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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 19, 2010
1 :00 P.M.
COUNCIL CHAMBER
AGENDA
1. Call to Order - Roll Call. All Present
2. Approval of Minutes: Regular meeting held on Thursday, October 22, 2009, and Special
meeting held on November 16, 2009. Approved as recorded and dispensed with the
reading.
3. Reports of Officers:
a. Vice-President of Operations:
1. Contract Award for Transit Management and Operation Services.
Adopted Resolution
2. GRTC Board Structure Discussion.
Continue to explore options.
b. General Manager:
1. Authorization to file for State and Federal Grants for Fiscal Year 2010-2011
Adopted Resolution
2. Management Update: Received and Filed
a. Roanoke/Lynchburg Amtrak Connection
b. FT A Charter Regulation Update
c. Virginia Western Community College Request
d. RADAR Contract Extension
e. Financial Reports
f. General Update
3. Appointment of two members of the Board and two officers of the Company to
serve as the Fiscal Year 201 0-2011 Budget Review Committee to review the'
proposed budget.
Reappointed Board Members Gwendolyn W. Mason and Court G. Rosen;
Vice President of Operations and Treasurer.
4. President:
a. Recommendation to establish the Annual Meeting of the GRTC Stockholders will be
held on Monday, June 21, 2010, at 1 :30 p.m., in the City Council Chamber.
Concurred in recommendation.
K:\GRTC.10\January 19, 2010 Action Agenda. doc
5. Other Business. None.
6. Adjournment.
K:\GRTC.10\January 19, 2010 Action Agenda.doc
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 14, 2010
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 Tuesday, January 19, 2010, at 1 :00 p.m., in the City Council Chamber, fourth
floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke,
Virginia, in lieu of the regularly scheduled meeting at 1 :30 p.m.
Sincerely,
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Stephanie M. Moon . l
Secretary
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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
K:\GRTC.09\Meeting Notice.doc
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 14, 2010
1 :00 P.M.
COUNCIL CHAMBER
AGENDA
1. Call to Order - Roll Call.
2. Approval of Minutes: Regular meeting held on Thursday, October 22, 2009, and Special
meeting held on November 16, 2009.
3. Reports of Officers:
a. Vice-President of Operations:
1. Contract Award for Transit Management and Operation Services.
,
2.
GRTC Board Structure Discussion.
b. General Manager
1. Authorization to file for State and Federal Grants for Fiscal Year 2010-2011
2. Management Update:
a. Roanoke/Lynchburg Amtrak Connection
b. FT A Charter Regulation Update
c. Virginia Western Community College Request
d. RADAR Contract Extension
e. Financial Reports
f. General Update
3. Appointment of two members of the Board and two officers of the Company to
serve as the Fiscal Year 2010-2011 Budget Review Committee to review the
proposed budget. .
4. President:
a. Recommendation to establish the Annual Meeting of the GRTC Stockholders will be
held on Monday, June 21,2010, at 1 :30 p.m., in the City Council Chamber.
5. Other Business.
6. Adjournment.
L:\CLERK\DATA\CKSM1\GRTC.10\January 19, 2010 Agenda.doc
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 20, 2010
J Darlene L. Burcham
Vice President of Operations
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of a resolution accepting the proposal of First Transit, Inc., for
providing transit management and operation services for the Greater Roanoke Transit
Company d/b/a Valley Metro; awarding a contract for such services; authorizing the Vice
President of Operations of GRTC to execute such contract; and authorizing the Vice
President of Operations to take such further actions and execute such further documents,
including any renewals authorized by the contract, 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 regular meeting which was held on Tuesday,
January 19, 2010.
Sincerely,
~:"-Jm. ~o.v
Stephanie M. Moon
Secretary
SMM:ew
pc: William M. Hackworth, General Counsel, GRTC
J Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro
L:\CLERK\DATAICKSM1IGRTC.10IJanuary 19, 2010 Correspondence.doc
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BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION ACCEPTING THE PROPOSAL OF FIRST TRANSIT,
INC., FOR PROVIDING TRANSIT MANAGEMENT AND OPERATION
SERVICES FOR THE GREATER ROANOKE TRANSIT COMPANY D/B/A
VALLEY METRO; AWARDING A CONTRACT FOR SUCH SERVICES;
AUTHORIZING THE VICE PRESIDENT OF OPERATIONS OF GRTC TO
EXECUTE SUCH CONTRACT; AND AUTHORIZING THE VICE
PRESIDENT OF OPERATIONS TO TAKE SUCH FURTHER ACTIONS
AND EXECUTE SUCH FURTHER DOCUMENTS, INCLUDING ANY
RENEWALS AUTHORIZED BY THE CONTRACT, 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 Board of Directors of the Greater Roanoke Transit Company d/b/a
Valley Metro (GRTC) hereby approves the recommendation of the selection committee
and of the Vice President of Operations and accepts the proposal of First Transit, Inc.,
to provide Transit Management and Operation Services for GRTC and hereby makes
an award of a Contract to First Transit, Inc., for providing such services. The other
proposal received in response to the solicitation for proposals for this matter is hereby
rejected.
2. The Vice President of Operations is hereby authorized on behalf of GRTC
to execute a Contract between GRTC and First Transit, Inc., together with any
assignment of such Contract to Southwestern Virginia Transit Management Company,
Inc. (SVTMC) as provided for in such Contract, for the pr()vision of Transit Management
and Operation Services for GRTC, upon certain terms and conditions as set forth in the
Vice President of Operations' letter to this Board dated January 19, 2010. Such
Contract shall be substantially similar to one attached to such letter and in a form
approved by General Counsel. Such Contract will be for an initial term of five years and
four months, starting on March 1, 2010, and continuing through June 30, 2015, with an
option to renew the Contract for up to five additional oile year periods and for the
management fees and other charges as set forth in the above mentioned letter and in
the attached Contract.
3. The Vice President of Operations is further authorized to take such further
actions and to execute such further documents as may be necessary to implement,
administer, and enforce such Contract (and the above mentioned Assignment),
including renewing the Contract for the option periods mentioned in such Contract.
4. The effective date of this Resolution is January 19, 2010.
ATTEST:
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January 19, 2010
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 Transit Management and Operation
Services for the Greater Roanoke Transit Company dba Valley
Metro
First Transit, Inc., both itself and through Southwestern Virginia Transit
Management Company, Inc. (SVTMC), currently provides transit and
management operation services for the Greater Roanoke Transit Company
d/b/a Valley Metro (GRTC). First Transit's current contract expires February 28,
2010. While GRTC had the option to renew the First Transit contract, staff
decided it would be best not to exercise that option due to audit issues raised
over certain remodeling and credit card purchase issues, and to have a new
solicitation for such services.
In order to obtain a new contract for the above services, the City, on behalf of
GRTC, developed a comprehensive Request for Proposal (RFP) for a five (5) year
four (4) month contract to provide transit management and operation services
to GRTC, with an option for GRTC to renew the contract for up to five additional
one year periods or any combination thereof. The RFP was properly advertised
and included requirements for enhanced management oversight and financial
reporting requirements which were recommended to address prior audit
findings.
The City's Purchasing Division received two (2) responses to the RFP. A
selection committee comprised of a representative from the Department of
Finance, Fleet Management, regional partner Vinton, Purchasing Division, and
City Administration reviewed the proposals and held onsite interviews with both
firms. The opinion of the selection committee is that First Transit, Inc., was the
most responsive and cost effective proposal to provide the services requested
in the RFP. Therefore, the recommendation of the selection committee is to
accept the proposal of First Transit and award it a contract for such services.
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
Greater Roanoke Transit Company
January 19, 2010
Page 2
After determining the recommendation noted above, staff negotiated with First
Transit on the specific terms of the contract for providing the requested
services. A contract has been negotiated with First Transit, Inc., subject to
approval by the Board, to provide the above mentioned services. A copy of
such contract is attached to this Board report for the Board's consideration.
Staff recommends that the Board authorize the GRTC Vice President of
Operations to execute a contract substantially similar to the one attached to
this report.
The Management Fees under the proposed contract will be as follows:
Monthly
ManaQement Fees
Yearly
Management Fees
03/01/2010 to 06/30/2011
07/01/2011 to 06/30/2012
07/01/2012 to 06/30/2013
07/01/2013 to 06/30/2014
07/01/2014 to 06/30/2015
$21,866.67 x 16 months = $349,866.72
$21,866.67 x 12 months = $262,400.04
$21,866.67 x 12 months = $262,400.04
$23,190.08 x 12 months = $278,280.96
$23,885.75 x 12 months = $286,629.00
Total Initial Term Management Fee:
$1,439,576.76
In addition to the above Management Fees, GRTC will continue to be
responsible for, as it currently is, providing First Transit with sufficient working
funds to pay the operating expenses of the bus system. l'he contract provides
for an assignment of some of the contract obligations from First Transit to
SVTMC, a wholly owned subsidiary of First Transit, which is the same as the
current contract with First Transit. A copy of the proposed Assignment is
attached to this letter. The contract also provides for First Transit to make
available nonresident consulting and technical assistance for matters that may
be beyond the specific obligations of the contract, such as major marketing
initiatives, technical support for major bus routing changes, etc. For these
types of additional services, First Transit will provide up to the first 100 hours
per year of such assistance without charge. After the lirst 100 hours per year,
there will be appropriate charges within the range set forth in the contract.
However, GRTC must give prior written approval before any such additional
charges are incurred. As mentioned above, the contract also provides 'for
additional oversight, including First Transit's conducting its own periodic audits
of the performance of its operation of GRTC. There is a provision for a
performance security and fidelity security to GRTC in the contract. The other
terms and conditions are set forth in the proposed contract attached to this
letter.
David A. Bowers, President, and Members of the Board
Greater Roanoke Transit Company
January 19, 2010
Page 3
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Funding for the fiscal year 2010 fee is included within the GRTC budget.
Funding for future amounts will be included within recommended budgets for
those years.
Recommended Action:
The Board accept the proposal of First Transit, Inc., to provide transit
management and operation services for GRTC as mentioned above and award a
contract to First Transit, Inc., for providing such services.
Authorize the Vice President of Operations to execute a contract with First
Transit, Inc., and the assignment mentioned above, for transit management and
operation services for GRTC for the period of time mentioned above, with the
above mentioned option to renew such contract and for the Management Fees
set forth above. The contract is to be substantially similar to the one attached
to this letter, and in a form approved by General Counsel.
Authorize the Vice President of Operations to take such further actions and to
execute such further documents as may be necessary to implement, administer,
and enforce such contract (and assignment), including the renewing of the
contract for the option periods mentioned above.
Respectfully submitted,
Darlene L. Burch m
Vice President 0 Operations for GRTC
c: Stephanie M. Moon, Secretary, GRTC
James M. Grigsby, Assistant Vice President of Operations, GRTC and
Assistant City Manager for Operations
Ann H. Shawver, Treasurer, GRTC
William M. Hackworth, General Counsel, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Bill Williamson, Regional Vice President, First Transit, Inc.
CONTRACT FOR TRANSIT MANAGEMENT AND OPERATION SERVICES
FOR THE GREATER ROANOKE TRANSIT COMPANY (dba Valley Metro)
This Contract for Transit Management and Operation Services for The Greater Roanoke
Transit Company, a Virginia corporation, hereafter referred to as "GRTC" (dba Valley
Metro) (Contract) is dated , by and between The Greater Roanoke Transit
Company, and First Transit, Inc., a Delaware corporation, hereinafter referred to as the
"Operator" or "Contractor".
WITNESSETH:
WHEREAS, GRTC is empowered to provide public transit services (such services to
include, but not limited to, the provision of fixed route bus service, complimentary disabled
demand response service, rideshare matching services, leasing of retail and office space in
its downtown facility, and operation of a 105 space parking deck in GRTC's downtown
facility) in the Roanoke urban area and- for this purpose desires the services of a
professional management company to perform such management services; and
WHEREAS, the Operator is engaged in the business of providing management services for
the operation of such transit system and other services and is desirous of providing such
management services to GRTC.
NOW THEREFORE, in consideration of the promises and the covenants herein contained,
GRTC and Operator hereby agree as follows:
SECTION 1. Personnel.
A. Operator shall furnish a properly trained and experienced two person resident team,
and fill the following positions in the transit services operation:
General Manager
Assistant General Manager
GRTC and the subsidiary corporation referred to in Section 4 shall not be
responsible for or charged for any travel expenses or living expenses of either of
these persons in connection with their providing for the day to day operations of the
bus system.
B. The Operator and its General Manager, who shall be selected and serve in that
capacity with the approval of GRTC, and his/her staff shall be responsible for the
complete, proper, and timely day-to-day management and operation of the transit
system, including all items related thereto, and provide needed services subject to
any policies, standards and Procedures that may be established by GRTC. The
General Manager and Assistant General Manager shall devote their full time to
GRTC transit services. Operator will make every effort not to replace members of
the resident team simultaneously. Furthermore, Operator will not change members
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of the management team without the prior written consent of GRTC, such consent
not to be unreasonably withheld.
SECTION 2. Contract Documents.
It is agreed by the parties hereto that the Contract documents consist of this Contract and
those set forth below, all which are and constitute a part of this Contract as if attached
hereto or set out in full herein, viz:
A. Request for Proposal number 10-03-04 dated September 24, 2009.
B. Performance Security from Operator.
C. Fidelity Security from Operator.
D. Operator's signed certifications and signed documents in Operator's proposal
dated October 23, 2009.
E. Change Orders or amendments to this Contract.
F. All applicable Federal Transit Administration (FTA) rules and regulations.
The Contract documents form the entire Contract between the parties hereto, any oral
understandings or agreements to the contrary notwithstanding, and Operator agrees to
comply with all such terms and conditions contained therein. However, should there be any
conflict between the terms contained in the documents referred to in A, B, C, D or E above,
and the terms contained in this Contract document, the terms of this Contract (including
change orders or amendments) will control, unless otherwise required by FTA rules,
regulations, and procedures or the law.
SECTION 3. Scope of Services.
A. The Scope of Services includes, but is not limited to the following:
1. In consideration of the Management Fee, the Operator shall furnish GRTC
the management services reasonably required and necessary for the
complete, proper, efficient, and effective operation of the transit system and
provision of transit services set forth in this Contract, and under any policies,
standards and procedures established by GRTC. Transit Services shall
include, but not be limited to, the complete, proper, and timely day to day
management and operations of the transit system, the services and items set
forth in the RFP and as set forth hereinafter, the operation of fixed route bus
service to include proper maintenance of all equipment; complementary
disabled demand response service; regional transit services (to include
emphasis on a ,regional approach to mass transit and to work closely with the
MPO); and the operation (to include maintenance) of GRTC's downtown
transportation center, know as Campbell Court, located at 17 Campbell
Avenue, SW, which includes the leasing and management of retail and office
space and the operation of a 105 space parking deck) and the operation (to
include maintenance) of the Operations, Maintenance and Administrative
Facility which is located at 1108 Campbell Avenue, SE.
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2. In addition to the items set forth in the above paragraph, the Operator shall
provide properly trained personnel in FTA procurement rules, regulations, and
procedures, as well as Virginia procurement procedures, so that all
procurement matters, including, but not limited to, obtaining grants, services,
goods, professional services, and the like shall be properly and timely
procured by Operator's administrative staff. Operator shall also provide
adequate resource personnel to assist with and ensure proper procurement
procedures are being followed by Operator's on site management personnel.
Such on site management personnel shall also be responsible for ensuring
the proper distribution and handling of GRTC surplus property.
3. Operator shall also provide by June 1, 2010, to GRTC a proposed three year
strategic business plan starting on July 1, 2010, with benchmarks for ridership
and marketing goals. Such plan shall be subject to modifications and
approval by the GRTC Board, as the Board deems appropriate.
4. Operator acknowledges that GRTC may be receiving funds under The
American Recovery and Reinvestment Act of 2009 (Recovery Act).
Accordingly, Operator shall provide trained on-site personnel' who shall be
familiar with the Recovery Act procedures to ensure that the use of such
funds by GRTC will be in compliance with the rules, regulations, and
provisions of the Recovery Act for any such grant that may be obtained by
GRTC.
B. Operator shall also furnish such nonresident executive, properly trained, and
experienced consulting and technical assistance personnel, in Roanoke, or
elsewhere, as may be reasonably required to assist the General Manager in the
operation of the transit system and to carry out fully the responsibilities of the
Operator under this Contract, including assistance to GRTC in the formulation of its
policies, standards, and procedures, at no additional cost. The executive, consulting,
and technical assistance services provided shall include, but not be limited to the
areas set forth in this Section 3. Such nonresident consulting and technical
assistance personnel will be provided by Operator in accordance with the provisions
for such as set forth in Section 6 (C).
C. The transit management services to be furnished include, but shall not be limited to
the followi ng:
1 . Establish or assume control of a subsidiary corporation for daily operations,
maintenance, and employment purposes in order to operate the transit
system.
2. Operate the transit system in compliance with all applicable federal, state and
local regulations.
3. Select, employ, and properly train all employees needed to operate the transit
system, including labor relations and labor contract negotiations,
procurement, accounting, and financial functions.
4. Ensure safety of personnel, prevent losses and arrange all appropriate
insurance coverages.
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5. Ensure compliance with existing labor agreement(s) and negotiate future
labor agreements.
6. Maintain positive employee relations.
7. Ensure compliance with applicable environmental and occupational safety
and health laws and regulations.
8. Seek, prepare, apply for, and properly administer state, federal, and local
operating and capital grants to benefit GRTC and the City of Roanoke and
properly complete all necessary documents for such grants, including all
reporting and compliance documents for any awarded grants.
9. Perform all budgeting, accounting, procurement, financial, and other functions
to completely and properly operate the transit system as a turn key operation
without any needed personnel support from the City or GRTC.
10. Establish and maintain the accounting controls necessary to ensure
protection of all funds and assets and compliance withGRTC and City of
Roanoke audit requirements.
11. Develop and execute marketing analysis and plans to increase ridership.
12. Monitor and evaluate all current operations and institute internal procedures
to improve operations and create economies to reduce costs.
13. Develop and implement management techniques and operational
improvements to ensure an environmentally sound transit system.
14. Prepare and execute a strategic plan for the transit system and to work with
GRTC to help implement specific goals identified in Vision 2001-2020, the
City of Roanoke's Comprehensive Plan.
15. Prepare and implement a marketing plan for leasing retail, office, and parking
spaces such as those located within GRTC's current facilities. Properly
administer and manage GRTC's retail office spaces and GRTC's parking
garage.
16. Perform all marketing and promotional functions for all operations including
advertising.
17. Prepare and administer the budget for GRTC and City of Roanoke
Transportation fund.
18. Participate on local and or state transportation committees as needed.
19. Provide management personnel development, training continuity, and
recruitments as necessary.
20. Provide overall management and policy recommendations.
21. Maintain all facilities, equipment, and rolling stock and make
recommendations for future purchases of each category as may be required
by the transit system.
22. Administration of contracts for special transit services.
23. Bus shelter maintenance, repair and cleaning, including vandalism and graffiti
removal.
24. Assistance with Emergency Preparedness planning and compliance including
the development, training, testing, and implementation (if necessary) of such
plans.
25. System Management and Supervision.
.26. Service Delivery.
27. Americans with Disabilities Act (ADA) compliance.
28. Customer Service.
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29. Facilities Maintenance.
30. Operations Planning.
31. Reporting.
32. Revenue Collection.
33. Safety.
34. Security
35. Planning for the utilization of the fixed route system and the ADA
Complementary Paratransit service for those persons with special needs.
36. Training.
37. Proper disposal of surplus property.
38. Developing proper policies for the day to day operations.
39. Training and compliance to avoid conflict of interest situations.
40. Rental Management Services.
41. Construction procurement and management services for work connected with
GRTC's property and buildings.
42. The Operator shall conduct its own periodic audits of the performance and
operation of its management team and the transit system to ensure that all
applicable FTA, federal, state, and local laws, rules, and regulations are being
complied with and followed and to report such findings to GRTC. As part of
this the Operator's Regional Vice President shall conduct a site visit to
Roanoke, Virginia at least every two months, or as otherwise requested by
GRTC's Vice President of Operations or the City's liaison to GRTC.
D. At the request of GRTC and by separate contract, Operator will supply special
project assistance, which is defined as the performance of special transit projects
which are not within the scope of the day-to-day management services provided
herein. For each "special project", the parties will mutually agree upon the costs, the
work task plan, the deliverables plan, assignment of responsibility, the phasing plan,
the special project budget and the special project tracking-reporting plan. (Provided,
however, such special project assistance does not restrict the services to be
furnished under this Contract).
SECTION 4. Subsidiary Corporation.
A. Operator, subject to the laws of the Commonwealth of Virginia, has caused to be
formed or has previously purchased from GRTC a separate corporation, named
Southwestern Virginia Transit Management Company, Inc., hereinafter called
"SVTMC," which by assignment shall assume the rights and obligations of Operator
under this Contract relating to the operation and management of the transit system
and all transit services; provided however, that upon any such assignment made by
Operator, Operator shall remain guarantor of each and everyone of the obligations
to GRTC provided herein; and any breach or violation thereof by its assignee shall
be deemed a breach or violation by Operator. SVTMC shall be the employer of all
employees necessary for the operation of the transit system and provision of needed
transit services; provided however, that the number of personnel employed by
SVTMC shall at all times be subject to the approval of GRTC.
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B. Any contractual obligations entered into or liabilities assumed by SVTMC in
connection with the operation of the transit system and provision of services will be
binding upon SVTMC only for the term of this Contract or as same may be
extended. In the event this Contract is terminated or expires, GRTC shall
thenceforth assume all future obligations and liabilities under such contracts either
on behalf of itself or of any successor to SVTMC. Unless otherwise provided in this
Contract, GRTC agrees to provide SVTMC and Operator with funds for the
expenses and costs arising out of the operation of the transit system and services,
provided management of such operation is carried out in a reasonably prudent
manner, with the exception of salaries and benefits of Operator's resident and
nonresident personnel referred to in Sections 1 and 3 (8) above, and also excluding
claims based upon torts caused by the acts or omissions of the Operator or its
management to perform in a reasonably prudent manner (but 'excluding claims
caused by any requirement by GRTC that Operator adhere to policies and
procedures adopted by GRTC unless those policies and procedures are adopted
pursuant to recommendation(s) of the Operator or its resident team), and excluding
the cost of the fidelity security covering Operator resident and nonresident
personnel.
C. Amendments, modifications, changes, extensions, and renewals of existing
contracts and any new contracts or other contractual arrangements proposed to be
entered into by SVTMC shall require the prior approval of GRTC.
D. In the event this Contract is terminated or expires, GRTC may, at its sole option,
purchase all of the stock of SVTMC, the purchase price being the exact cost
expended by Operator in causing the formation or assumption of SVTMC and all of
such stock shall be forthwith transferred, assigned and conveyed to GRTC, its
assignee or designee. Operator and SVTMC shall fully and timely cooperate and
take any needed action and execute any needed documents as may be requested
by GRTC to accomplish the transition and/or transfer SVTMC to GRTC or its
designee.
E. GRTC acknowledges that the philosophies of transit services may conflict. The
Operator and SVTMC will work in the best interest of transit operations, but
opportunities for mutually beneficial collaboration will be explored for the benefit of
GRTC and its owner, the City of Roanoke.
F. The provisions concerning SVTMC as set forth in this Section shall be without effect
until a written assignment approved by GRTC comes into being.
SECTION 5. Title of Property.
All real estate, buildings and improvements, equipment, buses, motor vehicles and any and
all other materials and supplies reasonably necessary for the operation of the transit
services shall be furnished by GRTC and shall remain the property of GRTC. Operator
shall keep a perpetual inventory of all property and equipment belonging to GRTC or the
City of Roanoke and being managed by Operator.
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SECTION 6. Term, Option to Extend and Manaaement Fee.
A. The term of this Contract and the Management Fee to be paid pursuant to this
Contract shall be as follows:
1. This Contract will be for a term of five (5) years and four (4) months and will
become effective March 1, 2010, and continue until June 30, 2015, at which
time it will terminate unless sooner terminated as provided for in this Contract
or extended as hereinafter set forth.
2. GRTC shall have the option of renewing this Contract for up to five (5)
additional one year periods or any combination thereof, not to exceed a total
additional term of five (5) years.
3. GRTC agrees to pay Operator as compensation for the services performed in
accordance with this Contract as follow:
03/01/2010 to 06/30/2011
07/01/2011 to 06/30/2012
07/01/2012 to 06/30/2013
07/01/2013 to 06/30/2014
07/01/2014 to 06/30/2015
Monthly
Management Fees
Yearly
Management Fees
$21,866.67 x 16 months = $349,866.72
$21,866.67 x 12 months = $262,400.04
$21,866.67 x 12 months = $262,400.04
$23,190.08 x 12 months = $278,280.96
$23,885.75 x 12 months = $286,629.00
Total Initial Term Management Fee:
07/01/2015 to 06/30/2016
07/01/2016 to 06/30/2017
07/01/2017 to 06/30/2018
07/01/2018 to 06/30/2019
07/01/2019 to 02/28/2020
$1,439,576.76
$24,602.33 x 12 months = $295,227.96
$25,340.42 x 12 months = $304,085.04
$26,100.58 x 12 months = $313,206.96
$26,883.58 x 12 months = $322,602.96
$27,690.17 x 12 months = $332,282.04
Total Optional Term Management Fee:
$1,567,404.96
4. Upon request of the Operator, and for good cause, Operator may, for the
renewal years 6 - 10, request such fees to be adjusted upon the agreement
of GRTC, in GRTC's sole discretion.
