to addressing GRTC capital needs in the next round of Recovery .Act grant awards this fall. Sincerely, Timothy M. Kaine ((Zbu- (,J}m cc: The Honorable Pierce R. Homer, Secretary of Transportation p tl'O 5 Mr. Dana Martin 109 Patrick Henry Building • 1111 East Broad Street • Richmond, Virginia 23219 (804) 786 -2211 • TTY (800) 828.1120 www.governor.virgm ia.gov COMMONWEALTH OF VIRGINIA - STATE CORPORATION COMMISSION NOTICE OF ASSESSMENT OF ANNUAL REGISTRATION FEE Pursuant to §§ 13.1 -775 (stock corporations) and 13.1 -936 (nonstock corporations) of the Code of Virginia, each assessed corporation shall pay the annual registration fee required bylaw on or before the corporation's annual report due date determined in accordance with § 13.1 -775 or § 13.1 -936 of each year Payment is due July 31, 2009 and must be received at the Commission on or before this date to avoid imposition of the statutory penalty. Postmarks cannot be considered + 0237359 000014037 09SCC1 0122462 GREATER ROANOKE TRANSIT COMPANY WILLIAM M HACKWORTH 464 MUNICIPAL BUILDING 215 CHURCH AVE SW ROANOKE. VA 24011 uIIIIIIIIIIuuuIIlll11u11 SEND PAYMENT WITH COUPON TO SEND CORRESPONDENCE AND OTHER DOCUMENTS TO STATE CORPORATION COMMISSION STATE CORPORATION COMMISSION YOUR FILE COPY CLERK'S OFFICE CLERK'S OFFICE 0.00 P. 0. BOX 7507 P. O. BOX 1197 MERRIFIELD, VA 22116 -7607 RICHMOND, VA 23218 -1197 (804) 371-9733 OR TOLL FREE IN VIRGINIA (866) 722 -2551 NAME: SCC ID NO. GREATER ROANOKE TRANSIT COMPANY 0153745 -5 2009 PLEASE NOTE THAT FAT W RE TO RECEIVE PAYMENT ON OR BEFORE THE DUE DATE W ILL RESUTT IN THE IMPOSITION OF A LATE PAYMENT PENALTY OF 10% OR $10 W WHICHEVER IS GREATER, IN ADDITION TO THE ASSESSMENT FAILURE TO RECEIVE PAYMENT ON OR BEFORE THE LAST DAY OC THE FOURTH MONTH IMMEDIATELY FOLLOWING THE DUE DATE WILL RESULT IN THE CORPORATION BEING AUTOMATICALLY TERMINATED DOMESTIC CORPORATIONS) OR HAVING ITS CERTIFICATE OF AUTHORITY AUTOMATICALLY REVOKED (FOREIGN CORPORATIONS) 2041040153745509000100009 XP 1324 Ri Peymelt Coupon A1119 ml, P10111Tinn MAKE CHECK PAYABLE TO TREASURER OF VIRGINIA PLEASE BO NOT SEND CASH REGISTRATION FEE $ 100.00 PRIOR YEARS BALANCE $ 0.00 PENALTY AFTER 07/31109 $ TOTAL AMOUNT DUE $ 100.00 VALLEY METRO GREATER ROANOKE TRANSIT COMPANY I SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY, INC. 4332 VENDORID NAME PAYMENT NUMBER CHECK DATE SCCON State Corporation Comm ssion DOD036025 5 13/2009 4332 OURVOUJHER NUMBER YOUR VOUCHER NUMBER DATE AMOUNT AMOUNTPMD DISCOUNT WRITE -OFF NET REGISTRATION FEE '09 5 13/2009 8100.00 $100.00 10.00 .CO $100 $100.00 $100.00 80.00 $0.00 $100.00 f W,w 4332M VALLEY METRO HOMETOWN BANK ROANOKE, VA 24011 GREATER ROANOKE TRANSIT COMPANY W-932 SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY, INC. DATE AMOUNT P 0. B0X 13247 ROANOKE, VA 24032 540- 982 -0305 5/13/2009 $100.00 a PAY One Ramdred Dollars and 00 Cents VOID AFTER DO DAYSp' TOTHE 8 ORDER State Corporation Commission OF NRXOPI 510114NPE Rm004332Rm 1 :05L4O93201:110L00O2L2LR8 VALLEY METRO GREATER ROANOKE TRANSIT COMPANY I SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY, INC. 4332 '---VENDOR NAME PAYMENT NUMBER CHECK DATE SCCD001 State Corporation Comm ssion 000036025 /13/2009 4332 OUR VOUCHER NUMBER YOUR VOUCHER NUMBER DATE AMOUNT I AMOUNT PAID DISCOUNT I WaIE- FF I NET REGISTRATION FEE '09 5 13/2009 $100.00 1100.00 $0.0c, I D.01) $100 $100.00 $100.00 $0.00 $0.00 $100.00 COMMENT � A TO'd 1UL01 COMMONWEALTH OF VIRGINIA - STATE CORPORATION COMMISSION NOTICE OF ASSESSMENT OF ANNUAL REGISTRATION FEE Pursuant to §§ 13.1 -775 (stock corporations) and 13.1 -936 (nonstack corporations) of the Code of Virginia, each assessed corporation shall pay the annual registration fee required by law on or before the eorponation's annual report due date determined In accordance with § 13.1 -775 or § 13.1 -936 of each year Payment is due July 31, 2009 and must be received at the Commission on or beforethis date to avoid imposition of the statutory penalty. Postmarks Cannot be considered. I EHO PAYMENT WITN COUPON TO: STATE CORPORATION CCM ISSKN4 OLEWS OPr CE P.O. BOR TSO/ MERRIREL0.VA2211F7SOi . 0237354 000044037 09SCC1 0122462 GREATER ROANOKE TRANSIT COMPANY WILLIAM M HACKWORTH 464 MUNICIPAL BUILDING 215 CHURCH AVE SW ROANOKE. VA 24011 NIIId III bN IIIIIM III II SEND CORRESPONDENCE AND OTHER DOCUMENTS TO STATE CORPORATION COMMISSION YOUR FILE COPY CLERKSOFFICE P.O. BOX 1197 RICHMOND. VA MIGHT 197 IBM 3714M OR TOLL.FREE IN VIRGINIA RWe) M-2551 NAME: SCC 10 NO. GREATER ROANOKE TRANSIT COMPANY 0153745 -5 2009 PLEASE NOTE THAT FAIL UR21e R'-_CEIVE ✓BVMEM ON OR 06diE THE WE OAi6 WILL NESULT IN ME IMPOSRI NOF n LATE FAWOW PENALTY OF 10% OR SJa PV wHILHEVER IS GREATER, IN AOgTKKJ TO THE ASSESSMENT MONTH IMMEOMTELYPOLLb IINGTHEOUEOATSWILLR6ILi INME.O RATIONMWOAOMJATILALLY TERMINATED IWMPATIC ClRPORAnMS OR HAVING n5 cSRRMATE OF ALrOIMITIV AIROMATCALLV REVOREO XoRciC HOLMATIONST 2041040153745509000108889 %Hr lh—1 L.—AN„ E Tn1.P,..n�eaoA COMMONWEALTH OF VIRGINIA - STATE CORPORATION COMMISSION NOTICE OF ASSESSMENT OF ANNUAL REGISTRATION FEE SCC ID NO. RETURN THIS 01 AND 01537455 2009 IWLUMYWR=IDW, ON YOUR CHECK GREATER ROANOKE TRANSIT COMPANY WILLIAM M HACKWORTH 464 MUNICIPAL BUILDING 215 CHURCH AVE SW ROANOKE, VA 24011 TA,TIT J I.TTCCRMhC DO NOT INCLUDE ANY OTHER OOCUMENTS OR CORRESPONDENCE WITH YOUR PAYMENT AND THIS PAYMENT COUPON 2041040153745509000100009 R -11HH0 S.)INI A11] WKE GIELK.. TO ..."Wes. FLEIEE OO Iqi 9EllP eBSx TREASURER OF VIRGINIA REGISTRATION FEE S 100.00 PRIOR YEARS BALANCE $ 0.00 PENALTYAFTER 07/'31/09 $ TOTAL AMOUNTOUL s 100.00 MAKE CHECK PAYABLE Ti TREASURER OF VIRGINIA PLEASE TO Ron SEND CASH SEND PAYMENT WITH THIS COUPON TO STATE CORPORATION COMMISSION CLERK'S OFFICE P.O. BOX TINY MERRIFIELO.VA "He 7607 (EW) 971 -e739 OR TOLL-FREE IN VIRGI (aN1 TYb76M REGISTRATION FEE s 100.00 PRIOR YEARS BALANCE S 0.00 PENALTY AFTER 07/3/109 s TOTAL AMOUNT DUE s 100.00 OS:PT 6002- ZT -AIU.J M THE FOLLOWING IS FOR INFORMATIONAL PURPOSES ONLY THERE IS NO SCHEDULED GREATER ROANOKE TRANSIT COMPANY BOARD MEETING REGARDING THIS INFORMATION Greater Roanoke Transit Company P08ox13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com Vs���er M May 6, 2009 TO: Mr. Darrel M. Feasel Manager of Transit Programs Virginia Department of Rail and Public Transportation 600 E. Main St., Suite 2102 Richmond, VA 23219 THRU: Mr. Jeff Sizemore, Rural Program Specialist Virginia Department of Rail and Public Transportation P.O. Box 1026 Bluefield, VA 24605 RE: REQUEST TO AMMEND CAPITAL GRANTS FOR FY 2008 (STATE MASS TRANSIT CAPITAL AND FTA GRANT # VA -04-0027 -00) This will serve to confirm the Greater Roanoke Transit Company (GRTC) request to approve to amend the above -named capital grants for FY 2008 to purchase four (4) expansion 35 foot electric hybrid buses for $990,000 for the State Mass Transit Grant ($841,600 in state funds and $148,400 local match) and $990,000 for the FTA Grant # VA -04- 0027 -00 ($792,000 in federal funds and $198,000 state transportation trust fund, copy attached). This request is needed in order to purchase two (2) forty (40) foot MCI coach -style buses for the Smart Way intercity service connecting Roanoke Valley and the New River Valley communities in lieu of the 35 foot electric hybrid buses. Approval was given to purchase four (4) 35 foot rubber tire replica trolley buses as expansion buses from National Bus Sales with delivery in November 2008. The four replica trolley buses are used for the Star Line Trolley Service which began November 2008 connecting Carillon medical facilities and downtown Roanoke. Hometown Trolley, Cranden, Wisconsin, was the manufacturer with total cost being $934,551 leaving a balance of $1,045,449 in both of the FY 2008 state and federal grants. This request is being made in order to replace as soon as practically possible two (2) of the four (4) existing 2004 thirty -five (35) foot Freightliner body -on- chassis, medium -duty, buses due to engine failures. All four Freightliner buses have exceeded the FTA useful life of 350,000 miles with each of them having over 400,000 miles. The Freightliner buses are being used on GRTC's commuter service, Smart Way, which has a ridership that is 25% higher than the previous year. This increase oftentimes results in standing capacity over a forty -two (42) mile one -way trip. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleymetro.com Mr. Darrel M. Feasel thru Mr. Jeff Sizemore May 6, 2009 Page 2 GRTC is requesting approval to purchase two (2) MCI coach style buses from the Virginia state contract including options (see attachment) with a per bus cost of $467,515,excluding EMCO Wheaton fueling system and Smart Way logo paint scheme. Given the exclusions, the total cost of each bus is estimated to be $475,000. With the remaining funds in the State Mass Transit Capital grant GRTC requests approval to purchase capital associated maintenance parts. A revision of the remaining funds for the Federal grant will be submitted in the future. Thank you for your consideration in this urgent matter as we are in immediate need for two replacement buses for the Smart Way intercity route. Respectfully, Carl L. Palmer General Manager copy: GRTC Board Smart Way Advisory Committee Jim Grigsby, Asst. City Manager Leon Alder, Asst. General Manager Stephanie Giles, Director of Finance John Thompson, Director of Maintenance Attachments: 2 Vin Pmt Y DOT a FTA U.S. Department of Transportation Federal Transit Administration Application RecipientID: 1460 Recipient Name: .._ GREATER ROANOKE TRANSIT COMPANY ._.. .. .. ..... __.. .. ,'. I Project ID. VA-04-0027-00 Budget Number. 1 - Budget Pending Approval Project Information: Famlark Federal FY 2007 Part 1: Recipient Information i Project Number VA-04- 0027 -00 Recipient ID: 1460 'Recipient Name: GREATER ROANOKE TRANSIT COMPANY Address. POST OFFICE BOX 13247, ROANOKE, VA 24032 3247 .Telephone: ,.. (540)982 -0305......... .. .. _ _.... _., Facsirdle: `.(540)982 -2703 Union Information .Recipient ID: -1460 Union Name: ALMAGAMATED TRANSIT UNION LOCAL 14 Address 1: '5134 WHITCOMB DRIVE Address 2: 'City. MADISON, WI 53711 !. Contact Name: I JANIS BORCHARDT 'Telephone: '.(608)270 -1452 ''. Facslmle: (202) 244 -7824 i E -mail. ..,...... jborchalu @sot com .... _ . 'Websile: Recipient ID: ' 1460 J iUnion Name: ._.. . __.. .. _... : ALMAGAMATED TRANSIT UNION, LOCAL I4 I 'Address 1: 1366 COALING ROAD Address 2 _. . . _.. ..... City: TROUTVILLE, VA 24175 Contact Name: BETTY ORANGE ,Telephone, (540)986-3786 .. ... IAM vim Pmt 6 10/20/08 _. GRTC intends to replace a 30 foot 2004 Freightliner with a 40 foot replacement bus. The change in the size of the bus is due to increased ridership during peak hours on its commuter service route. The service's ridership has increased 32% in the past year. The fund source for this line item is 5309. GRTC intends to follow requirements for rolling stock purchase as staled in FTA C 5010.1 C. 11.13.09 BUY TROLLEY BUS FOR EXPANSION 2$400.00000 $500,00000' 10120/08 . . _.. GRTC intends to purchase two expansion buses for its expansion service that will service the Downtown Roanoke and Carillon Bip- Medical areas. The service Wil run every ten minutes Monday — Friday from 7:00 a.m. through 7:00 p.m., and run every five minutes between the hours 10:00 a.m. and 2:00 p.m. The fund source for this line item is 5309. GRTC intends to follow requirements for rolling stock purchase as staled in FTA C 5010.1 C. '.11.76.91 REAL ESTATE ACQUISITION 0 $120,000.00: $150,000.00 GRTC intends to add vehicle storage capacity its facilities. GRTC currently owns and operates 43 30-35 ft buses an stores the vehicles in its Administrative/Maintenance facility located at 1108 Campbell Ave., S.E. The current number of vehicles have exceeded the storage capacity of 37 vehicles and GRTC is forced to store vehicles in the shop and wash bays. Additionally, due to new service that is being added beginning in the fall of 2008, GRTC is adding 4 vehicles to its Beet The cost of the aquisition of land is approximated $150,000 and the storage facility is estimated at $415,000 and engineering/design is estimated at $85,000. 11.42.06 ACQUIRE - SHOP EQUIPMENT 0 $16,00000 520,000.00 GRTC intends to purchase shop equipment that is old, obsolete or in need of repair. GRTC also intends to acquire shop equipment necessary for operations in the maintenance department. Some of the items that will be purchased include a service vehicle Ii8 (approx $5,000.00)and to replace the diesel fume exhaust removal system (approx. $3,000.00), and a diesel utility vehicle to transport equipment from the Administmtive/Maintenance Facility to its transfer station and eventually to the new storage facility (approx. $10,000). The fund source for this line item is 5309. GRTC intends to follow all requirements for equipment purchase and disposal as stated in FTA C 5010.11). ' 11.41.04 � ENG /DESIGN - STORAGE FACILITY i 01 $68.000.w $85,000.00 GRTC intends to add vehicle storage capacity, its facilities. GRTC currently owns and operates 43 30-35 fl buses an stores the vehicles in its Administrative/Maintenance facility located at 1108 Campbell Ave., S.E. The current number of vehicles have exceeded the storage capacity of 37 vehicles and GRTC is forced to store vehicles in the shop and wash bays. Additionally, due to new service that is being added beginning in the fall of 2008, GRTC is adding 4 vehicles to its feet The cost of the aquisition of land is approximated $150,000 and the storage facility is estimated at $415,000 and engmeenng/design is estimated at $85,000. .11.42.06 ACQUIRE -SHOP EQUIPMENT 10 $8000000,$100,O0000 rk��rcyuserappibetiani %30fiam%:too-awwolmzl -e .hm (s or.. Nu v2 va C:nnM ATTACHMENT 2 SECTION I — TECHNICAL SPECIFICATIONS COMMUTER COACH CRUISER BUS PURCHASE SOLICITATION # 88 FOLDER # 20340 TECHNICAL SPECIFICATION 1.1 SCOPE These specifications represent a coach ideally suited to public commuter transit operations in terms of performance. 1.2 DEFINITIONS The following are definitions of special terms used in Part 11. (1) dBA. Decibels with reference to 0.0002 microbar as measured on the "A" scale. (2) Audible Discrete Frequency. An audible discrete frequency is determined to exist if the sound power level in any 1/3-octave band exceeds the average of the sound power levels of the two adjacent 1/3- octave bands by 4 decibels (dB) or more. (3) Standee Line. A line marked across the coach aisle in line with the driver's barrier to designate the forward area which passengers may not occupy when the coach is moving. (4) Free Floor Space. Floor area available to standees, excluding ingress /egress areas, area under seats, area occupied by feet of seated passengers, and the vestibule area. (5) Curb Weight. Weight of vehicle, including maximum fuel, oil, and coolant; and all equipment required for operation and required by this Specification, but without passengers or driver. (6) Seated Load. One hundred fifty (150) pounds for every designed passenger seating position and forthe driver (7) Gross Load. Total of curb weight, seated load and standees at 150 pounds per individual passenger (8) SLW (Seated Load Weight). Curb weight plus seated load. (9) GV WR (Gross Vehicle Weight Rated). Curb weight plus the maximum vehicle weight that the bus can be safely loaded to. (10) Driver's Eye Range. The 95th- percentile ellipse defined in SAE Recommended Practice J941, except that the height of the ellipse shall be determined from the seat at its reference height. Page 1 May 7, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Agreement among the City of Roanoke, GRTC, the School Board of the City of Roanoke, and Edwin R. Dolinger, regarding location of a bus shelter at Patrick Henry High School Background: By Contract dated August 12, 2008, the City, GRTC, and the Artist, Mr. Dolinger, entered into a Contract that provided for the Artist to provide the design and installation of one bus shelter at Patrick Henry High School and one at William Fleming High School, The Artist is working with students in each school for the design and fabrication of such bus shelters. The bus shelter to be located at Patrick Henry is in the final stages of completion and the Artist is preparing to have it installed. The location of such bus shelter is approximately 65 feet from the southwest corner of the intersection of Grandin Road, S.W. and Avenel Avenue, S.W. in the City. The property where the bus shelter will be located is owned by the City, but dedicated to the use of the City School Board. Therefore, the City has agreed to provide a Revocable Permit to the Artist and to GRTC to allow the bus shelter to be installed at that location and for GRTC to maintain and operate the bus shelter. Staff for the City, GRTC, and the City School Board have developed a Revocable Permit (attached) from the City to GRTC and the Artist. Such Permit provides that the Artist will be responsible for properly installing and completing the bus shelter, including a concrete pad, and obtain the proper certifications and approvals from all appropriate building officials to meet all applicable laws, codes, and regulations. Once that has been accomplished and the Artist has completed his obligations under the August 12, 2008, Contract, GRTC will take ownership and responsibility for the bus shelter. Such responsibility shall include the maintenance, operation, repair, cleaning and, if Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.982.2703 • wwwvalleymetro.co, David A. Bowers, President, and Members of the Board of Directors May 7, 2009 I► Page 2 requested by the City, the removal of the bus shelter. The Revocable Permit provides that the initial term will be for a period of one year, from May 1, 2009, through April 30, 2010, unless the City, GRTC, or the City School Board wishes to terminate it on 60 days written notice. The Permit provides that any of the three parties can terminate the Permit at any time after a 60 days written notice. GRTC is required to provide commercial general liability insurance coverage for the bus shelter in an amount not less than $1,000,000. GRTC, through the President and General Manager of GRTC, will sign the Revocable Permit so that the bus shelter can be located at the Patrick Henry High School. In accordance with the language in the Board's June 18, 2001, Resolution, such action will not be taken until at least five business days after the date of this letter. Should you require any additional information, or have any questions regarding the above referenced action, please contact me. Respec II mitte d, r Carl L. Palmer General Manager LIN C. Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel Attachment REVOCABLE PERMIT FOR THE LOCATION OF A BUS SHELTER ON CITY PROPERTY This is a Revocable Permit among the City of Roanoke, Virginia, a Virginia municipal corporation (City), the Greater Roanoke Transit Company, a Virginia corporation (GRTC), Edwin R. Dolinger (Artist or Contractor), and the School Board of the City of Roanoke (Cit) School Board) to allow a bus shelter to be located on certain City property. This Revocable Permit is dated , 2009, and made in the City of Roanoke, Virginia. WHEREAS, the City entered into a Contract dated August 12, 2008, among the City, GRTC, and the Artist, wherein the Artist agreed to provide a bus shelter to be located at the Patrick Henry High School (PH). The Artist, in coordination with the City and GRTC has determined that the location of the bus shelter at PH should be at a location approximately 65 feet from the southwest comer of the intersection of Grandin Road, S.W. and Avenel Avenue, S.W. in the City, all as more fully shown on an attached Site Plan dated February 27, 2009, prepared by the Office of the City Engineer, which Site Plan is marked as Attachment A and made a part hereof, WHEREAS, the City owns the piece of property referred to above and set out in Attachment A, but such property is dedicated to the use of the City School Board; and WHEREAS, the Artist has requested permission to install a bus shelter at the location indicated in Attachment A and requested he be granted a Revocable Permit to install such bus shelter and that such permit further allow GRTC to maintain and operate such bus shelter after the bus shelter is turned over from the Artist to GRTC in accordance with the terns of the above mentioned Contract dated August 12, 2008. THEREFORE, THE CITY, GRTC, THE ARTIST, AND THE CITY SCHOOL BOARD, IN CONSIDERATION OF THE PROMISES CONTAINED HEREIN, AGREE AS FOLLOWS: The City hereby grants to GRTC, including any Management Company GRTC may contract with for operating the bus system as an independent contractor for GRTC, and to the Artist, a Revocable Permit to install, maintain, operate, repair, clean and, if requested by the City, to remove such bus shelter and the restoration of the site, subject to the terms and conditions of this Revocable Permit. The location of the bus shelter shall be substantially as shown on Attachment A. The City School Board consents to such Revocable Permit. 2. The Artist agrees that he will properly install or have installed such bus shelter, including a concrete pad, and obtain the proper certifications and/or approvals of the appropriate building officials to meet all applicable laws, codes, and regulations, including that such shelter shall be in compliance with the Americans with Disabilities Act 3. GRTC agrees that once the bus shelter is properly installed and completed and the Artist has provided the proper certifications and approvals to show such proper installation and Revocable Permit -0RTC- Dolinger PIMS May 7 2009 n that the bus shelter meets all applicable laws, codes, and other requirements, and meets the requirements of the Contract dated August 12, 2008, mentioned above, GRTC will take ownership and responsibility for such bus shelter. Such responsibility shall include the maintenance, operation, repair, cleaning and, if requested by the City, the removal of such bus shelter and restoration of the shelter site, except that any such removal shall not include or be required to include the removal of the concrete pad that will be used for the installation of the bus shelter. 4. GRTC and/or the Management Company will only be responsible for handling any claims for injuries or damages to persons or property that may arise by reason of GRTC's or the Management Company's sole negligent maintenance, repair, use, or removal of such bus shelter or the sole negligent operation of the bus system at the bus shelter location. However, any claims for injuries or damages to persons or property that arise solely by reason of or are solely connected with the City's, City School Board's, and/or any third parry's actions or omissions shall not be the responsibility of GRTC or its Management Company. Furthermore, should the City request that GRTC remove the bus shelter and no longer stop at the bus shelter location, GRTC and its Management Company will have sixty (60) days from receipt of such written request to remove the bus shelter and stop bus service to such location. 