5. Payment will be made by GRTC to Operator on or before the 28th of each
month for that month's management fee. In the event this Section of the
Contract becomes ineffective or the Contract is terminated during a calendar
month, the compensation due to the Operator will be prorated on a daily basis
for the amount due for that month.
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B. Should GRTC elect to extend this Contract as set forth above, GRTC shall notify the
Operator in writing at least sixty (60) days prior to the expiration of the initial
Contract term or any extension thereof and shall indicate in such notice of extension
the time period of such extension. Upon the giving of such notice by GRTC, this
Contract will be deemed to be extended as set forth in such notice at the optional
management fee for the period indicated and under the same terms and conditions
as contained in the Contract unless the parties mutually agree otherwise.
C. Expenses of Nonresident Personnel.
The expenses for the Operator's provision of nonresident consulting and technical
assistance personnel will be as follows:
1. Nonresident assistance personnel means Operator's corporate staff and
employees located outside the Roanoke area, but specifically excludes the
two person resident team Operator is to provide under this Contract and the
O'perator's Regional Vice President.
2. The Operator shall be responsible for all costs and expenses of all such
nonresident assistance personnel, however such assistance may be provided
(such as, but not limited to phone, internet, conference calls, video
conferences, email, correspondence, etc.), except as set forth below.
3. Operator shall provide at Operator's expense such nonresident assistance
personnel, either offsite and/or onsite in Roanoke, Virginia, as may be needed
to provide for any of the obligations under this Contract.
4. For matters outside the obligations of this Contract (such as major marketing
initiatives, protracted labor negotiations requiring additional legal assistance,
technical support for major bus routing changes, etc.) the Operator shall
provide such nonresident assistance personnel to provide assistance in
Roanoke, Virginia as follows:
a. At no additional cost to GRTC, the Operator will provide up to 100
hours of nonresident consulting and technical assistance for the first
sixteen months (March 1, 2010 through June 30, 2011) and for each of
the four subsequent 12 months of the Initial Term of the Contract. The
Operator will not be required to expend the total 100 hours during the
first 16 months or during each of the four subsequent 12 months. The
Operator must have prior written approval from GRTC's Vice President
of Operations (or designee) before expending any of the 100 hours
during any given period.
b. GRTC must approve expending any nonresident consulting and
technical assistance hours exceeding the 100 hours (mentioned in (a)
above); this approval must be given in writing by GRTC's Vice
President of Operations (or designee) prior to incurring any such
additional hours. If GRTC approves the additional hours, GRTC
8
agrees to pay the Operator an hourly fee between $92.00 per hour and
$152.00 per hour for the first 16 months of the Contract, depending on
the task and skill level of the Operator's nonresident personnel. The
hourly fee includes all travel, meals, and lodging expenses. For each
of the four subsequent 12 months of the Initial Term, the hourly fee
may be increased up to a total of three percent (3%) for each such
twelve month period, but the total of all such increases will not exceed
twelve percent (12%) for the entire Initial Term.
c. The hours to be charged for the number of hours in (a) above or to
GRTC for the nonresident assistance personnel shall be only for actual
time spent by such nonresident assistance personnel onsite in
Roanoke, Virginia, on the matter they are working on. No travel time
or off work time shall be charged to GRTC or counted toward the hours
in (a) above. (By way of example only, if a nonresident assistance
person travels to Roanoke, Virginia, to work on a matter under
Sections 3 (B) and 6 (C), travels for five hours to Roanoke, Virginia,
and spends five hours one day on the matter, four hours the next day,
and then travels five hours back to Operator's home office, the total
amount of hours to be counted toward any of the above referenced
hour amounts would be nine hours, not any other amount.)
Furthermore, time shall only be charged for actual time spent on a
covered matter and on a 30 minute basis provided that at least fifteen
actual minutes of such basis have been spent on such matter.
Accurate time sheets shall be kept by each nonresident assistance
person working on any covered matter and shall set forth at least the
name and title of the person doing the work, the date, day, number of
minutes worked, number of hours assessed, work performed, and
names of persons involved in any such work. (By way of example
only, if a nonresident assistance person in Roanoke spends one hour
and 10 minutes on a covered matter then only one hour would be
charged. However, if such person spends one hour and 50 minutes on
a covered matter, then two hours would be charged.)
D. The Operator agrees to, and shall, for the payment of all sums due under this
Contract, look solely to the monies provided to GRTC from grant funds, if any, which
may actually be received by the GRTC from the City of Roanoke, Commonwealth of
Virginia or the federal government under the Urban Mass Transportation Act of
1964, as amended, for the purpose of underwriting, in whole or in part, the GRTC's
costs pursuant to this Contract, and that all such funds are subject to appropriation
by each of the above entities.
E. It is expressly understood that GRTC shall be under no obligation whatsoever for
any excess costs arising from changes, modifications or extra work orders not
specifically approved by GRTC in one or more writings in which the excess costs or
additional costs is specifically set forth.
9
SECTION 7. Performance and Fidelitv Security.
The Operator shall provide a Performance security, consisting of a bond with corporate
surety, letter of credit, or other security in a form acceptable to the GRTC, to guarantee
performance of such Operator's obligations under this Contract. The amount of such
security shall be $302,200.00 and such security shall be maintained for the term of this
Contract. The Operator shall also provide a Fidelity security, insurance policy, or bond in
the amount of $1,000,000.00 in a form acceptable to GRTC to protect GRTC. Failure to
provide or maintain either of such security or notice that such security will be cancelled or
not renewed shall be considered a material breach of this Contract and grounds to call on
such security. Such security shall be provided with the executed Contract.
SECTION 8. Liabilities and Insurance.
Whatever liability for personal injury or property damage or loss may be incurred to third
parties in connection with or arising out of the operation of the transit system or services by
Operator and SVTMC under this Contract, and the costs and expenses thereof, except as
otherwise provided in this Contract, shall be part of the costs and expenses incurred by
GRTC in the operation of the transit system and shall be reimbursed or paid by GRTC.
GRTC will maintain in force at all times liability insurance, which Operator shall assist
GRTC in obtaining, in such amounts and with an insurance carrier approved by GRTC for
furnishing such coverage, as GRTC shall specify from time to time, with Operator and
SVTMC, as additional insureds. Any liability and property damage insurance expenses
incurred by Operator and SVTMC to provide coverage for such liability of its agents,
servants, and employees or itself while engaged in the service of GRTC, as their respective
interests may appear, as well as any other insurance specified by GRTC, shall be deemed
to be part of the operating expense of the transit services payable by GRTC if approved by
GRTC. Operator shall, however, be liable for any negligent, dishonest, fraudulent,
misconduct, or intentional tort committed or directed by any officer or employee of the
Operator, or any other such act or omission, on the part of any person or persons directly
employed and paid by Operator or its direct servants or employees. Operator shall not,
however, be liable for any dishonest, fraudulent, misconduct, or intentional tort, or any other
such act committed by any person or persons indirectly employed and paid by Operator or
its servants and employees unless such act results from negligent supervision or training
by the Operator.
SECTION 9. Independent Contractor.
Operator is an independent contractor and retains the right to exercise full control and
supervision over its employees and those of SVTMC, their compensation and discharge,
and agrees to be solely responsible for all matters relating to payment of such employees,
including compliance with social security, withholding and all other regulations governing
such matters. Operator agrees to be responsible for its own acts or omissions and those of
its direct subordinates, employees and subcontractors during the life of this Contract.
10
SECTION 10. Workino Funds and Operatino Budoet.
A. GRTC shall provide Operator with sufficient working funds to pay all payroll and
other operating expenses under policies, procedures, and controls established by
GRTC. The power to increase or decrease the amount of such working funds is
reserved to GRTC. Upon termination or expiration of this Contract, all unexpended
balances remaining in such accounts shall revert and be returned to GRTC. The
term "operating expenses" shall mean all reasonable operating expenses such as
but not limited to salaries; benefits, oil, fuel, parts, supplies, tools and other non-
capital equipment needed for use in the operation of the transit system and services
but shall not mean buses, other types of rolling stock, or any type of realty.
B. Operator shall provide to GRTC on or before April 1, 2010, and on or before March
1 of each subsequent year for GRTC's approval a proposed Operating Budget for
the upcoming fiscal year of GRTC for the operation of the transit system. Such
budget shall include Operator's good faith projection of Operating Revenues and
Operating Expenses, presented on a monthly and annual basis, for the upcoming
fiscal year. If unexpected events occur during any fiscal year, the Operator shall
submit a proposed amendment to such budget for review and approval of GRTC.
Operator shall use all reasonable efforts to manage and operate the transit system
in accordance with such budget and shall not exceed such budget without the prior
written consent of GRTC.
SECTION 11. Indemnitv.
Except as otherwise provided in this Contract, Operator agrees to indemnify and hold
harmless GRTC and the City and their officers, agents, and employees against any and all
liability, losses, damages, claims, causes of action, suits of any nature, costs, and
expenses, including reasonable attorney's fees, resulting from or arising out of Operator's
or its, General Manager's, Assistant General Manager's, corporate employees', or
subcontractors' (hired by Operator) actions, activities, or omissions on or near the GRTC
facilities, equipment, or the City's property arising in any way out of or resulting from any of
the work to be provided under this Contract, and this includes, without limitation, any fines
or penalties, violations of federal, state, or local laws or regulations, personal injury,
wrongful death, or property damage claims or suits.
SECTION 12. Purchases.
,
All purchases made out of the operating expenses shall be made in accordance with
policies, standards and procedures established by GRTC, and when applicable,
procedures prescribed by the U.S. Department of Transportation and/or the FT A. Operator
shall periodically recommend bus needs to GRTC, which shall solely make final
determination as to such needs.
11
SECTION 13. Revenues. Operatina Reports and Financial Statements.
A. Revenue derived from the operation of the transit system and services shall be and
remain from the initial receipt thereof the absolute property of GRTC, and shall be
deposited at least semi-weekly to the account of GRTC in a bank designated by
GRTC.
B. Operator shall render and certify to GRTC such periodic or special operating reports
and financial statements as GRTC shall require, which shall include electronic data.
C. Operator shall provide receipts, backup documents, electronic data, and such other
information as GRTC may request to document revenues and expenses.
SECTION 14. Section 6 (D) Contract.
Operator agrees to abide by the terms and conditions of any Contract entered into by
GRTC pursuant to Section 6 (D) of the Urban Mass Transit Act of 1964, as amended, in the
performance of its obligations hereunder.
SECTION 15. Nondiscrimination.
A. During the performance of this Contract, Operator agrees as follows:
1. Operator will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state law relating to discrimination
in employment, except where there is a bona fide occupational qualification
reasonably necessary to the normal operation of Operator. Operator agrees
to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination
clause.
2. Operator in all solicitations or advertisements for employees placed by or on
behalf of the Operator will state that Operator is an equal opportunity
employer.
3. Notices, advertisements and solicitations placed in accordance with federal
law, rule or regulation shall be deemed sufficient for the purpose of meeting
the requirements of this section.
4. The applicable provisions of the presidential Executive Order 11375, as
amended, relating to Equal Employment Opportunity are incorporated by
reference herein.
12
B. Operator will include the provisions of the foregoing Section 15(A) (1, 2, 3, and 4) in
every subcontract or purchase order of over $1'0,000 so that the provisions will be
binding upon each subcontractor or vendor.
C. GRTC agrees that, in the event Operator or SVTMC is charged with or sued for any
alleged discriminatory practices, but oniy insofar as such alleged practices were
done according to the policies GRTC requires of Operator, GRTC will provide
Operator and SVTMC with a defense of such claims or lawsuits. Otherwise,
Operator will be responsible for all other employment or related claims, suits, or
actions of whatever type and will indemnify and hold GRTC harmless from all such
claims, suits, or actions, including all costs and expenses.
SECTION 16. Drua-Free Workplace.
A. During the performance of this Contract, Operator agrees to:
1. Provide a drug-free workplace for Operator's employees;
2. Post in conspicuous places, available to employees and applicants for
employment, a statement notifying employees that the unlawful manufacture,
sale, distribution, dispensation, possession, or use of a controlled substance
or marijuana is prohibited in the workplace and specifying that actions that will
be taken against employees for violation of such prohibition;
3. State in all solicitations or advertisements for employees placed by or on
behalf of Operator that Operator maintains a drug-free workplace; and
4. Include the provisions of the foregoing clauses in every subcontract or
purchase order of over $10,000, so that the provisions will be binding upon
each subcontractor or vendor.
B. For the purposes of this section, a "drug-free" workplace means a site for the
performance of work done in connection with a specific contract awarded to a
contractor, the employees of whom are prohibited from engaging in the unlawful
manufacture, sale, distribution, dispensation, possession or use of any controlled
substance or marijuana during the performance of the contract.
SECTION 17. Faith-Based Oraanizations.
Pursuant to Viroinia Code Section 2.2-4343.1. GRTC shall not discriminate aqainst faith-
based oroanizations.
13
SECTION 18. Assianment.
A. This Contract shall not be assigned, transferred, hypothecated, or pledged by either
party without the prior written consent of the other party. This Contract shall be
binding upon the successors or assigns of the respective parties. GRTC agrees that
this Contract will be assigned to SVTMC as to the respective scope of services by
Operator under the terms hereinafter described.
B. By the aforementioned written assignment, SVTMC shall assume and perform all
services and obligations, and be entitled to all rights and benefits of Operator under
this Contract, except those rights andlor benefits provided in Sections 1, 6, 9 and 15
(C) provided, however that despite such an assignment, Operator shall continue to
be responsible for the performance of this Contract by SVTMC and shall remain
equally entitled to any benefits assigned to SVTMC.
C. In the event this Contract is amended, renewed, or extended (whether or not the
terms are modified) it shall not be necessary for Operator to reassign to SVTMC, but
the previous written assignment shall automatically apply to the amended, renewed,
or extended Contract under the terms set out in subsection (8) above.
SECTION 19. Termination.
A. Termination for Convenience. GRTC may terminate this Contract, in whole or in
part, by sixty (60) days written notice to the Operator when it is in the GRTC or the
City of Roanoke's best interest. The Operator shall be paid only for actual work
performed and approved by GRTC up to the time of termination. No profit, overhead,
or any other cost of any type will beallowed. The Operator shall promptly submit its
termination claim to GRTC to be paid to Operator. If the Operator has any property in
its possession belonging to the GRTC, the Operator will account for the same, and
dispose of it in the manner the GRTC directs.
B. Termination for Default.
1. If the Operator does not provide the services and items called for in
accordance with this Contract or the Operator fails to perform in the manner
called for in this Contract, or if the Operator fails to comply with any other
provisions of this Contract, the GRTC may terminate this Contract for default.
Termination shall be effected by sending a notice of termination to the
Operator setting forth the manner in which the Operator is in default. The
Operator will be liable to GRTC for any and all damages incurred by GRTC
resulting from or connected with such default.
. 2. If. it is later determined by the GRTC that the Operator had an excusable
reason for not performing, such as a strike, fire, or flood, events which are not
the fault of or are beyond the control of the Operator, the GRTC, after setting
up a new performance schedule, may allow the Operator to continue work, or
tr~at the termination as a termination for convenience. '
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C. Opportunity to Cure (General Provision) The GRTC in its sole discretion may, in
the case of a termination for breach or default, allow the Operator a period of time
up to twenty (20) days in which to cure the default. In such case, the notice of
termination will state the time period in which cure is permitted and other appropriate
conditions. If Operator~fails to remedy to GRTC's satisfaction the breach or default or
any of the terms, covenants, or conditions of this Contract within such time after
receipt by Operator of written notice from GRTC setting forth the nature of such
breach or default, GRTC shall have the right to immediately terminate this Contract
without any further notice to the Operator. Any such termination for default shall not
in any way operate to preclude GRTC from also pursuing all available remedies
against Operator and its sureties for such breach or default.
D. This Contract shall be terminable, upon sixty (60) days written notice to Operator, in
the event GRTC is unable to provide the necessary operating funds for the
continued operation of the transit system or services because of the elimination or
unavailability of the necessary funds.
SECTION 20. Interest of Members of Conaress.
No member of or delegate to the Congress of the United States shall be admitted to any
share or part of this Contract or to any benefit arising therefrom.
SECTION 21. Cooperation.
Each party agrees to cooperate with the other in executing any documents necessary to
carry out the intent and purpose of this Contract. Operator also agrees Operator will
cooperate with and coordinate Operator's activities with GRTC and/or GRTC's current or
new transit management company in connection with any actions and activities required to
transfer the operation of GRTC's transit system to a different entity. Furthermore, Operator
further agrees that Operator will cooperate with and coordinate with GRTC andlor any
future transit management company GRTC may retain in connection with the transfer of the
operation of GRTC's transit system to the City andlor any such future transit management
company. Operator shall take all such actions in a timely manner and take any needed
actions and execute any needed documents as may be requested by GRTC.
SECTION 22. Interest of Public Officials.
No member, officer, or employee of GRTC or of a local public body during his or her tenure
or for one year thereafter shall have any personal financial interest, direct or indirect, in this
Contract or the proceeds thereof.
SECTION 23. No Personal Liabilitv.
Except for an individual's personal gross misconduct, no officer, director, or employee of
GRTC or of Operator shall be personally liable for the fulfillment of the conditions of this
Contract, since such obligations are the responsibility of the parties to this Contract.
15
SECTION 24. Audit and Inspections.
Operator shall permit the authorized representatives of GRTC and the City of Roanoke,
Virginia, to inspect examine, copy and audit all data and records of Operator, including
electronic data, relating to Operator's performance under this Contract. To the extent that
Federal or State funds are involved, the right to inspection, examination, copying, and audit
shall extend to authorized representatives of the United States Department of
Transportation, the FT A, the Comptroller General of the United States and the
Commonwealth of Virginia. Operator shall provide copies of any such items to GRTC upon
request. Furthermore, all such representatives shall have full access to the property and
any personnel in the course of any such auditor inspection.
SECTION 25. Authority to Sian.
The persons who have executed this Contract represent and warrant that they are duly
authorized to execute this Contract in their representative capacities as indicated.
SECTION 26. Counterpart Copies.
This Contract may be executed in any number of counterpart copies, each of which shall
be deemed an original, but all of which together shall constitute a single document.
SECTION 27. Successors.
The terms, conditions, provisions and undertakings of this Contract shall be binding upon
and inure to the benefit of each of the parties hereto and their respective successors and
assigns.
SECTION 28. Severability and Intent.
If any provision of this Contract, or the application of any provision hereof to a particular
entity or circumstance, shall be held to be invalid or unenforceable by a court or competent
jurisdiction, the remaining provisions of the Contract shall not be affected and all other
terms and conditions of the Contract shall be valid and enforceable to the fullest extent of
the law.
SECTION 29. Captions and Headinas.
The section captions and headings are for convenience and reference purposes only and
shall not affect in any way the meaning or interpretation of this Contract.
SECTION 30. Notice.
Any written notice or communication required to be given to or by, or served upon, the
respective parties hereto shall be deemed to be sufficiently given if sent by mailing the
same, properly addressed and stamped to such party or parties by United States registered
16
or certified mail, or by a recognized overnight courier, with a receipt, and sent to the
following address (or to any other address that the party to be notified may have
designated to the sender by like notice):
Notice to Operator means notice in writing to the President of the Operator and delivered to
the office of the Operator at:
First Transit, Inc.
.J
Attn: President
600 Vine Street, Suite 1400
Cincinnati, Ohio 45202
Notice to GRTC means notice in writing addressed to the President of the Greater
Roanoke Transit Company and delivered to his or her office at:
GRTC President
c/o City Manager's Office
. Room 364, Noel C. Taylor Municipal Building
215 Church Avenue, S.W.
Roanoke, VA 24011
Copies of such notice shall also be sent and addressed to the Vice President of Operations
of GRTC at 215 Church Ave., S.W., Room 364, Roanoke, VA 24011, and to the City's
Transit Liaison for GRTC at 215 Church Ave., S.W., Room 364, Roanoke, VA 24011.
SECTION 31. Nonwaiver.
Each party agrees that any party's waiver or failure to enforce or require performance of
any term or condition of this Contract or any party's waiver of any particular breach of this
Contract by any other party extends to that instance only. Such waiver or failure is not and
shall not be a waiver of any of the terms and conditions of this Contract or a waiver of any
other breaches of the Contract by any party and does not bar the non-defaulting party from
requiring the defaulting party to comply with all the terms and conditions of this Contract
and does not bar the non-defaulting party from asserting any and all rights and/or remedies
it has or might have against the defaulting party under this Contract or by law.
SECTION 32. Forum Selection and Choice of Law.
This Contract shall be governed by, and construed in accordance with, the laws of the
Commonwealth of Virginia, without application of Virginia's conflict of law provisions, and
any applicable federal laws. Venue for any litigation, suits, and claims arising from or
connected with this Contract shall only be proper in the City of Roanoke Circuit Court, or in
the City of Roanoke General District Court if the amount in controversy is within the
jurisdictional limit of such court, or the United States District Court for the Western District
of Virginia, Roanoke Division, if a federal question exists. All parties to this Contract
voluntarily submit themselves to the jurisdiction and venue of such courts, regardless of the
actual location of such parties. The provisions of this Contract shall not be construed in
17
favor of or against either party, but shall be construed according to their fair meaning as if
both parties jointly prepared this Contract.
SECTION 33. Clean Air and Water Acts.
Operator shall comply with all applicable standards, orders or requirements issued under
. Section 306 of the Clean Air Act (42 USC 1857 (h)), Section 50 B of the Clean Water Act
(33 USC1368), Executive Order 11738, and Environmental Protection Agency regulations
(40 CFR, Part 15), which prohibit the use under non-exempt federal contracts, grants, or
loans of facilities included on the EPA List of Violating Facilities. Operator shall report all
violations to FTA and to the ASEPA Assistant Administrator for Enforcement (EN-329).
SECTION 34. Conservation.
Operator shall recognize mandatory standards and policies relating to energy efficiency
which are contained in the state energy conservation plan issued in compliance with the
Energy Policy and Conservation Act (42 USC Section 6321 et seq.).
SECTION 35. Operator Responsibilitv.
The Operator shall be fully responsible to GRTC for all acts and omissions of its employees
and any of its subcontractors, their agents, and subconsultants performing or furnishing any
of the work just as the Operator is responsible for its own acts and omissions.
SECTION 36. Compliance with Laws, Reaulations and Immiaration Law.
The Operator agrees to comply with all FTA, federal, state, and local laws, ordinances, and
regulations that may be applicable to this Contract or to the services that the Operator is
rendering under this Contract. Operator further agrees that Operator does not, and shall
not during the performance of any Contract, knowingly employ an unauthorized alien as
defined in the federal Immigration Reform and Control Act of 1986.
SECTION 37: Obliaations at the End of the Contract.
The Operator shall cooperate with GRTC to effect a smooth transition to GRTC or any new
service provider, if necessary, at the expiration or termination of the Contract. The transition
requirements include, but are not limited to:
A. Provide GRTC and any new service provider reasonable access to the operating
facility and the revenue vehicles.
B. Share (to the extent allowable by law) with the new service provider applicable
wages, benefits, employee records and other relevant information relating to any
current and/or former Operator employees.
C. Provide the new service provider with copies of all permits, licenses and other
relevant documents which remain with the facility or are the property of GRTC.
18
D. Provide up to date accurate records of the revenue vehicle fleet and all support
equipment. These records are the property of GRTC.
E. Transfer in a timely and proper manner ownership and control to GRTC or the new
service provider or GRTC's designee if any subsidiary corporation or entity that may
have been used to hire personnel andlor conduct the operations of the bus system.
F. Take any additional actions and provide any additional documents and information
as GRTC may request.
SECTION 38. Operator's Oversiaht of Operations.
Operator shall conduct its own periodic audits, but at least once a year, of the performance
and operation of its management team and the transit system including, but not limited to,
procurement matters, grant compliance, travel, and employee-employer matters, to ensure
that all applicable FTA, federal, state, and local laws, rules, and regulations are being
complied with and followed and to report such findings to GRTC. Operator shall also
provide to GRTC the following items:
A. Provide monthly financial statements. These should include a balance sheet with
current year and prior year comparative data, an income statement portraying
current and prior year YTD data as well as budget accompanied by a brief narrative
explaining any significant variances. Such report should be submitted no later than
10 calendar days after the first of each month. These reports should be sent to the
Treasurer of GRTC (Director of Finance), and GRTC's liaison officer (Assistant City
Manager for Operations).
B. Provide to the GRTC Treasurer, the City's liaison to GRTC, and the City Manager,
annual reports which shall contain an inventory of capital assets (with a notation of
any major additions or deletions), together with any capital improvement plan (CIP)
with a five year planning horizon that should be developed and updated annually.
C. Provide to the GRTC Treasurer and the City's liaison to GRTC a summary of all
union and other contracts for the bus drivers and employees of SVTMC, which
should include a summary of the terms of such contracts, the status of all of such
contracts, any important milestone dates involved with such contracts, the persons
from Operator/SVTMC who handles the negotiations of such contracts, and any
issues that might be involved with such contracts or the bus drivers or employees of
SVTMC that might impact the day to day operations of the bus system. Such
reports shall be submitted every six months and updates and notices of any
significant events involving such contracts more frequently, if needed. The reports
should also detail any contract negotiations and give at least six months notice of
any new contract negotiations that may need to take place.
D. Provide on July 1 of each year to the GRTC Treasurer and the City's liaison to
GRTC a list of all contracts (which includes leases of GRTC property) that GRTC
and Operator and/or SVTMC have in connection with the bus system and GRTC
property. This list should include with regard to each such contract the following:
19
1 . The names of the parties to the contract.
2. The term and any renewals for each contract and when due.
3. A brief summary of the subject of the contract and any special terms or items
in the contract.
4. . The amount and value of the contract.
5. Any issues or complaints with services or items provided and, if so, what the
issues are in detail.
6. Is the contract up to date and payment up to date for services or items
received or due (such as from leases)?
7. The name of the Operator andlor SVTMC employee who is overseeing each
such contract.
8. Whether any required bonds or insurance certificates for each such contract
are current and up to date.
E. Provide on July 1 of each year to the GRTC Treasurer and the City's liaison to
GRTC a list of all grants and funds that GRTC is due from FTA, the State, and other
entities as well as any agreements concerning such grants and funds. This list
should include the status of all such items together with a summary of each such
grant and the other information as requested in Item D above. The list should also
indicate which reports or documents are needed to comply with each grant or grant
agreement and if such items are current.
F. Provide on July 1 of each year to the GRTC Treasurer and the City's liaison to
GRTC a listing of any informal or oral agreements concerning other localities, etc.,
like for the Smartway bus, the college buses, the trolley service, and all other items
of this nature.
G. Provide on July 1 and January 1 of each year to the GRTC Treasurer and the City's
liaison to GRTC a listing of all claims and/or suits against GRTC, Valley Metro, the
Operator, and SVTMC regarding the Valley Metro System and the amount and
status of all such claims.
H. Provide on July 1 and January 1 of each year to the GRTC Treasurer and the City's
liaison to GRTC a summary of the training Operator and SVTMC plan for their
employees in connection with the day to day operations of Valley Metro in order to
avoid issues such as the ones that have arisen in the past. Also, what type of
oversight Operator plans to have on the day to day operations of Operator's
employees and those of SVTMC to ensure that they are complying with Operator's,
GRTC's, and the City's procedures for operating the bus system on a day to day
basis and for complying with applicable federal, state, and local laws, rules, and
regulations.
SECTION 39. Ownership of Documents.
Operator agrees that all reports and any other documents (including electronic data)
prepared for, obtained in connection with, and/or required to be produced in connection
with this Contract shall be delivered by the Operator to GRTC and all such items shall
20
become the sole property of GRTC. Operator agrees that GRTC shall own all rights of any
type in and to all such items, including but not limited to copyrights and trademarks, and
GRTC may reproduce, copy, and use all such items as GRTC deems appropriate, without
any restriction or limitation on their use and without any cost or charges to GRTC from the
Operator. Operator hereby transfers and assigns all such rights and items to GRTC.
Operator further agrees Operator will take any action and execute any documents
necessary to accomplish the provisions of this Section. Operator also warrants that
Operator has good title to all materials, equipment, documents, and supplies which it uses
in providing the services or for which it accepts payment in whole or in part.
SECTION 40. Ethics in Public Contractina.
The provisions, requirements, and prohibitions as contained in Sections 2.2-4367 through
2.2-4377, of the Va. Code, pertaining to bidders, offerors, contractors, and subcontractors
are applicable to this Contract.
SECTION 41. Entire Contract.
This Contract, including any attachments, exhibits, and referenced documents, constitutes
the complete understanding between the parties. This Contract may be modified only by
written agreement properly executed by the parties.
SIGNATURE PAGE TO FOLLOW
21
IN WITNESS WHEREOF, the parties hereto have signed this Contract by their authorized
representatives.
ATTESTIWITNESS:
Printed Name/Title
(SEAL)
ATTESTIWITNESS:
Secretary of GRTC
Approved as to form:
General Counsel for GRTC
Approved as to Execution:
General Counsel for GRTC
FIRST TRANSIT, INC.
By
Printed Name/Title
GREATER ROANOKE TRANSIT
COMPANY DBA VALLEY METRO
By
President or Vice President of
Operations
22
ASSIGNMENT OF CONTRACT
FOR VALUE RECEIVED, First Transit, Inc., (hereinafter referred to as Contractor), a
Delaware corporation, hereby assigns to Southwestern Virginia Transit Management Company,
Inc., (hereinafter referred to as SVTMC), a Virginia corporation, all of its rights, title and
interest, as well as the obligations within a certain contract dated , 20_,
between Greater Roanoke Transit Company (d/b/a Valley Metro) (GRTC) and First Transit, Inc.,
for transit management and operation services for GRTC, in consideration of which SVTMC
agrees to fully, properly, and timely perform and abide by all the terms, stipulations, and
conditions of such contract as fully as if such contract were originally made by SVTMC.
Assignment of such contract by Contractor does not relieve Contractor from the responsibility
for the performance in the event that SVTMC does not fully, properly, and timely perform any of
the tenns and provisions of such contract. This Assignment is dated
20
WITNESS the signatures ofthe parties by their authorized representatives.
First Transit, Inc.
By:
Printed Name and Title
Southwestern Virginia Transit Management
Company, Inc.
By:
Printed Name and Title
Greater Roanoke Transit Company
By:
Printed Name and Title
Approved as to Form:
Counsel for First Transit, Inc.
Approved as to Form:
General Counsel for GRTC
Assigmnent of Contract-First Transit,doc
~
Greater Roanoke Transit Company
Board of Directors Meeting
January 19, 2010
David A. Bowers, President
M. Rupert Cutler
Sherman P. Lea, Vice President
Gwendolyn W. Mason
Anitaj. Price
Court G. Rosen
David B. Trinkle
Dear President Bowers and Members of the Board:
Subject: GRTC Board Structure
In response to a Council member's interest in discussing a possible future
modification of the board's composition, ten (l0) Virginia First Cities were
surveyed. Fifty percent of those surveyed have similar Board structures to GRTC's
present configuration. The other 50% had a mixture of citizen', elected and staff
representatives on their boards. (These details were provided in an earlier memo
. of October 15, 2009.)
None of the localities surveyed had a board structure that staff would recommend
as an alternative to the current structure; however, if Council is interested in
changing the composition but still provide a high degree of accountability, staff
would recommend a seven (7) member structure comprised of: two (2) City
Council members, two (2) City staff members (one from the City Manager's Office,
one from the Department of Finance) one (1) regional partner representative
(Vinton), one (l) representative of the disabled community and one (1) citizen at
large.
(
If the Board wants to pursue this or any other Board configuration, sta(f will be
pleased to provide additional organizational details such as frequencies of
meetings, terms of appointment, reporting requirements to Council, etc.
Respectfully submitted,
Darlene L. Bur ham
Vice President of Operations for GRTC
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 . www.valleymetro.com
David A. Bowers, Mayor and Members of the Board
Greater Roanoke Transit Company
January 19, 2010
Page 2
c: Stephanie M. Moon, Secretary, 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
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 20,2010
Carl L. Palmer
General Manager
Valley Metro
Roanoke, Virginia
Dear Mr. Palmer:
I am attaching copy of a resolution authorizing the filing of applications and acceptance
and execution of appropriate agreements for operating and capital financial assistanc~ for
Fiscal Year 201 0-2011 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 regular meeting which was held on Tuesday,
January 19, 2010.
',-
Sincerely,
~h1.~
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
L:ICLERKIDATAICKSM1IGRTC.10IJanuary 19, 2010 Correspondence.doc
JJ~
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 2010-2011 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 2010-2011 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 19, 2010. The
Company's Secretary is also authorized to attest any such documents.
ATTEST:
Date Adopted (1..~ I~~ II> ~...:. l{(J. matt...)
T Is r tary ---c
~",...
."..' .l'~.',7""
"AfO:-.'2:'
Greater Roanoke Transit Company
Board of Directors Meeting
January 19, 2010
David A. Bowers, President, and Members of the Board of Directors
Roanoke, Virginia
Dear President Bowers and Members of the Board:
Subject:
Authorization to File for Federal Transit Administration Operating and Capital
Financial Assistance, and Commonwealth of Virginia Operating and Capital
Financial Assistance for fiscal year 2010-2011.
Financial assistance has been provided to Greater Roanoke Transit Company (GRTC) by the Federal
Transit Administration (FT A) 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 2010-2011 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 $2,634,631.00. In addition, GRTC is eligible for
approximately $1,324,592.00 in operating assistance from the Virginia Department of Rail and Public
Transportation. The deadline for filing the applications for the above referenced assistance for FY1 0-11
is February 1, 2010.
Recommendation
Authorize the General Manager to file applications requesting the maximum operating and capital
financial assistance from FT A and VDRPT for fiscal year 201 0-2011, and to accept and execute the
necessary grant agreements in a form approved by legal counsel.
Carl L. Palmer
General Manager
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
Board of Directors Meeting
January 19, 2010
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 Roanoke to Lynchburg Amtrak Bus Connector Service Information Update
Proqress to Date
The Virginia Department of Rail and Public Transportation (DRPT) contacted Greater Roanoke Transit
Company (GRTC) requesting a meeting to discuss the possibility of GRTC providing bus services from
Roanoke to Lynchburg in order to connect with the new Amtrak Northeast Regional passenger service to
Washington D,C. that began in October 2009.
A meeting was held at GRTC on November 10, 2009. GRTC's staff and the city of Roanoke Assistant City
Manager met with DRPT's Manager of Transit Programs and Chief of Public Transportation to discuss the
possibilities of a GRTC operated connection between Roanoke and Lynchburg. It was agreed that GRTC
would evaluate a service plan and cost estimate for the service. .
GRTC estimated that it would cost approximately $291,952 annually to operate the service and an
investment of two long haul over the road coaches (one in service; one in reserve) such as the MCI
coaches now being used for the Smart Way commuter service would cost approximately $500,000 per
coach. Assuming the coaches would be procured with grant funds from the Federal Transit Administration
(FTA), the local commitment would be approximately $200,000 for both coaches; if the state participates,
the commitment would be approximately $100,000. These cost estimates were sent to DRPT in
November 2009.
On December 17,2009, GRTC's General Manager, the city's Assistant City Manager, and the Roanoke
Valley-Alleghany Regional Commission's (RVARC) Senior Planner met with State Senator John Edwards
. to discuss the cost estimates and the prospects of a viable Amtrak connecto( bus service between
Roanoke and Lynchburg. It was agreed that Senator Edwards would be provided with as much feasibility
data as possible by mid January 2010. Senator Edwards agreed to take this information forward and
introduce a request for funding for the connector service,
Toward that end, GRTC and the RVARC agreed to collaborate on the development of a needs
assessment focusing on Roanoke being the point of origin, Using GRTC's Smart Way commuter service
as an operating model and baseline forecasting data generated by previous rail studies estimating
ridership that included connections from Roanoke and Lynchburg to Washington D.C., RVARC updated
rail passenger ridership data. To augment RVARC's assessment update, interest surveys were
conducted on board the buses of the current Smart Way commuter service and on line by RVARC's Ride
Solutions program, Downtown Roanoke Inc. and several other online outlets. The surveys were
conducted in December 2009 and the results have been included in RVARC's updated assessment.
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
January 19, 2010
Page 2
The following are the daily ridership estimates from RVARC's updated assessment of passengers who
. would likely use a GRTC bus connector service from Roanoke to Amtrak in Lynchburg:
a. Conservative Estimates: 13 per day for the first year of service; 33 as of the fifth year;
b. Optimistic Estimates:
17 per day for the first year of service; 41 as of the fifth year.
To prepare for the possibility of extending the proposed connector service to Blacksburg at some future
point in time, RVARC's update includes estimates from that point of origin.
The assessment report and cost estimates for the Amtrak bus connector service from Roanoke to
Lynchburg was submitted to Senator Edwards on January 12, 2010.
To get a further indication of how feasible a bus connector service to Amtrak would be, GRTC contacted
Hampton Roads Transit (HRT) to confirm whether or not they provided such a service. GRTC was
advised that HRT does not provide a bus connector service to Amtrak; that the James River bus company
provides connection service to the Newport News AMTRAK station with the cost included in the train
ticket. GRTC is in the process of following up with James River for bus ridership counts.
Finally, GRTC contacted the Motor Carrier Division of the Virginia Department of Motor Vehicles to
investigate possible regulations that would prevent GRTC from providing the proposed connector service.
GRTC was advised that it would be eligible to provide the bus connection service, provided the service
area covers at least four counties. Assuming a beginning point in Roanoke, the proposed GRTC service
would cover four counties (Roanoke, Botetourt, Bedford, and Campbell).
itted,
c: Vice President of Operations
Treasurer
Secretary
Legal Counsel
~
Greater Roanoke Transit Company
Board of Directors Meeting
January 19, 2010
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: Overview of FTA Regulations Governing Charter Service
On occasion, the city of Roanoke and other entities have requested Greater Roanoke Transit Company (GRTC)
provide special bus services to support their special events. As these requests are outside the range of services
normally provided by GRTC, such requests are governed by the Federal Transit Administration (FTA), GRTC's
primary funding source for capital and operating assistance. Regulations dating back to 1975 establish policies
governing the use of assets funded by FTA in providing services other than for established public mass transit
purposes. The FTA has defined services of this nature as "charter service." The purpose of these regulations is
to protect private charter operators from unauthorized competition from recipients of Federal financial assistance
under the Federal Transit Laws and to limit the provision of charter service by public transit entities subsidized
with public tax dollars,
"Charter service" means transportation provided by a recipient (of federal funds) at the request of a third party
(e.g. in GRTC's case, the city of Roanoke) for the exclusive use of a bus or van for a negotiated price. The
following features are characteristic of charter service:
1) A third party pays the transit provider a negotiated price for the group;
2) Any fares charged to individual members of the group are collected by a third party;
3) The service is not part of the transit provider's regularly scheduled service, or is offered for a limited
period of time;
4) Or a third party determines the origin and destination of the trip as well as scheduling;
5) Or transportation provided by a recipient to the public for events or functions that occur on an'irregular
basis or for a limited duration;
6) And a premium fare is charged that is greater than the usual or customary fixed route fare;
7) Or the service is paid for in whole or in part by a third party.
There is a government exception. A recipient may provide charter service to government officials for official
government business, which can include non-transit related purposes, if the recipient:
1) Provides the service in its geographic service area;
2) Does not generate revenue from the charter service;
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
January 19, 2010
Page 2
3) The recipient maintains a record of having provided the service, particularly specifying the number of
government officials on the trip. '
A recipient that provides charter service under this exception is limited to 80 charter service hours per calendar
year. A recipient may petition the FTA Administrator for additional charter service hours only if the petition
contains, among other information, the following:
1) Evidence that the recipient (GRTC) has requested registered charter providers in its geographic service
area to satisfy the additional hours;
2) An explanation of why registered charter providers in the recipient's geographic service area cannot
perform the service (e.g., equipment, time constraints).
An FTA recipient must make a request for additional hours on a per special event basis. Considering the time
line for FT A's response to a request, it is advisable that the request be made at least three weeks in advance of
the date the desired service would be provided.
The recipient may proviae non-government special services on a per request basis such as the Civic Center and
July 4th parking shuttles, provided proper notice is given to registered charter providers in accordance with the
following rules:
1) Via electronic mail (e-mail) and/or facsimile (fax) , the recipient shall notify all registered charter
providers in its geographic service area that they are in receipt of a request for special service citing the
customer's formal name and complete contact information, the date(s) and times of requested service,
the approximate number of passengers, and type of equipment requested;
2) The recipient may provide the service requested, if no registered charter provider responds to the
notice issued within 72 hours of the date of issue for charter service requested to be provided in less
than 30 days or within 14 calendar days of the date of issue for charter service requested to be provided
in 30 days or more;
3) A recipient may not provide the requested charter service, if a registered charter provider indicates an
interest in providing the charter service described and has informed the recipient of its interest to
provide said service.
As a part of its annual budget preparations and in cooperation with GRTC, the city estimates the total hours
up to 80 in a calendar year it anticipates for special service requests meeting the definition of charter service
that is consistent with the charter exception for government officials. Government entities anticipating
requests for special services that would exceed the 80 hour limit need to be advised that their request(s) will
not be considered until the requests for the 80 hours have been satisfied and that each request would then
be submitted singularly to FTA for approval.
itted,
Carl L. Palmer
General Manager
c: Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
~
Greater Roanoke Transit Company Board of Directors
Board of Directors Meeting
January 19, 2010
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: Virginia Western Community College (VWCC) Service Request Update
Officials at Virginia Western Community College (VWCC) along with the City Manager and Assistant City
Manager, met in September 2009 to discuss the prospects of providing VWCC additional bus service to
assist with alleviating their impending parking congestion.
As an outcome of the meeting, it was agreed that GRTC would evaluate the level of service currently
frequenting VWCC to determine if more frequent service within GRTC's current resources is plausible;
VWCC agreed to conduct an origin/ destination survey of its students to provide guidance on developing
a service design that could augment current GRTC service,
Between October 19 and 23, 2009, GRTC conducted a survey count of passengers that got on and off at
the current route 55 and 56 bus stop serving VWCC on Colonial Avenue. The survey showed that VWCC
is being served reasonably well with as many as 97 passengers per day and as few as 52 per day using
GRTC's service to get to and from VWCC.
To date, VWCC has not produced the results of their student origin/destination survey.
Carl L. Palmer
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
Board of Directors Meeting
January 19, 2010
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: RADAR Contract Extension Update
In February 2006, the Greater Roanoke Transit Company (GRTC) entered into a three year operating
contract (March 1, 2006-February 28, 2009) with the Unified Human Services Transportation Systems,
Inc, doing business as RADAR to provide STAR Complementary Paratransit Services.
On February 23, 2009, the contract was extended (Extension No.1) for one year (March 1, 2009--
February 28, 2010), -
On December 11, 2009, GRTC advised RADAR of its intent to extend the contract for another year
(Extension No.2); the original contract provides for a total of five (5) one year extensions,
GRTC has submitted to RADAR for their consideration a set of contract amendments proposed for
inclusion in Extension No.2; in order to allow ample time to deliberate on the proposed amendments,
GRTC will extend the current operating agreement for thirty (30) days, to March .31, 2010.
Extension NO.2 will be submitted to the GRTC Board of Directors for their approval at the next regularly
scheduled meeting, March 15, 2010.
z=d
Carl L. Palmer
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
, ,;;.
\i'
~~
Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
January 19, 2010
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 August, September, October, and November
2009
, Attached for informational purposes are the following:
GRTC Financials
Greater Roanoke Transit Company financial reports for the months of August through November were
submitted to Darlene Burcham, Vice President of Operations and Ann Shawver, Treasurer. In the
October 22, 2009 meeting of the GRTC Board of Directors, acceptance of the August and September
reports were deferred until the January 19, 2010 meeting, therefore; these reports are respectfully
resubmitted to the Board.
Each report in the submissions to Ms. Burcham and Mrs. Shawver included the following:
. Executive Summary;
e 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%); l'
e Summary of Statement of Net Assets; and
. Detailed Statement of Net Assets
For your 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.
Greater Roanoke Transit Company
PO Box 13247 " Roanoke, Virginia 24032 " Phone: 540.982.0305 m Fax:540.982.2703 " w"Vw.valleymetro.com
F
'..l
David A. Bowers, President and Members of the Board of Directors
GRTC Financials, Inventory Report, and Grants Report
January 19, 2010
Page 2
Detailed reports of the Operating Revenues and Expense Statement and the Statement of Net Assets are
available for your review upon request.
No action by the Board is needed on this matter.
Cc: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GRTC liaison
;' .,.. .
,\
Respectfully Submitted,
Carl Palmer
General Manager
\~.
!
)
B!}{~tI\JT~V~ ~UMMA~V
Date:
September 17, 2009
To:
Darlene Burcham
Vice President of Operations
From:
Ann Shawver
Treasurer of GRTC
/~.)
Stephanie Giles :~r"
Director of Finance
Subject:
GRTC Financials for August 2009
Enclosed for your review and files, for the month of Aug.ust, 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. Advertising income is
5.7% under budget due to fewer bus advertising sales.
Operating expenses are also primarily within 5% of bu<il~et. Miscellaneous expenses are 6.6% 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 variaAoes in Cash (increased 18%), Accounts Payable
, (increased 22%), and Capital Contributions (increased 58%). Cash is $318,294 or 18% higher than the
prior period primarily due to a decrease in outstanding accounts receivable due to GRTC of $115,026
and an increase in outstanding accounts payable liabilities for $74,553 compared to the prior period.
Accounts payable liabilities have increased 22% 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 lincreased $78,765 or 58% 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 witih supportive detail reports.
CC: James Grigsby
GRTC Liaison Officer
_.._._ ____.___ ____.~__ ._.._._..~__~*_~_.._..,~.._..____..._________~._____ .__~_____..__.__._______.__.__..___.__..._.,... ._________.__.__._._..___.. .,.___,_ ."_. ,_._._ .. _.. .u_,. ,_ _0 ~
Greater Roanoke Transit Company
PO Box 13247 . Roanoke, Virginia 24032 s Phone: 540.982.0305 s Fax:540,982.2703 s www.val!eyrnetro.coil'1
,;
OPERATING REVENUES AND EXPENSE STATEMENT
NARRATIVE EXPLANATION OF VARIANCES
GREATER ROANOKE TRANSIT COMPANY
Assumptions
Variance Compared to Budget (5% over or under Budget)
August 2009 (16.6% of the budget year)
ODeratine Income
Advertisine Revenue
Advertising revenue is 5.7% under budget due to fewer sales for bus advertising in the current period.
ODeratine EXDenses
Miscellaneous Exoenses (Travel. Advertisine. Dues & 5ubscriotions. etc)
Miscellaneous expenses are 6.6% over budget primarily due to vendor payments to the Virginia Transit
Association and Downtown Roanoke, Inc. for membership dues. ~
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STATEMENT OF NET ASSETS
NARRATIVE EXPLANATION OF VARIANCES
GREATER ROANOKE TRANSIT COMPANY
Assumptions
Variance Compared to Prior Year (more or less than 5%)
August 2009
Cash
Cash is $318,294 or 18% higher than the prior period primarily due to a decrease in outstanding
accounts receivable due to GRTC of $115,026 and an increase in outstanding accounts payable liabilities
for $74,553 compared to the prior period.
Accounts Receivable
Accounts Receivable decreased $115,026 or 13% primarily due to a decrease in the amount of
outstanding reimbursement due from the Department of Rail and Public Transportation of $102,110.
Inventorv
Inventory has decreased $46,644 or 12% primarily due GRTC's fuel tanks have 4,697 fewer gallons of
fuel compared to the prior year.
Accumulated DeDreciatlon
Accumulated depreciation increased 14% primarily due to increased depreciation costs associated with
four (4) Trolleys.
PreDavments
.
Prepayments have increased $63,943 or 66%. This increase is primarily because GRTC's prepayment for
General Liability coverage for its vehicles was made in August 2009 compared to the payment being
made in September in the prior year.
Accounts Pavable
Accounts payable liabilities have increased 22% compared to last year due to an increase in the amount
of outstanding payments due to vendors.
1
~
,j
Assumptions
Variance Compared to Prior Year (more or less than 5%)
August 2009
Other Uabllltles
Other liabilities increased 14% 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.
CaDltal Contributions
Capital contributions from the Federal Transit Administration and the Department of Rail & Public
Transportation have increased $78,765 or 58% 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 decreased $15,480 or 43%. The decrease is primarily due to decreases in operating
income and subsidies for $192,947 or 13%. The operating income decreased $34,833 or 9% primarily
due to a decrease in operating revenue of $31,311. This decreas~ is due to a decrease in ridership of
48,733 or 11% from 440,680 in August 2008 to 391,947 in the current period. The subsidies decreased
$158,114 or 15% compared to the prior period. This decrease is primarily due to reductions in subsidies
from the Commonwealth of Virginia and the City of Roanoke for $82,118. These decreases were offset
by a decrease in expenses of $177,468 compared to the prior period. The decrease in expenses is
primarily due to a decrease in the cost of fuel reducing the current period's expense by $176,332.
2
.
, , , .
"/
GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
8/3112009 8/31/2008
Year-ta-Date Year-to-Date % of Change
ASSETS
CASH $ 1,745,595.68 $ 1,427,301.44 18%
ACCOUNTS RECEIVABLE $ 865,460.67 $ 980,487.49 -13%
INVENTORY $ 388,200.05 $ 434,844.07 -12%
FIXED ASSETS
FIXED ASSETS $ 26,755,597.20 $ 25,493,476.26 5%
ACCUMULATED DEPRECIATION $ (12,429,360.44) $ (10,653,452.80) 14%
NET FIXED ASSETS $ 14,326,236.76 $ 14,840,023.46 -4%
PREPAYMENTS $ 97,434.50 $ 33,491.09 66%
TOTAL ASSETS $ 17,422,927.66 $ 17,716,147.55 -2%
CURRENT LIABILITIES
ACCOUNTS PAYABLE $ 339,580.29 $ 265,026.86 22%
PAYROLL LIABILITIES $ 236,540.97 $ 227,124.52 4%
OTHER LIABILITIES $ 876,531.07 $ 751,317.66 14%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,571,840.80 $ 5,789,425.23 -4%
DEPRECIATION EXPENSE $ (294,990.54) $ (287,474.56) 3%
RETAINED EARNINGS $ 10,522,495.65 $ 10,863,093.46 -3%
CAPITAL CONTRIBUTIONS $ 134,684.00 $ 55,919.00 58%
NET INCOME (LOSS) $ 36,240.42 $ 51,720.38 -43%
TOTAL CAPITAL $ 15,970,215.33 $ 16,472,678.51 -3%
TOTAL LIABILITIES & CAPITAL $ 17,422,927.66 $ 17,716,147.55 -2%
~
~
EXECUTIVE SUMMARY
Date: October 21, 2009
To: Darlene Burcham
Vice President of Operations
Ann Shawver
Treasurer of GRTC
From:
Stephanie Giles
Director of Finance
Subject:
GRTC Financials for September 2009
Enclosed for your review and files, for the month of September, 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. Advertising income is
8% under budget due to fewer bus advertising sales.