5. The City agrees that the bus shelter shall be and remain the property of GRTC and that GRTC and its Management Company, and the Artist for installation purposes, shall have full and free access to such bus shelter in order to install, maintain, repair, use, clean, and /or remove such bus shelter and to operate buses at such location. The City and City School Board agree that the City and /or the City School Board shall properly maintain the areas around the bus shelter, but not the bus shelter itself, including routine cleaning, snow removal, and trash removal. 6. Notwithstanding anything else in this Revocable Permit, once GRTC takes ownership of the bus shelter as mentioned in paragraph 3 above, the Artist shall have no further rights under this Revocable Permit. 7. The City and City School Board agree that there will be no charge to GRTC, or its Management Company, or the Artist for this Revocable Permit for the bus shelter or any rights granted to GRTC, its Management Company, and /or the Artist under this Revocable permit. 8. The initial term of this Revocable permit is for one (1) year, from May 1, 2009, to April 30, 2010, unless sooner terminated pursuant to the terms of this permit or by law, or unless renewed as set forth herein. By mutual agreement of the parties, this Revocable Permit shall be deemed to be automatically renewed on a year to year basis unless terminated by either the City, GRTC or the City School Board as set forth herein or by law. Should any of these three parties wish to not renew this Revocable permit for any additional periods, the parry requesting the nomenewal shall notify the other parties in writing of such request to not renew at least 60 days before the expiration of this Revocable Pemdt -0R [C- Dofinger PHHS May 7 2009 Revocable Permit or any renewal thereof and this Revocable permit shall terminate at the end of the then current term. 9. The City, GRTC, or the City School Board may also terminate, with or without cause, this Revocable permit on sixty (60) days written notice to the other parties. 10. GRTC its grantees, assigns, or successors in interest, and its Management Company, shall for the duration of this permit obtain and maintain insurance coverage for such bus shelter in an amount not less that $1,000,000.00 of commercial general liability insurance. A Certificate of Insurance will list the City of Roanoke and its officers, agents, and employees as additional insureds. Any endorsement that may be required by the insurance company naming such parties as additional insureds shall be provided promptly to the City. The Certificate of Insurance shall state that such insurance may not be cancelled or materially altered without 30 days written notice of such cancellation or alteration being provided to the Risk Management Officer for the City of Roanoke, unless otherwise approved by the City's Risk Management Officer. Furthermore, the Artist shall also obtain and provide commercial general liability insurance for the Artist's installation of the bus shelter and provide a Certificate of Insurance to the City as set forth above. All such insurance shall be written on an occurrence basis. 11. All notices hereunder must be in writing and shall be deemed validly given if sent by certified mail, return receipt requested or by a nationally recognized overnight courier, addressed as follows (or any other address that the party to be notified may have designated to the sender by like notice): If to GRTC: Greater Roanoke Transit Company Attn: General Manager 1108 Campbell Avenue, S.E. Roanoke, VA 24013 Fax No. 540- 982 -2703 If to City: City of Roanoke Attn: City Manager 364 Noel C. Taylor Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 Fax No. 540- 853 -1138 Facsimile: (540) 853 -t 138 Copy to Assistant City of Roanoke City Manager: Attn: Assistant City Manager for Community Development 364 Noel C. Taylor Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 Facsimile: (540) 853 -1138 Revocable Pemit-GR9 C- 1)01111ger PHHS May 7 2009 i If to Artist: Edwin R. Dolinger 294 Franklin Heights Road Bassett, VA 24055 If to School Board: School Board of the City of Roanoke City Attn: Superintendent Roanoke City Public Schools 40 Douglass Avenue, NW Roanoke, VA 24012 Facsimile: (540) 853 -2951 Notice shall be deemed delivered on the date of personal service, or two days after deposit in the United States mail, or the day after delivery to a nationally recognized overnight courier. 12. This Revocable Permit shall be governed by the laws of Virginia, without application of Virginia's conflict of law provisions. The parties agree that any claim or action arising from or connected with this Revocable Permit shall only be brought in the Roanoke City Circuit Court or the Roanoke City General District Court and the parties submit themselves to such jurisdiction. 13. This Revocable Permit is retroactive to, and is effective as of May 1, 2009. 14. This Revocable Permit, together with Attachment A, constitutes the entire agreement of the parties hereto and supersedes all prior offers, negotiations, and agreements among the parties. No amendment to this Revocable Permit shall be valid unless made in writing and signed by the parties hereto. SIGNATURE PAGE TO FOLLOW Revocable P,.m ,GRTC- Dolls PHHS May 7 2009 IN WITNESS WHEREOF, the parties hereto have signed this Revocable Permit by their authorized representatives: WITNESS: Printed Name and Title W CINESS: Printed Name and Title Printed Name and Title WITNESS: Printed Name and Title CITY OF ROANOKE, VIRGINIA Darlene L. Burnham, City Manager GREATER ROANOKE TRANSIT COMPANY David A. Bowers. President By: Cart L. Palmer, General Manager EDWIN R. DOLINGER, ARTIST Edwin R. Bolinger WITNESS: SCHOOL BOARD OF THE CITY OF ROANOKE By Printed Name and Title Printed Name and Title Approved as to Form: Approved as to Execution: City Attorney City Attorney Revocable Pemia GRTC- Dolinger PIMS May 7 2009 5 GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 15, 2009 1:37 P.M. COUNCIL CHAMBER AGENDA Call to Order. 2. Roll Call. Director Price was absent. The Mayor announced the appointment of M. Rupert Cutler to fill the unexpired term of Alvin L. Nash through June 30, 2010. 3. Approval of Minutes: Special meeting held on April 20, 2009. Approved. 4. Reports of Officers: a. General Manager: Management Update dated June 15, 2009. Received and filed. 2. Financial and Operating Report for the months of April and May, 2009. Received and filed. 3. Authorization to execute such documents as needed to purchase four MCI commuter coaches from the Commonwealth of Virginia's purchase contract with MCI. Adopted Resolution. (6 -0) 4. Approval and adoption of an increase in the monthly pass price for the STAR Program. Adopted Resolution. (4 -2, Director Mason and President Bowers voting no.) L: \CLERK \DATA\CKSH1 \GRTC \G RTC 09Wgenda -June 15 2009 GRTC,doc 5. Approval of a reduction in the peak hour frequency of certain routes from 30 minutes to 60 minutes, effective July 6, 2009. Approved. b. Secretary: Election of Officers. Approved the following slate of officers: David A. Bowers, President Sherman P. Lea, Vice - President Darlene L. Burcham, Vice - President of Operations James B. Grigsby, Assistant Vice - President of Operations Stephanie M. Moon, Secretary Assistant Secretary - Vacant Ann H. Shawver, Treasurer William M. Hackworth, Registered Agent Reports of Committees: a. Recommendation from Budget Review Committee for approval of the Fiscal Year 2009 -2010 Operating Budget. Approved. Other Business. None. Adjournment. (1:56 p.m.) L. \CLERK \DATA\CKSH1 \GRTC \G RTC 09\Ageuda -June 15, 2009 GRTC.doc 4.a.1, MANAGEMENT UPDATE June 15, 2009 Training and Staff Development A proposed annual training and staff development plan for Southwestern Virginia Transit Management Company, Inc. ( SVTMC) employees has been prepared in collaboration with SVTMC staff. See attachment for more details. Health Insurance George Weikel, Business Solutions, Inc., health insurance broker, was contracted by SVTMC to solicit three (3) bids for health insurance coverage for SVTMC employees for FY 2010. Anthem Blue Cross /Blue Shield was recommended as the lowest bid with United Healthcare and Southern Health being the two other bidders. See attachment for more details. Smart Way Proposed Fare Increase Smart Way Advisory Committee meeting was held on May 26, 2009 at the Blue Ridge Beverage conference room, in Roanoke County. The Committee recommended to postpone the increase in the one -way fare from $3 to $4 and monthly fare from $100 to $120. The Committee further recommended to reconsider the fare increase upon arrival of the new MCI commuter coaches. The next meeting scheduled for August 12, 2009, noon in Roanoke (Civic Center Conference Center). Overview of Ridership Daily ridership for Valley Metro averaged 7,977 per month for the first eleven months of this fiscal year compared to 7,291 last fiscal year or 10% increase. Daily ridership since FY 06 has increased 34 %. See chart for comparison of growth of daily ridership since Fiscal Year 06. NOTE: Chart includes ridership for Smartway and Star Line Trolley, does not include STAR. Monthly ridership for Smartway averaged 5,418 for the first eleven months of this fiscal year compared to a monthly average of 4,409 last fiscal year or 13% increase. The monthly ridership has increased by 173% from FY 05. Total ridership in the first year of service was 23,821 compared to a projected annual ridership of over 65,000 in this fiscal year. See chart for comparison of growth of monthly ridership since Fiscal Year 05. Daily ridership for Star Line Trolley was 603 in May 2009 with April 2009 having daily ridership of 612. See chart for comparison of daily ridership since service began November 18, 2008. Monthly ridership for STAR (Specialized Transit Arranged Rides) which is contracted to RADAR averaged 4,198 per month for the first eleven months of this fiscal year compared to 3,965 last fiscal year or 6% increase. See chart for comparison of growth. Mnolli Greater Roanoke Transit Company Board of Directors Board of Directors Meeting June 15, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Board Informational Report on Assessment of Training and Staff Development Background A proposed annual training and staff development plan for employees of Southwestern Virginia Transit Management Company, Inc. ( SVTMC) has been prepared by the Assistant General Manager in collaboration with SVTMC staff for Fiscal Year 2010. This plan was developed by request from the Assistant City Manager as the GRTC Liaison. Current Status: An assessment of the current training and staff development was conducted and the proposed plan will be a working document (on -line) that will be subject to change as needed and at a minimum each quarter. An analysis of the current status of training and staff development plan is attached for your review. No action by the Board is needed on this matter. ��Ily s fitted, Carl L. Palmer General Manager Attachment as stated c: Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel Greater Roanoke Transit Company PO Box 13247 . Roanoke, Virginia 24032 . Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com *14 W"1140 Me'�'__ DATE: May 21, 2009 TO: Darlene Burcham Vice President of Operations FROM: Leon Alder Assistant General Manager, GRTC SUBJECT: TRAINING & STAFF DEVELOPMENT An annual training and staff development plan is in the process of being developed with input from all staff for Fiscal Year 2010. The plan will be a working document (on -line) that will be subject to change as needed and at a minimum each quarter. Presently one of the Transportation Supervisors performs additional duties as the Safety and Training Coordinator. She conducts and coordinates the New Bus Operator and Refresher Training for Bus Operators (copy of course outline is attached). The New Bus Operator course is five (5) weeks and involves both classroom and practical experience. During the year bus operators must complete the refresher training course outline and also two hours of in -service training each year. Bus operators must complete remedial training as needed on a "one -on -one" basis if an incident or collision occurs. There is a need for a full -time Safety and Training Coordinator with duties in assessment and follow -up on safety related matters including training of bus operators. There is not sufficient funding for the position in this fiscal year; GRTC will include this position in its fiscal 2011 budget request to the City of Roanoke. Attached is GRTC's refresher training plan with six (6) courses, two hours in length, for employees from all departments to participate as needed during this fiscal year. Presently training is being conducted by the appropriate supervisory management staff in each department of GRTC but not in writing or documented. GRTC management staff will prepare a written training plan for his /her department that will list the topic, subject or module of training needed, projected date and time required, name of instructor, and learning objectives. In some instances there will be a coordination effort by the GRTC management staff when training will benefit more than one department. Each employee will have an individual training and staff development form in his /her supervisory file documenting the date, type of training, and amount of training he or she completes. Greater Roanoke Transit Company PO8ox13247 • Roanoke, Virginia 24032 - Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com 'Darlene Burcham Training and Staff DevelopmentMemo Page 2 May 21, 2009 Training resources such as the Transportation Safety Institute (rSI), National Transit Institute (NTI)' First Transit University, local community college, private and public entities that provide courses, workshops, and seminars will be considered to meet training needs of employees if there are sufficient funds available. First Transit will also provide technical support and training upon our request for assistance. Each employee will be required, as part of their performance evaluation, to review his /her training and staff development plan for specific performance improvement measures. Each employee and his /her immediate supervisor must develop an individual training and staff development plan based upon their performance and job duties as well as the needs of Greater Roanoke Transit Company (Valley Metro). Periodical safety meetings are needed. They have not been conducted due to budget constraints. However, GRTC management will include this item in their 2011 budget request to the City. The general structure of the safety meetings will include the following: (1) Announce accomplishments and recognition of positive safety behavior by employees; (2) New or revised policies on safety; (3) Discussion of employee injuries and incidents and how to prevent them in the future; (4) Have an employee. participation activity that deals with safety; and (5) Adopt a theme for the next period. The safety meetings will include the use of actual video footage from the security camera installed on the buses with provisions to protect the identity of the bus operator. Attachments cc: James Grigsby, GRTC Liaison Officer Bill Williamson, Region Vice President, First Transit, Inc Carl Palmer, General Manager, GRTC SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY, INC (SWVTMC) BUS OPERATOR TRAINING MANUAL Vaile�/ AMA REVISED MAY 2009 The training program at GRTC includes new bus operator, refresher, and remedial training and is designed from guidelines put forth by the National Safety Council, The Department of Motor Vehicles and The Transportation Safety Institute. The instructor has been certified by TSI in the use of the components of that program. It is the goal of GRTC to maximize professional and safe driving practices among our drivers by providing them with quality training in customer service, bus operations and emergency management. This includes: • Comprehensive classroom and road training for new drivers. • In- service with all drivers to maintain a high level of knowledge and skill. • Remediation for problems such as bus maneuvering or customer service as needed. • Retraining for preventable crashes. • Certificates of Certification from GRTC and TSI. • Rewards for safe driving and an annual safety awards celebration. • Safety awareness projects to create a viable safety culture here at Valley Metro. Currently the General Manager and the Training and Safety Coordinator are working together to coordinate components of the Smith System used by GRTC's managing company, First Transit, into the existing program as we feel will be beneficial. Obneral Course Syllabus- New Bus Operator Training WEEK # 1 Administrative Orientation (Human Resources) Welcome and Property Tour SW VTMC Policy Manual Benefits Forms Classroom: Section 1 Professionalism: Job description; Extra Board; Seniority draw & employee # assigned Section 11 Customer Service; Blue Ridge Independent Living Center visit Section III Fares/Fare Box Orientation ATU Orientation Practical: Campbell Court Transfer Center Orientation Uniform purchase Gillig Bus Orientation with emphasis on safety equipment WEEK # 2 Classroom: Section IV: Defensive Driving: GRTC Pre -Trip Procedure Section V: Emergency Management Section VI: Crash & Incident Reporting Transportation Safety Institute Test Practical: Practice minor & seat adjustments, starting & securing procedures, pre -trip, etc while stationary on Property lot Basic maneuvering on obstacle course DMV pre-trip orientation and practice In- traffic driving; emphasis on maintaining the lane, using mirrors and making turns. WEEK # 3 Practical: Interstate driving *Trainees with CDL/P DMV practice & testing* endorsement move on to Property parking and garage route training and will Downtown driving complete training in three Campbell Court Transfer weeks. Center maneuvering WEEK # 4 Practical: Freightliner and trolley bus operation SmartWay Commuter and Star Line Trolley Service training Fixed route training begins and continues until each driver is assessed competent to be released from training. WEEK #5 Practical: Continue for trainees who require extra time for learning the routes or for skill development. RESOURCE AND SUPPORT MATERIALS WEEK ONE PROFESSIONALISM: In -house Policy In -house generated handbook Transportation Safety Institute Bus Operator Training Program Video: Be Fit While You Sit UCLA Ergonomics Exercises (Public Domain from website) "Have a Nice Day" National Transit Institute /San Diego Transit CUSTOMER SERVICES: In -house Policy In -house generated handbook In -house real -life scenarios Transportation Safety Institute Bus Operator Training Program ADA Act Easter Seals Project Action "Transit Operators Pocket Guide" Field Trip to Blue Ridge Independent Living Center (Sensitivity Training) "Working With the Public" Ergometrics & Applied Personnel Research Inc. San Francisco Muni training videos: "Max" "Passenger Relations" "Have a Nice Day" National Transit Institute /San Diego Transit FARES/FAREBOX ORIENTATION: In -house Policy In -house generated handbook GFI operating guide a VEHICLE OPERATIONS: WEEK TWO In -house Policy In -house generated handbook Gillig Phantom Drivers' Handbook Freightliner Driver's Handbook Transportation Safety Institute Bus Operator Training Program Virginia Commercial Driver's Manual Operation Lifesaver brochures (Highway -Rail Crossing Safety) Videos: Right Turns Miles Media Corp. Intersections Watching Out Fatigue Winter Driving Night Driving Safe Following Distance National Safety Council Defensive Driving Course - Coaching the Transit Bus Operator Big Blind Spot (backing) Intersections (preventability) Last Ride of Wild Bill Jones (customer injury) Driven To Extremes (Road Rage) Bus and Bike Sharing the Road (Charlottesville Transit; principals applied to pedestrian safety also) The Responsibility Is Ours (Operation Lifesaver, Highway -Rail Crossing Safety) EMERGENCY MANAGEMENT: In -house Policy In -house generated handbook In -house real -life photos and scenarios Transportation Safety Institute Bus Operator Training Program "Have A Nice Day" National Transit Institute /San Diego Transit National Safety Council "Safety + Health" Magazine Supervisors' Safety Bulletin (Progressive Business Publications) Videos and CDs: Bloodbome Pathogens Warning Signs (NTI/Rutgers, terrorism and transit security) CRASH AND INCIDENT REPORTING: In -house Policy In -house generated forms Transportation Safety Institute Bus Operator Training Program CDL TRAINING: Virginia Commercial Driver's Manual In -house generated manual for the CDL pre -trip inspection EVALUATIONS: Transportation Safety Institute Program written test CDL testing In -house New Driver Course Checklist In -house New Driver Evaluation Over -the Road Checklist In -house Retraining Evaluation Form In -house Checkride Evaluation Checklist Route Training: Week Four ROUTE DATE DROVE TIME DRIVER COMMENTS ROUTE DRIVING TRAINER IN- SERVICE 11/16 55/52 15/12 51/56 21/22 61/62 25/26 65/66 31/36 35/32 41/42 71/72 81/82 75/76 85/86 91/92 SMT WAY STAR LINE CEI /EIANOVER GOODWILL BUS OPERATIONS SKILLS EVALUATION MEETS STANDARD -- P NEEDS WORK - -X NOT APPLY - -NA Trainee: BASICS ATTITUDE _ Starting the bus _ Securing the bus _ Proper Pre -trip Procedures Knows positions and functions of the controls and gauges _ Uses Seat Belt _ Posture in the seat _ Knows Routes _ Knows Bus Stops Honors Time Points MANEUVERING _ Proper steering _ Maintains the lane _ Smoothness of stops _ Smoothness of acceleration _ Smoothness of right turns _ Smoothness of left turns _ Maintains proper lanes for turns _ Pulling into Bus Stops Leaving Bus Stops _ Campbell Court Lanes _ Backing _ Entering and Exiting Interstate Making lane changes Please explain "X " evaluations: Evaluator: _ Overall Attitude _ Attendance and Punctuality Ability to take Criticism _ Ability to learn from mistakes _ Participation Customer Service Skills DEFENSIVE SKILLS Use of All Safety Equipment General focus Maintains proper speed _ Honors road markings and signs Proper use of mirrors _ Maintains Following Distance _ Defensiveness in Intersections Use of Signals in/out of Stops Use of Signals for turns Entering Campbell Court Exiting Campbell Court _ Honors Railroad Crossings _ Honors school zones and buses _ Attentiveness to pedestrians and bicyclists Observation of and reaction to hazardous situations I NEW OPERATOR TRAINING RECORD Trainee: Start Date: Orientation / Introduction • Administrative Processing • Overview of Valley Metro • Tour of the Operations Center and the Campbell Court Terminal • Shifts, Extra Board, Attendance and Disciplines Union Orientation Agreement Representative Presentation Classroom Training for TSI Endorsements Customer Relations/The American's with Disabilities Act and Sensitivity Blue Ridge Community Living Center Vehicle Operations/Defensive Driving Emergency Management Test DMV Training Pre -trip Preparation Backing Preparation Road Preparation Test N BUS ORIENTATION Valley Metro Pre -trip:_ Starting and Securing:_ Freightliner: Trolley: ROAD TRAINING Bus Maneuvering: General handling (Civic Cr) _ Downtown _ Backing _ Tight spaces _ Position in Lane of Travel _ Railroad Crossings _ Right Turns _ Neighborhoods _ Left Turns _ Parking Lots _ Following Distance _ Interstate Driving _ Smoothness when starting _ Bus Stops _ Smoothness when stopping _ Pedestrian Sensitive Areas _ Speed according to Conditions _ Crosswalks _ Obstacles _ Bicycle Lanes _ Property _ Driving in the Dark Road Manual: Paddle Sheets: Practice Recorded Line: 1 CAMPBELL COURT TRAINING LANE DATES PRACTICED #OF TIMES NOTES 1 2 3 4 5 6 7 PROCEDURES _ Green Light Priority Pull Out Order Spacing in Between Coaches Mirror Location Proximity to Island TRAINEE SIGNATURE SUPERVISOR SIGNATURE Bus in Motion Policy Late Bus Policy 10 -13 Call -ins and Greyhound Lunch Break Relief Entering / Exiting at 6:45PM. DRIVER REMEDIAL EVALUATION NAME DATE NWO OBJECTIVE(S): REMEDIATION STEP(S): EVALUATION: TIME SUPERVISOR Valley Metro Transit Refresher Training Course Outline Objectives —month (Ood.io Instruct., Learning May Defensive Driving for Bus Transportation • Be able to list defensive driving skills • Know how to spot the driving errors made by other drivers. 2009 Operators /Update on Supervisor • Know how to compensate for the driving errors made by other State Laws /Regulations for Vehicle Operation drivers. • Understand the concept of surveying the road for hazards. (Two hours) • Be able to define people hazards. • Know how to react to road and people hazards. • Be able to define the Safety Zone around the bus. • Know how to maintain space in the Safety Zone to protect it. August Customer Service; Transportation • Understand how to apply customer relations skills. 2009 customer relations and Supervisor / • Be familiar with some of the obstacles that Transportation presents to customers who have disabilities. conflict resolution, disability awareness and Director of Administration importance of the Americans cemuniceho, passenger vnNn Di ebil tles Act D ) • Know the duties and responsibilities of bus assistance techniques. (Two hours) operators under ADA legislation. Class for Bus Operators • Know how to communicate with customers and Class for Information with various disabilities. Officers • Know how to assist customers who use wheelchairs or other mobility devices including securement and lift operation. October System Security and Director & • Be familiar with the most common target of both domestic and 2009 Emergency Procedures Assistant Director of Transportation international terrorism? • Understand what you should do if you see someone or (Two hours) All Staff something that is suspicious • Understand what you should do if you see someone in a suspicious area. • Know makes someone suspicious. • Know the characteristics of and what to do if you find a suspicious package. • Understand the "Two -or -More" Rule. January Drug & Alcohol; Director of • Be familiar with the company's substance abuse policy. 2010 substance abuse Administration • Understand the federal regulations related to substance abuse prevention and testing for drugs and alcohol. All Staff • Review the harm that may come to individuals that have a (Two hours) substance abuse problem. March Blood borne Pathogens Directors of • Be familiar with OSHA standards regarding Bloodbome 2010 (Two hours) All Staff Administration and Maintenance Pathogens. w • Be able to understand work practices that can help avoid exposure to Bloodbome Pathogens. • Understand what to do if exposed to Bloodbome Pathogens. May Workplace Violence and Director of • Be familiar with the company's workplace violence policy. 2010 Sexual Harassment Administration • Understand procedures to follow to handle threats of violence . (Two hours) • Understand procedures to follow when firearms are involved. All Staff • Be familiar with the company's sexual harassment policy. • Be familiar with applicable sexual harassment laws and regulations. M Greater Roanoke Transit Company Board of Directors Board of Directors Meeting June 15, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: GRTC Fiscal Year 2010 Health Insurance Costs Information Letter Background George Weikel of Business Solutions Inc. was contacted to solicit 3 bids for employees of Southwestern Virginia Transit Management Company, Inc. ( SVTMC) for the fiscal year 2010 health insurance contract plan. Three bids were received and reviewed from Southern Health (carrier for SVTMC employees in fiscal year 2009), Anthem Blue Cross /Blue Shield and United Healthcare. Of the 3 bids, Anthem Blue Cross /Blue Shield submitted the lowest. The annual prices submitted are as follows: Southern Health Services, Inc.: $931,444.00 United Healthcare: $843,934.00 Anthem /Blue Cross /Blue Shield: $714,449.00 Action Taken Open enrollment was conducted allowing employees to select their preferred plan. The results were finalized on June 3, 2009. Eighty -nine (89) employees selected Anthem's HMO plan; twelve (12) selected the PPO plan. Based on the GRTC budget bearing 100% of premium costs for sixty -four (64) SVTMC employees on the HMO plan, 90% of costs for nine (9) employees, and 75% of costs for sixteen(16), the annualized cost for the HMO plan will be $586,647.36; based on bearing 100% of premium costs for ten (10) employees on the PPO plan, 90% of cost for one (1) employee, and 75% of cost for another employee, the annualized cost for the PPO plan will be $75,155.52. The total annualized premium cost to the GRTC budget for fiscal year 2010 will be $661,802.88. The final annualized premium cost to the GRTC budget is within its budget limits for fiscal 2010 health care costs. The contract with Anthem /Blue Cross/Blue Shield was adjusted accordingly. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.982.2703 - www.valleymetro.com David A. Bowers, President and Members of the Board of Directors June 15, 2009 Page 2 Respectfully sub itted, L vt� Carl L. Palmer General Manager c: Vice - President of Operations GRTC Liaison Treasurer Secretary Legal Counsel ooLLo z 0 CL z a T � 'gyp z o � w � d ° t6 L N o O L T 0 0 0 SH30lH 40 # AllVa 39VU3AV s _a r d 9 K 00 m T A m E N _T L C O o 0 0 0 LL LL LL LL LL 0 0 00 °o 0 ° coo uoi v ro N a` �n TP� ✓a b yJ ✓P �Y 2P �9 as 2P m a4P Y v _m ✓a LL 9�aa a0 104, ✓�P1. O ✓a 9� as, 6� b a_ W Y. J_ Q 0 W J J O H W Z J `a r N v LD Ln N N N 0 0 0 0 0 0 0 m cu �-i W QN z W z >o a� J O Q m of 0 T f6 Ql O CL a m 0 Ol O U1 rn 0 c �o 00 0 L v 0 0 0 0 z z Q W r 0 z Q z O L dl 0 0 0 0 0 0 0 0 rl io Ln It 0 0 0 0 0 0 0 m cu �-i W QN z W z >o a� J O Q m of 0 T f6 Ql O CL a m 0 Ol O U1 rn 0 c �o 00 0 L v 0 0 0 0 z z Q W r 0 z Q z O L `i i Z O �M co a W c 00 m 0 0 o r r LL LL `i i Z O �M co a W c SdIHI AVM-3NO 2138 W nN C!] Z } CQ L d Q cQ G CO W LL Z Q LU 0 O z U O W V) O Q D Z 0 Od O O o o O SdIHI AVM-3NO 2138 W nN C!] Z } CQ L d Q cQ G CO W LL Z Q LU 0 O z U O W V) O Q D Z 0 Od ® Va11ey i1 `,,q,a.. Greater Roanoke Transit Company Board of Directors Meeting Roanoke, Virginia June 15, 2009 David A. Bowers, President and Members of the Board of Directors Dear President Bowers and Members of the Board: Subject: GRTC Financials for the months of April and May 2009 GRTC Inventory Report and Capital Improvement Plan dated May 21, 2009 GRTC Federal Transit Administration and Department of Rail and Public Transportation Operating Assistance and Capital Grants dated May 21, 2009 Attached for informational purposes are the following: 1. The GRTC financial summaries for the months of April and May. 2. GRTC's Inventory Executive Summary dated May 21, 2009. 3. GRTC's Federal Transit Administration and Department of Rail and Transportation Grants Executive Summary dated May 21, 2009. GRTC Financials The GRTC financials for the months of April and May 2009 were submitted to Darlene Burcham, Vice President of Operations and Ann Shawver, GRTC Treasurer on May 15, 2009 and June 11, 2009, respectively. Each report in this submission included the following: • Executive Summary; • Operating Revenues and Expense Statement — Narrative Explanation of Variances (5% over or under budget); • Operating Revenue and Expense Statement — Summary; • Detailed Operating Revenue and Expense Statement; • Statement of Net Assets — Narrative Explanation of Variances (more or less than 5 %); • Summary of Statement of Net Assets; and • Detailed Statement of Net Assets For you review, the following reports are attached: • Executive Summary; • Operating Revenues and Expense Statement — Narrative Explanation of Variances (5% over or under budget); • Operating Revenue and Expense Statement — Summary; Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com i David A. Bowers, President and Members of the Board of Directors GRTC Financials, Inventory Report, and Grants Report June 15, 2009 Page 2 • Statement of Net Assets — Narrative Explanation of variances (more or less than 5 %); and • Summary of Statement of Net Assets. Detailed reports of the Operating Revenues and Expense Statement and the Statement of Net Assets are available for your review upon request. GRTC Inventory and Capital Improvement Plan Dated May 21, 2009 The complete inventory and capital improvement plan report was submitted to Darlene Burcham, Vice President of Operations and Ann Shawver, GRTC Treasurer on May 29, 2009. The report included the following: • Executive Summary; • A list of GRTC vehicles; • The physical inventory lists; • The fixed assets reconciliation; • The fixed assets inventory lists; and • Six year improvement plan. For your review, the Executive Summary of this report is attached. The detailed reports are available for your review upon request. GRTC FTA and DRPT Operating and Capital Assistance Grants GRTC submitted the following reports to Darlene Burcham and Ann Shawver on May 29, 2009: • Executive Summary; • Federal and State grant reporting requirements; • Federal and State grant documents requirements; • Approved grants summary; and • A List of approved grants. For you review, the Executive Summary of this report is attached. The detailed reports are available for your review upon request. No action by the Board is needed on this matter. Respectfully Submitted, �� 4- Carl Palmer General Manager David A. Bowers, President and Members of the Board of Directors GRTC Financials, Inventory Report, and Grants Report June 15, 2009 Page 3 Cc: Vice President of Operations Treasurer Secretary Legal Counsel GRTC Liaison M GREATER ROANOKE TRANSIT COMPANY FINANCIAL REPORTS APRIL 2009 Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.vaI leymetro.com M EXECUTIVE SUMMARY Date: May 18, 2009 To: Darlene Burcham Vice President of Operations Ann Shawver Treasurer of GRTC From: Stephanie Giles 10 Director of Finance Subject: GRTC Financials for April 2009 Enclosed for your review and files, for the month of April, are the Operating Revenues and Expense Statement and the Statement of Net Assets. Each report includes a summary of its statement and a narrative explanation of variances more or less than 5 %. The Operating Revenue and Expense Statement include unusually high variances for Advertising Revenue (24% under budget), Services (19% under budget), and Utilities (27% over budget). The Advertising Revenue budgeted for $138,117 to -date compared to actual $105,262 is under budget due to fewer sales of bus advertising. Services are under budget due to a Trolley Rail Feasibility Study estimated for $100,000 that has not been performed. Utilities are over budget because the cost of electricity is currently 129% higher for GRTC's Administration Facility and 122% at its Campbell Court Transfer Facility. The expense for water and sewer at the Campbell Court Facility has also increased 112 %. The Statement of Net Assets include unusually high variances in Cash (decreased 245 %), Accounts Receivable (increased 72 %), and Prepayments (decreased 7229Q. Cash is 245% less than the previous year due to requests for reimbursement from the Federal Transit Administration (FTA) and Department of Rail and Public Transit (DRPT) are still outstanding. Accounts Receivable is 72% higher than the previous year due to outstanding requests for reimbursement from the FTA and DRPT. These requests include expenses related to the purchase of four (4) Trolleys for $933,151. Prepayments are 722% less than the previous year because payment related to the Hartford Insurance Company are yet to be made; GRTC is still in the process of exploring alternative coverage at lower cost. If an alternative is not found by May 21 ", GRTC will pay Y. of the premium on the current policy. The Operating Revenue and Expense Statement and Statement of Net Assets, respectively are prefaced with a variance narrative, followed by a summary sheet with supportive detail reports. CC: James Grigsby GRTC Liaison Officer Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.982.2703 • www.valleymetro.com OPERATING REVENUES AND EXPENSE STATEMENT NARRATIVE EXPLANATION OF VARIANCES GREATER ROANOKE TRANSIT COMPANY Assumptions Variance Compared to Budget (5% over or under Budget) April 2009 (83% of the budget year) Operating Revenue Operating revenue is 6% over budget primarily due to an increase in ridership. The fixed route or City of Roanoke, City of Salem, and Town of Vinton ridership has increased from 2,006,684 in April 2008 to 2,075,083 or 3.4% this year. Smartway ridership has increased from 42,241 to 54,898 or 30% this year. Advertising Revenue Advertising Revenue budgeted for $138,117 to date compared to actual $105,262 is 24% under budget due to fewer sales of bus advertising. Labor - Hourly & Salary & Fringe Benefits Labor and Fringe Benefits are 6% under budget primarily due the late start of the Star Line service. The service was budgeted to begin July 1, 2008, but didn't begin until Mid - November 2008. The labor for bus operators is 74.3% of budget. The line item is also under budget due to one maintenance supervisor position that was not refilled in FY 2009. Services Services are 19% under budget due to a Trolley Rail Feasibility study that has not been performed. The study was estimated to cost $100, 00.00. Materials & Supplies Materials and Supplies are 12% under budget due to the decrease in the cost of fuel in FY 2009. This fuel line item is currently 66% of budget. To date, GRTC's fuel expense is $932,515 and the budgeted amount to date is $1,126,128. Utilities Utilities are 27% over budget due to increased expense for electricity. The electricity cost is currently 129% and 122% over budget for the Administration Facility and the Campbell Court Transfer Facility, respectively. The expense for the Campbell Court Water /Sewer line item is also over budget 112 %. GREATER ROANOKE TRANSIT COMPANY SUMMARY OF STATEMENT OF NET ASSETS 4/30/2009 4/30/2008 Year -to -Date Year -to -Date %of Change ASSETS CASH $ 416,789.69 $ 1,437,047.47 -245% ACCOUNTS RECEIVABLE $ 1,950,077.36 $ 553,426.34 72% INVENTORY $ 389,000.89 $ 405,462.31 -4% FIXED ASSETS 411,547.34 15% CAPITAL FIXED ASSETS $ 26,577,493.24 $ 25,351,289.35 5% ACCUMULATED DEPRECIATION $ (11,835,848.52) $ (10,066,970.72) 15% NET FIXED ASSETS $ 14,741,644.72 $ 15,284,318.63 -4% PREPAYMENTS $ 15,993.61 $ 131,402.17 -722% TOTAL ASSETS $ 17,513,506.27 $ 17,811,656.92 -2% CURRENT LIABILITIES ACCOUNTS PAYABLE $ 213,086.00 $ 280,593.53 -32% PAYROLL LIABILITIES $ 185,687.32 $ 251,449.55 -35% OTHER LIABILITIES $ 482,189.13 $ 411,547.34 15% CAPITAL CAPITAL STOCK $ 5.00 $ 5.00 0% GRANTS $ 5,789,425.23 $ 6,008,828.52 -4% DEPRECIATION EXPENSE $ (1,491,809.73) $ (1,487,636.70) 0% RETAINED EARNINGS $ 10,863,093.46 $ 11,319,424.37 -4% CAPITAL CONTRIBUTIONS $ 1,116,589.00 $ 705,325.00 37% NET INCOME (LOSS) $ 355,240.86 $ 322,120.31 9% TOTAL CAPITAL $ 16,632,543.82 $ 16,868,066.50 -1% TOTAL LIABILITIES & CAPITAL $ 17,513,506.27 $ 17,811,656.92 -2% M GREATER ROANOKE TRANSIT COMPANY FINANCIAL REPORTS ME I I • Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 . Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleymetro.com M EXECUTIVE SUMMARY Date: June 11, 2009 To: Darlene Burcham Vice President of Operations Ann Shawver Treasurer of GRTC From: Stephanie Giles Director of Finance Subject: GRTC Financials for May 2009 Enclosed for your review and files, for the month of May, are the Operating Revenues and Expense Statement and the Statement of Net Assets. Each report includes a summary of its statement and a narrative explanation of variances more or less than 5 %. The Operating Revenue and Expense Statement include unusually high variances for Advertising Revenue (24% under budget), Services (19.7% under budget), and Utilities (16% over budget). The Advertising Revenue budgeted for $151,928 to -date compared to actual $112,796 is under budget due to fewer sales of bus advertising. Services are under budget due to a Trolley Rail Feasibility Study estimated for $100,000 that has not been performed. Utilities are over budget because the cost of electricity is currently 139% higher for GRTC's Administration Facility and 132% at its Campbell Court Transfer Facility. The expense for water and sewer at the Administrative Facility and Campbell Court Facility has increased 102% and 112 %, respectively. The Statement of Net Assets include unusually high variances in Cash (decreased 51 %), Accounts Receivable (increased 52 %), and Payroll Liabilities (decreased 34 %). Cash is 51% less than the previous year due to requests for reimbursement from the Federal Transit Administration (FTA) and Department of Rail and Public Transit (DRPT) are still outstanding. Accounts Receivable is 52% higher than the previous year due to requests for reimbursement from the FTA and DRPT that are outstanding. These requests include expenses related to the purchase of four (4) Trolleys for $933,151. Payroll liabilities have decreased 34% compared to last year, primarily due to accrued payroll. Wages accrued decreased $71,063 due to the number of days accrued in FY 2008 of seventeen (17), compared to nine (9) days in FY 2009. The Operating Revenue and Expense Statement and Statement of Net Assets, respectively are prefaced with a variance narrative, followed by a summary sheet with supportive detail reports. CC: James Grigsby GRTC Liaison Officer Greater Roanoke Transit Company PO Box 13247 . Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.vaIIeymetro.com OPERATING REVENUES AND EXPENSE STATEMENT NARRATIVE EXPLANATION OF VARIANCES GREATER ROANOKE TRANSIT COMPANY Assumptions Variance Compared to Budget (5% over or under Budget) May 2009 (92% of the budget year) Advertising Revenue Advertising Revenue budgeted for $151,928 to date compared to actual $112,796 is 24% under budget due to fewer sales of bus advertising. Labor-Hourly & Salary & Fringe Benefits Labor and Fringe Benefits are 7% under budget primarily due to the late start of the Star Line service. The service was budgeted to begin July 1, 2008, but didn't begin until Mid - November 2008. The labor for bus operators is 85.43% of budget. The line item is also under budget due to one maintenance supervisor position that was not refilled in FY 2009. Services (e.g.. services for building maintenance. drug & alcohol service. computer service) Services are 19.7% under budget due to a Trolley Rail Feasibility study that has not been performed. The study was estimated to cost $100, 00.00. Materials & Supplies (e.g., fuel. Parts, office supplies) Materials and Supplies are 16% under budget due to the decrease in the cost of fuel in FY 2009. This fuel line item is currently 74% of budget. To date, GRTC's fuel expense is $996,413 and the budgeted amount to date is $1,351,354. Utilities Utilities are 16% over budget primarily due to increased expense for electricity. The electricity cost is currently 139% and 132% over budget for the Administration Facility and the Campbell Court Transfer Facility, respectively. The expense for the Administration Facility and Campbell Court Water /Sewer line item is over budget 102% and 112 %, respectively. Purchased Transoortation (e.g.. S.T.A.R.. Hollins Express, Ferrum Express, Maroon Express) Purchased Transportation is 10% over budget primarily due to increased ridership on the Specialized Transit Arranged Rides service. Ridership has increased from 43,429 in May 2008 to 46,180 to date. This is an increase of 2,751 rides or 6.3 %. N Assumptions Variance Compared to Budget (5% over or under Budget) May 2009 (92% of the budget year) Miscellaneous Expense (e.g., travel, postage, advertisinel Miscellaneous expense is 21.5% under budget primarily due to less travel expense than expected. State Grants State grants are under budget 7% due to a revision in the Department of Rail and Public Transportation's (DRPT) six year improvement program for FY 09 -14. This revision has decreased the funding for operating assistance to GRTC for FY 09 by $126,192. I%v \ \\\ /\ PH \ \ \\ \� �\ 9!! eee9l;e«z! L. 9:; eoacnKg!!! !r!;lseea ;,g�;� i STATEMENT OF NET ASSETS NARRATIVE EXPLANATION OF VARIANCES GREATER ROANOKE TRANSIT COMPANY Assumptions Variance Compared to Prior Year (more or less than 5 %) May 2009 Cash Cash has decreased 51% compared to prior year due to reimbursement requests from Federal Transit Administration and Department of Rail and Public Transportation are still outstanding. Accounts Receivable Accounts Receivable has increased 52% primarily due to the request for reimbursements from the Federal Transit Administration and the Department of Rail and Transportation are still outstanding. The reimbursement request includes the expenses related to the purchase of four (4) Trolleys for $933,151. Inventory Inventory has decreased 6% primarily due to the decrease in the value of fuel compared to last year. The cost of fuel decreased 15% per gallon or from $2.76 to $2.35 year to date. Accumulated Depreciation Accumulated depreciation increased 15% primarily due to the additional depreciation of four (4) Trolley buses for $51,842. Prepayments Prepayments have decreased 18% in FY 2009 primarily due to the cancellation of GRTC's Directors and Officers policy for $8,652. The city attorney determined that the city's policy included GRTC's Directors and Officers. Accounts Payable Accounts payable liabilities have increased 19% compared to last year due to an increase in the amount of outstanding payments due to vendors. Payroll liabilities Payroll liabilities have decreased 34% compared to last year primarily due to accrued payroll. Wages accrued decreased $71,063 due to the number of days accrued in FY 2008 of seventeen (17) compared to nine (9) days in FY 2009. Assumptions Variance Compared to Prior Year (more or less than 5 %) May 2009 Other Liabilities Other liabilities increased 22% primarily due to an increase in advanced operating subsidy of 23% because of an increase in the amount of subsidy payments to GRTC for FY 2009. The payments include new subsidy payments from Carilion and Downtown Roanoke, Inc. Capital Contributions Capital contributions from the Federal Transit Administration, Department of Rail & Public Transportation and The City of Roanoke have increased 37% due to an increase in value of capital equipment purchases compared to last year. These