Operating expenses are also primarily within 5% of budget. Materials and Supplies are $110,943 or 6%
under budget primarily due to lower fuel costs. Miscellaneous expenses are 6% 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 10%), Accounts Payable
(increased 45%), and Capital Contributions (increased 10%). Cash is $113,413 or 10% higher than the
prior period primarily due to an increase in outstanding accounts payable liabilities of $156,696, this is
offset by an increase in accounts receivable due to GRTC in the amount of $254,119 compared to the
prior period.. Accounts payable liabilities have increased 45% 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 $198,498 or 10% 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 $251,281.
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
...
.
.I
OPERATING REVENUES AND EXPENSE STATEMENT
NARRATIVE EXPLANATION OF VARIANCES
GREATER ROANOKE TRANSIT COMPANY
Assumptions
Variance Compared to Budget (5% over or under Budget)
September 2009 (25% of the budget year)
QDerstlnll Income
Advertlslnll Revenue
Advertising revenue is $41,435 or 8% under budget due to fewer sales for bus advertising in the current
period.
QDerstlnll Exaenses
. --'
Materials & SUDDlies 'Fuel. Darts. office sUDDlles. etc.) ,
Materials and supplies are $110,943 or 6% under budget primarily due to lower fuel cost in the current
period.
Miscellaneous EXDenses 'Travel. Advertislnll. Dues & SubscriDtions. etc)
Miscellaneous expenses are $2,298 or 8% over budget primarily due to vendor payments to the Virginia
Transit Association and Downtown Roanoke, Inc. for membership dues.
'\
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STATEMENT OF NET ASSm
NARRATIVE EXPLANATION OF VARIANCES
GREATER ROANOKE TRANSIT COMPANY
Assumptions
Variance Compared to Prior Year (more or less than 5%)
September 2009
Cash
Cash Is $113,413 or 10% higher than the prior period primarily due to an Increase in outstanding
accounts payable liabilities of $156,696, this is offset by an increase in accounts receivable due to GRTC
in the amount of $254,719 compared to the prior period.
Accounts Receivable
Accounts Receivable increased $254,719 or 21% primarily due to an increase in the amount of
outstanding reimbursement due from the Federal Transit Administration. The increase is $304,947 or
71% higher for capital grants projects. This increase is primarily due to the reimbursements due for the
renovations to the Campbell Court Transfer Facility.
Inventorv
Inventory has decreased $29,318 or 7% primarily due to a decrease in inventory vehicle parts of
$19,756. This decrease is due to a transmission for $20,995 that was replaced on a bus in the prior year.
Accumulated DeDreclatlon
Accumulated depreciation increased 14% primarily due to increased depreciation costs associated with
four (4) Trolleys.
PreDavrnents
Prepayments have decreased $43,672 or 53%. This decrease is primarily because GRTC's prepayment for
Health Insurance coverage for October 2008 was paid in September 2008 compared to the payment
being made in October In the current year.
Accounts Pavable
Accounts payable liabilities have increased 45% compared to last year due to an increase in the amount
of outstanding payments due to vendors.
\.
1
,'-"
,
Assumptions
Variance Compared to Prior Year (more or less than 5%)
September 2009
Payroll Uabllitles
Payroll liabilities have increased $24,040 or 12% primarily due to an increase in accrued wages of
$16,283 compared to the prior year.
Other Uabllltles
Other liabilities increased $198,716 or 28% primarily due to an increase in estimated other liability costs
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.
CaDltal Contributions
Capital contributions from the Federal Transit Administration and the Department of Rail & Public
Transportation have increased $198,498 or 70% 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 $257,281.
Net Income
Net income has decreased $98,932 or 457%. The decrease is primarily due to decreases in operating
income and subsidies for $290,526 or 18%. The operating income decreased $55,104 or 9% primarily
due to a decrease in operating revenue of $48,437. This decrease is due to a decrease in ridership of
74,486 or 12% from 660,183 in September 2008 to 585,697 in the current period. The subsidies
decreased $235,422 or 15% compared to the prior period. This decrease is primarily due to reductions in
subsidies from the Federal Transit Administration for $82,593, the Commonwealth of Virginia for
$39,823 and the City of Roanoke for $71,235. These decreases were offset by a decrease in expenses of
$191,594 compared to the prior period. The decrease in expenses is primarily due to a decrease in the
cost of fuel reducing the current period's expense by $237,758. This decrease was partially offset by
increases in labor $15,123, purchased transportation $6,742 and insurance cost $5,193. '
2
.
. . , .
'-'
GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
9/30/2009 9/30/2008
Year-to-Date Year-to-Date % of Change
ASSETS
CASH $ 1,155,776.29 $ 1,042,363.78 10%
ACCOUNTS RECEIVABLE $ 1,238,919.99 $ 984,201.43 21%
INVENTORY $ 394,601.33 $ 423,920.24 -7%
FIXED ASSETS
FIXED ASSETS $ 26,918,254.31 $ 25,526,066.64 5%
ACCUMULATED DEPRECIATION $ (12,579,036.78) $ (10,798,199.75) 14%
NET FIXED ASSETS $ 14,339,217.53 $ 14,727,866.85 -3%
PREPAYM~NTS $ 82,230.11 $ 125,901.75 -53%
TOTAL ASSm $ 17,210,745.25 $ 17,304,254.05 -1%
CURRENT UABIUTlES
ACCOUNTS PAYABLE $ 350,378.80 $ 193,682.79 45%
PAYROLL LIABILITIES $ 197,061.95 $ 173,021.80 12%
OTHER LIABILITIES $ 711,713.44 $ 512,996.99 28%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,571,840.80 $ 5,789,425.23 -4%
DEPRECIATION EXPENSE $ (444,666.88) $ (432,221.55) 3%
RETAINED EARNINGS $ 10,522,495.65 $ 10,863,093.46 -3%
CAPITAL CONTRIBUTIONS $ 280,158.00 $ 83,660.00 70%
NET INCOME (LOSS) $ 21,658.49 $ 120,590.33 -457%
-
TOTAL CAPITAL $ 15,951,491.06 $ 16,424,552.47 -3%
TOTAL LIABIUTIES a CAPITAL $ 17,210,645.25 $ 17,304,254.05 -1%
'.
.
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~
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_j.':-J:.... ,., ....
EXECUTIVE SUMMARY
Date: . November 17, 2009
To: Darlene Burcham
Vice President of Operations
Ann Shawver
Treasurer of GRTC
From:
~... \
Stephanie Giles@!
Director of Finance
Subject:
GRTC Financials for October 2009
Enclosed for your review and files, for the month of October, 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 primarilywithin 5% of budget.
The operating income is primarily within 5% of budge with the exception of advertising income.
Advertising income is $19,966 or 12% under budget due to fewer bus-advertising sales.
Operating expenses are also primarily within 5% of budget, Materials and Supplies are $$149,936 or 9%
under budget primarily due to lower fuel costs. Insurance costs are $13,623 under budget primarily due
to a vehicle ins.urance credit received by GRTC for $16,669.
The Statement of Net Assets include unusually high variances in Cash (increased 7%), Accounts Payable
(increased 67%), and Capital Contributions (increased 75%). Cash is $52,791 or 7% higher than the prior
period primarily due to an increased balance in GRTC's primary operating account of 50,461. Accounts
payable liabilities have increased 67% 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 $312,930 or 75% 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 $374,695.
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 Uaison Officer
Greater Roanoke Transit Companv
PO Gox B147 D Roanoke, Virginia 24032 ;0 Phone: 540.982.0305 r: Fax:540.982..2703 " wV.Jw.vailey-rn,=ttc..cO(-n
'i"
OPERATING RMNUES AND EXPENSE STATEMENT
NARRATIVE EXPLANATION OF VARIANCES
GREATER ROANOKE TRANSIT COMPANY
Assumptions
Variance Compared to Budget (5% over or under Budget)
October 2009 (33% of the budget year)
ODeratine Income
Advert~ineRevenue
Advertising revenue is $19,966 or 12% under budget due to fewer sales for bus advertising in the
current period.
ODeratine Exoenses
Materials & SUDDlies (Fuel. Darts. office sUDDlles. etc.)
Materials and supplies are $149,936 or 9% under budget primarily due to lower fuel cost in the current
period.
Insurance Costs (vehicle. DrODertv. etc)
Insurance costs are $13,623 under budget compared to the prior period. This decrease is primarily due
to a credit from Virginia Transit Liability Pool for vehicle insurance in the amount of $16,669. This credit
was due to GRTC because the actual miles traveled by the revenue vehicles (buses) in fiscal year 2009
were less than estimated.
1
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STATEMENT OF NET ASSm
NARRATIVE EXPLANATION OF VARIANCES
GREATER ROANOKE TRANSIT COMPANY
A.uumptions
Variance Compared to Prior Year (more or less than 5%)
October 2009
Qash
Cash is $52,791 or 7% higher than the prior period primarily due to an increased balance in GRTC's
primary operating account of $50,461. '
!.ccounts Receivable
Accounts Receivable increased $318,680 or 21% primarily due to an increase in the amount of
outstanding reimbursements due from the Federal Transit Administration ($358,773) and the
Clepartment of Rail and Public Transportation ($61,957) for capital reimbursements relating to the
renovation of Campbell Court. This increase was offset by a decrease in receivables due from the
Department of Rail and Public Transportation in the amount of $28,025 for operating assistance relating
to Smart Way and an Intern in FY 2009.
Inventory
Inventory has decreased $39,923 or 10% primarily due to a decrease in fuel inventory of $21,776 or
:L41%. The total gallons of fuel in inventory are 2,804 less than the previous year and the value of the
lruel is 43% less than last year. The cost per gallon averaged $3.44 in October 2008 compared to $1.93 in
1the current period.
:rotal Fixed Assets
Total fixed assets increased $954,146 or 6% primarily due to the purchase of four (4) Trolleys in the
previous fiscal year for $933,151.
Accumulated DeDreclatlon
Accumulated depreciation increased 14% primarily due to increased depreciation costs associated with
four (4) Trolleys.
PreDavrnents
Prepayments have increased $89,972 or 73% due to the receipt of the Virginia Transit Liability Pool
invoice, for vehicle insurance in the amount of $88,997 in October compared to receiving the invoice in
November in the previous period.
1
I..
Assumptions
Variance Compared to Prior Year (more or less than 5%)
October 2009
accounts Pavable
Accounts payable liabilities have increased $278,204 or 67% compared to last year. This is primarily due
tel an increase in the amount of outstanding payments due to vendors. Outstanding payments include a
payment due to Thor, Inc for $117,414 due for renovations to Campbell Court and a payment to Virginia
Transit Liability Pool for $72,327 for vehicle insurance.
favroll Liabilities
'Payroll liabilities have increased $23,873 or 12% primarily due to an increase in accrued wages of
$,13,801 compared to the prior year.
~D~aIContributions
Capital contributions from the Federal Transit Administration and the Department of Rail & Public
Transportation have increased $312,930 or 75% 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 $374,695.
!IIet Income
Net income has decreased $120,552 or 180%. The decrease is primarily due to decreases in operating
income and subsidies for $355,348 or 12%. The operating income decreased $85,904 or 10% primarily
due to a decrease in operating revenue of $67,647. This decrease is due to a decrease in ridership of
U5,325 or 13% from 899,720 in October 2008 to 784,395 in the current period. The subsidies decreased
~)269,444 or 13% compared to the prior period. This decrease is primarily due to reductions in subsidies
from the Federal Transit Administration for $70,246, the Commonwealth of Virginia for $64,367, and the
City of Roanoke for $90,492. These decreases were offset by a decrease in expenses of $234,796
compared to the prior period. The decrease in expenses is primarily due to a decrease in the cost of fuel
reducing the current period's expense by $279,449. This decrease was partially offset by increases in
labor $24,488, utilities $11,902 and purchased transportation $7,079.
Footnote:
The liability for the questioned costs related to GRTC's furniture purchase in FY 2008 in the amount of
$206,125 has been reversed in the tinancials. First Transit, Inc. has agreed to reimburse GRTC for any
amounts that may be required to be reimbursed to the FTA and DRPT. The FTA and DRPT have not
requested any reimbursement from GRTC as of this report date.
2
..
, \...1I
"
~~
~~
EXECUTIVE SUMMARY
Date: December 22, 2009
To: Darlene Burcham
Vice President of Operations
From:
Ann Shawver
Treasurer of GRTC.
Stephanie Giles @
Director of Finance
Subject:
GRTC Financials for November 2009
\
Enclosed for your review and files, for the month of October, 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.
The operating income is primarily within 5% of budge with the exception of advertising income.
Advertising income is $22,342 or 14% under budget due to fewer bus-advertising sales.
Operating expenses are also primarily within 5% of budget. Materials and Supplies are $133,347 or 9%
under budget primarilv due to lower fuel costs. Insurance costs are $27,482 under budget primarily due
to a vehicle insurance credit received by GRTC for $16,669.
The Statement of Net Assets include unusually high variances in Cash (decreased 11%), Accounts
Payable (increased 23%), and Capital Contributions (increased 281%). Cash is $181,700 or 11% lower
than the prior period primarily due to a decreased balance in GRTC's primary operating account of
$183,850. Accounts payable liabilities have increased 23% 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 $320,520 or 281%
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 $423,825.
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
:
CI
OPERATING REVENUES AND EXPENSE STATEMENT
NARRATIVE EXPLANATION OF VARIANCES
GREATER ROANOKE TRANSIT COMPANY
Assumptions
Variance Compared to Budget (5% over or under Budget)
November 2009 (42% of the budget year)
ODeratine Income
Advertislne Revenue
Advertising revenue is $22,342 or 14% un~er budget due to fewer sales for bus advertising in the
current period.
ODeratlnl! ExDenses
Materials & SUDDlles (Fuel. Darts. office sUDDlles. etc.)
Materials and supplies are $133,347 or 9% under budget primarily due to lower fuel cost in the current
period.
Insurance Costs (vehicle. DroDertv. etc)
Insurance costs are $27,482 under budget compared to the prior period. This decrease is primarily due
to a credit from Virginia Transit Liability Pool for vehicle insurance in the amount of $16,669. This credit
was due to GRTC ~ecause the actual miles traveled by the revenue vehicles (buses) in fiscal year 2009
were less than estimated.
1
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STATEMENT OF NET ASSm
NARRATIVE EXPLANATION OF VARIANCES
GREATER ROANOKE TRANSIT COMPANY
Assumptions
Variance Compared to Prior Year (more or less than 5%)
November 2009
Cash
Cash is $181,700 or 11% lower than the prior period primarily due to a decreased balance in GRTC's
primary operating account of $183,850. This decrease is primarily due to an increase in t,he amount due
from the Federal Transit Administration of $249,104 compared to the prior period.
Accounts Receivable
Accounts Receivable increased $280,711 or 44% primarily due to an increase in the amount of
outstanding reimbursements due from the Federal Transit Administration ($249,104) and the
Department of Rail and Public Transportation ($58,456) for capital reimbursements relating to the
renovation of Campbell Court. This increase was offset by a decrease in receivables due from the
Department of Rail and Public Transportation in the amount of $25,611 for operating assistance relating
to Smart Way and an Intern in FY 2009.
Inventory
Inventory has decreased $34,487 or 8% primarily due to a decrease in fuel inventory of $20,218 or 57%.
The total gallons of fuel in inventory are 3,249 less than the previous year and the value of the fuel is
39% less than last year. The cost per gallon averaged $3.23 in November 2008 compared to $1.96 in the
current period.
Total Fixed Assets
Total fixed assets increased $1,540,536 or 6% primarily due to the purchase of four (4) Trolleys in the
previous fiscal year for $933,151 and cost associated with the renovations to the Campbell Court
Transfer Center in the amount of $423,885.
AceumulatedDeDreciation
Accumulated depreciation increased 16% primarily due to increased depreciation costs associated with
four (4) Trolleys and the cost of renovation to the Campbell Court Transfer Center.
1
:
"
Assumptions
Variance Compared to Prior Year (more or less than 5%)
November 2009
Accounts Pavable
Accounts payable liabilities have increased $69,151 or 23% compared to last year due to an increase in
outstanding payments to vendors.
Pavroll Liabilities
Payroll liabilities have increased $18,975 or 11% primarily due to an increase in accrued wages of
$13,801 compared to the prior year.
Other Liabilities
Other liabilities have decreased $73,201 or 15% primarily due to a decrease in advanced operating
subsidies from the City of Roanoke and the Department of Rail and Public Transportation.
CaDital Contributions
Capital contributions from the Federal Transit Administration and the Department of Rail & Public
Transportation have increased $320,520 or 281% 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 $423,825.
Net Income
Net income has decreased $168,023 or 70%. The decrease is primarily due to decreases in operating
income and subsidies for $415,063 or 12%. The operating income decreased $94,785 or 9% primarily
due to a decrease in operating revenue of $74,804. This decrease is due to a decrease in ridership of
137,629 or 13% from 1,098,939 in November 2008 to 961,310 in the current period. The subsidies
decreased $320,278 or 13% compared to the prior period. This decrease is primarily due to reductions in
subsidies from the Federal Transit Administration for $88,211, the Commonwealth of Virginia for 79,824
and the City of Roanoke for $113,115. These decreases were offset by a decrease in expenses of
$247,040 compared to the prior period. The decrease in expenses is primarily due to reductions in the
cost of fuel.
2
ASSETS
1 - ' .
GREAMMROANOKE TRANSIT'COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
11/30/2009 11/30/2008
Year -to -Date Year -to -Date % of Change
CASH
$
1,436,446.91
$
1,618,146.89
-11%
ACCOUNTS RECEIVABLE
$
918,950.33
$
638,239.17
44%
INVENTORY
$
389,450.07
$
423,937.07
-8%
FIXED ASSETS
FIXED ASSETS
$
27,082,180.71
$
25,541,645.31
6%
ACCUMULATED DEPRECIATION
$
(12,879,398.76)
$ (11,065,657.71)
16%
NET FIXED ASSETS
$
14,202,781.95
$
14,475,987.60
-2%
PREPAYMENTS
$
81,480.66
$
80,664.34
1%
TOTAL ASSETS
$
17,029,109.92
$
17,236,975.07
-1%
CURRENT LIABILITIES
ACCOUNTS PAYABLE
$
. 369,904.15
$
300,752.91
23%
PAYROLL LIABILITIES
$
197,384.11
$
178,409.48
11%
OTHER LIABILITIES
$
400,980.12
$
474,001.15
-15%
CAPITAL
CAPITAL STOCK
$
5.00
$
5.00
0%
GRANTS
$
5,571,840.80
$
5,789,425.23
-4%
DEPRECIATION EXPENSE
$
(745,028.86)
$
(721,618.92)
3%
RETAINED EARNINGS
$
10,728,620.65
$
10,863,093.46
-1%
CAPITAL CONTRIBUTIONS
$
434,767.00
$
114,247.00
281%
NET INCOME (LOSS)
$
70,636.95
$
238,659.76
-70%
TOTAL CAPITAL
$
16,060,841.54
$
16,283,811.53
-1%
TOTAL UABILITIES & CAPITAL
$
17,029,109.92
$
17,236,975.07
-1%
~
Greater Roanoke Transit Company
Management Update
January 19, 2010
Campbell Court Renovations
The renovations have been completed. Staff and passengers moved back in on
December 7,2009. Minor detail work is scheduled for completion by the end of January
2010.Greater Roanoke Transit Company (GRTC) staff is planning to have an open
house celebration for the community by March 2010.
Smart Way
The newly acquired MCI coaches went into revenue service on Monday January 4,
2010; they were well received by the passengers and GRTC drivers.
The fare increase, from $3.00 to $4.00 per one way trip and from $100.00 to $120.00 for
the monthly pass, went into effect on the same date, January 4th.
. Flu Vaccine Outreach
GRTC staff is partnering with the City of Roanoke Health Department in a "Fight the Flu"
campaign. GRTC made available to the Health Department for their personnel to
administer the H1 N1 flu vaccine a vacant rental unit at the Campbell Court Transfer
Center. The vaccine will be administered between Tuesday, January 12, and Thursday
January 14, 2010, from 7:30 a..m. to 1 p.m. on the 1ih and from noon to 6 p.m. on the
13th and 14th.
GRTC will also provide special shuttle services from designated senior citizens'
residential facilities to specified vaccine administration locations. Details are in the
developing stage.
Citizen Comments
Regarding the comments presented by citizen Rodney Ferguson to the Roanoke City
Council on December 21,2009 pertaining to GRTC service, it should be noted that
GRTC's General Manager and Assistant Director of Transportation met with Mr.
Ferguson on December 8, 2009 at 3:00 P.M. to discuss the same comments presented
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 . www.valleymetro.com
to Council. Mr. Ferguson left the meeting feeling all of his concerns had been
adequately addressed, but did say he would still present the same concerns to Council,
which he did on December 21st.
GRTC staff will follow up with Mr. Ferguson to make sure there are no other outstanding
concerns.
Damaged Property Incident
On December 30, 2009, a young woman in anger kicked in a door at th.e Campbell
Court Transfer Center shattering the glass in the lower half of the door. The damage
has been estimated at three hundred dollars ($300). The matter is currently being
investigated by the Roanoke Police Department; the proper legal steps will be taken to
recover the cost of the damage.
Ridership
October, 2009: Total passengers 211,802 (11.6% below October 2008)
Smart Way 5,482 (16.2% below October 2008)
STAR 4,480 (5% above October 2008) .
Star Line Trolley 13,104 (1 % below September 2009)*
November, 2009: Total passengers 189,085 (5% below November 2008)
Smart Way 4,796 (.5% below November 2008)
STAR 3,885 (10.6% below November 2008)
Star Line Trolley 12,170 (226.6% above November 2008)*
*Star Line Trolley service started November 2008
Car' L. Palmer
General Manager
C: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 20,2010
Gwendolyn W. Mason, Board Member
Court G. Rosen, Board Member
Darlene L. Burcham, Vice-President of Operations
Ann H. Shawver, Treasurer
Ladies and Gentlemen:
At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company
which was held on Tuesday, January 19, 2010, you were reappointed as members of the
fiscal year 2010-11 Budget Review Committee.
Sincerely,
~~. ~o.J"
Stephanie M. Moon
Secretary
SMM:ew
pc: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke,
Virginia 24032
Gary E. Tegenkamp, Assistant General Counsel, GRTC
L:\CLERKIDATAICKSM11GRTC,10IJanuary 19. 2010 Correspondence.doc
3. b. 3.
~
.....~
Greater Roanoke Transit Company
Board of Directors Meeting
January 19, 2010
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 2010 - 2011 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 2009 - 2010 Budget Review Committee was composed of the
following:
Court G. Rosen, Board Member
Gwendolyn W. Mason, Board Member
Ann H. Shawver, 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
2010 - 2011 Budget Review Committee to review the proposed budget.
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
I
January 19, 2010
Sherman P. Lea, Vice-President
M. Rupert Cutler
Gwendolyn W. Mason
Anita J. Price
Court G. Rosen
David B. Trinkle
Dear Vice-President Lea and 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 21,2010, at 1 :30 p.m., in the City Council Chamber. .
Sincerely,
~ QO;1...~r
-
David A. Bowers
President
DAB:sm
pc: Darlene L. Burcham, Vice President of Operations, GRTC
William M. Hackworth, ,General Counsel, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Stephanie M. Moon, Secretary,GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
K:\GRTC.l0\Scheduling Stockholders' Meeting.doc
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
SPECIAL MEETING
NOVEMBER 16, 2009
1 :30 P.M.
COUNCIL CHAMBER
AGENDA
1. Call to Order - Roll Call.
2. Statement of Purpose. President Bowers.
3. Recess - Closed Meeting.
4. Reconvene - Certification of Closed Meeting.
5. Adjourn.
K:\GRTC.09\November 16 Special Meeting Agenda.doc
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
November 12, 2009
Sherman P. Lea, Vice-President
M. Rupert Cutler
Gwendolyn W. Mason
Anita J. Price
Court G. Rosen
David B. Trinkle
Dear Vice-President Lea and Members of the Board:
Pursuant to Article III, Section 4, of the By-laws of the Greater Roanoke Transit Company,
II am calling a special meeting of the Greater Roanoke Transit Company Board of
Directors on Monday, November 16, 2009, at 1 :30 p.m., in the Council's Conference
Room, Room 451, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue,
S. W., Roanoke, Virginia. The purpose of the meeting will be to convene in a Closed
Meeting to discuss a contract matter, pursuant to Section 2.2-3711 (A)(29), Code of
Virginia (1950), as amended.
Sincerely,
David A. Bowers
President
DAB/smm
pc: Darlene L. Burcham, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Stephanie M. Moon, Secretary, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
K:\GRTC.09\November 16 Special Meeting Notice.doc
MOTION AND CERTIFICATION
WITH RESPECT TO
CLOSED MEETING
FORM OF MOTION:
I move, with respect to the Closed Meeting just concluded, that each member
of the Greater Roanoke Transit Company Board of Directors, certify to the
best of his or her knowledge that: (1) only public business matters lawfully
exempted from open meeting requirements under the Virginia Freedom of
Information Act; and (2) only such public business matters as were identified
in any motion by which any Closed Meeting was convened were heard,
discussed or considered by the members of the Board in attendance.
PLEASE NOTE:
1. The foregoing motion shall be made in open session at the ~onclusion
of each Closed Meeting.
2. Roll call vote included in the Board's minutes is required.
3. Any member who believes there was a departure from the requirements
of subdivisions (1) and (2) of the motion shall state prior to the vote the
substance of the departure that, in his or her judgment, has taken
place. The statement shall be recorded in the minutes of the Board.