purchases include four Trolleys for $933,151. Net Income Net income has increased 14% due to the total income budget of $2,066,661 to -date is $116,656 or 5% over budget at $2,183,317 and the total expenses budget of $7,577,303 to -date is $588,919 under budget at $6,988,384 or 8 %. These variances are primarily due to the decrease in the cost of fuel ($354,941) compared to budget, a Trolley Feasibility Study that has not been performed ($100,000), and the late start (4 months) of the Star Line ($94,333). GREATER ROANOKE TRANSIT COMPANY SUMMARY OF STATEMENT OF NET ASSETS 5/31/2009 5/31/2008 Year -to -Date Year -to -Date %of Change ASSETS CASH $ 705,358.77 $ 1,067,691.72 -51% ACCOUNTS RECEIVABLE $ 1,535,320.75 $ 740,017.95 52% INVENTORY $ 377,935.36 $ 401,177.54 -6% FIXED ASSETS FIXED ASSETS $ 26,577,493.24 $ 25,377,897.20 5% ACCUMULATED DEPRECIATION $ (11,985,029.49) $ (10,216,345.34) 15% NET FIXED ASSETS $ 14,592,463.75 $ 15,161,551.86 -4% PREPAYMENTS $ 81,007.46 $ 95,891.07 -18% TOTAL ASSETS $ 17,292,086.09 $ 17,466,330.14 -1% CURRENT LIABILITIES ACCOUNTS PAYABLE $ 320,651.17 $ 261,181.26 19% PAYROLL LIABILITIES $ 185,973.41 $ 249,129.95 -34% OTHER LIABILITIES $ 253,769.76 $ 196,934.01 22% CAPITAL CAPITAL STOCK $ 5.00 $ 5.00 0% GRANTS $ 5,789,425.23 $ 6,008,828.52 -4% DEPRECIATION EXPENSE $ (1,640,990.70) $ (1,637,011.32) 0% RETAINED EARNINGS $ 10,863,093.46 $ 11,319,424.37 -4% CAPITAL CONTRIBUTIONS $ 1,116,589.00 $ 722,087.00 35% NET INCOME (LOSS) $ 403,569.76 $ 345,751.35 14% TOTAL CAPITAL $ 16,531,691.75 $ 16,759,084.92 -1% TOTAL LIABILITIES & CAPITAL $ 17,292,086.09 $ 17,466,330.14 -1% Vaftey % M EXECUTIVE SUMMARY To: Darlene Burcham Vice President of Operations Ann Shawver Treasurer of GRTC From: Stephanie Giles0 Director of Finance Date: May 21, 2009 Subject: Annual Report of Inventory of Capital Assets and Capital Improvement Plan Enclosed are GRTC's inventory records and capital improvement plan. The inventory records include a listing of GRTC vehicles, the physical inventory lists, the fixed assets reconciliation, and the fixed assets inventory listing. The listing of GRTC vehicles details the model year of each vehicle, its GRTC identification number, the maker of each vehicle, each vehicle's VIN and license tag number, the passenger capacity of the vehicle, the vehicle location, and each vehicle's condition. GRTC performs a physical inventory of its assets on a bi- annual basis as required by FTA 5010.1), Project Property Management (chapter IV, K). The last physical inventory performed in August 2007 and the next scheduled physical inventory is in August 2009. The inventory listing is updated for additions or deletions monthly. The details included in the physical inventory report are the location of the asset, the GRTC tag number for the asset, a description of the asset, the condition of the asset, and additional notes if needed. The fixed assets reconciliation includes a summary of additions and deletions from the capital assets in the current fiscal year. The summary is followed by a detail of additions and deletions for each category. The major additions have been highlighted and include four (4) Trolley buses for $933,151, engineering & design for the rehabilitation of Campbell Court for $38,293.22, replacement of computers for $34,973.35. The total of GRTC's fixed assets to -date is $26,556,498. This fiscal, GRTC has disposed of one support vehicle having a salvage value of $3,992. The fixed assets inventory list is compiled of the following: • Federal Transit Administration (FTA( percentage share of the asset • FTA grant number • Description of the asset 1 ___ Greater Roanoke Transit Company PO Box 13247 . Roanoke, Virginia 24032 . Phone: 540.982.0305 • Fax: 540.9822703 • vww.valleymetro.corn Annual Report of Inventory of Capital Assets and Capital Improvement Plan (cont) o Date of acquisition of the asset o Original Cost o Useful life of the asset o Depreciation Method of the asset (all assets are depreciated using the straight line method) o Accumulated depreciation of the asset forthe prior year o Depreciation expense for the asset for the current year o Accumulated depreciation of the asset for the current year o Book Value of the asset The Department of Rail & Public Transportation requires GRTC to prepare six year improvement plan annually. This report details by year GRTC's capital budget for 2010 — 2015. The capital improvements planned for FY 2010 include Building Improvements, an Automatic Vehicle Locator system, Para - Transit Bus replacements, a support vehicle replacement, and shop equipment. The building improvements planned for GRTC's Administration building include improvements to the HVAC system, replacing floor tiles in throughout the building, and carpeting. The improvements are estimated to cost $83,001. The Campbell Court Transfer Facility improvements are for the HVAC system for $50,000. The miscellaneous equipment purchases include the replacement of a dollar bill counter, the replacement of two (2) fax machines, the replacement of two (2) copier machines. The estimated cost of the miscellaneous equipment is $54,000. For more accurate accounting of ridership, GRTC will purchase four (4) fareboxes equipped with passenger counting technology for its Star Line Trolleys. The total cost for all four fareboxes is $60,000. CC: James Grigsby GRTC Liaison Officer Carl Palmer General Manager Leon Alder Assistant General Manger William Williamson, RVP First Transit, Inc. e' Vd11ey M EXECUTIVE SUMMARY Date: May 21, 2009 To: Darlene Burcham Vice President of Operations Ann Shawver Treasurer of GRTC From: Stephanie Giles4 � Director of Finance Subject: GRTC Grants Enclosed for your review and files are reports of Federal and State Grant Reporting Requirements, Federal and State Grant Documents Requirements, a listing of Approved Grants Summary, and a listing of Approved Grants. The reporting requirements list summarizes each report due to the Federal Transit Administration (FTA) and the Department of Rail and Public Transit (DRPT). The documents requirements list summarizes the documents that GRTC must submit or have on file for the FTA and DRPT. The approved grants summary is a list of each grant agreement between GRTC and the FTA and GRTC and DRPT plus relative information pertaining to the agreements. Two grants are due to expire 6/30/09 with balances. The grants were awarded by DRPT. DRPT grant number 71308 -07 for a Trolley Rail Feasibility Study for $100,000 was not performed by GRTC. A request was made to DRPT to change the scope of the project, but was denied. The grant also included funding to assist in the National Transit Mandatory Sampling of Passenger and Trip Survey. This project was completed with less than anticipated expense. DRPT grant number 71408 -13 for Inter -City Marketing projects were not completed due to the loss of GRTC's Community Projects Coordinator position in June 2008. Currently, GRTC has four (4) pass - through agreements for the Commonwealth Coach and Trolley Museum and the National Historical Rail Society. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleymetro.com GRTC Grants (cont) The approved grants listing includes details of each grant's funding, expenditure amounts and grant shares by FTA and DRPT, and local commitment. CC: lames Grigsby GRTC Liaison Officer Carl Palmer General Manager Leon Alder Assistant General Manager William Williamson, RVP — First Transit, Inc. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 19, 2009 Carl L. Palmer, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Palmer: I am enclosing copy of a resolution authorizing Greater Roanoke Transit Company's General Manager and /or Vice President of Operations to take such actions and execute such documents, in a form approved by General Counsel, needed to purchase four Motor Coach Industries, Inc. (MCI) commuter coaches from the Commonwealth Of Virginia's purchase contract with MCI, in a total amount not to exceed $1,960,000, provided that the Federal Transit Administration (FTA) and Department of Rail and Public Transportation approve GRTC's grant requests, that GRTC has the required local match funds in its approved budgets, and that all FTA procurement regulations and best practices are satisfied for such purchases. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, June 15, 2009. Sincerely, t . rY)O j Stephanie M. Moon Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC N \GRTQGRTC 09QUNE 15 0999 RESOLU70N CORRESPONDENCE DOC BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING GRTC'S GENERAL MANAGER AND /OR VICE PRESIDENT OF OPERATIONS TO TAKE SUCH ACTIONS AND EXECUTE SUCH DOCUMENTS, IN A FORM APPROVED BY GENERAL COUNSEL, NEEDED TO PURCHASE FOUR MOTOR COACH INDUSTRIES, INC. (MCI) COMMUTER COACHES FROM THE COMMONWEALTH OF VIRGINIA'S PURCHASE CONTRACT WITH MCI, SOLICITATION # 88, FOLDER #20340, IN A TOTAL AMOUNT NOT TO EXCEED $1,960,000, PROVIDED THAT THE FTA AND DRPT APPROVE GRTC'S GRANT REQUESTS, THAT GRTC HAS THE REQUIRED LOCAL MATCH FUNDS IN ITS APPROVED BUDGETS, AND THAT ALL FTA PROCUREMENT REGULATIONS AND BEST PRACTICES ARE SATISFIED FOR SUCH PURCHASES. BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: 1. In order to provide replacement buses /coaches for the Smart Way commuter bus service referred to in the General Manager's report dated June 15, 2009, to this Board, the Board hereby authorizes the GRTC General Manager and /or Vice President of Operations to take such actions and execute such documents needed to purchase four coaches from Motor Coach Industries, Inc. (MCI) from the Commonwealth of Virginia's contract with such Company, Solicitation # 88, Folder # 20340, for a total amount not to exceed $1,960,000, without further Board action. Provided, however, that such authorization is conditioned upon the FTA and DRPT approving GRTC's grant requests as noted in the General Manager's above mentioned report, that GRTC has the required local match funds in GRTC's approved budgets, and that all FTA procurement regulations and best practices for the purchase from the Commonwealth of Virginia's contract with MCI are satisfied. The documents for the purchase of the four MCI commuter coaches as noted above shall be approved as to form by GRTC's General Counsel. ATTEST: Yom, Date: %S� -"-o -'R V Slephame M. Moon, Secr ty Va��ey Greater Roanoke Transit Company Board of Directors Board of Directors Meeting June 15, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Smart Way Bus Replacement Purchase Authorization Background The Smart Way commuter bus service was initiated in July 2004. This service is a result of a regional partnership between the New River Valley and Roanoke Valley localities and the Greater Roanoke Transit Company (GRTC or Valley Metro). Operating funds are provided through the Federal Transit Administration (FTA), the Virginia Department of Rail and Public Transportation (DRPT), Montgomery County, the Town of Christiansburg, the Town of Blacksburg, Virginia Tech University, and the City of Roanoke. In 2004, GRTC purchased four (4) medium -duty body -on- chassis "Freightliner" vehicles to operate this service. The cost of the thirty -five foot 29 passenger ADA compliant buses was approximately $138,000 each. GRTC utilized capital funds from the FTA, DRPT, and the City of Roanoke to purchase the vehicles. The useful life of the four buses, as determined by FTA, is seven (7) years or 350,000 miles, whichever comes first. To -date, each of the four buses has over 400,000 miles and two are not operating due to engine failure. In 2007, GRTC purchased a fifth Freightliner bus for Smart Way using funds left over from another FTA grant, with local match being provided by the City of Roanoke. The ffth bus is similar in size and amenities to the existing fleet. It is anticipated that this fifth Freightliner will reach the end of its useful life by 2012 having amassed 350,000 miles, the prescribed limit for this vehicle model. It will then be taken out of regular service and replaced. Pending its condition, it will be used as a spare vehicle. In June 2008, Wi -Fi or wireless internet service was made available on all Smart Way buses and free newspapers provided for riders. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.valleymetro.com David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Page 2 June 15, 2009 Capital Replacement Plan Based on increasing ridership, ongoing capacity issues, high mileage and engine failures, four (4) of the current fleet of five (5) Freightliner buses need to be replaced. GRTC staff is requesting approval from FTA and DRPT to purchase four (4) forty -five (45) foot heavy -duty commuter coaches manufactured by Motor Coaches Industries, Inc. (MCI) for replacing four of the five Freightliner buses in the existing Smart Way fleet. The forty -five foot coaches will be ADA compliant with seating capacity for 54 passengers. Based on the Commonwealth of Virginia's approved purchasing contract for MCI commuter coaches (Solicitation # 88, Folder # 20340), the projected cost for each coach is $490,000. GRTC's capital replacement plan for funding the four (4) coaches is as follows: Phase Coach # FTA DRPT Local Match Total 1 $ 0 $416,500 $ 73,500 $490,000 5 $440,000 (85 %) (15 %) (100 %) 2 $392,000 $ 98,000 $ 0 $490,000 (80 %) (20 %) (100 %) Phase ll: Coach # FTA DRPT Local Match Total 3 $392,000 $ 98,000 $ 0 $490,000 (80 %) (20 %) (100 %) 4 $248,000 $ 62,000 $180,000 $490,000 (51 %) (13 %) (36 %) (100 %) The purchase of the four (4) coaches is contingent upon DRPT and FTA approving GRTC's request to modify existing federal and state capital grants. If approved, the local match for the first two coaches detailed in Phase I will be $73,500. The local match for the third and fourth coaches detailed in Phase II will be an additional $180,000. GRTC's FY 2009 grant includes $800,000 for the purchase of buses /coaches. This amount is only sufficient to purchase the third MCI coach, leaving $310,000 with which to purchase the fourth coach. Consequently, the higher than usual local match will be required for the fourth coach. Phase 0/: Coach # FTA DRPT Local Match Total 5 $440,000 $ 55,000 $ 55,000 $550,000 (80 %) (10 %) (10 %) (100 %) f David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Page 3 June 15, 2009 Currently, the fifth Freightliner bus (a 2007 model) is not scheduled to be replaced until 2012. It is anticipated that it will be replaced by a MCI or comparable coach like those detailed in Phases I and II. The price of the fifth coach assumes it will not be purchased from a state contract, but through a competitive bidding process. GRTC staff will seek Board approval during the second quarter of FY 2012 to purchase a fifth MCI or comparable coach. Prerequisites 1) GRTC's grant requests for funds to purchase four of the five MCI coaches is currently in the process of being reviewed for approval by FTA and DRPT; 2) GRTC has in its FY 2010 budget the required local match in the amount $253,500 with which to purchase the four coaches; 3) For the purchase of the four coaches on the state's contract, GRTC is in the process of documenting that the Commonwealth of Virginia's MCI coach solicitation process and purchasing contract is in compliance with FTA's procurement regulations and best practices; 4) GRTC will include in its FY 2012 budget request $55,000 in estimated local match funds required to purchase the fifth coach; and 5) GRTC will submit in its FY 2012 grant application a request for funds in the estimated amount of $550,000 to purchase the fifth coach. Recommendation GRTC staff wishes to expedite the MCI coaches' acquisition process by seeking Board approval to acquire the four coaches at this time, rather than seeking approval after the prerequisites have been satisfied. This can save up to forty -five days on the acquisition process timeline. It should be noted that if GRTC were to purchase the same MCI vehicles on the open market through a competitive bidding process as opposed to the state contract, the cost per vehicle would be an estimated $525,000 versus $490,000, a 7% or $35,000 mark up for each of the four vehicles. Therefore, it is recommended that the GRTC Board of Directors authorize the GRTC General Manager and /or Vice President of Operations to take such actions and execute such documents, in a form approved by General Counsel, needed to purchase four MCI commuter coaches from the Commonwealth of Virginia's purchase contract with MCI, Solicitation # 88, Folder #20340, in a total amount not to exceed $1,960,000, provided that the FTA and DRPT approve GRTC's grant requests, that GRTC has the required local match funds in its approved budgets, and that all FTA procurement regulations and best practices are satisfied. • David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Page 4 June 15, 2009 Resp /lull ubroitted, Carl L. Pa" Ime General Manager Cc: Vice President of Operations Treasurer Secretary Legal Counsel GRTC Liaison GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 19, 2009 Carl L. Palmer, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Palmer: I am enclosing copy of a resolution approving and adopting an increased monthly pass price for the greater Roanoke Transit Company (GRTC), d /b /a Valley Metro, service for people with disabilities under the Specialized Transit Arranged Ride (STAR) program, to take effect on July 6, 2009, and authorizing the GRTC General Manager and /or Vice President of Operations to take appropriate action to implement, administer, and enforce such monthly pass price change. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, June 15, 2009. Sincerely, �V�)-yyQ') Stephanie M. Moon Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K \GRTCIGRTC 49lIUNE 15 2NE RESOLUTION CORRESPONDENCE OOC BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION APPROVING AND ADOPTING AN INCREASED MONTHLY PASS PRICE FOR THE GREATER ROANOKE TRANSIT COMPANY (GRTC), DBA VALLEY METRO, SERVICE FOR PEOPLE WITH DISABILITIES UNDER THE SPECIALIZED TRANSIT ARRANGED RIDE (STAR) PROGRAM, TO TAKE EFFECT ON JULY 6, 2009, AND AUTHORIZING THE GRTC GENERAL MANAGER AND /OR VICE PRESIDENT OF OPERATIONS TO TAKE APPROPRIATE ACTION TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH MONTHLY PASS PRICE CHANGE. WHEREAS, GRTC staff has recommended an increase in the monthly pass price for service for people with disabilities under the STAR Program from $84.00 per month to $96.00 per month, as more fully set forth in the General Manager's Report dated June 15, 2009, to this Board; WHEREAS, GRTC properly advertised such monthly pass price change, held a public hearing on June 10, 2009, on such change, and received public comments on such change; and WHEREAS, the GRTC Board of Directors has considered the recommendation of GRTC staff and the public comments on such monthly pass price change and finds that it is appropriate to approve and adopt such monthly pass price change, to take effect on July 6, 2009. THEREFORE, BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: 1. That the Board of Directors hereby approve and adopt the increase in the monthly pass price for the GRTC service for people with disabilities for the STAR Program from $84.00 per month to $96.00 per month. That such monthly pass price increase shall be effective on July 6, 2009, and shall replace the current monthly pass price as of that date for the STAR Program. 3. The GRTC General Manager and /or Vice President of Operations is hereby authorized to take appropriate action to implement, administer, and enforce the monthly pass price change noted above, subject to any needed approval by the Council of the City of Roanoke. ATTEST: Date: I s oo ^7 U Vha4e=Moon, Secreta Va11ey Greater Roanoke Transit Company Board of Directors Board of Directors Meeting June 15, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Proposed STAR Service Fare Change Background Due to a 11 4% increase in operating costs in FY 2010 for Greater Roanoke Transit Company's (GRTC) service for people with disabilities, STAR (Specialized Transit Arranged Ride), GRTC management is proposing to increase the monthly pass price from $84 to $96. The STAR pass program affords each rider an unlimited number of rides each month. The proposed change in the price of the STAR monthly pass from $84 to $96 is a 14% increase. Based on the Americans with Disabilities Act (ADA) regulatory limit of $3.00 per one way trip charge for service, the value of the $96 pass equates to 32 one -way trips per month. Assuming a STAR passenger will take one round trip per day, the pass will pay for itself at the end of 16 days. This leaves 10 days of a 26 service day month of unlimited trips at no additional cost. A public hearing to receive public comments on the proposed STAR monthly pass fare change was conducted on June 10, 2009 at 4:30 p.m. and 6:30 p.m. at the offices of the Roanoke Valley Area Metropolitan Planning Organization, 313 Luck Avenue S.W., Roanoke. Written comments were solicited between May 14, 2009 and the date of the hearings. The results of the hearings and public comments are as follows: • Of the two hearings, one person attended and expressed support for the proposed STAR monthly pass price increase; • Of the 29 comments received pertaining to the proposed monthly pass price increase, 24 (83%) were not in favor of the change, 2 (7%) were in favor, 3 (10 %) did not vote, but expressed opinions on fixed incomes and dependency on STAR for medical and shopping trips. It should be noted that the 24 persons opposing the proposed STAR monthly pass price increase represent approximately 22% of the daily riders. Recommendation It is recommend the GRTC Board of Directors approve increasing the STAR service's monthly pass price from $84 to $96, effective July 6, 2009. Re spec y Ca L. Palmer, General Manager Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.vaI leymetro.com Cc: Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 19, 2009 Carl L. Palmer, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Palmer: I am enclosing copy of a resolution approving and adopting a fixed route service frequency change for Routes 41/42 and 61/62, reducing the peak hourfrequency of service from 30 minutes to 60 minutes, effective July 6, 2009; and authorizing the GRTC General Manager and /or Vice President Of Operations to take appropriate action to implement, administer, and enforce such fixed route service frequency change. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, June 15, 2009. Sincerely, _ Stephanie M. Moon Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K %RMGRTC MWUNE"1E. RESOWTION CORRESPONDENCE DOC BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION APPROVING AND ADOPTING A FIXED ROUTE SERVICE FREQUENCY CHANGE FOR ROUTES 41/42 AND 61/62, REDUCING THE PEAK HOUR FREQUENCY OF SERVICE FROM 30 MINUTES TO 60 MINUTES, EFFECTIVE JULY 6, 2009; AND AUTHORIZING THE GRTC GENERAL MANAGER AND /OR VICE PRESIDENT OF OPERATIONS TO TAKE APPROPRIATE ACTION TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH FIXED ROUTE SERVICE FREQUENCY CHANGE. WHEREAS, GRTC staff has recommended reducing the peak hour frequency of service of GRTC Routes 41/42 and 61/62 from 30 minutes to 60 minutes, effective July 6, 2009, as more fully set forth in the General Manager's Report dated June 15, 2009, to this Board; WHEREAS, GRTC properly advertised such fixed route service frequency change, held a public hearing on June 10, 2009, on such change, and received public comments on such change; and WHEREAS, the GRTC Board of Directors has considered the recommendation of GRTC staff and the public comments on such reduction of the peak hour frequency of service to such routes, and finds that it is appropriate to approve and adopt such fixed route service frequency service change, as set forth above, to take effect on July 6, 2009. THEREFORE, BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: 1. That the Board of Directors hereby approve and adopt the reduction of the peak hour frequency of service of GRTC Routes 41/42 and 61/62 from 30 minutes to 60 minutes effective on July 6, 2009, as set forth in the above mentioned General Manager's Report. 2. That the GRTC General Manager and /or Vice President of Operations is hereby authorized to take appropriate action to implement, administer, and enforce such reduction in the peak hour frequency of service change noted above. ATTEST: Date: S*we /S d-W7 /un t phanie M. Moon, Secr t ry 2 Greater Roanoke Transit Company Board of Directors Board of Directors Meeting June 15, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Proposed Fixed Route Service Frequency Changes Background As a part of its cost reduction initiatives for the FY 2010 budget, the Greater Roanoke Transit Company (GRTC) is proposing to reduce the peak period (6:15 a.m. to 9:15 a.m. and 3:45 p.m. to 6:45 p.m.) frequency of service on GRTC routes 41/42 and 61162 from 30 minutes to 60 minutes. On board ridership counts were taken for the routes 41 outbound, 42 inbound, 61 outbound and 62 inbound between March 30, and April 1, 2009. The route 41/42 traverses 9`" street, Rivedand Road, Bennington Street in Southeast Roanoke, serving such locations as the Greenbrier neighborhood and the Jamestown housing project. The route 61/62 traverses Main Street, Brandon Avenue, and Brambleton Road in Southwest Roanoke, serving such locations as the Wasena area and the Towers Mall. During the morning and afternoon peak periods combined, the route 41142 had an average of 13 riders per hour; the route 61162 had an average of 9 per hour. The GRTC system average is 24 riders per hour. The routes 41142 and 61/62, respectively, are 46% and 63% below GRCT's system average. It should be noted that GRTC routes 55/56 and 51/52 that run parallel to the affected routes will continue to provide 30 minute frequency services during the peak periods. A public hearing to receive comments on the proposed frequency changes has been scheduled for June 10, 2009 at 4:30 p.m. and 6:30 p.m. The hearings were conducted at the offices of the Roanoke Valley Area Metropolitan Planning Organization, 313 Luck Avenue S.W., Roanoke. Written comments were solicited between May 14, 2009 and the date of the hearings. The results of the hearings and written comments are as follows: • Of the two hearings, one person attended and expressed support for the proposed service frequency changes; • Of the 28 written comments received pertaining to the proposed frequency changes, 19 (67 %) were not in favor of the changes, 8 (29 %) were in favor, 1 (4 %) did not vote, but expressed an opinion regarding the Star Trolley service. It should be noted that the 19 persons opposing the proposed frequency changes represent approximately 14% of the daily peak hour riders on the 41/42 and 61/62 routes. Recommendation It is recommend that the GRTC Board of Directors approve reducing the peak hour frequency of GRTC routes 41/42 and 61/62 from 30 minutes to 60 minutes effective July 6, 2009, Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax: 540.982.2703 • www.vaIIeymetro.com Resp ul ;s Carl L. Pal er, General Manager Cc: Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel A4, Lt. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 15, 2009 David A. Bowers, President Sherman P. Lea, Vice President M. Rupert Cutler Gwendolyn W. Mason Anita J. Price Court G. Rosen David B. Trinkle Dear President Bowers and Members of the Board: Article V, Officers, of the By -Laws of the Greater Roanoke Transit Company provides that the Board of Directors, promptly after their election each year, shall elect a President, one or more Vice - Presidents, a Secretary, a Treasurer and such other officers as the Board deems appropriate to serve for a term of one year each, commencing upon the date of their election and until their respective successors are elected and have qualified. Officers currently serving are David A. Bowers, President Sherman P. Lea, Vice - President Darlene L. Burcham, Vice - President of Operations James B. Grigsby, Assistant Vice - President of Operations Stephanie M. Moon, Secretary Sheila N. Hartman, Assistant Secretary Ann H. Shawver, Treasurer William M. Hackworth, Registered Agent (}S�iin— cerelly-, te` han1rtiM. Moon Stephanie M. Moon Il' Secretary SMM:snh pc: Gary E. Tegenkamp, Assistant General Counsel, GRTC Carl Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 K \GRTC\GRTC 09 \L -Election of Officers (2009) doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 16, 2009 David A. Bowers President Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 15, 2009, you were reappointed as President of the Greater Roanoke Transit Company for a term ending June 30, 2010. I am enclosing an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, y,-- Stephanie M. Moon Secretary SMM:ew Enclosure PC: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, David A. Bowers, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as President of the Greater Roanoke Transit Company, for a term ending June 30, 2010, according to the best of my ability (So help me God). Subscribed and sworn to before me this I day of /./ 2009. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY CLERK Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, David A. Bowers, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as President of the Greater Roanoke Transit Company, for a term ending June 30, 2010, according to the best of my ability (So help me God). Subscribed and sworn to before me this3�day off � 2009. BRENDA S. HAMILTON, CLERK F THE CIRCUIT COURT BY( C� K GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 16, 2009 Sherman P. Lea Vice - President Greater Roanoke Transit Company Roanoke, Virginia Dear Vice - President Lea: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 15, 2009, you were appointed as Vice - President of the Greater Roanoke Transit Company, for a term ending June 30, 2010. I am enclosing an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, k , " %uJj Stephanie M. Moon Secretary SMM:ew Enclosure PC: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Sherman P. Lea, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Vice - President of the Greater Roanoke Transit Company, for a term ending June 30, 2010, according to the best of my ability (So help me God). L Subscribed and sworn to before me this_Mf/tday of . 2009. BRENDA S. HAMILTON, CLE K OF THE CIRCUIT COURT B CS, 4 "CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 16, 2009 Darlene L. Burcham Vice - President of Operations Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Burcham: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 15, 2009, you were reappointed as Vice- President of Operations of the Greater Roanoke Transit Company for a term ending June 30, 2010. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie Stephanie M. Moon Secretary SMM:ew Enclosure pc: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 N Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Darlene L. Burcham, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Vice - President of Operations of the Greater Roanoke Transit Company, for a term ending June 30, 2010, according to the best of my ability (So help me God). �C-(1, i�2zC�i �.Z -s-r✓ Subscribed and sworn to before me�his4Y day o1�2009. GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 16, 2009 James Grigsby Assistant Vice - President of Operations Greater Roanoke Transit Company Roanoke, Virginia Dear Mr. Grigsby: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company held on Monday, June 15, 2009, you were reappointed as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term ending June 30, 2010. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie anie Moon Secretary SMM:ew Enclosure PC: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, James Grigsby, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Assistant Vice - President of Operations of the Greater Roanoke Transit Company, for a term ending June 30, 2010, according to the best of my ability (So help me God). Subscribed and orn to before me this ay of 2009. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT B rTUE oCa CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 16, 2009 Ann H. Shawver Treasurer Greater Roanoke Transit Company Roanoke, Virginia Dear Ms.Shawver: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, June 15, 2009, you were appointed as Treasurer of the Greater Roanoke Transit Company, for a term ending June 30, 2010. Enclosed you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, W-a - rV•1-,,.j Stephanie M. Moon Secretary SMM:ew Enclosure pc: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Ann H. Shawver, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Treasurer of the Greater Roanoke Transit Company, for a term ending June 30, 2010, according to the best of my ability (So help me God). Subscribed and sworn to before me this V, day of 4 2009. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY CLERK GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS June 16, 2009 Stephanie M. Moon Secretary Greater Roanoke Transit Company Roanoke, Virginia Dear Ms. Moon: At a special meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Monday, June 15, 2009, you were reappointed as Secretary of the Greater Roanoke Transit Company for a term ending June 30, 2010. Attached you will find an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Sheila N. Hartman Assistant Secretary SNH:ew Attachment PC: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 's. Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Stephanie M. Moon, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Secretary of the Greater Roanoke Transit Company, for a term ending June 30, 2010, according to the best of my ability (So help me God). i LL�k ) D ). ,))�)o" Subscribed and sworn to before me this day of �4so_2009. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY CLERK V m s :' M Greater Roanoke Transit Company Board of Directors Meeting Roanoke, Virginia June 15, 2009 David A. Bowers, President and Members of the Board of Directors Dear President Bowers and Members of the Board: Subject: GRTC Fiscal Year 2009— 2010 Operating Budget Background: The Board of Directors annually appoints a Budget Review Committee to review the General Managers proposed operating budget and provide a report of recommendation to the Board. The Board appointed Treasurer, Ann Shawver, Vice - President of Operations, Darlene Burcham, GRTC Liaison, lames Grigsby, Board Members, Court Rosen and Gwen Mason to the Budget Review Committee. The Budget Review Committee met on April 20, 2009, to review and discuss the proposed operating budget. In attendance were committee members, Board Member, Court Rosen, Treasurer, Ann Shawver, and Vice - President of Operations, Darlene Burcham. Also in attendance were, GRTC Liaison, James Grigsby, Acting General Manager, Leon Alder, Interim Assistant General Manager, Carl Palmer, and Director of Finance, Stephanie Giles. The following items were discussed: • The proposed operating budget for Fiscal year 2009 — 2010 of $7,958,270 reflecting a decrease of 1.8% compared to the 2008 — 2009 budget of $8,105,224; • A reduction in frequency for two (2) peak service routes, eliminating one (1) SVTMC bus operator position; • While the SmartWay Advisory Committee decided to postpone the fare increase for the SmartWay service, the budget reflects the following proposed increases: a. Adult fare increase $1.00 (from $3.00 to $4.00); b. Senior Citizen fare increase $.50 (from $1.50 to $2.00); c. Basic Monthly Pass increase $20.00 (from $100.00 to $120.00); d. Discount Monthly Pass increase $10.00 (from $50.00 to $60.00); • While the S.T.A.R. Monthly Pass was subject to a public hearing, the budget reflects the following proposed increase: a. Increase the pass from $84.00 to $96.00; • Campbell Court Transfer Center's parking garage rates from $55.00 per month to $60.00; Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com David A. Bowers, President and Members of the Board of Director Fiscal Year 2009 — 2010 Operating Budget June 15, 2009 Page 2 GRTC budget reduction measures of eliminating pay raises for eighteen (18) SVTMC administrative and management staff, reducing one (1) SVTMC supervisory position due to retirement, and leaving vacant three (3) SVTMC bus operator positions; reducing SVTMC management and staff travel, and eliminating various membership dues. For your review, the budget summary is attached. A detailed budget is available upon request. Recommend: The Budget Review Committee recommends that the Board of Directors approve GRTC fiscal year 2009 — 2010 operating budget. Respectfully submitted, G ndolyn W. Mason and Member Court G. Rosen Board Member Ann H. Shawver Treasurer Darlene L. Bur am Vice President of Operations Cc: Vice President of Operations Treasurer Secretary Legal Counsel GRTC Liaison I4.,i GREATER ROANOKE TRANSIT COMPANY COMBINED BUDGET (Valley Metro, Smartway, and Trolley) FY 10 Combined Budget 41112009 REVENUES PASSENGER REVENUES $ 1,991,630 ADVERTISING $ 165,740 INTEREST $ 19,206 OTHER REVENUES $ 244,149 TOTALREVENUES $ 2,420,725 EXPENSES LABOR $ 2,911,224 FRINGE BENEFITS $ 1,453,886 SERVICES $ 423,016 MATERIALS & SUPPLIES $ 1,659,150 UTILITIES $ 234,456 INSURANCE $ 404,724 MISCELLANEOUS $ 871,814 TOTAL EXPENSES $ 7,958,270 DEFICIT $ (5,537,545) SUBSIDIES FEDERAL $ 2,634,631 STATE $ 1,420,530 OTHER LOCAL $ 258,964 NEW RIVER VALLEY $ 47,315 CITY OF ROANOKE $ 1,176,105 TOTALSUBSIDIES $ 5,537,545 Combined Budget 41112009 GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS AND AUTHORIZED REPRESENTATIVES OF THE SOLE STOCKHOLDERS June 11, 2009 David A. Bowers, President Sherman P. Lea, Vice President M. Rupert Cutler Gwendolyn W. Mason Anita J. Price Court G. Rosen David B. Trinkle Dear President Bowers and Members of the Board The Annual Meeting of the Stockholders' of the Greater Roanoke Transit Company will be held on Monday, June 15, 2009, at 1:30 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. I am attaching copy of the minutes of the Annual Meeting which was held on Monday, June 16, 2008. Sincerely, #�""""" - M. / " /QOYU Stephanie M. Moon Secretary SMM:snh Attachment pc: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Gary E. Tegenkamp, Assistant General Counsel, GRTC Carl Palmer, General Manager, Valley Metro K VGRTOGRTC 09V nnual Swckholden Call Uft,,nd Agenda (Su) doC GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 6, 2009 1:45 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order - Roll Call. All Present. 2. Approval of Minutes: Special meeting held on Monday, June 15, 2009. Received and filed. 3. Reports of Officers: a. General Manager: Authorization Regarding 'Pass Through" Grant Funds for Three Roanoke Nonprofit Entities. Adopted Resolution. (7 -0) 4. Other Business: Director Cutler called attention to Valley Metro Transit Development Plan 2010 -2015 from the Metropolitan Planning Organization. The Assistant Vice President was instructed to draft a letter on behalf of Board of Directors regarding the Plan and the Plan was referred to the Legislative Committeefor review. 5. Adjournment. 1:54 p.m. K \GRTC \grtc 09 \July 6, 2009 Action Ageoda.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 7, 2009 Carl L. Palmer, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Palmer: I am enclosing copy of a resolution authorizing the Greater Roanoke Transit Company (GRTC) to continue to act as the designated recipient for certain Federal and State Pass Through Grant Funds; authorizing GRTC's General Manager and /or Vice President of Operations to continue to implement, administer and enforce such grant funds and related agreements; and authorizing GRTC's General Manager and /or Vice President of Operations to apply for, accept, and execute appropriate agreements for such Federal and State grant funds for eligible nonprofit entities, and to take such action as necessary to implement, administer, and enforce them. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, July 6, 2009. Sincerely, Agk h) - �Y)o Stephanie M. Moon Secretary SMM:ew Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC K%GRTCIGRTC D9 JULY BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION AUTHORIZING THE GREATER ROANOKE TRANSIT COMPANY (GRTC) TO CONTINUE TO ACT AS THE DESIGNATED RECIPIENT FOR CERTAIN FEDERAL AND STATE PASS THROUGH GRANT FUNDS; AUTHORIZING GRTC'S GENERAL MANAGER AND /OR VICE PRESIDENT OF OPERATIONS TO CONTINUE TO IMPLEMENT, ADMINISTER AND ENFORCE SUCH GRANT FUNDS AND RELATED AGREEMENTS; AND AUTHORIZING GRTC'S GENERAL MANAGER AND /OR VICE PRESIDENT OF OPERATIONS TO APPLY FOR, ACCEPT, AND EXECUTE APPROPRIATE AGREEMENTS FOR SUCH FEDERAL AND STATE GRANT FUNDS FOR ELIGIBLE NONPROFIT ENTITIES, AND TO TAKE SUCH ACTION AS NECESSARY TO IMPLEMENT, ADMINISTER, AND ENFORCE THEM, BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: I. GRTC is authorized to continue to act as the designated recipient for certain Section 5309 Federal Transit Administration (FTA) and Virginia's Department of Rail and Public Transportation (DR-PT) Grant Funds and to pass through such Grant Funds to transportation related nonprofit entities in the City, namely: Roanoke Chapter, National Railway Historical Society (NRHS), the Western Virginia Foundation for the Arts and Sciences (WVFAS) which owns the O. Winston Link Museum, and the Commonwealth Coach and Trolley Museum (CCTM), all as more fully set forth in the General Manager's Report dated July 6, 2009, to this Board. 2. GRTC's General Manager and/or Vice President of Operations are authorized to continue to implement, administer, and enforce the above mentioned Grant Funds and Agreements for the three nonprofit entities mentioned above. 1 NN 3. GRTC's General Manager and /or Vice President of Operations are authorized to apply for, accept, and execute appropriate agreements, which agreements may contain indemnity and repayment provisions to the FTA and/or DRPT for such Section 5309 or similar Grant Funds for eligible nonprofit entities. They are further authorized to execute such other documents and take such further actions as may be necessary to implement, administer, and enforce any such agreements or requirements for any of the funds mentioned above. The form of any agreements or contracts relating to the funds mentioned above shall be approved as to form by General Counsel. ATTEST: Date: i SSVhame. . Moon, Sec, M Greater Roanoke Transit Company Board of Directors Board of Directors Meeting July 6, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Authorization Regarding "Pass Through" Grant Funds for Three Roanoke Nonprofit Entities Background In fiscal year 2007, the Greater Roanoke Transit Company (GRTC) became the recipient for pass through grants issued by Virginia's Department of Rail and Public Transportation (DRPT) specifically to manage earmark grants for three transportation related nonprofit entities in the City. The entities are: Roanoke Chapter, National Railway Historical Society (NRHS); the Western Virginia Foundation for the Arts and Sciences ( WVFAS) which owns the O. Winston Link Museum for which the grant funds will be used; and the Commonwealth Coach and Trolley Museum (CCTM). These earmark grants are referred to as Section 5309 Project Agreements or Grant Funds and GRTC was designated by the DRPT to oversee, administer, and pass such funds to the three transportation related nonprofit entities. This process is a common way for the Federal Transit Administration (FTA) and the DRPT to provide funding to small transportation related nonprofit entities who are not designated recipients, but whose projects merit grant awards. The NRHS in partnership with the Roanoke Valley Preservation Foundation is restoring the historic structure of the Virginia Railway Station. When complete, a portion of the Station will be used for commercial purposes to generate income to maintain the facility; the baggage and express portion will be used as a museum focusing on the role Virginia Railway played in the development of Roanoke. The O. Winston Link Museum is housed in the N&W Railway Passenger Station and is owned by the WVFAS, which also operates Center in the Square. WVFAS is an economic development organization supporting the arts and culture in downtown Roanoke by providing multiple cultural and educational attractions for children and families of Roanoke. The CCTM was established in 1999 to educate the public about the values and efficiencies of mass transit and collect and restore historical motor coaches and trolleys. Greater Roanoke Transit Company PO Box 13247 . Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.982.2703 • www.valleymetro.com David A. Bowers, President, and Members of the Board of Directors 4!, Greater Roanoke Transit Company Page 2 July 6, 2009 With the support of Congressman Bob Goodlatte the following funds were granted the above three entities through federal earmark grants for fiscal years 2006 through 2009, inclusively: NRHS: Total of $260,186 for the above time period. WVFAS: Total of $521,374 for the above time period. CCTM: Total of $260,186 for the above time period GRTC's management of all its grants is governed by two master agreements required by the FTA and DRPT: United States Department of Transportation Federal Transit Administration Master Agreement; Master Agreement for the Use of Commonwealth Transportation Funds. The FTA agreement sets forth the "standard terms and conditions governing the administration of a Project supported with Federal assistance awarded by the Federal Transit Administration through a Grant Agreement ". The DPRT agreement sets forth its grant administration requirements, including maintaining asset inventory and performance reporting. Such agreements include repayment and /or indemnity provisions to the FTA and DRPT to protect those agencies. Additionally, specific to the funds granted the three entities mentioned above, there are grant agreements between FTA and GRTC and between GRTC and each of the three entities for the FTA portion of the funds (80 %). For the DPRT portion (20 %) there are like agreements. Through site visits and reporting requirements, GRTC assures compliance with the master agreements and each of the agreements with the three nonprofit entities. Current Status To date all agreements for grants awarded for fiscal year 2006 have been executed. Agreements for grants awarded for fiscal years 2007 through 2009 have not been executed. Recommendation It is recommended that GRTC as the designated recipient for the above section 5309 FTA and Virginia's DRPT grant funds continue its administration of "pass through" grant funds for the above mentioned entities, NRHS, WVFAS, and CCTM. Authorize GRTC's General Manager and /or Vice President of Operations to continue to implement, administer, and enforce the above mentioned grant funds and agreements. Authorize GRTC's General Manager and /or Vice President of Operations to apply for, accept, and execute appropriate agreements, which agreements may contain indemnity and repayment provisions to the FTA and/or DRPT for such Section 5309 or similar grant funds for eligible nonprofit entities, and implement, administer, and enforce them, with the form of such agreements to be approved by General Counsel. David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Page 3 July 6, 2009 Respe ull Su d, Carl L. 