K:\GRTC.09\Certification of GRTC Board.doc
,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
March 15, 2010
1 :30 P.M.
COUNCIL CHAMBER
AGENDA
1. Call to Order - Roll Call. Director Price was absent.
,
2. Approval of Minutes: Special meeting held on Tuesday, January 19, 2010.
Approved as submitted.
3. Reports of Officers:
a. General Manager:
1. Management Update dated March 15, 2010.
Received and filed '
2. Financial Report for the month of January 2010.
Received and filed
3. Approval of a Monthly Financial Report Schedule.
Concurred in request.
4. Update with regard to GRTC service to Hollins University.
Received and filed.
5. Notification to purchase six replacement vehicles for GRTC STAR
Complementary Paratransit Service for People with Disabilities.
Received and filed.
6. Authorization to execute an Extension No. 2 to the contract with
Unified Human Services Transportation Systems, Inc., d/b/a RADAR.
Adopted resolution. 6-0
4. Other Business: NONE. .
5. Adjournment - 1 :51 p.m.
L:\CLERK\DATA\CKSM1\GRTC.10\March 15. 2010 - Mayor.~?c
,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
March 11, 2010
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 regular meeting of the Board of Directors of the Greater Roanoke Transit
Company on Monday, March 15,2010, 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,
~tj:A'-1~ {h. n,~
Stephanie M. Moon /
Secretary
/smm
pc: Christopher P. Morrill, 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\DA T A\CKSM1\GRTC.1 O\Meeting Notice.doc
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Greater Roanoke Transit Company
Management Update
March 15,2010
Roanoke to Lynchbura Amtrak Bus Connection
During the week of February 22nd, GRTC spoke with Wayne Strickland, Executive
Director of the Roanoke Valley-Alleghany Regional Commission concerning the
possibility of Amtrak contributing to the local match for the connector service.
GRTC contacted State Senator Edwards' office the week of March 1 st to inquire about .
what he thought the possibilities were and whether or not he had any contacts at
. Amtrak that either GRTC and/or the Commission could follow up with to further explore
the possibilities. The Senator advised that it would be better to follow up with the
Department of Rail and Public Transportation (DRPT) who indicated the local match
burden could be reduced from the original 30 percent.
Before taking further steps in this direction, GRTC staff will meet with GRTC's Vice
President of Operations to review and assess service design scenarios and their
respective budget impact. The Board will be advised of the results.
Reauest for Proposals (RFP) for Insurance Brokers
Through an RFP process, GRTC plans to engage the services of an insurance broker or
brokers who, on GRTC's behalf, will solicit proposed plans and prices from insurance
carriers for health, dental, personal injury and property damage.
To maintain coverage in these areas dur.ing the RFP process, GRTC plans to maintain
"sole source" services with its current brokers, Business Solutions, Inc. for health and
dental for Southwestern Virginia Transit Management Company employees, and Wells
Fargo Insurance Services USA, Inc for personal injury and property damage for GRTC
owned property. Insurance coverage with health and dental carriers and the personal
injury and property damage carriers, whose contracts are due to expire on June 30,
2010 and March 31, 2010, respectively, will be extended on a month to month basis.
GRTC General Counsel's office has approved this process.
The sole source services and month to month coverage will be maintained for a six (6)
month period, during which time GRTC will complete the RFP process, select a broker
Greater Roanoke Transit Company
PO Box 13247 II Roanoke, Virginia 24032 ,. Phone: 540.982.0305 ,. Fax:540.982.2703 ,. www.valleymetro.com
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or brokers, solicit proposed plans and prices from insurance carriers, and engage
carriers for coverage.
Insurance carrier contracts with an annualized premium payout exceeding $300,000 will
be presented to the GRTC Board of Directors for approval prior to executing the
contract(s).
Contract Monitoring Program
GRTC staff has begun the process of taking inventory of all GRTC contracts toward the
end of setting up a monitoring and notification system for contract terminations,
renewals, extensions, and RFP's. The inventory is expected to be completed by March
12,2010, after which the process of logging each contract by type and required
notification timeline into an electronic calendar notification system will begin.
Board Re-structure
As a follow up to the January 19, 2010 letter to the GRTC Board of Directors from
GRTC's Vice President of Operations, GRTC's liaison, Assistant General Counsel, and
General Manager, and a representative from the Roanoke Valley Area Metropolitan
Planning Organization met on February 25,2010, to discuss and formulate a
recommendation for restructuring the GRTC Board of Directors.
It was the consensus of the majority of those attending the meeting that the GRTC
stockholder, the Roanoke City Council, be briefed on the following Board composition
recommendation on April 5, 2010, and if agreed to by the stockholder, present the final
recommendation for action by the stockholder on April 19, 2010:
a. two (2) elected officials to be elected from among the stockholders;
b. two (2) members from the city of Roanoke administration;
c. one (1) regional partner;
d. one (1) disabled person or a person representing an agency or group that
serves people with disabilities;
e. One (1) citizen-at-Iarge representing business/development interests.
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STAR Service Replacement Vehicles
The Greater Roanoke Transit Company (GRTC) has contracted with Unified Human
Services Transportation Systems, Inc., doing business as RADAR (Contractor) to
provide management and operation services for GRTC's complementary paratransit
service for people with disabilities, Specialized Transit Arranged Ride (STAR).
Under the terms of the contract, "GRTC may, on a voluntary basis, and in GRTC's sole
discretion, provide Contractor with vehicles owned by GRTC". Currently, GRTC has
provided Contractor with twelve (12) paratransit vehicles.
Six (6) of the twelve (12) vehicles have surpassed FTA's threshold for retirement,
100,000 miles or five (5) years of service, whichever comes first. Currently, the six (6)
vehicles have between 101,000 and 135,000 miles and between four and years of
service. In compliance with FT A requirements, GRTC plans to replace these six (6)
vehicles.
The vehicles will be funded 100% with FT A approved American Recovery and
Reinvestment Act (ARRA) grant funds (Grant VA-96-X010-00) and purchased "piggy
back" on an existing paratransit vehicle contract (# 7500-1 OB) between the
Commonwealth of Virginia's Department of General Services and paratransit vehicle
manufacturer Sonny Merryman, Inc.
It will cost approximately a total of $287.000 to replace these vehicles. Staff will proceed
with preparations to purchase the six (6) new paratransit replacement vehicles for
GRTC's complementary paratransit service for people with disabilities, STAR, on the
existing "piggy back" contract between the Commonwealth of Virginia's Department of
General Services and Sonny Merryman, Inc. for an approximate total cost of $287,008,
but at a final cost not to exceed $300,000.
In accordance with the language in the Board's June 18, 2001, steps toward actual
acquisition of the vehicles will not be taken before March 18, 2010. A separate item on
this matter has been forwarded to the Board's attention.
GRTC Fuel Purchase Management Proaram
In response to the recommendation on gasoline purchasing policies and procedures set
forth in the City of Roanoke Municipal Auditing Report, GRTC will be putting in place by
March 31, 2010, its Fuel Purchase Management Program. The highlights of the
Program are detailed below:
1. The management tool for the Program will be the Citgo Fuelman Program, which
has the following features:
a. the ability to lock-out employees cards;
b. restrict the time period the card can be used;
,
c. restrict the user(s) to fuel purchase only;
d. limit the number of gallons that can be purchased on each card by day or
week;
e. provides mileage tracking reports for each card.
2. GRTC's Program Administrator will have on-line (Web) access to facilitate such
up to the moment actions as denying access to a lost card and reviewing recent
transactions that occur after the most recent invoice. .
3. Twenty-six cards will be issued to selected employees; use of the card requires
entry of the user's Personal Identification Number and the mileage on the vehicle
at the time of purchase.
Marketing Campaign
GRTC and its bus advertising agency, Media Transit, Inc., in cooperation with the
American Public Transportation Association (APTA) are in the process of adapting
APTA's national campaign theme "Public Transportation Takes Us There". This theme
will be merged with images of students from local colleges as well as images of other
frequent users of GRTC's service, creating an ad that will be mounted on the rear of
four (4) to six (6) buses. Currently, Media Transit is working with APTA on the model for
the local art work.
The goal of the campaign is to heighten the wider community's awareness of who
GRTC serves, thereby reinforcing GRTC as a viable transportation option for others to
try.
Audit Report on Procurement of Furniture
Pursuant to the release of the Municipal Auditing Report pertaining to GRTC's furniture
replacement project, Roanoke's Municipal Auditing Department, conducted a
reimbursement analysis that concluded GRTC should reimburse the Federal Transit
Administration (FTA), Department of Rail and Public Transportation (DRPT) and the city
of Roanoke, a total of $97,046, in increments of 80%,13%, and 7%, respectively. The
FTA did not agree with this assessment and in a February 3,2010 letter rejected
GRTC's request for a settlement.
In an effort to bring this matter to a close expeditiously and equitably, GRTC's General
Manager and First Transit's Regional Vice President will meet with FT A officials in their
Philadelphia regional office on Wednesday, March 17,2010.
,
Ridership
December, 2009: Total passengers 197,548 (6.1% below December 2008)
Smart Way 4,505 (7.2% below December 2008)
STAR 3,274 (12.2% below December 2008)
Star Line Trolley 12,395 (57% above December 2009)
January, 2010: Total passengers 207,763 (.9% above January 2009)
Smart Way 4,847 (2.3% below January 2009)
STAR 3,203 (14.4% below January 2009)
Star Line Trolley 12,204 (46% above January 2009)
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Carl L. Palmer
General Manager
C: Vice President of Operations
Treasurer
Secretary
Legal Counsel
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Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
March 15, 2010
David A. Bowers, President and Members of the Board ot'Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Financials for the month of January 2010
The following financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial results for the seven months of this fiscal year.
Operating income through January of FY 10 is 9.6% or $138,201 below last year as presented in the
accompanying financial statement. This reduction is primarily due to a decrease in operating revenue in
the amount of $110,717 or 9.2%.
The operating expense for GRTC was $4.3 million through January and represents a decrease of 4.8% or
$219,298 compared to January 2009. Both positive and negative variances are discussed in the
expenditure section of this narrative.
, Operatim~ Income
Operating income is lagging behind budget estimates and we expect this to continue through the
current fiscal year. The current revenue shortfall for FY10 is projected at approximately $175,000 or 7%
compared to the adopted budget.
Commentaries on significant variances are shown below.
Operatin~ Revenues including bus fares and sales of passes decreased 9.16% or $110,717 compared to
FY 10 due to decreases in passenger rides. Passenger rides have decreased 11.4% or 173,094 compared
to January 2009.
Advertisin~ Revenue for advertising on GRTC buses has decreased 22.1% or $17,855 compared to
January 2009. Purchases for advertising on the buses have declined due to current economic conditions.
ODeratin~ Expenses
Operating expenses are 4.8% or $219,298 under budget. The reductlon'is largely driven by a reduction in
the purchases of Materials and Supplies of 31% or $311,409.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
C) David A. Bowers, President and Members of the Board of Directors
GRTC Financials, Inventory Report, and Grants Report
March 15, 2010
Page 2
Expense variances are discussed in the following sections.
Fringe Benefits have increased 6.8% or $52,545 compared to January 2009. This increase is primarily due
to increases health insurance coverage for $24,437 and worker's compensation insurance for $15,106.
Materials and SUDDlies have decreased $311,409 compared to January 2009. This decrease is primarily
due to a reduction in the cost of fuel in the current period. GRTC's fuel purchases in the current period
decreased 33% or $253,701 compared to fuel purchases in January 2009.
Purchased TransDortation for demand response and services for colleges have increased less than 1% or
$640 compared to last year. This modest increase is due to the use of Job Access and Reverse Commute
(JARC) funds by the Company's service provider Unified Human Services, Inc. The use of JARC funds
reduces the Company's expenses for eligible rides by 50%. The total reduction for GRTC through January
2010 is $23,960.
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
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SUMMARY OF STATEMENT OF NET ASSETS
1/31/2010 1/31/20<99
Year-to-Date Year-to-Date % of Change
ASSETS
CASH $ 770,079.74 $ 1,206,307.61 -36%
ACCOUNTS RECEIVABLE $ 1,880,803.85 $ 2,053,440.56 -8%
INVENTORY $ 393,307.66 $ 422,846.87 -7%
FIXED ASSETS
FIXED ASSETS $ 29,125,306.82 $ 26,513,394.41 10%
ACCUMULATED DEPRECIATION $ (13,235,125.87) $ (11,387,882.03) 16%
NET FIXED ASSETS $ 15,890,180.95 $ 15,125,512.38 5%
PREPAYMENTS $ 23,042.38 $ 109,541.96 -79%
TOTAL ASSETS $ 18,957,414.58 $ 18,917,649.38 0%
CURRENT LIABILITIES
ACCOUNTS PAYABLE $ 747,030.96 $ 983,797.23 -24%
PAYROLL LIABILITIES $ 241,750.80 $ 227,260.24 6%
OTHER LIABILITIES $ 580,489.13 $ 789,355.97 -26%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,571,840.80 $ 5,789,425.23 -4%
DEPRECIATION EXPENSE $ (1,100,755.97) $ (1,043,843.24) 5%
RETAINED EARNINGS $ 10,728,620.65 $ 10,863,093.46 -1%
CAPITAL CONTRIBUTIONS $ 2,163,156.00 $ 1,080,046.00 100%
NET INCOME (LOSS) $ 25,277.21 $ 228,509.49 -89%
TOTAL CAPITAL $ 17,388,143.69 $ 16,917,235.94 3%
TOTAL LIABILITIES & CAPITAL $ 18,957,414.58 $ 18,917,649.38 0%
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Greater Roanoke Transit Company
Board of Directors Meeting
March 15,2010
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: Approve Monthly Financial Reports Schedule
BackQround
Based on its bi-monthly meeting schedule, the Greater Roanoke Transit Company's (GRTC)
Board of Directors receive two or more GRTC Financial Reports per meeting.
Due to end of month accounting requirements and the time it takes to complete them coupled
with the time required to convert the results into a reporting format, the monthly financial
reports, are one and two or more months in the arrears upon receipt by the Board,
As of the scheduled March 15, 2010 GRTC Board meeting, January and February 2010
Financial Rtports will be due. Again, due to monthly closing requirements, the February
report will not be ready in time to be included in the March 10,2010 mailing. Consequently, it
will be included with the Ma~ report along with the March and April reports for the June 2010
meeting of the Board.
Recommendation
In order to alleviate deluging the Board with multiple reports and assure the timely delivery of
the January, 2010 through May 2010 Financial Reports, staff recommends for approval the
use of scheduled weekly mailings and the mailing prior to the Board's June 2010 meeting for
the following monthly Financial Reports:
1) January's in March Board meeting mailing;
2) February's in weekly mailing the third week of March;
3) March's in weekly mailing the third week of April;
4) April's in weekly mailing the third week of May;
5) M~n-JunaBoarcLmeetin9-majJjng.
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
'March 15,2010
Page 2
To assure maintaining no more than one month in the arrears upon receipt and no more than
one report per mailing, it is further recommended that the Board's weekly mailing and
meeting mailing schedules be used for subsequent monthly Financial Reports.
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Carll. Palmer
General Manager
L1A/
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
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Greater Roanoke Transit Company
Board of Directors Meeting
March 15, 2010
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: Request for GRTC Service to Hollins University Information Item
Backaround
In a January 17, 2010 electronic mail (e-mail) message, Greater Roanoke Transit Company (GRTC)
Board of Directors member Dr, David Trinkle, requested that GRTC consider extending its Williamson
Road corridor 21/22 fixed route service to Hollins University, thereby facilitating access to internships
and jobs within the city of Roanoke as well as shopping opportunities in downtown Roanoke.
Assessment
All of GRTC's fixed routes operate on a synchronized scheduled based on a 30 minute trip from the
Campbell Court Transfer Station hub in downtown Roanoke to each route's end-of-the-Iine and then a
30 minute return trip to Campbell Court. This facilitates customers being able to make a direct transfer
connection to other arriving routes without layovers, A layover is a passenger having to wait for a bus
on a connecting route whose schedule is not in sync with the passengers arriving bus.
If GRTC were to extend its Williamson Road route 21/22 to Hollins University by continuing out bound
on Williamson Road from its current end of line terminating point at Hersberger Road, it would add 4
miles and 15 minutes to a one way trip, Consequently, returning from the University to the current
terminus at the Cross Roads Mall on Hershberger Road would create a 30 minute late arrival for
current passengers, putting the route's arrival time out of sync with other routes.
Correspondingly, those passengers boarding the Campbell Court downtown bound bus at Cross
Roads would arrive 30 minutes late, thereby missing any transfer connections they may want to
make, To deploy the reverse by going to the Cross Roads terminus first on the out bound trip, would
require current passengers boarding at Cross Roads to ride to Hollins University before heading
downtown, again creating a 30 minute late arrival at the Campbell Court Transfer Station.
To accommodate the Hollins University request would require GRTC to adjust its 15 other routes by
30 minutes to be compatible with the Williamson Road 21/22 route; this is neither practical nor
desirable.
Greater Roanoke Transit Company
PO Box 13247 II Roanoke, Virginia 24032 II Phone: 540.982.0305 .. Fax:540.982.2703 .. www.valleymetro,com
...
David A. Bowers, President, and Members of the Board of Directors
\March 15,2010
Page 2
Recommended Alternatives
Alternative #1 :
Create a dedicated route with a running time schedule that would be synchronized to connect Hollins
University students to GRTC routes 21/22 and 25/26 at the Cross Roads Mall with continued service
to GRTC's Campbell Court Transfer Station, via Williamson Road, and Hollins and Plantation Roads,
respectively, facilitating transfers to multiple routes.
This would give students access to internship and employment opportunities at such sites as the
Workforce Development Center in the Cross Roads Mall, the City of Roanoke Health Department and
the Social Security Administration on Williamson Road, and a nursing home and warehouse facility on
Plantation Road. Additionally, students would have access to an array of shopping, recreational,
eating, and other job and internship opportunities in downtown and throughout the city of Roanoke.
To implement this alternative, Hollins University would contract with GRTC for a 16 hour service day,
a dedicated bus, two full time bus operators, and one part time operator for an annual cost of
$349,400 (4,992 hours times $70 per hour).
Alternative #2:
Hollins University could realize the same service destination benefits described in Alternative #1 by
contracting with the private paratransit service operator Unified Human Services Transportation
Systems, Inc., doing business as RADAR, for a transfer connecting service to GRTC's Cross Roads
Mall terminus from the University, This alternative would cost $209,660 annually (4,992 times $42 per
hour), approximately 40% less than what it cost for GRTC to provide the same service. RADAR has
conveyed their interest in providing this service.
R$;L
Carl L. Palmer
General Manager
UAI
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
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Greater Roanoke Transit Company
March 11,2010
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:
Purchase of Six (6) Replacement Vehicles for GRTC's STAR
Complementary Paratransit Service for People with Disabilities
BackQround
The Greater Roanoke Transit Company (GRTC) has contracted with Unified Human Services
Transportation Systems, Inc., d/b/a RADAR (Contractor) to provide management and
operation services for GRTC's complementary paratransit service for people with disabilities,
Specialized Transit Arranged Ride (STAR) (RADAR Contract).
Under the terms of the RADAR Contract, "...GRTC may, on a voluntary basis, and in GRTC's
sole discretion, provide Contractor with vehicles owned by GRTC...." Currently, GRTC has
provided Contractor with twelve (12) GRTC owned paratransit vehicles.
The above vehicles were purchased with funds provided by the Federal Transit
Administration (FTA), the Department of Rail and Public Transportation (DRPT), and GRTC.
Eighty percent (80%) of the funding was provided by FTA grants; the remaining 20% of the
funds were provided by DRPT grants and GRTC local match,
Six (6) of the above twelve (12) vehicles have surpassed FTA's threshold for retirement,
100,000 miles or five (5) years of service, whichever comes first. Currently, the six (6)
vehicles have between 101,000 and 135,000 miles and between four and _ years of
service, In compliance with FT A requirements, GRTC plans to replace these six (6) vehicles.
The new replacement vehicles will be funded 100% with FT A approved American Recovery
and Reinvestment Act (ARRA) grant funds (Grant VA-96-X010-00) and purchased using a
cooperative procurementor "piggy back" process on an existing paratransit vehicle contract
(# 7500-1 OB) between the Commonwealth of Virginia's Department of General Services and
paratransit vehicle manufacturer Sonny Merryman, Inc,
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 Memners of the Board of Directors
~arch 11,2010
Page 2
The above Commonwealth's contract satisfies all of FT A certifications and includes the option
to supply additional paratransit vehicles, without limitation, within the term of the contract and
the capability of the manufacturer. The contract had an initial term of one year, September
22,2005, through September 15, 2006, with five (5) one (1) year renewals. Currently, the
contract is in its fourth renewal period which is due to expire September 14, 2010. The
Commonwealth and Sonny Merryman will complete GRTC's six (6) new vehicle order if a fifth
renewal is not executed, provided the order is placed prior to the e:xpiration date of the fourth
renewal.
Two (2) of the six (6) current vehicles being replaced have a seating capacity for eight (8)
passengers, including two (2) wheelchair positions. The remaining four (4) current vehicles
have a seating capacity for 12 passengers, including two (2) wheelchair positions. These
current vehicles will be replaced with four (4) 15 passenger vehicles and two (2) 19
passenger vehicles, with each new vehicle having two (2) wheelchair positions per vehicle.
At an estimated price of $46,863 per vehicle for the four (4) 15 passenger vehicles and
$49,778 per vehicle for the two (2) 19 passenger vehicles, it will cost approximately $287,008
to replace all six (6) current vehicles. If the six (6) new vehicles were to be competitively
purchased on the open market as opposed to the "piggy back" Commonwealth contract, the
total cost would be approximately $34,300 or 11 % higher than the cost of obtaining them
under the above Commonwealth's contract.
Action to be Taken
GRTC staff will proceed with the process to purchase the six (6) new paratransit replacement
vehicles for GRTC's complementary paratransit service for people with disabilities, STAR,
using a cooperative procurement or "piggy back" process under the contract between the
Commonwealth of Virginia's Department of General Services and Sonny Merryman, Inc. for
an approximate total cost of $287,008, but at a final cost not to exceed $300,000.
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.
RllIJ::-d'
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
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rea er oanoke Transit Company
Board of Directors Meeting
March 15,2010
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 for Unified Human Services Transportation Systems, Inc.,
d/b/a RADAR Contract Extension No. 2
Background
In March 2006, the Greater Roanoke Transit Company (GRTC) contracted with the Unified
Human Services Transportation Systems, Inc., d/b/a RADAR, to provide management and
operation services for GRTC's complementary paratransit services for people with
disabilities, Specialized Transit Arranged Rides (STAR) (RADAR Contract).
The initial term of the contract was for a three (3) year period, ending February 28, 2009. The
contract provides for up to five (5) extensions of one (1) year each. Extension NO.1 was
dated on February 23, 2009, for the term March' 1, 2009 through February 28, 2010.
In a January 19, 2010 update, the GRTC Board of Directors were advised of staff's intention
to negotiate an Extension No.2 to the contract. However, in order to facilitate ample time
to negotiate terms for Extension No.2, the Extension No. 1 expiration date would be
extended for 31 days.
Subsequently, the Extension NO.1 expiration date was amended to extend from February 28,
2010,through March 31, 2010. During this period, GRTC staff completed negotiations with
RADAR. GRTC staff and RADAR have agreed, subject to GRTC Board approval, to the
following terms for Extension NO.2:
1) $17.75 per passenger trip (up $.55 or 3.2% from the current rate of $17.20);
2) $2.50 per gallon for fuel subsidy threshold ( up $.50 or 25% from the current rate of
$2.00 per gallon); the fuel subsidy threshold applies to all STAR trips provided with
RADAR owned vehicles as opposed to GRTC owned vehicles. If the price per gallon
for fuel paid by RADAR for these trips is over $2.50, GRTC pays the difference based
on the total number of miles per month for the trips, divided by the vehicles' miles per
gallon, times the cost per gallon over the threshold of $2.50. The effect of this change
is to reduce GRTC's fuel subsidy to RADAR by $.50 per gallon for RADAR owned
vehicles.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 . www.valleymetro.com
. ~ A. Bowers, President, and Members of the Board of Directors
~arch 15, 2010
Page 2
3) To bring service costs in sync with GRTC and City budget cycle, the term for
Extension NO.2 will be 15 months, April I, 2010, through June 30, 2011;
4) Including, Extension No.1, its amendment, and the proposed Extension No.2, a total
of up to thirty-two (32) months or two (2) years and eight (8) months remain on this
contract for future extensions.
Recommendation
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 complete and execute Extension NO.2 of the
above RADAR Contract between GRTC and RADAR for the period April 1 , 2010, through
June 30, 2011, and to include provisions for the other terms set forth above.
Carl L. Palmer
General Manager
UA/
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
"
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
March 16, 2010
Carl L. Palmer
General Manager
Valley Metro
Roanoke, Virginia
'Dear Mr. Palmer:
I am attaching copy of a resolution authorizing GRTG'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 complete and execute an Extension No.2 to the
contract between Unified Human Services Transportation Systems, Inc., d/b/a RADAR and
the Greater Roanoke Transit Company, upon certain terms and conditions; and authorizing
GRTC's General Manager and/or Vice President of Operations to take such further actions
and execute such further documents as may be necessary to provide for the
implementation, administration and enforcement of such Extension No. 2 and of the
original contract.
The above referenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Monday, March 1,5,
2010.