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W W 9 m 5 d '.59 ' momo ¢ V IL IL (nJ N m m m ¢ Z _ � / +§k \ \�� E ® . . LL - ® §2 »- . E - � \4-j 4k !/ ® ■■ E ; !! \ $i§ w % §!/ / fu 4-J 0 Er ° _ \ \ \� \\ \ \ {` \\ \ \ ( < ,f,., \ }f\ 9 f })f! * /!!!!« / { | w ,! - ) a$}/ = a 4Et =3 ® LL #§! "\&£ « � \ _ & &62 w � - ■ #e§ ) $ � ; � � / � O 4-J { CL CL E � — U r � ro U- 0 0 v .�v M &u V r ';E ) Z v ° v o v -o ;:j ° o o v oX v U b •> 0 a o b.0 CJ py 4-J � •3��•3,�0 O a >w Ln O :oao:tio ro ovv oby� I VE�P4 U� O F- ON 0 V) U V) c 0 N cr GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS July 2, 2009 David A. Bowers, President M. Rupert Cutler Sherman P. Lea Gwendolyn W. Mason Anita J. Price Court G. Rosen David B. Trinkle Dear President Bowers and Members of the Board: There will be a special meeting of the Board of Directors of the Greater Roanoke Transit Company on Monday, July 6, 2009, at 1:45 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, � - hi. r�, Stephanie M. Moon Secretary /smm Pc: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 L \CLERK\DATA \CKSM1 \GRTC 09 \Meeting Notice.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS August 17, 2009 1:30 P.M. COUNCIL CHAMBER AGENDA 1. Call to Order - Roll Call. 2. Approval of Minutes: Special meeting held on Monday, July 6, 2009. 1 Reports of Officers: a. General Manager: 1. Management Update for August 17, 2009. 2. Financial Reports for the months of June and July. 3. Adoption of a meeting schedule for the remainderof the current 2009- 2010 fiscal year to correspond with City Council meetings, with a 1:30 p.m. starting time. 4. Additional funds for purchase of four Smart Way MCI Coaches. 5. College Express Service for Hollins University, Roanoke College and Ferrum College. 6. Presentation of a Transportation Development Plan. 4. Other Business: 5. Adjournment. L:A CLERK VLA'1'AVCKEM1VGETC.09AAVgnst v, 2009 Agenda.aoc w w GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS August 13, 2009 David A. Bowers, President M. Rupert Cutler Sherman P. Lea Gwendolyn W. Mason Anita J. Price Court G. Rosen David B. Trinkle Dear President Bowers and Members of the Board: There will be a meeting of the Board of Directors of the Greater Roanoke Transit Company on Monday, August 17, 2009, at 1:30 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, Stephanie Moon Secretary /smm PC: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 L'. \CLERK \DATA \CKSM1 \GRTC.09 \Meeting NotceAm M MANAGEMENT UPDATE August 17, 2009 Service to Crossroads Center The Roanoke Valley Workforce Center, a Virginia Commonwealth project, requested that the Greater Roanoke Transit Company (GRTC) provide them up to the door bus service for their employees and clients, some of whom are people with disabilities. The owners of the Crossroads Center where the Workforce Center is located has granted GRTC temporary permission to operate service on their property until such time as GRTC and the owners, Crossroads Investors II, LLC, and GRTC execute a longer term mutually agreeable Revocable Permit. GRTC's route 21 began service on Monday, August 3, 2009 at no additional cost and without having to make any schedule adjustments. Campbell Court Tenant Leases By letter dated July 22, 2009 meeting the GRTC Board of Directors were informed of two lease agreements that the GRTC staff intended to execute, pending no objections from the Board. Subsequent to this advisory and prior to executing said leases, one prospective tenant, Insights Training Group, LLC, declined to enter into a lease with GRTC. Insights advised that they found alternative accommodations that better suited their needs. The July 22, 2009 letter to the Board indicated that GRTC staff would enter into a Lease Agreement with a second tenant who would be Fred David Sylvester, individually, and d /b /a Accunet Litigation Services. At the time of the July 22nd letter, Mr. Sylvester was a month -to- month tenant with GRTC in the Campbell Court Transfer Center, but wanted a longer term Lease. After advising the Board of the new Lease that was to begin on August 1, 2009, Mr. Sylvester indicated that his business was incorporated and the Lease should be in the name of Accunet Information Group, Inc. and not in his name. Therefore, the Lease Agreement dated August 1, 2009, is now between GRTC and Accunet Information Group Inc. for a one year period of time for the same space that Mr. Sylvester has been occupying for approximately the past year and a half. American Recovery and Reinvestment Act (ARRA) "Stimulus" Projects The GRTC staff along with the Assistant City Manager, James Grigsby and Jeffrey Copolla, Administrative Intern for the City, met with officials from the Department of Rail and Public Transportation (DRPT) to discuss GRTC' s proposed ARRA stimulus projects for the second round of applications. DRPT advised us that small urban and rural transit systems will receive optimal consideration; that priority will be given to those projects that will realize marked improvements in safety and security and are positioned to be implemented upon grant award. With a focus on these priorities, GRTC will submit ten (10) projects, seven (7) of which having a safety and security focus and will be positioned for implementation upon award, if granted. DRPT will entertain ARRA grant applications between August 10, 2009 and September 14, 2009. Attached is the list, in priority ranking, of GRTC's proposed projects. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com l Transportation Development Plan In the June 25, 2009 meeting of the Roanoke Valley Area Metropolitan Planning Organization (MPO) Policy Board, the Connectics Transportation Group engaged by the Department of Rail and Public Transportation (DRPT) to develop Transportation Development Plan (TDP) documents for transit systems within the State of Virginia presented Greater Roanoke Transit Company's (GRTC)TDP. At the July 6, 2009 sgecial meeting of the GRTC Board of Directors, Board Member David Trinkle, who chaired the June 25 MPO Policy Board meeting, advised the full Board that the presentation had been made. Board Member Rupert Cutler, who also attended the June 25v' presentation, pointed out that one of the underlying assumptions driving operating expenses and revenue projections in the TDP was that local operating assistance from the City of Roanoke would increase with the rate of inflation, while the state's level of financial participation would remain constant at the fiscal 2010 level over the next five fiscal years. In a July 13, 2009 letter to DRPT, Board President David A. Bowers expressed the full Board's concem that, if realized, such an assumption would be unfair and would result in a disproportionate financial burden on the citizens of Roanoke. Subsequently, DRPT has reconsidered their assumptions. The TDP has been modified to reflect incremental increases in DRPT's annual financial participation from 1.77% in fiscal 2011 above fiscal 2010 to 3.16 % in fiscal 2015 above fiscal 2014. Smart Wav Commuter Service Fare Increase The Smart Way Advisory Committee met on Wednesday, August 12, 2009. It was the consensus of the Committee that the Smart Way commuter service fare be increased by $1.00, from $3.00 per one way trip to $4.00 per one way trip; the Smart Way monthly pass will increase by $20.00 per month, from $100.00 to $120.00 per month. Public hearings have been scheduled for September 16 and 17, 2009 at 5 p.m. The meeting on the i6'h will be in Blacksburg; the meeting on the 17'" will be in Roanoke. The exact location of each is yet to be determined. Given the outcome of the hearings, a recommendation will be submitted to the GRTC Board of Directors for approval at the October 22, 2009 meeting. Ridership June, 2009: Total passengers 204,558 (1.1% below June 2008) Smart Way 4,901 (12.4% below June 2008) STAR 4,707 (13.4% above June 2008) Star Line Trolley 646 per day (Service began November 2008) July, 2009: Total passengers 204, 201 (8% below July 2008) Smart Way 4,673 (13.5% below July 2008) STAR 4,153 (5.2% above July 2008) Star Line Trolley 654 per day (8 passengers or 1.2% above June 2009) Res /peg ul mi d, Carl L. Palmer, GRTC General Manager GREATER ROANOKE TRANSIT COMPANY PROPOSED CAPITAL EXPENDITURE PLAN FOR 2ND ROUND STIMULUS FUNDING UNDER THE AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA) Ow Ilem Descri on Cast Upgrade bus surveillance and 42 Add additional cameras W kA rear a men side of buses omens $ 70,50o.0 32 Re lao /U mde sew i cameras em @Cum bell Court Re lace U rude secur camera s stem @ Atlminh[rative Faciumv Can bell Court lm r amuems June attached Secur' $ 30,001 17 Saw $ 30.0.00 Buiklin Im rovements $ 583,000.0 Tracks fuel and mileage on 4)U radethe Fuel Tacki hardware and software(ex imate vehide, $ M,=.0 Automatic Vehicle locator 1 AVL 5 stem 5 stem $ 350.00.00 1 Portable 4 Past Bus Lifts For IKdin 2 axle Vehicles $ 28,000.00 For IKhing 3 axle Vehlcks (MCI 1 Portable 6 Post Bus Uffs Coaches $ 91000.00 Purchase additional land that includes thdt m(2)homes@ ampbell and Wise /additional Acquisition of addition land for wnrtruction of satellite facility& additional square squarefomageforstmage 2 fomageforstoragefacility facility $ 455.00.00 Replace existing safes (5)@ 5 Commercial Fire Sates $1,155 each $ 5,775.0 1960BUS Driving Simulation System Ddvin Simulation for Turing $ 230,000.00 Total $ 1,863,2)5.00 GREATER ROANOKE TRANSIT COMPANY REHABILITATION PROJECTS FOR CAMPBELL COURT COST UPGRADE HVAC UNITS (AIR HANDLERS) $ 100,000.00 ROOF REPLACEMENT $ 150,000.00 REPAINT INTERIOR AND EXTERIOR $ 150,000.00 REPLACE ELEVATOR CONTROLS (ELEVATOR & PANEL BOX) 5 44,000.00 REPLACE DOORS $ 35,000.00 RE -SEAL EXPANSION DECKS $ 20,000.00 REPLACE EMERGENCY / EXIT LIGHTING $ 36,000.00 REPLACE "RED" METAL STAIRWELL (TOP) $ 38,000.00 REPLACE PIGEON NETTING $ 20,000.00 TOTAL $ 593,000.00 M Greater Roanoke Transit Company Board of Directors Meeting Roanoke, Virginia August 17, 2009 David A. Bowers, President and Members of the Board of Directors Dear President Bowers and Members of the Board: Subject: GRTC Financials for the months of June and July 2009 Attached for informational purposes are the following: GRTC Financials The GRTC financials for the months of June and July 2009 were submitted to Darlene Burcham, Vice President of Operations and Ann Shawver, GRTC Treasurer on July 29, 2009 and August 13, 2009, respectively. Each report in this submission included the following: • Executive Summary; • Operating Revenues and Expense Statement — Narrative Explanation of Variances (5% over or under budget); • Operating Revenue and Expense Statement — Summary; • Detailed Operating Revenue and Expense Statement; • Statement of Net Assets — Narrative Explanation of Variances (more or less than 5 %); • Summary of Statement of Net Assets; and • Detailed Statement of Net Assets For you review, the following reports are attached: • Executive Summary; • Operating Revenues and Expense Statement — Narrative Explanation of Variances (5% over or under budget); • Operating Revenue and Expense Statement — Summary; • Statement of Net Assets — Narrative Explanation of Variances (more or less than 5 %); and • Summary of Statement of Net Assets. Detailed reports of the Operating Revenues and Expense Statement and the Statement of Net Assets are available for your review upon request. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com David A. Bowers, President and Members of the Board of Directors GRTC Financials, Inventory Report, and Grants Report August 17, 2009 Page 2 No action by the Board is needed on this matter. Respectfully Submitted, Carl Palmer General Manager Cc: Vice President of Operations Treasurer Secretary Legal Counsel GRTC Liaison t Va11ey % M EXECUTIVE SUMMARY Date: August 13, 2009 To: Darlene Burcham Vice President of Operations Ann Shawver Treasurer of GRTC From: Stephanie Giles Director of Finance Subject: GRTC Financials for July 2009 Enclosed for your review and files, for the month of July, are the Operating Revenues and Expense Statement and the Statement of Net Assets. Each report includes a summary of its statement and a narrative explanation of variances more or less than 5 %. The Operating Revenue and Expense Statement are primarily within 5% of budget. Miscellaneous expenses are 9.75% over budget primarily due to vendor payments to the Virginia Transit Association and Downtown Roanoke, Inc. for membership dues. The Statement of Net Assets include unusually high variances in Cash (increased 55 %), Accounts Payable (increased 20 %), and Capital Contributions (increased 97 %). Cash is $799,000 or 55% higher than the prior period primarily due to the payment of accounts receivable from the Department of Rail and Transportation for capital purchases related to four Trolleys in the amount of $467,000. Accounts payable liabilities have increased 20% compared to last year due to an increase in the amount of outstanding payments due to vendors. Capital contributions from the Federal Transit Administration and the Department of Rail & Public Transportation have increased $128,580 or 97% due to an increase in value of capital equipment purchases compared to last year. These purchases include costs associated with the renovation of the Campbell Court Transfer Center for $99,933. The Operating Revenue and Expense Statement and Statement of Net Assets, respectively are prefaced with a variance narrative, followed by a summary sheet with supportive detail reports. CC: James Grigsby GRTC Liaison Officer Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com OPERATING REVENUES AND EXPENSE STATEMENT NARRATIVE EXPLANATION OF VARIANCES GREATER ROANOKE TRANSIT COMPANY Assumptions Variance Compared to Budget (5% over or under Budget) July 2009 (8% of the budget year) Operating Income Operating income line items are within 5% of budget. Operating Expenses Miscellaneous Expenses (Travel. Advertising. Dues & Subscriptions, etc) Miscellaneous expenses are 9.75% over budget primarily due to vendor payments to the Virginia Transit Association and Downtown Roanoke, Inc. for membership dues. a 0 z 00H �a �r w� faZa< YF d� Z6 u'c O�yE CcJ mu K�c$ Fes_ Q�ga w tJ y 3 S 0 e � 0 O z° F 0 9w "f �?'f z 3y$ r° z I ee °°eves om 888 8 88888888 8 my e v o e o o v a e e e ' G88 1 e � 0 O z° F 0 9w "f �?'f z 3y$ r° z I STATEMENT OF NET ASSETS NARRATIVE EXPLANATION OF VARIANCES GREATER ROANOKE TRANSIT COMPANY Assumptions Variance Compared to Prior Year (more or less than 5 %) July 2009 Cash Cash is $799,000 or 55% higher than the prior period primarily due to the payment of accounts receivable from the Department of Rail and Transportation for capital purchases related to four Trolleys in the amount of $467,000. Accounts Receivable Accounts Receivable decreased $440,112 or 42% primarily due to a decrease in the amount of outstanding reimbursement due from the Federal Transit Administration of $399,276. Inventory Inventory has decreased $54,614 or 14% primarily due GRTC's fuel tanks have 6,513 fewer gallons of fuel compared to the prior year. Total Fixed Assets Fixed Assets have increased $1,309,479 or 5% more than the prior year primarily due to the purchase of four (4) Trolleys for $933,151. Accumulated Depreciation Accumulated depreciation increased 14% primarily due to increased depreciation costs associated with four (4) Trolleys. Prepayments Prepayments have decreased $48,961 or 95% primarily because GRTC did not release the payments for health insurance in advance compared to the prior year and it did not purchase a Director's Liability policy in FY 2010. Accounts Payable Accounts payable liabilities have increased 20% compared to last year due to an increase in the amount of outstanding payments due to vendors. Assumptions Variance Compared to Prior year (more or less than 5 %) July 2009 Payroll Liabilities Payroll liabilities have increased 9% compared to last year primarily due to the accrued payroll and accrued payroll benefits. Wages accrued increased $18,436 or 13 % due to an increase in personnel related to the Star Line expansion service. Other Liabilities Other liabilities increased 16% primarily due to an increase in estimated other liability of $206,125. This liability records the potential liability to the Federal Transit Administration and the Department of Rail and Public Transportation for GRTC's furniture purchases in FY 2008 Caoital Contributions Capital contributions from the Federal Transit Administration and the Department of Rail & Public Transportation have increased $128,580 or 97% due to an increase in value of capital equipment purchases compared to last year. These purchases include costs associated with the renovation of the Campbell Court Transfer Center for $99,933. Net Income Net income has increased $15,168 or 259% due to a decrease of $114,817 in expenses compared to the prior year. This decrease in expenses was offset by a decrease in operating subsidy of $80,794 and a decrease in operating revenue of $18,853. The decreases in expenses are related to a reduction in fuel costs of $108,575 for revenue vehicles compared to last year. GREATER ROANOKE TRANSIT COMPANY SUMMARY OF STATEMENT OF NET ASSETS 7/31/2009 7/31/2008 Year -to -Date Year -to -Date %of Change ASSETS CASH $ 1,464,610.93 $ 665,111.06 55% ACCOUNTS RECEIVABLE $ 1,054,799.27 $ 1,494,911.90 -42% INVENTORY $ 380,988.92 $ 435,603.32 -14% FIXED ASSETS FIXED ASSETS $ 26,752,611.47 $ 25,443,132.22 5% ACCUMULATED DEPRECIATION $ (12,283,369.90) $ (10,509,138.61) 14% NET FIXED ASSETS $ 14,469,241.57 $ 14,933,993.61 -3% PREPAYMENTS $ 51,577.81 $ 100,539.53 -95% TOTAL ASSETS $ 17,421,218.50 $ 17,630,159.42 -1% CURRENT LIABILITIES ACCOUNTS PAYABLE $ 328,016.59 $ 262,971.39 20% PAYROLL LIABILITIES $ 234,251.13 $ 213,364.73 9% OTHER LIABILITIES $ 774,847.12 $ 650,046.70 16% CAPITAL CAPITAL STOCK $ 5.00 $ 5.00 0% GRANTS $ 5,571,840.80 $ 5,789,425.23 -4% DEPRECIATION EXPENSE $ 149,000.00 $ 143,160.37 4% RETAINED EARNINGS $ 10,522,495.65 $ 10,863,093.46 -3% CAPITAL CONTRIBUTIONS $ 132,904.00 $ 3,724.00 97% NET INCOME (LOSS) $ 5,858.21 $ (9,310.72) 259% TOTAL CAPITAL $ 16,084,103.66 $ 16,503,776.60 -3% TOTAL LIABILITIES & CAPITAL $ 17,421,218.50 $ 17,630,159.42 -1% M EXECUTIVE SUMMARY Date: July 29, 2009 To: Darlene Burcham Vice President of Operations Ann Shawver Treasurer of GRTC From: Stephanie Giles Director of Finance Subject: GRTC Financials for June 2009 Enclosed for your review and files, for the month of June, are the Operating Revenues and Expense Statement and the Statement of Net Assets. Each report includes a summary of its statement and a narrative explanation of variances more or less than 5 %. The Operating Revenue and Expense Statement include unusually high variances for Advertising Revenue (27% under budget), Insurance Costs (52% under budget), and Utilities (17% over budget). The Advertising Revenue budgeted for $165,740 compared to actual $120,880 is under budget due to fewer sales of bus advertising. Insurance costs are 52% over budget recording of the liability expense related to the FY 2008 purchase of furniture. The recorded expenses are for the Federal Transit Administration for $178,509 and the Department of Rail and Public Transit for $26,616. Utilities are 17% over budget primarily due to increased expense for electricity. The electricity cost is currently $19,202 or 55% and $25,549 or 46% over budget for the Administration Facility and the Campbell Court Transfer Facility, respectively. The expense for the Administration Facility and Campbell Court Water /Sewer line items are over budget $1,003 or 12% and $2,089 or 26 %, respectively. The Statement of Net Assets include unusually high variances in Accounts Receivable (increased 18 %), and Payroll Liabilities (increased 16 %). Accounts Receivable is 18% higher than the previous year due to requests for reimbursement the Department of Rail and Public Transportation that are outstanding. These requests include expenses related to the purchase of four (4) Trolleys for $933,151. Payroll liabilities have increased 14% compared to last year, primarily due to accrued payroll and payroll benefits. The Operating Revenue and Expense Statement and Statement of Net Assets, respectively are prefaced with a variance narrative, followed by a summary sheet with supportive detail reports. CC: lames Grigsby GRTC Liaison Officer Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.val(eymetro.com OPERATING REVENUES AND EXPENSE STATEMENT NARRATIVE EXPLANATION OF VARIANCES GREATER ROANOKE TRANSIT COMPANY Assumptions Variance Compared to Budget (5% over or under Budget) June 2009 (100% of the budget year) Operatine Revenue Operating Revenue budgeted for $1,856,186 compared to actual $1,950,232 is $94,046 or 5% over budget. This increase is primarily due to the sales for Smartway Monthly Passes were $36,300 or 162% over budget, S.T.A.R. ticket sales were $6,155 or 74% over budget, and Regular Basic Monthly passes were $60,301 or 38% over budget. Other Revenue Other revenue is under budget 12% primarily due to advertising revenue budgeted for $165,740 compared to actual $120,880 is $44,860 or 27% under budget due to fewer sales of bus advertising. Fringe Benefits (e.g., group insurance. Payroll taxes. Paid absences) Fringe Benefits are $81,113 or 6% under budget primarily due fewer payments for Paid Days Off than anticipated of $44,129 or 22 %, fewer Holiday payments than anticipated of $9,029 or 12 %, and the health insurance benefits paid were $31,048 or 5% less than anticipated. Services (e.a., services for building maintenance. drug & alcohol service, computer service) Services are 17% under budget due to a Trolley Rail Feasibility study that has not been performed. The study was estimated to cost $100, 00.00. Materials & Supplies (e.g., fuel. Parts, office supplies) Materials and Supplies are 