Sincerely,
~ 0,. h]owJ
Stephanie M. Moon
Secretary
Enclosure
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
L:\CLERK\DA T A\CKSM1 \GRTC,' O\March 15, 2010 Correspondence,doc
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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 COMPLETE
AND EXECUTE AN EXTENSION NO. 2 TO THE CONTRACT
BETWEEN UNIFIED HUMAN SERVICES TRANSPORTATION
SYSTEMS, INC" D/B/A RADAR AND THE GREATER ROANOKE
TRANSIT COMPANY, UPON CERTAIN TERMS AND
CONDITIONS; AND AUTHORIZING GRTC'S GENERAL MANAGER
AND/OR VICE PRESIDENT OF OPERATIONS TO TAKE SUCH
FURTHER ACTIONS AND EXECUTE SUCH FURTHER
DOCUMENTS AS MAY BE NECESSARY TO PROVIDE FOR THE
IMPLEMENTATION, ADMINISTRATION, AND ENFORCEMENT OF
SUCH EXTENSION NO, 2 AND OF THE ORIGINAL CONTRACT,
~
WHEREAS, GRTC staff has negotiated with representatives of Unified
Human Services Transportation Systems, Inc" d/b/a RADAR (RADAR), for an
Extension NO.2 to the Contact dated March 1, 2006, between RADAR and GRTC,
which Contract was extended for one year by Extension No.1, plus an additional
month by an Amendment NO.1 to Extension No.1; and
WHEREAS, GRTC staff and representatives of RADAR have reached an
agreement, subject to GRTC Board approval, of certain terms to be contained in
Extension No, 2, all as more fully set forth in the Board Report dated March 15,
2010, from GRTC's General Manager to this Board,
THEREFORE, BE IT RESOLVED by the Board of Directors of the Greater
Roanoke Transit Company as follows:
1. GRTC's General Manager and/or Vice President of Operations are
each authorized, for and on behalf of GRTC, to complete and execute an
Extension No. 2 to GRTC's Contract with RADAR for an extension of such
1
,
Contract for a period from April 1, 2010, through June 30, 2011; to include
provisions for further extensions as may be allowed by the original Contract
between the parties; to provide for an increase of the per passenger trip rate set
forth 'in the Contract, as amended, from $17,20 to $17.75; and an increase for the
fuel subsidy threshold referred to in such Contract from $2,00 to $2.50 per gallon;
all as more fully set forth in the Board Report dated March 15, 2010, from GRTC's
General Manager to this Board, with the form of such Extension No, 2 to be
approved by GRTC's General Counsel.
3. GRTC's General Manager and/or Vice President of Operations are
each further authorized to take such additional actions and to execute such
additional documents as may be necessary to provide for the implementation,
administration, and enforcement of such Extension No, 2 and the original Contract,
together with any other extensions and amendments to such Contract.
ATTEST:
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tephanie 'M; Moon, Secr ,tary
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GREATER-ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
June 17, 2010
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:
Pursuant to Article III, Section 4, of the By-laws of the Greater Roanoke Transit Company, I
am calling a special meeting of the Greater Roanoke Transit Company Board of Directors
on Monday, June 21,2010, at 1 :00 p.m., in the Council Chamber, Room 450, fourth floor,
Noel C. Taylor Municipal Building, 215 Church Avenue, S, W., Roanoke, Virginia, The
purpose of the meeting is to consider various business matters as the General Manager
may deem appropriate.
Sincerely,
~ h-), Ml)l}r0
Stephanie M. Moon C
Secretary
pc: The Honorable William D. Bestpitch, Council Member-Elect
The Honorable Raphael E. Ferris, Council Member-Elect
Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. 0, Box 13247,
Roanoke, Virginia 24032
K:\GRTC,1 O\June 21 Special Meeting Notice,doc
,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
SPECIAL MEETING
June 21, 2010
1 :00 P.M.
COUNCIL CHAMBER
AGENDA
1 . Call to Order -- Roll Call.
2. Invocation. President David A. Bowers.
3. Pledge of Allegiance to the Flag of the United States of America.
4. Approval of Minutes: GRTC Audit Committee meeting held on December 21 , 2009;
and a regular meeting of GRTC held on Monday, March 15, 2010.
5, Reports of Officers:
,
\
a. General Manager:
1. Management Update dated June 21, 2010.
2. Financial and Operating Reports for the month of May 2010,
3. Approval of a daily one-way proposed revised student fare.
6. Reports of Committees:
a. Recommendation from Budget Review Committee for approval of the Fiscal
Year 2010-2011 Operating Budget.
7. Other Business.
8. Adjourn.
K:\GRTC,10\June 21,2010 Agenda,doc
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MINUTES OF GREATER ROANOKE 'TRANSIT COMPANY AUDIT COMMITTEE
1. CALL TO ORDER:
December 21, 2009
The meeting of the Greater Roanoke Transit Company Audit Committee was called
to order in the City Council Conference Room of the Noel C. Taylor Municipal
Building at 1 :03 p.m. with Chairman, Sherman P. Lea, presiding.
. The roll was called by Mrs. England
Audit Committee
Members Present:
Audit Committee
Members Absent:
Others Present:
Sherman P. Lea, Chair
Mayor David A. Bowers
Dr. M. Rupert Cutler
Gwendolyn W. Mason
Anita J. Price
Court G. Rosen
Dr. David B. Trinkle
None
Drew Harmon, Municipal Auditor
William M. Hackworth, City Attorney
Ann Shawver, Director of Finance
Darlene Burcham, City Manager
Evelyn Powers, City Treasurer
James Grigsby, Asst. City Manager/Operations
Brian Townsend, Asst. City Mgr.jCommunity Development
Carl Palmer, General Manager, GRTC
Stephanie Giles, Director of Finance, GRTC
R. Timothy Conner, Partner, KPMG LLP
Peter J. Ragone, II, Senior Manager, KPMG LLP
Octavia Johnson, Roanoke City Sheriff
James Brubaker, Major Deputy Sheriff
David Bell, Captain Deputy Sheriff
Sherman Stovall, Management & Budget
Andrea Trent, Assistant Director of Finance
John Bingham, Assistant Director of Finance
Faye Gilchrist, Assistant to the City Manager
Melinda Mayo, Public Information Officer
Margaret Lindsey, Director of Accounting, RCPS
Dawn Hope, Assistant Municipal Auditor'
Debbie Noble, Senior Auditor
Ann Clark, Senior Auditor .
Doris England, Administrative Ass,jstant
~,
GRTC Audit Committee Minutes - December 21,2009
Page 2
2. EXTERNAL AUDIT REPORTS
KPMG Audit Reports:
A,."GRTC -Transit Operations Financia.l Statements and Required
, Supplemental Information - June30, 2009 and 2008
B. GRTC - Transit Operations Management Letter - Year Ended
June 30, 2009
C. GRTC - Transit Operations Communication to the Board of Directors -
Year Ended June 30, 2009
Chairman Lea ordered that items A through C be received and filed. There were
no objections to the order. '
The Chair recognized Mr. Tim Conner, Partner with KPMG LLP (KPMG), for"
comments. Mr. Conner briefly went over the three reports issued by KPMG and
asked if there were any questions. There were none.
3. UNFINISHED 'BUSINESS
Chairman Lea asked if there was any unfinished business. Mr. Rosen asked Mr.
Harmon if the amount that GRTC needed to reimburse the Federal Transit
Administration (FTA) had been determined. Mr. Harmon stated he had
discussed the matter with First Transit staff, and they had submitted a letter
dated December 15, 2009, to the Federal Transit Administration proposing to
pay a specified amount. Mr. Harmon noted that Mr. Carl Palmer, Manager of
GRTC, was in attendance and asked if he would like to comment.
Mr. Palmer confirmed that a letter dated December 15, 2009, had been mailed
to the FTA requesting they concur with the amount of repayment proposed by
GRTC. Mr. Palmer stated he had not received a reply as yet. He stated that a
similar letter had been mailed to the state. He explained that he did not expect
to receive a reply from the state until after the first of the year.
Ms. Burcham asked Mr. Harmon and Mr. Palmer if First Transit had taken the
information supplied by the audit and agreed to make that reimbursement if
acceptable by the FTA, so there is no question on their part as to fulfilling that
responsibility. Mr. Palmer confirmed that this was correct and First Transit was
just waiting to hear from the FTA before cutting the check to make payment.
Chairman Lea stated he had received questions from citizens as to whether
Valley Metro would provide transportation to the new Division of Motor Vehicles
(DMV) located at Valley Pointe off Peters Creek Road. He confirmed with Mr.
Palmer that the City's bus system does not go out that far, which is actually in
'.
"
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GRTC Audit Committee Minutes - December 21, 2009
Page 3
the County of Roanoke. Chairman Lea stated he felt a route to that location
should be considered. Dr. Cutler noted the state should have taken that into
account when they chose the new location for the DMV. Ms. Burcham explained
that with the type of procurement occurring with state offices and state
buildings, it appears they are not looking at client access as one of their
primary concerns. Ms. Burcham noted that Roanoke County does not wish to
participate in the City's transit system and as a result there is very limited
access into the County. She suggested that committee members take the
opportunity to remind state representative~ and those at the Virginia Municipal
League (VML) conference 'coming up in February just how important it is to
locate these state offices in areas that off yr', good acc~ssJQ,their,cJjents. Ms.
Burcham noted that the City of Roanoke has a significantly disadvantaged
population that does not have access to alternate transportation other than
public transportation.
Dr. Cutler stated he thought the committee members should move forward on
what Ms. Burcham had suggested in a formal way through resolutions to our
state delegation, through working with VML and First Cities to make a point
that client access should be one of their primary criteria when selecting a
location for an agency that serves the public.
Ms. Burcham explained that the prior location of the DMV at Crossroads Mall
was not on an established bus route either, but management at GRTC had
accommodated the need for the bus to stop there.
Dr. Cutler asked Dr. Trinkle, Chair of the Legislative Committee, if the City
could amend its list of concerns to include this topic. Dr. Trinkle stated he
should be able to add this item to the list. Ms. Burcham stated it might be a
good idea for committee members to mention this concern to their
counterparts in Roanoke County, ,especially since Greenridge Recreation Center,
which is also located in this same area, is promoting member'ships that could
benefit them if City residents had bus access there. Dr. Cutler stated perhaps
the County could be persuaded to share the cost of extending the route to
Valley Pointe for both the DMV and the Greenridge Recreation Center, and this
could be the first step in getting the County to participate in the Valley Metro
program.
Mayor Bowers stated he agreed with this initiative. He explained that this
appears to be a state executive directive instead of a legislative matter. He
asked if the City Attorney could check on this, clarify it, and determine if the
City could address it with the new governor. He noted it must be an important
issue for other cities as well as Roanoke. He stated there would be another
meeting with the leaders of Roanoke County in the first qu~rter of calendar year
2010, and this has been a continuing issue to address the needs of
transportation between the City and County residents.
Chairman Lea thanked the committee members for their comments.
",
GRTC Audit Committee M'inutes - December 21, 2009
Page 4
4. NEW BUSINESS:
Chairman Lea statedthere was, no qew business to come before the committee.
5. ADJOURNMENT:
There being no further business, the meeting was adjourned at 1: 15 p.m.
~ ;fi~
Sherman P. Lea, Chair
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Greater Roanoke Transit Company
Management Update
June 21,2010
Roanoke to Lynchburg Amtrak Bus Connection
In the March 15, 2010 Management Update, the Board of Directors were advised that
the Greater Roanoke Transit Company (GRTC) contacted State Senator Edwards'
office the week of March 1 st to inquire about the local match requirements for the
proposed GRTC bus connector service and whether or not Amtrak would be a plausible
local match partner. The Senator advised that it would be better to follow up with the
Department of Rail and Public Transportation (DRPT) who indicated the local match
burden could be reduced from the original 30 percent.
On June 14, 2010, James Grigsby, Roanoke's Assistant City Manager, Beverly
Fitzpatrick, Chairperson of GRTC's Smart Way Advisory Committee and Carl Palmer,
GRTC's General Manager, went to the DRPT to meet with Thelma Drake, the newly
appointed Director of DRPT and Corey Hill, DRPT's Chief of Public Transportation.
While the plausibility of Amtrak being a local match partner was not broached, the
requirement of a local match was confirmed; that the match for the proposed connector
service would be 14.7% (or 15%), which equates to $22,500 to $45,000 annually
depending upon total hours and miles per year; that demonstration program funds
requiring a match of 5% were not available.
The GRTC contingency reaffirmed its interest and intent to bring passenger rail service
to the greater Roanoke area, inclusive of the potential student ridership market at
Virginia Tech in Blacksburg; that we were hopeful the bus connector could be funded as
catalyst to realize passenger rail service over the next three (3) to five (5) years. DRPT
was very supportive of our intent and purpose and agreed to work with GRTC to fund
the bus connector service, the 15% local match notwithstanding.
As next steps, DRPT is on track to complete "a study" (presumably a passenger
feasibility study for Southwestern Virginia) on or about November 1,2010; they will
apprise GRTC of the results. Assuming the study shows there is a feasible market for
passepger rail service, DRPT will work with GRTC to file an operrating grant application
for the bus connector service, assuming, at that point in time, there are grant funds
available and Roanoke has come to terms with the local match requirement.
Greater Roanoke Transit Company
P.O. Box 13247 . Roanoke, Virginia 24032 . Phone: 540.982.0305 . Fax: 540.982.2703 . www.valleymetro.com
"
,
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Request for Proposals (RFP) for Insurance Brokers
In the March 15, 2010 Management Update, GRTC advised the Board of its plans to
engage the services of an insurance broker or brokers through a request for proposals
(RFP) process, who, on GRTC's behalf, will solicit proposed insurance plans and prices
from insurance carriers for health, dental, personal injury and property damage.
GRTC also advised that in order to maintain coverage in these areas during the RFP
process, insurance with health and dental carriers and the personal injury and property
damage carriers, whose contracts expire on June 30, 2010 and March 31, 2010,
respectively, will be (and have been) extended for a period up to one year.
Concurrently, GRTC will maintain "sole source" service agreements with its current
brokers, Business Sqlutions, Inc. for health and dental for Southwestern Virginia Transit
Management Company employees, and Wells Fargo Insurance Services USA, Inc for
personal injury and property damage for GRTC owned property.
GRTC is on track to complete sole source contract documents by June 30, 2010 for
each of the two current brokers, Currently, GRTC's personal injury and property
damage insurance broker, Well Fargo, has agreed to service GRTC's insurance plans
on a verbal commitment basis until its sole source contract is executed; if it becomes
necessary, GRTC anticipates that its health and dental broker will agree to the same.
In order for these brokers to service the current insurance carriers' plans which are
established on an annual basis, the term of their sole source contracts will be for one
year instead of six months as was cited in the March 15th Update, during which time
GRTC will complete the RFP process, select a broker or brokers, who will solicit
proposed plans and prices from insurance carriers on GRTC's behalf, and engage
carriers for coverage for the next plan year.
Insurance carrier or broker contracts with an annualized premium or management fee
payout exceeding $300,000 will be presented to the GRTC Board of Directors for
approval prior to executing the contract(s).
itted,
Carl L. P mer
General Manager
C: Vice President of Operations
Treasurer
Secretary
Legal Counsel
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.46
Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
June 21, 2010
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Financials for the month of May 2010
The following financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial results for the eleven months (year-to-date) of this fiscal year.
I
Operating income through May of FY 10 is 3.9% or $82,920 below last year as presented in the
accompanying financial statement. This reduction is primarily due to a decrease in operating revenue in
the amount of $54,327 or 3%.
The operating expense for GRTC of $6.9 million through May 2010 represents a decrease of 2.4% or
$165,738 compared to May 2009. Both positive and negative variances are discussed in the expenditure
section of this narrative,
The subsidies for GRTC of $4.8 million through May 2010 have decreased 8.9% or $466,725 compared to
May 2009. The reduction is primarily due to a decrease in State and City of Roanoke subsidies compared
to May 2009.
Operatim~ Income
Operating income is lagging behind budget estimates and we expect this to continue through the
current fiscal year. The current revenue shortfall for FY10 is projected at approximately $92,426 or 5%
compared to the adopted budget.
Commentaries on significant variances are shown below.
Operating Revenues including bus fares and sales of passes decreased 3% or $54,237 compared to May
FY 09 due to decreases in passenger rides. Passenger rides have decreased 9.3% or 217,084 compared
to May 2009.
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
June 21, 2010
Page 2
":."
." Advertisim~ Revenue for advertising on GRTC buses have decreased 1;7% or $19,261 compared to May
2009. Purchases for advertising on the buses have declined due to cun:ent economic conditions.
ODeratinR EXDenses
Operating expenses are 5.1% or $363,741 under budget. The reduction is largely driven by a reduction in
the purchases of Materials and Supplies of 15% or $205,381 compared to May 2009.
Expense variances are discussed in the following sections.
f
Fringe Benefits have inCreased 6.4% or $77,795 in May 2010 compared to May 2009. This increase is
primarily due to increases in health insurance coverage for $40,159 and worker's compensation
insurance for $20,928.
Materials and Supplies have decreased 15% or $205,381 in May 2010 compared to May 2009. This
decrease is primarily due to a reduction in the cost of fuel in the current period. GRTC's fuel purchases in
the current period decreased 17% or $146,899 compared to fuel purchases in May 2009.
Purchased Transportation for demand response and services for colleges have decreased 6.2% or
$47,902 compared to last year. This decrease is due to the use of Job Access and Reverse Commute
(JARC) funds by the Company's service provider Unified Human Services, Inc. The use of JARC funds
reduces the Company's expenses for eligible rides by 50%. The total reduction for GRTC through May
2010 is $44,168.
Subsidies
The subsidy decrease of 8.9% or $466,725 is primarily due to decreases in State and City of Roanoke
subsidies compared to "1ay 2009.
The Department of Rail and Public Transportation (DRPT) state funding decreased 18.3% or $231,821
compared to FY 09 due to a reduction in the amount of funding by the state in FY 2010. The DRPT
allowed GRTC to utilize ARRA operating assistance in the amount of $240,547 in order to recover the
reduction in funding.
The local grants decreased 15.7% or $240,997 primarily due to a decrease in the City of Roanoke's
subsidy of 20% or $242,853. The reduction is primarily due to service reductions and other related
budgetary reductions of approximately $300,000 for FY 10 compared to FY 09.
David A. Bowers, President and Members of the Board of Directors
~ GRTC Financials
June 21, 2010
Page 3
No action by the Board is needed on this matter.
Cc: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GRTC Liaison
2/~
Carl Palmer
General Manager
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, GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
5/31/2010 5/31/2009
Year-to-Date Year-to-Date % of Cha nge
ASSETS
CASH $ 599,136.97 $ 705,358.77 -15%
ACCOUNTS RECEIVABLE $ 1,052,751.24 $ 1,535,320.75 -31%
INVENTORY $ 414,024.81 $ 37.7,935.36 10%
~
FIXED ASSETS
,
FIXED ASSETS $ 29,267/686.00 $ 26,577,493.24 10%
ACCUMULATED DEPRECIATION $ (13,872,560.84) $ (l1,985,029.49) 16%
NET FIXED ASSETS $ 15,395,125.16 $ 14,592,463.75 6%
PREPAYMENTS $ 73,160.12 $ 81,007.46 -10%
TOTAL ASSETS $ 17,534,198.30 $ 17,292,086.09 1%
CURRENT LIABILITIES
ACCOUNTS PAYABLE $ 154,454.69 $ 320,651.17 -52%
PAYROLL LIABILITIES $ 189,847.35 $ 185,973.41 2%
OTHER LIABILITIES $ 259,860.46 $ 253,769.76 2%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,571,840.80 $ 5,789,425.23 -4%
DEPRECIATION EXPENSE $ (1,738,190.94) $ (1,640/990.70) 6%
RETAINED EARNINGS $ 10,728,620.65 $ 10,863,093.46 -1%
CAPITAL CONTRIBUTIONS $ 2,348,098.00 $ 1,116,589.00 110%
NET INCOME (LOSS) $ 19,662.29 $ 403,569.76 -95%
TOTAL CAPITAL $ 16,930,035.80 $ 16,531,691.75 2%
TOTAL LIABILITIES & CAPITAL $ 17,534,198.30 $ 17,292,086.09 1%
,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
June 30, 2010
Carl L. Palmer, General Manager
Valley Metro
P.O. Box 13247
Roanoke, Virginia 24032
Dear Mr. Palmer:
I am enclosing a copy of a resolution approving and adopting a revised daily one way
fare for Roanoke City Public School Students, grades 6 through 12, with a valid Valley
Metro issued Student ill, for the Greater Roanoke Transit Company (GRTC), DBA
Valley Metro, to take effect on July 1, 2010; 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 student fare.
The above referenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a special meeting held on Monday, June 21,2010,
JEC
Enclosure
pc: Christopher p, Morrill, Vice-President of Operations, GRTC
Ann H, Shawver, Treasurer, GRTC
William M. Hackworth, General Counsel, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
/:'
p,"
,
BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION APPROVING AND ADOPTING A REVISED DAILY ONE
WAY FARE FOR ROANOKE CITY PUBLIC SCHOOL STUDENTS,
GRADES 6 THROUGH 12, WITH A VALID VALLEY METRO ISSUED
STUDENT ID, FOR THE GREATER ROANOKE TRANSIT COMPANY
(GRTC), DBA VALLEY METRO, TO TAKE EFFECT ON JULY 1, 2010;
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
STUDENT FARE.
WHEREAS, GRTC staff has recommended a revised daily one way fare of
$0,75 for Roanoke City Public School students, grades 6 through 12, with a valid Valley
Metro issued Student ID, which will replace the current free daily one way student fare,
all as more fully set forth in the General Manager's Report dated June 21, 2010, to this
Board;
WHEREAS, GRTC properly advertised the above student fare, held one public
hearing, on June 9, 2010, in the City of Roanoke, on such revised student fare, and
received public comments on such fare; and
WHEREAS, the GRTC Board of Directors has considered the recommendation
of GRTC staff and the public comments on the above student fare and finds that it is
appropriate to approve and adopt such student fare, to take effect July 1,2010.
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 a revised daily one
way fare of $0.75 for Roanoke City Public School students, grades 6 through 12, with a
valid Valley Metro issued Student ID,
,
2. That such daily one way student fare shall be effective July 1, 2010, and
shall replace the current free daily one way student fare as of July 1, 2010,
3, The GRTC General Manager and/or Vice President of Operations is
hereby authorized to take appropriate action to implement, administer, and enforce the
above student fare, subject to any needed approval by the Council of the City of
Roanoke,
ATTEST:
Date: ~AJe '2/, *2 (/10
,
/~
~ophonio M, Mool., CEerctory
jD~N f'. &tt4Fr, Jh"r. S'tc~erAA 'f/
2
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Greater Roanoke Transit Company
Board of Directors Meeting
June 21,2010'
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 Daily One Way Proposed Revised Student Fare
Backaround
In June 2007 as a means to encourage Roanoke City Public School student participation in year
round school sponsored programs, the Roanoke City Public Schools, the City of Roanoke, and the
Greater Roanoke Transit Company (GRTC) agreed to eliminate a $0.60 Roanoke City Public School
student fare per one way trip for Roanoke City Public School students, grades 6 through 12, using
GRTC's bus service, Valley Metro.
Given anticipated loss in revenue and increases in expenses, the City of Roanoke's subsidy to GRTC
for its fiscal 2011 budget increased by $114,525 or 9.7% over the fiscal 2010 level. As one of the
measures taken to maintain the City's subsidy at the fiscal 2010 level and to aid in minimizing subsidy
levels of subsequent fiscal years, GRTC is proposing a revised fare for Roanoke City Public School
students. Therefore, GRTC proposes a revised fare of $0.75 per one way bus trip for all Roanoke City
Public School students, g~ades 6 through 12, that will generate approximately $22,500 annually in
additional revenue. Students wanting to take advantage of such student fare will need to obtain a
valid Valley Metro issued Student ID from the Valley Metro Office located at 1108 Campbell Avenue,
S.E., Roanoke, Virginia 24013, Such revised student fare does not apply to GRTC's monthly and
weekly ridership pass program.
The Federal Transit Administration (FTA), one of GRTC's funding sources, requires that all proposed
fare changes be subject to public notice and a public hearing. Per FTA regulations, notices of the
hearing were published in the Roanoke Times and the Roanoke Tribune thirty (30) days prior to June
9,2010, the date of the hearing for the proposed revised student fare. The hearing was conducted at
6:30 P,M. on the second floor of the Roanoke Valley Alleghany Regional Commission. During the
thirty (30) day notice period, written comments on the revised student fare were solicited by GRTC.
No citizens attended the public hearing. A total of sixteen (16) written comments were received during
the thirty (30) notice period: thirteen (13) or 81 % were in favor of and support the proposed revis~d - _
student fare; three (3) or 19% were not in favor and do not support it. I
,,< . Greater Roanoke Transit Company >
P.O. Box 13247 . Roanoke, Virginia 24032 . Phone: 540.982.0305 . Fax: 540.982.2703 . www.valleym!etro.com
,/
,~/, i~a~d. A. Bowers, President, and Members of the Board of Directors
Gre~er Roanoke Transit Company
Page Two
June 21, 2010
Recommendation
In view of no citizen attendance at the public hearing and the significant positive written response in
support of the revised student fare, it is recommended that the GRTC Board of Directors approve
and adopt a revised daily fare of $0.75 per one way bus trip for Roanoke City Public School students,
grades 6 through 12, with a valid Valley Metro issued student ID, effective July 1, 2010.
Further, authorize the GRTC General Manager and/or Vice President of Operations to take
appropriate action to implement, administer, and enforce the revised student fare noted above,
subject to any needed approval by the Council of the City of Roanoke.
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
'~
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 3,2010
Carl L. Palmer, General Manager
Valley Metro
P. O. Box 13247
Roanoke, Virginia 24032
Dear Mr. Palmer:
A report of the Budget Review Committee recommending approval of the Fiscal Year
2010-2011 Operating Budget was before the Board of Directors of the Greater Roanoke
Transit Company at a special meeting, which was held on Monday, June 21, 2010.
On motion, duly seconded and adopted, the Board of Directors approved the Operating
Budget for Fiscal Year 2010-2011.
Sincerely,
~o~.~~
Secretary
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
Ann H. Shawver, Treasurer, GRTC
L:\CLERK\DA T A \CKSMl \GRTC.1 O\June 21 correspondence,doc
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.. \;":/,-"\%f:'CC'. ,'..
Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
June 21, 2010
David A, Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Fiscal Year 2010 - 2011 Operating Budget
Background:
The Board of Directors annually appoints a Budget Review Committee to review the General Manager's
proposed operating budget for the Greater Roanoke Transit Company (GRTC) and provide a
recommendation to the Board. The Board appointed Treasurer, Ann Shawver, Vice-President of
Operations, Chris Morrill, Board Members, Court Rosen and Gwen Mason to the Budget Review
Committee.
The Budget Review Committee met on June 9, 2009, to review and discuss the proposed operating
budget. In attendance were GRTC Board Members Gwen Mason and Court Rosen, James Grigsby, GRTC
Liaison for Chris Morrill, John Bingham, Assistant Director of Finance for Ann Shawver. Others in
attendance ,were Amelia Merchant, City Budget Management Office, Carl Palmer, GRTC General
Manager, Leon Alder, GRTC Assistant City Manager, and Stephanie Giles, GRTC Director of Finance.
The following items were discussed:
· The proposed fiscal operating budget for Fiscal year 2010 - 2011 of $7,822,501 reflecting a
decrease of .2% compared to the 2009 - 2010 budget of $7,839,695;
· The proposed addition of a student fare of $.75 per trip;
· The increase in health insurance costs;
. The increase in worker's compensation; and
. The decrease in the fuel cost per gallon.
For your review, the budget summary is attached. A detailed budget is available upon request.
Greater Roanoke Transit Company
PO Box 13247 II Roanoke, Virginia 24032 " Phone: 540,982.0305 " Fax:540,982,2703 " www.valleymetro.com
David A. Bowers, President and Members ofthe Board of Director
Fiscal Year 2010 - 2011 Operating Budget
June 21,2010
Page 2
. . .'~: ~
Recommend:
The Budget Review Committee recommends that the Board of Directors approve GRTC's fiscal year 2010
- 2011 operating budget.
Respectfully submitted,
~
G endolyn W. Mason
Board Member
~
Court G, Rosen
Board Member
~/-
, . N
?/- ~ ~--
Christopher Morrill
. Vice President of Operations
Cc: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GRTC liaison
GRTC General Manager
.~
<,""
>
GREATER ROANOKE TRANSIT COMPANY
COMBINED BUDGET (Valley Metro, Smartway, and Trolley)
FY11
REVENUES
FY 09 ACTUAL FY 10 BUDGET FY 11 BUDGET % INCR/DECR
PASSENGER REVENUES $ 1,950,233 $ 1,991,630 $ 1,961,682 -2%
ADVERTISING $ 120,880 $ 165,740 $ 111,997 -32%
INTEREST $ 13,598 $ 19,206 $ 8,500 -56%
OTHER REVENUES $ 216,750 $ .221,512 $ 221,512 0%
. .
TOTAL REVENUES $ 2,301,461 $ 2,398,088 $ 2,303,691 -4%
EXPENSES
LABOR $ 2,915,223 $ 2,911,224 $ 2,991,343 3%
FRINGE BENEFITS $ 1,366,152 $ 1,473,190 $ 1,565,116 6%
SERVICES $ 422,357 $ 433,016 $ 456,368 5%
MATERIALS & SUPPLIES $ 1,499,437 $ 1,501,476 $ 1,409,747 -6%
UTIlITIES $ 249,807 $ .234,456 $ 248,518 6%
INSURANCE $ 391,189 $ 409,519 $ 381,957 -7%
MISCELLANEOUS $ 886,681 $ 876,814 $ 769,452 -12%
TOTAL EXPENSES $ 7,730,846 $ 7,839,695 $ 7,822,501 0%
DEFICIT $ (5,429,385) $ (5,441,607) $ (5,518,810) 1%
SUBSIDIES
FEDERAL $ 2,716,178 $ 2,634,631 $ 2,748,850 4%
STATE $ 1,365,532 $ 1,324,592 $ 1,269,550 -4%
OTHER LOCAL $ 241,863 $ .258,964 $ 269,720 4%
NEW RIVER VALLEY $ 44,655 $ 47,315 $ 47,779 1%
CITY OF ROANOKE $ 1,387,323 $ 1,176,105 $ 1,182,911 1%
TOTAL SUBSIDIES $ 5,755,551 $ 5,441,607 $ 5,518,810 1%
Com bined Budget 6/7/2010
.~
,
;,
CITY OF ROANOKE
INTERDEPARTMENTAL COMMUNICATION
TO:
Jy<:e 7, 2010
../stePhanie M, Moon, Secretary of GRTC
DATE:
FROM:
Gary E, Tegenkamp, Assistant General Counsel
p,'T
SUBJECT:
GRTC's 2010 Annual Report and Registration Fee
Attached are the originals of the following items:
1. 2010 Annual Report to be filed with the State Corporation Commission (SCC),
2, Notice of Assessment of Registration Fee for $100.00,
I would appreciate it if you would see that the registration fee is paid and the annual report
properly completed and filed as you have in the past. Please note that yo~ will have to wait
until after GRTC's annual meeting on June 21, 2010, before you can complete 'the annual
report.
Once you have completed the annual report and have obtained the registration fee from
GRTC, please provide me with copies of what you send to the SCC for my file.
Thank you for your assistance in this matter. If you have any questions or need any further
information, please contact me.
GET:snj
Attachments
ec: Carl L. Palmer, General Manager, GRTC
James Grigsby, Assistant City Manager for Operations
William M, Hackworth, City Attorney
2010 ANNUAL REPORT
COMMONWEALTH OF VIRGINIA
STATE CORPORATION COMMISSION
II11I1I 11111111111111111111 1111111111 1111111111111111111111111111
CD CORPORATION NAME:
GREATER ROANOKE TRANSIT COMPANY
, DUE DATE: 07/30/10
SCC ID NO,:0153745-5
Q) VA REGISTERED AGENT NAME AND OFFICE ADDRESS: ATTY.
WILLIAM M HACKWORTH '
464 MUNICIPAL BUILDING
215 CHURCH AVE SW
ROANOKE, VA 24011
Q) CITY OR COUNTY OF VA REGISTERED OFFICE:
217-ROANOKE CITY
~ STOCK INFORMATION
CLASS AUTHORIZED
COMMON
5
@ STATE OR COUNTRY OF INCORPORATION:
VA-VIRGINIA
DO NOT ATTEMPT TO ALTER THE INFORMATION ABOVE. Carefully read the attached instruction sheet. Type
or print in black only, If item @ is blank or incorrect, you must add or change the principal office address where
indicated. If item <V is blank or incorrect, you must add or change the director and officer information where
indicated, ,
---
=@ PRINCIPAL OFFICE ADDRESS:,
-
-
-~
-
-
-
_ ADDRESS:
Mark this box if address shown below is correct
If the block to the left is blank or contains incorrect data please add or correct the
address below,
464 MUNICIPAL BLD
215 CHURCH AVE S W
ADDRESS:
,
!!!!!!!!
CITY/ST/ZIP ROANOKE, VA 24011
CITY/ST/ZIP
.
<V DIRECTORS AND PRINCIPAL OFFICERS:
All directors and principal officers must be listed,
An individual may be designated as both a director and an officer.
Mark appropriate box unless area below is blank:
If the block to the left is blank.or contains incorrect data, please mark appropriate
E Information is correct 0 Information is incorrect ,0 Delete information box and enter information below: 0 Correction 0 Addition 0 Replacement
OFFICER ~ DIRECTOR [2g
NAME: DAVID A BOWERS NAME:
"
TITLE: PRESIDENT TITLE:
ADDRESS: 601 CAMILLA AVENUE SW ADDRESS:
CITY/ST/ZIP: ROANOKE, VA 24014 CITY/ST/ZIP:
OFFICER 0 DIRECTOR 0
THAT THE INFORMATION CONTAINED IN THIS REPORT IS ACCURATE AND COMPLETE,
NATURE OF DIRECTOR/OF ICER
LISTED IN THIS REPORT
'Stephanie M. Moon. Sec.retary
PRINTED NAME AND CORPORATE TITLE
.1111 Y 70, 7010
DATE
It is a Class 1 misdemeanor for any person to sign a document he knows is false in any material respect with intent that the document be delivered to the
Commission for filing,
+ 0287307 000013537 09SCC1
AFOOZV Rev 14 1/09
2010 ANNUAL REPORT CONTINUED
CORPORATION NAME:
GREATER ROANOKE'TRANSIT COMPANY
DUE DATE: 07/30/10
see 10 NO.: 0153745-5
,
All directors and principal officers must be listed,
CV DIRECTORS AND PRINCIPAL OFFICERS (continued): An individual may be designated as both a director and an officer.
Mark appropriate box unless area below is blank: If'the block to the left is blank or contains incorrect data, please mark appropriate box
o Information is correct 0 Information is incorrect ~ Delete information and enter information below: 0 Correction 0 Addition ~ Replacement
OFFICER rn DIRECTOR rn ,OFFICER D DIRECTOR U
I
NAME:
TITLE:
SHERMAN PLEA
VICE PRESIDENT
NAME: John Bingham
TITLE: Director
ADDRESS: 1638 LONNA DRIVE NW
CITY/ST/ZIP: ROANOKE, VA 24019
ADDRESS: 2725 White Pelican Lane
CITY/ST/ZIP: Roanoke, Virginia 24018
Mark appropriate box unless area below is blank: If the block to the left is blank or contains incorrect data, please mark appropriate box
~ hlformation is correct 0 Information is incorrect 0 Delete information and enter information below: 0 Correction 0 Addition 0 Replacement
-
OFFICER rn DIRECTOR D
NAME: ANN H SHAWYER
TITLE: TREASURER
ADDRESS: 4917 NORTHWOOD DRIVE NW
CITY/ST/ZIP: ROANOKE, VA 24017
OFFICER D DIRECTOR D
-
;;;;;;;;;;;;;
-
-
NAME:
TITLE:
ADDRESS:
CITY/ST/ZIP:
-
-
Mark appropriate box unless area below is blank: If the block to the left is blank or confains incorrect data, please mark appropriate box
~ Information is correct 0 Information is incorrect 0 Delete information and enter information below: 0 Correction 0 Addition 0 Replacement
NAME: STEPHANIE M MOON
OFFICER ~ DIRECTOR D OFFICER D DIRECTOR D
NAME:
TITLE: SECRETARY
ADDRESS: 4501 OAKLAND BLVD NE
TITLE:
ADDRESS:
,
CITY/ST/ZIP: ROANOKE, VA 24012 CITY/ST/ZIP:
Mark appropriate box unless area below is blank: If the block to the left is blank or contains incorrect data, please mark appropriate box
o Information is correct ~ Information is incorrect 0 Delete information and enter'information below: tJ Correction, 0 Addition 0 Replacement
OFFICER D DIRECTOR rn OFFICER ~ DIRECTOR EJ
NAME: DAVID B TRINKLE
TITLE: DIRECTOR
ADDRESS: 2855 S JEFFERSON ST
CITY/ST/ZIP: ROANOKE, VA 24014
NAME: David B. Trinkle
TITLE: Vice-President
ADDRESS: 2855 S. Jefferson Street
CITY/ST/ZIP: Roanoke, Virginia 24014
AFOOZW Rev 2 12/06
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2010 ANNUAL REPORT CONTINUED
DUE DATE: 07/31/10
CORPORATE ID: 0153745-5
ONO CHANGE G REMOVE r9 ADDITIONS o CHANGES
OFFICER 0 DIRECTOR OJ OFFICER 0 DIRECTOR ~
NAME: Gwendolyn W, Mason NAME: Mark Jamison'
TITLE: Council Member TITLE: Director
ADDRESS: 3841 Bosworth Drive. ADDRESS: 2424 Stanley Avenue
CITY/ST/ZIP: Roanoke, Virginia 24014 CITY/ST/ZIP: Roanoke, Virginia 24014
ONO CHANGE U REMOVE E9ADDITIONS o CHANGES
"
OFFICER 0 DIRECTOR G OFFICER 0 DIRECTORtJ
NAME: Anita J. Price NAME: Consuella Caudill
TITLE: Director TITLE: Director
ADDRESS: 3101 Willow Road, N. W. ADDRESS: 311 S. Pollard Street
CITY/ST/ZIP: Roanoke, Virginia 24017 CITY/ST/ZIP: Vinton, Virginia 24179
ONO CHANGE [3 REMOVE [J ADDITIONS o CHANGES
OFFICER 0 DIRECTOR ~ OFFICER 0 DIRECTOR ~
NAME: M. Rupert Cutler NAME: Karen Michalski-Karney
TITLE: Director TITLE: Director
ADDRESS: 204 S. Jefferson Street, #4 ADDRESS: 1502 Williamson Road, N. E., Ste B
CITY/ST/ZIP: Roanoke, Virginia 24011 CITY/ST/ZIP: Roanoke, Virginia 24012
ONO CHANGE CJ REMOVE EJ ADDITIONS o CHANGES
OFFICER 0 DIRECTORtJ OFFICER 0 DIRECTOR ~
NAME: Court G, Rosen NAME: Nicole Hall
TITLE: Director TITLE: Director
ADDRESS: 3226 Allendale Street, S, W. ADDRESS: 213 Market Street, S, E,
CITY/ST/ZIP: Roanoke, Virginia 24014 CITY/ST/ZIP: Roanoke, Virginia 24011-1801
K:\GRTC,1 O\GRTC.Annual Report,doc
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COMMONWEALTH OF VIRGINIA - STATE CORPORATION COMMISSION
CORPORATION - ANNUAL REGISTRATION FEE ASSESSMENT NOTICE
2010
On May 1, 2010, the State Corporation Commission assessed an annual registration fee against the
corporation pursuant to ~ 13,1-775,1 or ~ 13,1-936,1 of the Code of Virginia,
Payment of the assessment must be received by the Commission on or before July 30, 2010 (the "due
date") to avoid imposition of a late payment penalty of 10% of the annual registration fee or $10,00,
whichever is greater, Note: If the due date falls on a weekend or holiday, your payment, if delivered by
mail or in person, will need to be received in time for it to be processed on or before the last business day
that precedes the due date, Postmarks cannot be considered and extensions of time cannot be granted,
see 10 NO, 0153745-5
CORP NAME: GREATER ROANOKE TRANSIT COMPANY
+ 0287307 000013537 09SCC1 0122462
GREATER ROANOKE TRANSIT COMPANY
WILLIAM M HACKWORTH
464 MUNICIPAL BUILDING
215 CHURCH AVE SW
ROANOKE, VA 24011
1..1.1.1..111'11I111111111111.11
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(804) 371-9733 OR TOLL-FREE IN VIRGINIA (866) 722-2551
SEND PAYMENT WITH COUPON TO:
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;;;;;;;;;;;;;;;
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STATE CORPORATION COMMISSION
CLERK'S OFFICE
p, 0, BOX 7607
MERRIFIELD, VA 22116-7607
SEND CORRESPONDENCE AND
OTHER DOCUMENTS TO:
STATE CORPORATION COMMISSION
CLERK'S OFFICE
p, 0, BOX 1197
RICHMOND, VA 23218-1197
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If the corporation has not paid all annual registration fees and/or penalties assessed in any
previous year, those amounts are included in the total amount due, As of 07/01/2010, if
less than the total amount due is tendered, the amount paid will be applied against the fees
and penalties that have remained unpaid for the longest period of time, as directed by SS
13,1-615 and 13,1-815 of the Code of Virginia, Failure to submit payment for the total
amount due could result in underpayment of the assessment for the current year,
imposition of the statutory penalty and, ultimately, termination of the corporation's existence
or revocation of its certificate of authority,
If this year's annual registration fee is not paid in full on or before the last day of the fourth
month following its due date, the corporation's existence or certificate of authority to
transact business in Virginia, as the case may be, will be automatically terminated or
revoked as of that day, See SS 13,1-752 and 13,1-914 of the Code for Virginia stock and
XP.1324.000nonstock corporations, and SS 13.1-768 and 13,1-930 of the Code for foreign stock and
nonstock corporations.
I YOUR FILE COPY~
MAKE CHECK PAYABLE TO:
TREASURER OF VIRGINIA
PLEASE DO NOT SEND CASH
REGISTRATION FEE $ 100,00
PRIOR YEARS BALANCE $ 0,00
PENALTY AFTER $
TOTAL AMOUNT DUE $ 100,00
x
COMMONWEALTH OF VIRGINIA
STATE CORPORATION COMMISSION
ANNUAL REPORT INSTRUCTIONS
, ,
DO NOT ATTEMPT TO ALTER ANY PRE-PRINTED INFORMATION FOR ITEMS CD through (3) OF THE REPORT FORM.
Changes to items CD through (3) cannot be accomplished on the annual report form and will require a separate
filing. Changes to items a> and/or Q) may be made online at https://sccefile,scc,virginia.gov/ or by contacting this
office to request a pre-printed form SCC635/834. If you need to change items CD, @, and/or d), visit our W,eb
site or contact our office in order to receive the appropriate amendment forms, instructions and associated fees.
Contact information is set forth below,
The annual report must be completed in black and be legible and reproducible. If an error is made, please use
white correction fluid or erase completely,
All directors and all principal officers (e,g" president, secretary, treasurer, etc,) must be listed in item <V of the
annual report. An individual may be designated as both a director and an officer. See 99 13.1-675 A, 13.1-693 A
and 13.1-775 A 3 (stock corporations) or ~~ 13,1-855 A, 13,1-872 A and 13.1-936 A 3 (nonstock corporations) of
the Code of Virginia, Note: If the corporation (1) does not have directors because (i) initial directors are not
named in the articles of incorporation and an organizational meeting of the corporation has not been held or (ij)
the board of directors has been eliminated pursuant to a valid shareholder agreement authorized by ~ 13.1-671.1
or ~ 13.1-852.1 of the Code of Virginia, or (2) does not have officers because an organizational meeting has not
been held, insert "No Directors" or "No Directors or Officers," as the case may be, in the right block in item <V.
Changes to items @ and <V must be accomplished on this report.
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If there is no principal office address in the left block or the pre-printed addres$ is incorrect, you
must add or correct the principal office address in the right block, "
If there is no director and officer information in the left block(s) or the pre-printed data is incorrect,
, you must add or correct the director and officer information in the right block(s), Include additional
pages if additional space is needed, but please do not staple them to the report form.
Note: All directors and officers listed on this report will be "on record" in the Clerk's Office. However, we
maintain in our computer database only the first five individuals listed on this report,
Virginia law requires the Commission to return for correction or explanation an annual report that is incomplete or
inaccurate. An acceptable report must be received on or before the due date, The corporation is not in good
standing if the report is overdue, If an acceptable report is not received on or before the last day of the fourth
month following the due date, the corporation's existence (domestic) / certificate of authority (foreign) will be
automatically terminated / revoked,
THE COMPLETED REPORT MUST BE SIGNED, DATED AND RETURNED TO THE CLERK'S OFFICE.
Web Site Address: www.scc.virginia.gov/clklindex.aspx
Phone: (804) 371-9733 or toll-free in Virginia (866)-722-2551
Mailing Address:
Courier Delivery Address:
State Corporation Commission
Clerk's Office
PO Box 1197
Richmond VA 23218-1197
State Corporation Commission
Clerk's Office, First Floor
1300 E Main St
Richmond VA 23219
PRIVACY ADVISORY: Information such as social security number, date of birth, maiden name, or financial institution account numbers is
NOT required to be included in business entity documents filed with the Office of the Clerk of the Commission, Any information provided on
these documents is subject to public viewing.
AF04UO Rev 2 5/1 0
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
, July 2,2010
David A. Bowers, President
David B. Trinkle
John Bingham
Mark Jamison
Consuella Caudill
Karen Michalski-Karney
Nicole Hall
Dear President Bowers and Members of the Board:
Enclosed you will fmd a correspondence from Carl L. Palmer, General Manager, Valley
Metro, that provides background information and recommended action regarding the
award and execution of contracts with Woodard-West-Parks, Ltd. and Breakell, Inc.,
respectively, for installation of bus stop shelters.
If you questions, please contact Mr., Palmer at 982-0305 x,lll (office) or
cpalmer@valleymetro.com.
Sincerely,
~ Pl. '1rW
Stephanie M. Moon
GRTC Board Secretary
SMMljec
Enclosure
pc: Carl L. Palmer, GRTC General Manager
Christopher P. Morrill, Vice-President of Operations
James Grigsby, GRTC Liaison
Ann H. Shawver, Treasurer
William M. Hackworth, General Counsel
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Greater Roanoke Transit Company
Board of Directors Meeting
July 2, 2010
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 and Execution of 2 Contracts for Installation of Bus Stop
Shelters
Backoround
On September 2,2008, the Greater Roanoke Transit Company (GRTC) contracted with E.F.
Couvrette Company, Inc, to manufacture and deliver a combination of "sixteen (16) fully
assembled" large and small bus stop shelters, with an option for up to an additional fifty (50)
fully assembled shelters, The contract has a five (5) year term, expiring September 1, 2013.
For each of the first sixteen (16) shelters ordered, GRTC pays $9,450 for a 14' x 9'6" x 4'9"
large shelter ("Shelter #1"); $6,620 for a 9'7" x 8'4" x 4' small shelter ("Shelter #2"), The price
for the small and large shelters under the fifty (50) shelter option, if exercised within the five (5)
year term of the contract, is to be negotiated and agreed to by the parties.
To date GRTC has taken delivery on eight (8) of the first sixteen (16) shelters, three (3) large
and five (5) small shelters. Five (5) of the eight (8) shelters, two (2) large and three (3) small
shelters, have been installed,
In order to have a qualified contractor(s) available on an as needed basis to install the shelters,
and to comply with procurement requirements, GRTC advertised an Invitation for Bid (IFB) for
installation of the bus stop shelters, IFB # 10-GRTC-0401 on June 3, 2010, with a bid opening
date of June 30,2010. The IFB was for a turnkey installation and related construction work, to
'include, but not limited to, proper and timely excavation, removal and disposal of present site
material, pour concrete pad according to specifications, including ADA accessible ramp,
securing and bolting pre-fabricated bus shelter with a trash receptacle, and bench and clean up
of the site area, The bidders were to bid on total cost based on type of base excavated
(asphalt, soil, or concrete) and by either large or small shelter during the term of any resultant
contract, which is for one (1) year, but which may be renewed for up to two (2) additional one
(1) year periods or any combination thereof.
The IFB was advertised in the Roanoke Times on Saturday, June 5, 2010, and in the Roanoke
Tribune on Thursday, June 10, 2010. The IFB was also posted on the GRTC Valley Metro
website on June 3, 2010. There were four (4) potential bidders present for the non-mandatory
pre-bid conference meeting on June 16, 2010 and,one potential bidder called by telephone to
request the IFB package, One addendum was issued during the bidding phase.
Greater Roanoke Transit Company
P.O. 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
July 2, 2010
On Wednesday, June 30, 2010, two (2) bids were received with Woodard-West-Parks, Ltd.,
P.O. Box 8036, Roanoke, Virginia 24014, submitting the lowest responsive and responsible bid
for the installation of a large bus shelter with asphalt base at $4,950 per bus stop shelter;
installation of a small bus shelter with asphalt base at $4,110 per bus stop shelter; installation of
a large bus shelter with soil base at $3,945 per bus stop shelter; installation of a small bus
shelter with soil base at $3,395 per bus stop shelter. Breakell, Inc., P,O. Box 6414, Roanoke,
Virginia 24016, submitted the lowest responsive and responsible bid for the installation of a
large bus shelter with concrete base at $4,672 per bus stop shelter and for installation of a small
bus shelter with concrete base at $4,545 per bus stop shelter,
Action to be Taken
GRTC has $132,000 in grant and local funds to support installing a combination of large and
small bus stop shelters, up to a total of sixteen (16). Eighty percent (80%) of the funds will
come from an approved Federal Transit Administration grant (VA-95-X005-00); four percent
(4%) from an approved Virginia Department of Rail and Public Transportation grant; and sixteen
percent (16%) will come from GRTC's local match funds. The local match is in GRTC's fiscal
2011 budget.
GRTC will award to and execute a contract with Woodard-West-Parks, Ltd., which was the
lowest responsive and responsible bidder for the installation of the large and small bus shelters
with an asphalt base and large and small bus shelters with a soil base for a one (1) year period
with a total not to exceed amount of $59,400. Such amount is based on the estimated number
of shelters that may be requested within this category.
GRTC will award to and execute a contract with Breakell, Inc., which was the lowest responsive
and responsible bidder for the installation of the large and small bus shelters with a concrete
base for a one (1) year period with a total not to exceed amount of $18,688. Such amount is
based on the estimated number of shelters that may be requested within this category.
In accordance with the language set forth in the Board's June 18, 2001, resolution, such action
will not be taken until five business days after the date of this letter.
Please advise if there are any questions or more information is needed regarding the above
referenced action. Thank you.