16% under budget primarily due to the decrease in the cost of fuel in FY 2009. The cost per gallon of fuel averaged $1.85 in the current fiscal year compared to $2.85 in the prior fiscal year. The fuel budget of $1,351,354 was under budget $274,260 or 20 %. Utilities Utilities are 17% over budget primarily due to increased expense for electricity. The electricity cost is currently $19,202 or 55% and $25,549 or 46% over budget for the Administration Facility and the Campbell Court Transfer Facility, respectively. The expense for the Administration Facility and Campbell Court Water /Sewer line items are over budget $1,003 or 12% and $2,089 or 26 %, respectively. These increases were offset by a decrease in the gas expense of $15,276. Assumptions Variance Compared to Budget (5% over or under Budget) June 2009 (100% of the budget year) Insurance Costs Insurance costs are $207,131 or 52% over budget primarily due to recording accrued expenses related to the purchase of furniture in FY 2008 for $206,125. The recorded expenses are for the Federal Transit Administration for $178,509 and the Department of Rail and Public Transit for $26,616. Purchased Transportation (e.a.. S.T.A.R.. Hollins Express, Ferrum Express, Maroon Express) Purchased Transportation is 11% over budget primarily due to increased ridership on the Specialized Transit Arranged Rides service. Ridership has increased from 47,577 in June 2008 to 50,887 in June 2009. This is an increase of 3,310 rides or 7 %. Miscellaneous Expense (e.g., travel. Postage. advertising) Miscellaneous expense is 23% under budget primarily due to less travel expense than expected. State Grants State grants are under budget 6% due to a revision in the Department of Rail and Public Transportation's (DRPT) six year improvement program for FY 09 -14. This revision has decreased the funding for operating assistance to GRTC for FY 09 by $126,191 6 i Oay� w FLAN Y o F� 6Z�u CUB az+e+5 K y U� 3 x oS °o 1 1 U e im 1 1 >^ 1 1 o i 1 1 1 ovyo a�5w �� °�7 o g -� °'7 _ .7 9 z 0 o F STATEMENT OF NET ASSETS NARRATIVE EXPLANATION OF VARIANCES GREATER ROANOKE TRANSIT COMPANY Assumptions Variance Compared to Prior Year (more or less than 5 %) June 2009 Accounts Receivable Accounts Receivable has increased 18% primarily due to the requests for reimbursement from the Department of Rail and Transportation are still outstanding in the amount of $526,340 compared to $96,111 in June 2008. The reimbursement requests include the expenses related to the purchase of four (4) Trolleys for $933,151. Inventory Inventory has decreased 12% primarily due to the decrease in the value of fuel compared to last year. The cost of fuel decreased 35% per gallon or from $2.85 to $1.85 year to date. Accumulated Depreciation Accumulated depreciation increased 15% primarily due to the additional depreciation of four (4) Trolley buses for $51,842. Accounts Payable Accounts payable liabilities have increased 11% compared to last year due to an increase in the amount of outstanding payments due to vendors. Payroll Liabilities Payroll liabilities have increased 16% compared to last year primarily due to the accrued payroll and accrued payroll benefits. Wages accrued increased $29,496 or 14 %due to the number of days accrued in the current period of seventeen (17) days compared to nine (9) days in the previous period. Related payroll benefits, i.e. accrued FICA taxes and accrued pension, increased $6,684 or 30% compared to the prior period. Other Liabilities Other liabilities increased 42% primarily due to an increase in estimated other liability of $206,125. This liability records the potential liability to the Federal Transit Administration and the Department of Rail and Public Transportation for GRTC's furniture purchases in FY 2008. Advanced operating subsidy increased 71% because of an increase in the amount of subsidy payments to GRTC in FY 2009. The payments include new subsidy payments from Carilion and Downtown Roanoke, Inc. Assumptions Variance Compared to Prior Year (more or less than 5 %) June 2009 Capital Contributions Capital contributions from the Federal Transit Administration, Department of Rail & Public Transportation and The City of Roanoke have increased 31% due to an increase in value of capital equipment purchases compared to last year. These purchases include four Trolleys for $933,151. Net Income Net income has decreased 192% due to the recording the liability expenses related to GRTC's furniture purchases in FY 2008 in the amount of $206,125. This expense was offset by a decrease in the cost of fuel ($266,818) compared to budget and a Trolley Feasibility Study that has not been performed ($100,000). e GREATER ROANOKE TRANSIT COMPANY SUMMARY OF STATEMENT OF NET ASSETS 6/3012009 6/30/2008 Year -to -Date Year -to -Date %of Change ASSETS CASH $ 587,203.42 $ 567,564.31 3% ACCOUNTS RECEIVABLE $ 1,460,403.58 $ 1,197,174.28 18% INVENTORY $ 375,027.46 $ 419,076.44 -12% FIXED ASSETS FIXED ASSETS $ 26,604,863.87 $ 25,425,849.57 4% ACCUMULATED DEPRECIATION $ (12,134,369.90) $ (10,365,978.24) 15% NET FIXED ASSETS $ 14,470,493..97 $ 15,059,871.33 -4% PREPAYMENTS $ 133,628 -28 $ 135,298.10 -1% TOTAL ASSETS $ 17,026,756.71 $ 17,378,984.46 -2% CURRENT LIABILITIES ACCOUNTS PAYABLE $ 353,650.20 $ 313,380.97 11% PAYROLL LIABILITIES $ 295,969.28 $ 248,065.29 16% OTHER LIABILITIES $ 282,795.78 $ 165,014.51 42% CAPITAL CAPITAL STOCK $ 5.00 $ 5.00 0% GRANTS $ 5,789,425.23 $ 6,008,828.52 -4% DEPRECIATION EXPENSE $ (1,790,331.11) $ (1,786,644.22) 0% RETAINED EARNINGS $ 10,863,093.46 $ 11,319,424.37 -4% CAPITAL CONTRIBUTIONS $ 1,115,207.00 $ 769,852.00 31% NET INCOME (LOSS) $ 116,941.87 $ 341,058.02 -192% TOTAL CAPITAL $ 16,094,341.45 $ 16,652,523.69 -3% TOTAL LIABILITIES & CAPITAL $ 17,026,756.71 $ 17,378,984.46 -2% GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS August 21, 2009 Carl L. Palmer, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Palmer: I am enclosing copy of a resolution establishing a specific meeting schedule for the Board of Directors of the Greater Roanoke Transit Company (GRTC). The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a special meeting which was held on Monday, August 17, 2009. Sincerely, Stephanie M. Moon Secretary Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC L%CLERK %C TAICKEW1.3 TC \,lc0111qusi17, Nine Resolution correspondence doc P�_ BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION ESTABLISHING A SPECIFIC MEETING SCHEDULE FOR THE BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY (GRTC). WHEREAS, a resolution was adopted June 30, 2001, by the GRTC Board of Directors effective July 1, 2001, providing there would be no regular monthly meetings scheduled for the Board of Directors and that the Board of Directors would hold meetings in accordance with the By -Laws of GRTC as may be necessary to conduct the business of GRTC; WHEREAS, at its April 20, 2009, Board meeting, GRTC's Interim General Manager presented for discussion a recommendation that the Board meet every two months, but with meetings being held in January and June, in response to input from Board members to meet on a more regular basis, and the Board approved the recommendation; and WHEREAS, the GRTC General Manager has recommended that the Board of Directors adopt a specific meeting schedule for the remainder of the current 2009 -2010 fiscal year, as more fully set forth in the General Manager's Report dated August 17, 2009, to this Bond. THEREFORE, BE IT RESOLVED by the Board of Directors of GRTC as follows: 1. That the Board of Directors hereby approves and adopts a specific meeting schedule that will correspond with City Council meetings and will include a GRTC Board meeting in January, which is needed for grant application approvals, and a meeting in June, which follows the annual meeting of the GRTC's stockholders. In accordance with Article III, Section 4 of the GRTC By -Laws, the following meeting dates for the GRTC Board are approved, with a 1:30 p.m. starting time, for the remainder of the current 2009 -2010 fiscal year I . October 22, 2009 2. January 19, 2010 3. March 15, 2010 4. June 21, 2010 2. That the GRTC Board can hold additional meetings on an as- needed basis in accordance with the GRTC By -Laws. That the schedule of meetings for the GRTC Board in subsequent fiscal years be set annually by the Board at the June Board meeting. ATTEST. \ Date: 1 UU9 St 1�. ary tephame M. Moon, Secretary M Greater Roanoke Transit Company Board of Directors Meeting August 17, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Frequency of GRTC Board Meetings Background: A resolution was adopted on June 30, 2001, by the GRTC Board of Directors effective July 1, 2001, providing there would be no regular monthly meetings scheduled for the Board of Directors; that the Board of Directors would hold meetings in accordance with the By -Laws of GRTC as may be necessary to conduct the business of GRTC, as more particularly set forth in the General Manager's June 18, 2001, letter to the Board and accompanying resolution (Attached). At its April 20, 2009, GRTC's Board meeting, GRTC's Interim General Manager presented for discussion a recommendation that the Board meet every two months, but with meetings being held in January and June. This was in response to input from Board members to meet on a more regular basis. This recommendation is more particularly described in the attached April 20, 2009, letter from the Interim General Manager to the Board. The Board approved the recommendation. Recommendation: GRTC staff recommends that a specific meeting schedule be adopted by the GRTC Board that will correspond with City Council meetings and will include a GRTC Board meeting in January, which is needed for grant application approvals, and a meeting in June, which follows the annual meeting of the GRTC's stockholders. Therefore, in accordance with Article III, Section 4 of the GRTC By -Laws, it is recommended that the following meeting dates, with a 1:30 p.m. starting time, be adopted by the GRTC Board for the remainder of the current 2009 -2010 fiscal year: 1. October 22, 2009 2. January 19, 2010 3. March 15, 2010 Greater Roanoke Transit Company PO Box 13247 . Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.982.2703 • www.valleymetro.com David A. Bowers, President, and Members of the Board of Directors %August 17, 2009 Page 2 The GRTC Board can also hold additional meetings on an as- needed basis in accordance with the GRTC By -Laws. Further, it is recommended that the schedule of meetings for the GRTC Board in subsequent fiscal years be set annually by the Board at the June Board meeting. Respectfully s fitted, Carl L. Palmer General Manager M, C. Vice President of Operations GRTC Liaison Treasurer Secretary General Counsel Attachments 7Nn"ii VALLEY METRO Greener Roanoke Trent Curyany Greater Roanoke Transit Company RO. Box 17247 Board of Directors Roanoke, 540.9 2.0305 P 394984 -0305 June 18, 2001 Ralph K. Smith, President and Members of the Board Dear President Smith and Members of the Board: Subject: Board Meetings Background: Management was asked by the Board of Directors to look into the possibility of conducting the Greater Roanoke Transit Company (GRTC) Board meetings on an as needed basis. By Resolution adopted on June 15, 1998, the GRTC Board of Directors fixed its regular monthly business meetings to be held on the third Monday of each month at 1:00 P.M. Article III, Section 4 of the GRTC By -Laws states "Meetings of the Board of Directors shall be held at times fixed by resolution of the Board, or upon call of the President or the Secretary, or upon the call of a majority of the members of the Board." Management has determined no discernable reason that the everyday business of the GRTC, or business with it's suppliers or customers would be affected should the Board determine that it is more practicable to eliminate the Board's regular monthly business meeting and conduct meetings as may be necessary in accordance with the By -Laws of GRTC. Consideration: Repeal as of June 30, 2001, the Resolution adopted June 15, 1998, setting a time for the Board's regular monthly business meetings, and adopt a Resolution that will be effective on July 1, 2001, that will provide there will be no regular monthly Board of Directors business meeting and that the Board will meet as necessary in accordance with GRTC's By -Laws. A copy of Article III, Section 4 of the By -Laws is attached regarding meetings of the Board. Ralph K. Smith, President and Members of the Board of Directors Board Meetings June 18, 2001 Page 2 Recommendation: Board of Directors adopt a Resolution repealing as of June 30, 2001, the Resolution adopted June 15, 1998, setting a time for the Board's regular monthly business meetings, and that effective July 1, 2001, there will be no regular meetings for the Board of Directors scheduled, but that the Board will hold meetings in accordance with the By -Laws of GRTC as may be necessary to conduct the business of GRTC. Respectfully submitted, David A. Morgan General Manager Vice - President of Operations Treasurer Secretary Legal Counsel i BOARD OF DIRECTORS OF GREATER RO.ANOKE TR -INSIT COy41`A\ 1' A RESOLUTION REPEALING THE RESOLUTION ADOPTED BY THE BOARD OF DIRECTORS OF THE GREATERROANOKE TRANSIT COMPANY(GRTCI ONTUNE 15,1998: PROVIDING THAT AS OF NLY 1, 2001, THERE WILL BENO REGULAR MONTHLY MEETINGS OF THE BOARD OF DIRECTORS: AND PROVIDING THAT THE BOARD WILL MEET AS MAY BE NECESSARY IN ACCORDANCE WITH THE BY-LAWS OF GRTC. WHEREAS. the Board of Directors has determined that the business of GRTC can be conducted by meetings of the Board of Directors as provided by the By -Laws of GRTC, and that the regular monthly meetings of the Board of Directors are no longer necessary. THEREFORE, BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows'. The Resolution adopted by the Board of Directors on June 15, 1998, setting a regular monthly meeting schedule is hereby repealed as of June 30, 2001. _. Effective July 1, 2001, there will be no regular monthly meetings scheduled for the Board of Directors. The Board of Directors will hold meetings in accordance with the By -Laws of GRTC as may be necessary to conduct the business of GRTC, as more particularly set forth in the letter to this Board dated June 18, 2001. N' V. EASLIEsv-"buv eemg ATTEST: Secret anoke Transit Company Board of Directors Meeting April 20, 2009 David A. Bowers. President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Discussion on Frequency of GRTC Board Meetings Background: A resolution was passed on June 30, 2001 by the GRTC Board of Directors effective July 1, 2001 that there would be no regular monthly meetings scheduled for the Board of Directors- The Board of Directors will hold meetings in accordance with the By -Laws of GRTC as may be necessary to conduct the business of GRTC, as more particularly set forth in the letter, copy attached, to the Board dated June 18, 2001. Recommendation and Discussion: GRTC board consider meeting at least every two months with meetings scheduled on the third Monday at 1:00 p.m. Recommend a meeting be scheduled in January and June due to the need for budget and grant application approvals by the Board. Called meetings would still be available if any matter requires Board review and approval. Respectfully submitted, Leon I. Alder LIA/ Interim General Manager c. Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel Attachment M Greater Roanoke Transit Company Board of Directors Meeting August 17, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Information Item, Change in Local Match for purchase of four Smart Way MCI Coaches Background: In its June 15, 2009 meeting, the Greater Roanoke Transit Company (GRTC) Board of Directors adopted a Resolution that approved the purchase of four MCI coaches for the Smart Way commuter service for a total price not to exceed $1,960,000. For one of the four coaches, the Department of Rail and Public Transportation's (DRPT) level of financial participation was 85 %, in the amount of $416,500 requiring a local match of 15% in the amount of $73,500 for a total price of $490,000 for the coach. Subsequent to the Board's approval, DRPT advised GRTC staff that they will fund other GRTC capital requests out of the MCI grant, thus reducing DRPT's MCI obligated amount of $$416,500 to $392,000, an 80% participation level. The difference of $24,500 increases the local obligation from $73,500, a 15% match, to $98.000, a 20% match. Action to be Taken The funds required for the additional $24,500 in a local match are available in and will be taken out of GRTC's retained earnings. The total amount for the purchase of the four MCI coaches will still not exceed the $1,960,000 authorized in the Board's June 15, 2009, Resolution. LIA/ Vice President of Operations GRTC Liaison Treasurer Secretary General Counsel Respegtfull sub CartLP Im -r �. General Manager Greater Roanoke Transit Company PO8ox13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com M Greater Roanoke Transit Company Board of Directors Board of Directors Meeting August 17, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Information Item: College Express Service for Hollins University, Roanoke College and Ferrum College Background The Greater Roanoke Transit Company (GRTC), in collaboration with Unifed Human Services Transportation System, Inc. d /b /a RADAR, began the "Hollins Express" bus service for students of Hollins University and the "Maroon Express" bus service for students of Roanoke College in 2002. Ferrum College, in collaboration with Franklin County and the town of Rocky Mount, began the " Ferrum Express' bus service in 2004. Each of the three services is operated by RADAR at no cost to GRTC. The characteristics of each college express service are as follows: Hollins Express Days of Service Thursdays, Fridays and Saturdays when school is in session Hours of Service: 4:00 PM to midnight on Fridays Noon to midnight on Saturdays 6:00 PM to midnight on first Thursday of month Destinations: Valley View Mall Downtown Roanoke - Center in the Square Grandin Village (first Thursday of each month) Funding: $8,300 annually: 35% from Hollins University; 65% from federal and state funding sources Fares: Free for Hollins University students; $1.50 for adult non - students, 75 cents for seniors and individuals with disabilities; $48 and $24 monthly passes Greater Roanoke Transit Company PO Box 13247 . Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax 540.982.2703 • www.valleymetro.com David A. Bowers, President, and Members of the Board of Directors August 17, 2009 Page 2 Fares: Maroon Express: Days of Service: Fridays and Saturdays when school is in session Hours of Service: 4:00 PM to midnight on Fridays Noon to midnight on Saturdays Destinations: Wal -Mart in Salem (noon to 3:00 PM on Saturdays only) 5:00 to 11:00 PM on Thursdays and Fridays Elizabeth Campus of Roanoke College 1:00 to 11:00 PM on Saturdays Valley View Mall Farmers Market, Eagle Cinema, Wal -Mart and bowling alley Downtown Roanoke - Market Area Funding: $7,200 annually: 35% from Roanoke College; 65% from federal and state funding sources Fares: Free for Roanoke College students; $1.50 for adult non - students; 75 cents for seniors and individuals with disabilities; $48 and $24 monthly passes Ferrum Express: Days of Service: Thursdays, Fridays, and Saturdays when school is in session Hours of Service: 5:00 to 11:00 PM on Thursdays and Fridays 1:00 to 11:00 PM on Saturdays Destinations: Farmers Market, Eagle Cinema, Wal -Mart and bowling alley in Rocky Mount on Thursdays, Fridays and Saturdays; Downtown Roanoke- Market Area on Saturdays between 2:00 PM and 10:00 PM Funding: $12,600 annually: 35% from Ferrum College, Franklin County and the town of Rocky Mount; 65% from federal and state funding sources Fares: Free for Ferrum College students and residents of Franklin County and the town of Rocky Mount RADAR provides the buses and drivers at an hourly rate of $42. David A. Bowers, President, and Members of the Board of Directors August 17, 2009 Page 3 Bus stop signs for the Hollins Express and Maroon Express will be posted with the Valley Metro bus stop signs to make the public aware of each services' availability. Because of direct service from Ferrum College to Rocky Mount, no bus stop signs will be posted. The Valley Metro website will publicize the routes and timetables for each service. Each institution's service will begin with the start of their respective academic year. Attached is a chart showing the ridership of the three college express services for the 2005 -06 through 2008 -09 school years. Respectfully s1�mitted, `: Carl L. Palmer General Manager Attachment c: Vice President of Operations Treasurer Secretary Legal Counsel NUMBER OF ONE -WAY TRIPS FOR EACH COLLEGE /UNIVERSITY ~ W A w. O O O N O O a O O O O O O O O O c N O A � 3 � J 9 �O D A a A oz o r r m � X < m m A N N W (A n o M O w C o ° � m m < A N m s z G A �$ m D c � A N O T A 2 z O O A Z z C Z � � N o n z O < m � ti I m < M Greater Roanoke Transit Company Board of Directors Meeting August 17, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject. Transportation Development Plan Presentation: Information Item Background: In the June 25, 2009 meeting of the Roanoke Valley Area Metropolitan Planning Organization (MPO) Policy Board, the Connectics Transportation Group engaged by the Department of Rail and Public Transportation (DRPT) to develop Transportation Development Plan (TDP) documents for transit systems within the State of Virginia, presented Greater Roanoke Transit Company's (GRTC)TDP. At the July 6, 2009 special meeting of the GRTC Board of Directors, Board Member David Trinkle, who chaired the June 25'" MPO Policy Board meeting, requested that a short version of the same presentation be made at the next scheduled meeting of the GRTC Board of Directors. Action Taken: In response to Mr. Trinkle's request, GRTC staff contacted the Connectics Transportation Group. Connetics and DRPT agreed to make Tim Crobons available to make a brief presentation. The presentation is scheduled last 10 minutes. Attached for your advanced review is a copy of the presentation. Also, attached is Mayor Bowers July 13, 2009 letter to the DRPT pertaining to the assumption that their level of financial participation for TDP projects will remain at the fiscal 2010 through the Plan's five year term, while the City of Roanoke's would increase at the rate of inflation for the same period. 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Bowers, President M. Rupert Cutler Sherman P. Lea Gwendolyn W. Mason Anita J. Price Court G. Rosen David B. Trinkle Dear President Bowers and Members of the Board: There will be a meeting of the Board of Directors of the Greater Roanoke Transit Company on Thursday, October 22, 2009, at 1:30 p.m., in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, Virginia. Sincerely, Stephanie M. Moon Secretary /smm PC: Darlene L. Burcham, Vice President of Operations, GRTC William M. Hackworth, General Counsel, GRTC Ann H. Shawver, Treasurer, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 LdCLERK\OATA \CKSM1 \GRTC.09 \Meeting Notice.doc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS October 22, 2009 1:30 P.M. COUNCIL CHAMBER AGENDA Call to Order - Roll Call. Director Cutler was absent. 2. Approval of Minutes: Special meeting held on Monday, August 17, 2009. Approved as recorded. 3. Reports of Officers: a. General Manager: 1. Management Update for October 22, 2009. Received and filed. 2. Authorization to implement, administer and enforce Smart Way Commuter Service Fare Increases. Adopted Resolution. (6 -0) In connection with the Financial and Operating reports for the months of August and September 2009, the monthly reports were referred for action at the January 19 Board of Directors meeting at 1:30 p.m., in the Council Chamber. b. Secretary: Appointment of Jonathan E. Craft as Assistant Secretary to the Greater Roanoke Transit Company, Board of Directors, for a term ending June 30, 2010. Concurred in appointment. L:\ CLERK \DATAICKSM1 \ORTC.09 \October 22, 2009 Action Agenda.doo 4. Other Business: President Bowers requested information regarding bus transportation to Lynchburg, Virginia, in order to to connect with AMTRAK service. The General Manager replied that the matter was being studied by Valley Metro and the City Administration for report to the Board. He also noted that a report would be submitted to the Board regarding bus service involving Virginia Western Community College students. 5. Adjournment — 1:44 p.m. L:\ CLERK \OATA�CKSM1 \GRTC 09 \October 22. 2009 Action Agenda. one ♦, v4��ey M Greater Roanoke Transit Company Management Update October 22, 2009 Campbell Court Renovations RECEIVED OCT 14 20M CITY ATTORNEY'S OFFICE The renovations project is scheduled to be completed by November 25, 2009, seven days over the original 180 day schedule; the project began May 18, 2009. The total amount authorized for the project is $501,565; the renovations contract amount is $427,100; the remaining $74,465 has been allocated to change orders. To date, a total of four (4) change orders totaling $19,011.56 have been executed; three (3) additional change orders for an estimated $18,139.70 is anticipated. The total of executed and anticipated change orders is $37,151.26, bringing the total project to $464,251.26, which will be $37,313.74 under the authorized amount budgeted. Facility Expansion Project Currently, the Greater Roanoke Transit Company (GRTC) is negotiating to purchase property on which to construct a light maintenance and storage facility. Currently, GRTC's bus maintenance and storage facility is accommodating 47 buses; the facility was designed and built to accommodate 37. In order to alleviate the current capacity constraints, an expansion facility is needed. An offer has been made to the owner of the subject property; the owner has made a counter offer; GRTC will respond to the counter with an offer up to $50,000 above the original offer as provided for under Federal Transit Administration (FTA) regulations. Media Event for New Smart Way Commuter Coaches In cooperation with the Smart Way Advisory Committee, GRTC staff is planning a media event to introduce four new MCI (Motor Coach Industries) coaches for the Smart Way commuter service. Two press conferences are being planned: one in Roanoke at the Virginia Museum of Transportation; the other in Blacksburg on the campus of Virginia Tech. After the press conference in Roanoke, members of the press and other guest will be invited to travel aboard one of the four new coaches to Virginia Tech for the second Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com press conference. The tandem press conferences are being planned for the second or third week in December 2009, prior to Christmas vacation for Virginia Tech. The four coaches are expected to go into revenue service on January 4, 2010. First Transit Audit As a part of its continuing effort to assure that the senior management team maintains appropriate practices in carrying out GRTC's financial responsibilities, First Transit, Inc. will conduct a series of quarterly audits, beginning November 16, 2009 for the fiscal 2010 first quarter. Ridership August, 2009: Total passengers 201,817 (7.6% below August 2008) Smart Way 4,536 (20.7% below August 2008) STAR 4,573 (12.8% below August 2008) Star Line Trolley 670 per day (2.5% above July 2009)` September, 2009: Total passengers 206,990 (5.7% below September 2008) Smart Way 5,053 (19% below September 2008) STAR 4,883 (8.9% above September 2008) Star Line Trolley 602 (10% below August 2009' 'Star Line Trolley service started November 2008 Respectfully S itted, �Z Carl L. Palmer, General Manager GRTCNalley Metro w GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS October 27, 2009 Carl L. Palmer, General Manager Valley Metro P. 0. Box 13247 Roanoke, Virginia 24032 Dear Mr. Palmer: I am enclosing copy of a resolution approving and adopting an increased daily one way fare and a monthly pass fare for the Greater Roanoke Transit Company, dba Valley Metro, Smart Way commuter service, to take effect when the new Smart Way MCI coaches are placed in service; and authorizing the GRTC General Manager and /or Vice President of Operations to take appropriate action to implement, administer, and enforce such daily one way fare and monthly pass fare increases. The abovereferenced measure was adopted by the Board of Directors of the Greater Roanoke Transit Company at a regular meeting which was held on Thursday, October 22, 2009. Sincerely, Stephanie M. Moon Secretary Enclosure PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC L \CLEWDATA\ORSMI \GRTC 09 \October 22 , 2W9 Resolution c rlesponden doc BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY A RESOLUTION APPROVING AND ADOPTING AN INCREASED DAILY ONE WAY FARE AND A MONTHLY PASS FARE FOR THE GREATER ROANOKE TRANSIT COMPANY (GRTC), DBA VALLEY METRO, SMART WAY COMMUTER SERVICE, TO TAKE EFFECT WHEN THE NEW SMART WAY MCI COACHES ARE PLACED IN SERVICE; AND AUTHORIZING THE GRTC GENERAL MANAGER AND /OR VICE PRESIDENT OF OPERATIONS TO TAKE APPROPRIATE ACTION TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH DAILY ONE WAY FARE AND MONTHLY PASS FARE INCREASES. WHEREAS, GRTC staff has recommended an increase in the Smart Way Commuter Service daily one way fare from $3.00 to $4.00 and in the monthly pass fare from $100.00 to $120.00, as more fully set forth in the General Manager's Report dated October 22, 2009, to this Board; WHEREAS, GRTC properly advertised the above fare increases, held two public hearings, one on September 16, 2009, in Montgomery County, and one on September 17, 2009, in the City of Roanoke, on such increases, and received public comments on such increases; and WHEREAS, the GRTC Board of Directors has considered the recommendation of GRTC staff and the public comments on the above fare increases and finds that it is appropriate to approve and adopt such fare increases, to take effect when the new Smart Way MCI Coaches are placed in service, which is anticipated to be in January 2010. THEREFORE, BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as follows: *1 That the Board of Directors hereby approves and adopts the increases in the Smart Way Commuter Service daily one way fare from $3.00 to $4.00 and in the monthly pass fare from $100.00 to $120.00. 2. That such daily one way fare and monthly pass fare increases shall be effective when the new Smart Way MCI Coaches are placed in service, which is anticipated to be in January 2010, and shall replace the current daily one way fare and the monthly pass fare as of that time period for the Smart Way Commuter Service Program. 3. The GRTC General Manager and /or Vice President of Operations is hereby authorized to take appropriate action to implement, administer, and enforce the fare increases noted above, subject to any needed approval by the Council of the City of Roanoke. Date &t CxQ' aa, ; ,A � ATTEST: Ehl v S e ianie M. Moon, Secreta 2 ' Vsal�ey M Greater Roanoke Transit Company Board of Directors Meeting October 22, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: GRTC Smart Way Commuter Service Fare Increase Background 3 C - a_ f­6 RECEIVED OCT 14 2009 CITY ATTORNEY'S OFFICE Greater Roanoke Transit Company's 2009/10 fiscal year budget recommended a fare increase for the Smart Way daily one -way service from $3.00 to $4.00 and for a monthly pass fare increase from $100.00 to $120.00. The Smart Way Advisory Committee recommended that such fare increases become effective when the new Smart Way MCI Coaches were placed in service, which is anticipated to be in January 2010. Federal Transit Administration (FTA) requires that all fare increases be subject to a public advertisement and a public hearing. Advertisements of the hearings were published in the Roanoke Times and the Roanoke Tribune thirty (30) days prior to the date of such hearings. Subsequently, a public hearing was conducted on September 16, 2009, in Montgomery County and one on September 17, 2009, in the City of Roanoke. Both hearings were scheduled between 4:OOPM and 6:30PM and consisted of a formal presentation accompanied by a question and answer and comment period. Additionally, a demonstration model of an MCI Coach was on display at both locations. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 - Fax:540.982.2703 • www.valleymetro.com ❑avid A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Page Two October 22, 2009 A total of four (4) citizens participated in the public hearings; all four participants understood the rationale for the fare increases and supported them. Additionally, cards soliciting comments were made available during an open comment period of 30 days. GRTC received a total of 15 cards; responses were split between supporting (6) and not supporting (8); one respondent did not vote. Recommendation In view of the significantly low participation at each of the hearings, the low responses during the thirty (30) day comment period, the near SO% split, for and against, among those who did respond, it is recommended that the GRTC Board of Directors approve increasing the current Smart Way Commuter Service daily one way fare from $3.00 to $4.00 and increasing the monthly pass fare from $100.00 to $120.00, and adopt such fare increases. Such increases shall be placed in effect when the new Smart Way MCI Coaches are placed in service, which is anticipated to be in January 2010. Further, it is noted that such proposed increases are subject to any needed approval from the Council of the City of Roanoke. Authorize the GRTC General Manager and /or Vice President of Operations to take appropriate action to implement, administer, and enforce the fare increases noted above, subject to any needed approval by the Council of the City of Roanoke. Respectfully S mitted, Carl L. Palmer General Manager C. Vice President of Operations GRTC Liaison Treasurer Secretary General Counsel GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS October 27, 2009 Jonathan E. Craft Deputy City Clerk Roanoke, Virginia Dear Mr. Craft: At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company which was held on Thursday, October 22, 2009, you were appointed as Assistant Secretary of the Greater Roanoke Transit Company to fill the unexpired term of Sheila N. Hartman ending June 30, 2010. Attached you will find an Oath or Affirmation of Office which maybe administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Sincerely, Stephanie o� Secretary Attachment PC: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke, Virginia 24032 LiCLERKNAT %CKSM1 \GRTC.%\ ,I.be, 3$ 2W9 Resolution cortespontlance. doc my cLE>•.ti o9ffT 29 Am @946 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Jonathan E. Craft, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Secretary of the Greater Roanoke Transit Company, to fill the unexpired term of Sheila N. Hartman ending June 30, 2010, according to the best of my ability (So help me God). Subscribed and worn to before me thial day of W_ 2009. BRENDA S. HAMILTON, CLERK OFT CIRCUIT COURT BY Vv�.L_ CL RK LAO LEI K,DNTAIIKEN I,.ETL 21 , 114 I E- 1.1lon vonespontlenoa tl.c GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS October 27, 2009 Carl L. Palmer, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Palmer: At a regular meeting of the Greater Roanoke Transit Company held on Thursday, October 22, 2009, President Bowers recommended that action on the Financial and Operating reports for the months of August and September 2009 be tabled until the next regular meeting scheduled to be held on Tuesday, January 19, 2010. Sincerely, o"� rn,tr ' Stephanie M. Moon Secretary PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC L \OLERK\DAMCKSMI iRTC MOCbde, 22 , 2009 R9$01ulion correspondence doe GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS October 27, 2009 Carl L. Palmer, General Manager Valley Metro P. O. Box 13247 Roanoke, Virginia 24032 Dear Mr. Palmer: At a regular meeting of the Greater Roanoke Transit Company held on Thursday, October 22, 2009, President Bowers requested a report regarding possible bus service to transport riders to Lynchburg, Virginia, to connect with AMTRAK. Sincerely, �-O. r� "'j Stephanie M. Moon Secretary PC: Darlene L. Burcham, Vice - President of Operations, GRTC Ann H. Shawver, Treasurer, GRTC William M. Hackworth, General Counsel, GRTC Gary E. Tegenkamp, Assistant General Counsel, GRTC L' \CLERKNATA,(iK5M1 I. RTC 0..0 W., 8009 R- 1,1lon mnespanpenmpoc GREATER ROANOKE TRANSIT COMPANY BOARD OF DIRECTORS October 15, 2009 David A. Bowers, President M. Rupert Cutler Sherman P. Lea Gwendolyn W. Mason Anita J. Price Court G. Rosen David B. Trinkle Dear President Bowers and Members of the Board: Due to the retirement of the Deputy City Clerk, the position of Assistant Secretary to the Greater Roanoke Transit Company, Board of Directors remains vacant. Inasmuch as the Deputy City Clerk serves the Board in this capacity, I would respectfully request that Jonathan E. Craft, Deputy City Clerk, be appointed to fill the vacancy of Assistant Secretary to the Board for a term ending June 30, 2010. Sincerely, l — Stephanie M. Moon Secretary I_ \CI.FRK`d)A I A (KSM I (iRTCO9 \App intmenl of Assistant Smromry.dx ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, SW, Room 364 Roan one, Virgin i a 24011 54- gr9 X333 www.roa nc keva.goy October 15, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable M. Rupert Cutler, Council Member Honorable Gwen W. Mason, Council Member Honorable Anita J. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Virginia First Cities Transit Board of Directors Survey Staff conducted a survey of the organizational structure of transit services of Virginia First Cities. Attached are the results of the survey as it relates to the governing body or authority of each transit system. Please feel free to let me know if you have any questions or would like any follow -up information. Sin erely, Darlene L. Bu ham City Manager c: Stephanie M. Moon, City Clerk William H. Hackworth, City Attorney Ann H. 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Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Agreement among the City of Roanoke, GRTC, the School Board of the City of Roanoke, and Edwin R. Dolinger, regarding location of a bus shelter at William Fleming High School Background By Contract dated August 12, 2008, the City, Greater Roanoke Transit Company (GRTC), and the Artist, Mr. Edwin Dolinger, entered into a Contract that provided for the Artist to provide the design and installation of one bus shelter at Patrick Henry High School and one at William Fleming High School. The Artist is working with students in each school for the design and fabrication of such bus shelters. The bus shelter to be located at William Fleming is in the final stages of completion and the Artist is preparing to have it installed. GRTC has determined that the location of the bus shelter at William Fleming should be at a location where the southwest corner of the concrete pad for the bus shelter will be approximately 14 feet from the northeast corner of the new southwest concrete main entrance to the William Fleming main building and approximately 600 feet southwest from the intersection of Ferndale Avenue, N.W. and Ferncliff Avenue, N.W. in the City. The property where the bus shelter will be located is owned by the City, but dedicated to the use of the City School Board. Therefore, the City has agreed to provide a Revocable Permit to the Artist and to GRTC to allow the bus shelter to be installed at that location and for GRTC to maintain and operate the bus shelter. Staff for the City, GRTC, and the City School Board have developed a Revocable Permit from the City to GRTC and the Artist. Such Permit provides that the Artist will be responsible for properly installing and completing the bus shelter, including a concrete Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.952.0305 • Fax:540.982.2703 • www.valleymetro.com David A. Bowers, President, and Members of the Board of Directors y'+ October 1, 2009 Page 2 pad, and obtain the proper certifications and approvals from all appropriate building officials to meet all applicable laws, codes, and regulations. Once that has been accomplished and the Artist has completed his obligations under the August 12, 2008, Contract, GRTC will take ownership and responsibility for the bus shelter. Such responsibility shall include the maintenance, operation, repair, cleaning and, if requested by the City, the removal of the bus shelter. The Revocable Permit provides that the initial term will be for a period of one year, starting around October 15, 2009. However, the City, GRTC, or the City School Board may terminate the Permit on 60 days written notice. GRTC is required to provide commercial general liability insurance coverage for the bus shelter in an amount not less than $1,000,000. Action to be Taken GRTC, through the President and General Manager of GRTC, will sign the Revocable Permit so that the bus shelter can be located at the William Fleming High School. In accordance with the language in the Board's June 18, 2001, Resolution, such action will not be taken until at least five business days after the date of this letter. Should you require any additional information, or have any questions regarding the above referenced action, please contact me. Respectfully submitted, / o Carl L. Palmer General Manager LIA/ C. Vice President of Operations GRTC Liaison Treasurer Secretary Legal Counsel M Greater Roanoke Transit Company Board of Directors Board of Directors Meeting September 18, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Crossroads Center Revocable Permit for GRTC Bus Service Information Item Background In the August 17, 2009 Management Update, the Greater Roanoke Transit Company (GRTC) Board of Directors were advised that the Roanoke Valley Workforce Center, located in the Crossroads Center on Hershberger Road at Airport Road, requested Valley Metro bus service. To facilitate this request, the owners of the Center, Crossroads Investors, LLC, granted GRTC temporary permission to operate the Valley Metro bus service on their property, until such time a long term mutually agreeable revocable permit could be executed. Action Taken GRTC and Crossroads Investors have agreed to terms for a permanent agreement that are acceptable to both parties; a revocable permit document has been finalized. GRTC will execute the permit effective October 1, 2009. The permit agreement does not require any financial commitment from GRTC. In accordance with the language in the Board's June 18, 2001, resolution, such action will not be taken until at least five business days after the date of this letter. Please advise if you should require any additional information, or have any questions regarding the above referenced action. Resp5�cffully s itted, 1 Carl L. Palmer General Manager c: Vice- President of Operations GRTC Liaison Treasurer Secretary ------ -tegar Counsel ___.. Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 www.valleymetro.com M Greater Roanoke Transit Company Board of Directors Board of Directors Meeting September 17, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: Campbell Court Lease Agreement with outsourcelT, Inc Information Item Background: The Greater Roanoke Transit Company (GRTC) owns the Campbell Court Transportation Center located at 17 -31 Campbell Avenue, S.W.; GRTC leases office space within this facility. Under a lease agreement dated October 1, 2007, and a lease extension agreement dated October 1, 2008, GRTC currently leases 888 square feet to outsourcelT, Inc for $740.00 per month or a total annual lease amount of $8,880.00. The current lease agreement expires on September 30, 2009. However, outsourcelT, Inc has requested a new lease for a one year period from October 1, 2009 through September 30, 2010. GRTC staff is agreeable to the new one year lease agreement. Under the terms of the new lease agreement, the rental amount for the proposed year will be $758.00 per month, for a total yearly amount of $9,102.00. The other terms of the lease will be similar to the prior lease terms. Action to be taken: GRTC will enter into a new one -year Lease Agreement with outsourcelT, Inc effective October 1, 2009, as summarized above and in a form approved by Legal Counsel. In accordance with the language in the Board's June 18, 2001, resolution, such action will not be taken until at least five business days after the date of this letter. Please advise if you should require any additional information, or have any questions regarding the above referenced action. %st- Carl L. Palmer General Manager c: Vice - President of Operations GRTC Liaison Treasurer Secretary Legal Counsel Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 www.valleymetro.com M Greater Roanoke Transit Company Board of Directors Meeting September 11, 2009 David A. Bowers, President, and Members of the Board of Directors Greater Roanoke Transit Company Roanoke, Virginia Dear President Bowers and Members of the Board: Subject: New Smart Way Coach Logo Information Item Background In its June 15, 2009 meeting, the Greater Roanoke Transit Company (GRTC) Board of Directors approved the purchase of four Motor Coach Industries, Inc. (MCI) commuter coaches to replace the current fleet of buses for The Smart Way commuter service. GRTC staffs, in collaboration with the city administration, the Smart Way Advisory Committee, and MCI, have completed the exterior logo design for the coaches. Results: Attached for your information is the final design result from the collaborative effort. Please note that the lower left side of the rear elevation reads as follows: "Operated by Valley Metro [logo]..... Connecting the Valleys" Respectfully su fitted, Carl L. Palmer General Manager LIA/ C. Vice President of Operations GRTC Liaison Treasurer Secretary General Counsel Attachment Greater Roanoke Transit Company PO Box 13247 • Roanoke, Virginia 24032 • Phone: 540.982.0305 • Fax:540.982.2703 • www.valleymetro.com EI i Z' W' rc� 3 � =vi 5; 5z 3� S�6 3i `y N Q_ J- 7� f