Carl L. Palmer
General Manager
c: Vice-President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
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BY - l.AW"S
OF
GREATER ROAi.~OKE TRANSIT Ca,1PANY
Af{[,IClE I. STOCK
1. Certificates for shares of connDn stock, nude upon fonn approved by
the Board of Directors, shall be issued in numerical order and shall be
signed by the President, \-lith the Company's seal affixed and attes."ted by
the Secretary. Every such certificate shall contain upon its face the
tallm.ling words: "No profit shall accrue to any stockholder by dividend."
Na original issue of such stock shall be made except upon authority of
the State, Corporation Corrrnission first given. A record of each certifi-
cate shall be kept on the stub thereof. Not lIDre than five (5) sbares
of such stock shall be issued and outstandi..""1g at anyone time.
2. Transfer of o'Wl1ership of stock of t.i1e Canp~tY shall be made only on
the stock record of the Company; and no transfer of issued shares shall
be made unless the certificate (5) evidencing such shares are surrendered
to the Company dilly executed for such transfer; and, upon such transfer.
the certificate(s) evidencing the share(s) so transferred shall be
marked cancelled. ,.vith the date of cancellation. by the Secretary.
ARTIClE II. STOCKHOLDERS
1. The arll1U8l meeting of t.l-te Stockholders of the Canpany shall be held
on the first 'l\.1esday in the month of July of each year at the registered
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I office of the Canpany in Roanoke, Virginia, or at such other place or
places as tmy from time to time be fixed by the Board of Directors.
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2. Special meetings of the Stockholders may be held at the registered
office of the Company, or such other place as may be decided upon, at
any time, upon the call of the President or the Secretary, by a majority
of the Board of Directors, or by a Stockholder or Stockholders holding
together at least one-tenth of the Carmm Stock then outstanding entitled
to vote.
3. Written notice of an annual or special meeting, stating the place,
day and hour of the meeting and, in case of a special meeting, the
purpose or purposes for mich it is called, shall be given either personally
or by nail to each Stockholder of record entitled to vote at such meeting.
Such notice shall be given not less than 10 nor nnre than 50 clays before
the date of the meeting; except that, if the purpose of the meeting is
to act on special matters such as an, amendment to the Articles of Incorporation,
the reduction of stated capital, or on a plan of merger or consolidation,
the notice shall be given not less than 25 nor more than 50 days before
the date of the meeting and shall be accompanied by a copy of the proposed
amendment or plan of reduction or m:;rger or consolidation.
4. Nou-rl.thstanding the requirements for notice set out in the preceding
paragraph, any meeting of Stockholders ImY be held if
(a) a waiver of notice thereof in writing is signed by the person
or persons entitled to Budl notice. mether before or after the time
stated therein; or
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(b) if Stockholders entitled to but not waiving the notice attend
the meeting, unless attending for the express purpose of objecting to
the transaction of any business because the meeting is not lawfully
called or convened.
5. My action required by law to be taken, or any action 'Which may be
lawfully taken at a neeting of the Stockholders, may be taken without a
neeting if a consent in writing setting forth in full the action so
taken, ,is signed by all of the Stocldlolders entitled to vote thereon;
and such consent shall have the same force and effect as a ur.animous
vote of the Stockholders. No such action taken without a meeting shall
have effect until a record thereof be spread in full in the Minute Book,
together with the aforesaid written consent.
6. Subject to the qualification hereinafter stated, a quorum at any
rreeting of the Stockholders shall be a majority of the voting stock of
the Corrpany represented in person or by proxy (but in no event shall a
quo~~ consist of less than one-third of the shares entitled to vote),
and a majority of the shares represented at the meeting may act on any
mtter that my corre before the meeting. Hov/ever, in mtters relating
to an amenchnent to the Articles of Incorporation, a reduction of stated
capital, or of a plan of merger or consolidation, and other special
mtters, the affirmative vote of not less than tvoo-thirds of the shares
entitled to vote thereon shall be required for approval.
7. For the purpose of voting a share or shares of stock at a meeting
held by the Stockholders. a Stockholder shall have the privilege ofndividing the voting strength of anyone or more full shares so owned by
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the Stockholder by the number 2, so as to provide for voting half-shares
of said stock; provided, however, that the Stockholder shall have given
written notice of intention so to do to the Secretary, by written proxy
or other '\vriting prior to corrmencernent of the meeting, in which written
notice the number of the stock certificate and the number of full shares
to whiCh such election is applicable shall. be clearly set out.
ARTICLE III. DIRECI'ORS
1. The affairs of the Company shall be m:maged by a Board of Directors
v.hich shall consist of not less than seven meribers. who need not be
Stockholders. They shall be elected annually by the Stockholders at
the Stockholders' ,Annual l"eeting for a tenn of one year fran the d.1.te of
their election and until their successor has been duly elected and shall
have duly qualified. This number may be ~creased, or may be decreased
to not less than three, at any time by amendment to these By-laws. A
majority of t..'1e Directors actually elected and serving at the time of
any given meeting shall constitute a quonDl. Less than a quorun may
adjourn the meeting to a fixed time and place, no further notice of such
adjourned I'l"eeting being required.
2. The Stockholders, at, any meeting, by a vote of the holders of a
majority of all the shares of Cc:mmn Stock at the time outstanding and
having voting power, may rem::nTe any Director and fill the vacancy;
otherv..rise any vacancy occurring upon the Board of Directors may be
filled for any unexpired tenn created by the vacancy by election by
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maj ori ty of the re..."Tlaining Directors, even though the ones remaining do
not constitute a quonnn of the full Board, wIess such vacancy(ies) be
sooner filled by the Stockholders i..., meeting.
3. imy nnndatoi:y or pennissive ~ction \..mch should or may be taken at a
meeting of the Directors, may be taken without a meeting if a consent in
writing, setting forth the action so taken, is signed by all of the
Directors; and such consent shall have the same force and effect as a
unanimous vote of the Directors; provided, that no such action taken
outside a meeting shall have effect until the action and such consent
shall have been spread in full in the Minute Book.
4. Meetings of the Board of Directors shall be held at times fixed by
resolution of the Board, or upon the call of the President or the Secretary,
or upon the Cc'3.l1 of a maj ori ty of tJ.,e members of the Board. Notice of
any meeting not held at a t:L."lle fixed by a' resolution of the Foard shall
be given to each Director at least 24 hours before the time of the
neeting at his residence or business address or by delivering such
notice to him in person, or by telephonir.g or telegraphing it to hi1'll at
leas t 24 hours before the meeting. lmy such notice shall contain the
time and place of the meeting, but need not contain the purpose of Cil1y
meeting. !1eetings may be held without notice if all of the Directors
are present or t..'hose. not present waive notice before or after the DEeting.
5. All IIEetings held by the Board of Directors as well as the records
of such neetings shall conform to the provisions of the Virginia Freedcrn
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I of lnforrratian Act, but shall be subject to the same exceptions and
limitations of applicability therein provided for public boards and
agencies.
ARTICLE IV. CCl-1MITIEES
I
The Board of Directors may designate, by resolution adopted by t\.x>-
thirds of all the Directors, two or more of the Directors to constitute
an Executive Ccmnittee. The Executive Corrrnittee, when the Board of
Directors is not in session, m3.y exercise all of the powers of the
Directors except to approve an amendment of the By-Laws or to recorrmend
a plan of merger or consolidation, and they may authorize the seal of
the Corporation to be affixed as required to any ~vriting duly authorized
to be executed. The Executive Ccmnittee may make and adopt rules for
the holding and conduct of its meetings. tJ:Le notice required thereof,
and the keeping of its records, provided that all such rules be in
writing and recorded.
ARI'ICill V. OFFICERS
I
The members of the Board of Directors, prcmptly after their election
in each year. shall e.lect a President (who shall be a Director) and one
or more Vice-Presidents and shall also elect a Secretary and a Treasurer;
and the Board of Directors may elect or appoint such other officers as
it m3.y deem proper. No officer other than the President need be a
Director. Any officer may hold more than one office, except the same
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person shall not be Preside.."1t and Secretary nor President and Treasurer.
ftl officers shall serve for a term of one year coomencing upon the date
of their election and until their respective successors are elected and
qualify. but any officer may be rem:>ved surrmarily ..vith or without cause
at any time by the affinnative vote ,of a majority of all of the Directors.
Vacancies amJrlg the officers shall be filled by the Directors for the
'lIDeA-pired term of any such vacancy. The officers of the Corporation ,
shall have such duties as generally pertain to their respective offices
as ,.;rell as such po\vers and duties as fran ti..I'De to time may be delegated
to them by the Board of Directors.
ARTIClE VI. SEAL
The Seal of the Company shall be a flat-faced circular die cop..sisting
of t:vJO discs, on v..mch shall be two concentric circles. with the '\vords
"GREATER RDANCKE TRANSIT OOHP ANY J ROANOKE; VIRGTIUA", circumscribed
around the circumference and benveen the t\.x) circles, and the '\fJOrd
"SEAL" and the nUl:IlE:!.rals "1974" in the central portion of said circles;
and an impression of said seal shall be affixed to this page of the By-
Laws.
ARTIClE VII. FISCAL YEAR
The fiscal year of the Company shall carmence on July 1st of each
year and shall end on June 30th of each year next following.
ARrIClE VIII. AMENIl1ENl'
The Board of Directors shall have the p~.;rer to alter, amend, repeal,
or to adopt new By-laws. /my law made by the Board of Directors may be
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repealed or changed <>,nd new- By-Laws may be made by the Stockholders. who
may prescribe that any By-La,;v made by them'shall not be altered. amended
or repealed by the Directors.
ADOPTED: July 17, 1974r
ATIEST:
~~
.' President
Af2
I}~J-, a~
S . retary
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ADOPTED by vote of the Board of Directors the 25th day of
June, 1979.
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APPROVED:
ATTEST:
SI Noel C. Taylor
SI Mary F. Parker
Noel C. Taylor, President
Nnry F. Parker, Secretary"
Nr. Garland moved the adoption of the Resolution. The motion was
seconded by Mr. Hubard and adopted by the followin8 vote;
AYES: Directors Bowles, Garland, Hubard, Landis, Thomas and President Taylor--6
NAYS: Non~--'----------------_______________________________-------------------0
(Director Grove was absent.)
AMENDMENT OF BY-LAWS: Mr. Hubard offered the following Resolution amending the
By-Laws of Greater Roanoke Transit Company to provide that the annual ,Stockholders I
meeting shall be held during the month of June:
"A RESOLUTION ANZNDING THE BY-LAl-lS OF GREATER ROANOKE TRANSIT
CONPANY TO PROVIDE THAT THE ANNUAL STOCKHOLDERS' MEETING
SHALL BE HELD DURING THE rmNTH OF JUNE.
BE IT RESOLVED by the Board of Directors of Greater Roanoke
Transit Company as ,follows:
,I. That paragraph I, of Article II of the By-Laws of Greater Roancke
Transit Company shall be amended to read as follows:
1. The annual meeting of the Stockholders of the
Company shall be held during the month of June
each, year at a day, time and place to be from
timi to time fixed by the Board of Directors.
ADOPTED by a vote of the Board of Directors the 25th day of
June, 1979.
APPROVED:
ATTEST:
SI Noel C. Taylor
Noel C. Taylor, President
SI Mary F. Parker
Mary F. Parker, Secretary"
Mr. Hubard moved the adoption of the Resolution. The motion was seconded by
Mr. Landis and adopted by the following vote:
AYES: Directors Bo~les, Garland, Hubard, Landis, Thomas and President Taylor--6.
,
NAYS; None----------________________________________________------------------0.
~tor Grove was absent.)
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 24011-1595
WILUAM M.HACKWORTH
CITY A1TOR!\'EY
1ELEPHONE: 540-853-2431
FAX: '140-8'13-1221
bMAIL: cllyatty@ci.rni:lnokc \03 U~
TIMOTHY R. SPENCER
STEVENJ. TALEVI
GARY E. TEGENKAMP
DAVID L. COLUNS
HEATHERP, FERGUSON
ASSISTA:-rrCITY ATI'ORKEYS
May 5, 2004
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Greater Roanoke Transit Company CORTe)
Dear Mayor Smith and Council Members:
Ms. Parker has relayed to me Coune,il's inquiry as to whether persons other than
members of Council maybe appointed to serve as directors of the Greater Roanoke Transit
Company (GRTC). There is no statutory requirement that directors be members of Council,
and the corporation's Articles of Incorporation do not require this, In fact, none of the
original seven directors of GRTC when it was created in July of 1974 were members of
Council (they included the City Manager and the Director of Utilities).
According to Council minutes, at its September 23, 1974, meeting, Council received a
report from the City Attorney (it was filed in the City Clerk's Office, but unfortunately, has
since been purged) responding to Council's inquiry as to how Council could be represented
on the GRTC board. At that meeting, Council called for a special meeting of the GRTC
stockholders (Council), which was held on December 9, 1974. The minutes of that meeting
record that Council acted to remove five of the then directors and replaced them with Council
members. The minutes state:
"Mayor Webber requested that the record show that the reorganization
was done in the best interest of the overall operation of the City of
Roanoke and ofthe corporation, and that it was felt that the members of
City Council should accept this responsibility because of certain aspects
of the program that should be known and understood by each member of
Council. "
What these aspects were can only be guessed at at this time.
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An extract from the Minutes of the GREATER ROANOKE TRANSIT COMPANY Board
Meeting on June 15,1998.
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BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION REVISING THE SCHEDULE FOR MEETINGS OF THE
BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT
COMPANY
WHEREAS, Section 4 of Article III of the By-Laws of the Greater Roanoke
,Transit Company provides that meetings of the Board of Directors shall be held at
times fixed by resolution of the Board.
WHEREAS, the establishment of a fixed schedule of meeting dates is
necessary for the orderly conduct of business of the Company.
WHEREAS, the Board of Directors desires to change the meeting time for the
current schedule of regular meeting dates.
THEREFORE, BE IT RESOLVED by the Board of Directors of the Greater
Roanoke Transit Company that the regular business meetings of such Board shall
be held in Council Chambers of the Roanoke Municipal Building, fourth floor, 215
Church Avenue, S. W., Roanoke, Virginia, at 1:00 p,m. on the third Monday of each
month, commencing with the July 20, 1998 meeting; provided, however, when any
regular meeting of the Board shall fall on a legal holiday of the City of Roanoke or
the Commonwealth of Virginia, ~hen such m~eting shall be held on the next regular
business day. The former time for regular meetings scheduled for 1 :30 p.m, on the
third Monday of each month is hereby repealed.
APPROVED:
ATTEST:
S/David A. Bowers
S/Mary F. Parker
David A. Bowers
President
Mary F. Parker
Secretary
,]
03/03/2908 lB:48 FAX
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540 882 2703
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BRIC-VALLEY IEIRO
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BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION REPEALING THE RESOLUTION ADOPTED BY THE BOARD OF
DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY (GRTC) ON JUNE
1 S, 1998; PROVIDThTG THAT AS OF JULY 1.2001, THERE WILL BE NO REGULAR
MONTHLY MEETINGS OF THEBOAlU> OF DIRECTORS; AND PROVIDING THAT
THE'BOARD WILL-MEET AS MAY BE NECESSARY IN ACCORDANCE WITH THE
BY-LAWS OF GRTe.
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 ofGRTC, and that the
regular monthly meetings of the Board of Directors are no longer necessary.
THEREFORE, BE IT RESOLVED by the Board ofDirectors of the Greater Roanoke Transit
Company as follows:
1. The Resolution adopted by the Board of Directors on June 15, 1998. setting a regular
Board of Directors.
3. The Board ,,{Directors will hold meetings in accordance with the By-Laws ofGRTC
as may be necessary to conduct the business of OR TC, as more particularly set f9rth in the letter to
this Board dated June 18,2001.
ATTEST:
fh J.~
, Secretary ~ '
H:\MEASURBS'\r'-pfl:baitduleeliDf
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
Change of Meeting Time for June 15, 1998, and Scheduling of Annual Meeting of Stockholders
of Greater Roanoke Transit Company.
Pursuant to Article III, Section 3 of the By-Laws of the Greater Roanoke Transit Company,
the Board of Directors hereby consent and agree to change the meeting time for the regular meeting
of the Board of Directors from 1:30 p.m. on June 15, 1998, to 1:00 p.m. on June 15, 1998. The
Board of Directors further consent and fix the annual meeting of the stockholders of the Greater
Roanoke Transit Company to be held on Monday, June 15, 1998, immediately following adjournment
of the regular meeting of the Greater Roanoke Transit Company Board of Directors which is
scheduled to convene at 1 :00 p.m. in the City Council Chambers in the Roanoke Municipal Building,
Room 450,215 Church Avenue, SW, Roanoke, Virginia.
The undersigned, being the Board of Directors and the authorized representatives of the sole
stockholder of the Greater Roanoke Transit Company hereby waive any further notice of the annual
stockholders' meeting to be held on Monday, June 15, 1998, immediately following the Greater
Roanoke Transit Company Board of Directors' meeting scheduled for 1 :00 p.m., on June 15, 1998,
to be held in the City Council Chambers in the Roanoke Municipal Building, Room 450, 215 Church
Avenue, SW, Roanoke, Virginia.
Date: May ~ 1998
cc: W. Robert Herbert, Vice-President, Operations GRTC
James Ritchie, Assistant Vice-President, Operations GRTC
Wilburn C. Dibling, Jr., General Counsel, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
James D. Grisso, Treasurer, GRTC
Mary F. Parker, Secretary, GRTC
Kit B. Kiser, Director of Utility and Operations
David A. Morgan, General Manager, GRTC
H:\ORTClSTOCKM
~~
City Clerk
For Informational Purposes
Only
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Greater Roanoke Transit Company
Board of Directors Meeting
May 13, 2010
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: Purchase of Service Vehicles
Backqround
The Greater Roanoke Transit Company (GRTC) has three (3) service vehicles that have
reached the Federal Transit Administration's (FTA) definition of useful life, four (4) years of
service or 100,000, whichever comes first. GRTC has a 2002 Ford Explorer, 2004 Chevrolet
Astro Van, and 2005 Astro Van that are eight (8) years old, six (6) years old, and five (5)
years old, respectively.
For reasons of safety and maintenance efficiency, GRTC will replace these vehicles with two
(2) 2010 Dodge Caravans and one (1) 2010 Ford Explorer.
Action to be Taken
All three (3) vehicles will be purchased "piggyback" on two (2) contracts with the
Commonwealth of Virginia's Division of Purchasing and Supply. The two (2) Dodge Caravans
will be purchased on a contract between the Commonwealth and automotive dealership
Green Gifford Motor Corporation in Norfolk, Virginia; the Ford Explorer will be purchased on a
contract between the Commonwealth and automotive dealership Kip Killmons Tysons Ford in
Vienna, Virginia. The contract with Green Gifford expires September 15, 2010, with three (3)
one (1) year renewals, through September 15, 2013; the contract with Killmons Tysons also
expires on September 15, 2010, but has four (4) one (1) year renewals, through September
15, 2014.
The Dodge Caravans will cost $21,800 per van, totaling $43,600; the Ford Explorer will cost
$24,000; all three vehicles will cost a grand total of $67,600. By purchasing these vehicles
piggy back on the Commonwealth's contract, GRTC will save a total of $20,400 (23%) for all
three, $12,400 on the two Caravans and $8,000 on the Explorer.
Greater Roanoke Transit Company ~.. .
P.O. Box 13247 . Roanoke, VirQinia 24032 . Phone: 540.982.0305 . FaXi540.982.2703 .www.vallevmetro.com}i"":?':;~~'~
"',;..
'David A. Bowers, President, and Members of the Board of Directors
May 13, 2010
Page 2
Both Caravans will be funded 80% with FTA and 20% with Virginia Department of Rail and
Public Transportation (DRPT) approved grant funds; the Explorer will be funded 100% with
FT A American Recovery Reinvestment Act (ARRA) approved grant funds.
Prior to the "piggyback" purchases, both contracts will be in compliance with all applicable
FT A procurement certifications. GRTC will issue a purchase order to each of the two (2)
dealerships after May 20,2010.
In accordance with the language set forth in the Board's June 18, 2001, resolution, such
action will not be taken until five business days after the date of this letter.
Please advise if there are any questions or more information is needed regarding the above
referenced action. Thank you.
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
. .:;~...,~";.' ..
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Greater Roanoke Transit Company
Board of Directors Meeting
May 13, 2010
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: Purchase of Vehicle Inspection and Global Positioning System
BackQround
In addition to its preventive maintenance schedule, Greater Roanoke Transit Company
(GRTC) monitors vehicle maintenance needs using the bus operator's manual vehicle
inspection reports that are completed prior to their assigned runs; GRTC uses road
supervision personnel and radio communications to monitor bus locations and on time
performance,
GRTC wishes to improve upon its operations by automating these functions, thereby
enhancing its safety standards. Toward that end, GRTC will purchase the Zonar vehicle
inspection and Global Positioning System (GPS) that will afford GRTC computerized on line
transmi$sion of performance data for up to the moment monitoring and efficient corrective
action. Some of the features and benefits of the system are as follows:
1) Real time driver performance and vehicle location;
2) Real time monitoring of vehicle engine condition and performance while in service;
3) Real time verification of pre trip vehicle multi-point inspection requirements,
GRTC will make a "piggyback" purchase of the Zonar system through an existing contract
between Zonar Systems, Inc. and the Central Susquehanna Intermediate Unit (CSIU). CSIU
was established by and under the Pennsylvania Public School Code and authorized by the
Pennsylvania Department of Education to administer the state's cooperative bidding program
for technology equipment and supplies known as the Pennsylvania Education Purchasing
Program for Microcomputers (PEPPM).
The initial three year term of the contract expired December 31,2009; it has been extended
through December 31,2010. Under this contract, given vendor approval, "non-profit entities"
are eligible to purchase the vehicle inspection and GPS systems directly from Zonar; Zonar
Systems, Inc has granted approval
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540,982,2703J:i!l www,valleymetro,com
J
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-...D.avid A. Bowers, President, and Members of the Board of Directors
~ay 13, 2010
Page 2
As the vendor and a party to the contract, Zonar is in compliance with all applicable Federal
Transit Administration (FTA) procurement certification requirements.
Action to be Taken
Under this contract the Zonar system will be purchased for $74,000, funded 100% with
, approved FT A American Recovery Reinvestment Act (ARRA) grant funds.
By purchasing the s Zonar system "piggyback" on the Pennsylvania CSIU contract, GRTC
will realize an estimated savings of $56,000; to purchase the same system outside of this
contract would cost an estimated $130,000. Based on interviews and demonstrations,
comparable vehicle inspection and GPS systems cost as much as $500,000 to $800,000.
A purchase order to acquire the Zonar system "piggyback" on the Pennsylvania CSIU
contract will be issued directly to Zonar after May 20,2010.
In accordance with the language set forth in the Board's June 18, 2001, resolution, such
action will not be taken until five business days after the date of this letter.
Please advise if there are any questions or more information is needed regarding the above
referenced action. Thank you.
~
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
'/~~::L
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CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S,W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
City Web: www,roanokeva,gov
i)i
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April 19, 2010
Honorable David A. Bowers, Mayor
Honorable Sherman P. Lea, Vice Mayor
Honorable M. Rupert Cutler, Council Member
Honorable Gwendolyn 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: Special Stockholders Meeting to
Discuss the Proposed Structure of
the GRTC Board of Directors
As representatives of the sole Stockholder of Greater Roanoke Transit Company
(GRTC), a majority of City Council appoints the GRTC Board of Directors at the
annual June Stockholders meeting. The current practice is for City Council, as the
representatives of the sole Stockholder, to appoint themselves as the seven
members of GRTC Board of Directors and function in that capacity for one year
terms.
Council has expressed a desire to restructure and diversify the membership of the
GRTC Board of Directors by appointing to the Board some individuals other than
City Council members. Staff has shared with City Council information on how
other localities appoint as Board of Directors for their public transportation
organizations.
Also, staff has received feedback and recommendations from individual Council
members on how they would like to see future GRTC Board of Directors structured.
To facilitate the annual Stockholders meeting which will take place on June 21,
2010, several options are available for the GRTC Board of Directors structure. Such
options are presented below for your consideration and direction to staff.
Option #1
Leave the Board membership structure as it currently is and appoint the members
of City Council as the GRTC Board members.
Option #2 (Staff Recommended Structure)
Board membership to be comprised of:
2 Members of City Council (could be Mayor and Vice Mayor).
Honorable Mayor and Members of City Council
April 19, 2010
\, Page 2
1/
2 Members of City Staff (l representative designated by the City Manager's Office,
and 1 representative designated by the Director of Finance).
'-1 Member from a regional user of the bus system (Vinton, Salem).
1 Member representative from the Physically Challenged Community (e.g.
~c>(Mayor's Committee for People with Disabilities). ~
1 Member Citizen at large - (erg. a repre~tative.~.. f frororttthe R~gional ~hamber
of COl1;1merce). ~ ~:::-\:" ~ e." _ J.o'~-\~~ ~~ ~~ l.t9/0
Option #3 O~~~
Board Membership to be comprised of:
1 Member of City Council.
2 Members of City staff.
2 Members from a regional user of the bus system.
1 Member representative from the Physically Challenged Community.
1 Member Citizen at large.
OPtion #4
Such other configuration(s) as desired and approved by City Council as
representatives of the sole Stockholder, the City of Roanoke.
Please note that the GRTC Bylaws provide for the Board to appoint the officers of
the Corporation, including the President and Vice President.
After a majority of City Council, acting as representatives of the sole Stockholder,
determines the preferred GRTC Board membership, provides direction for staff on
providing appropriate information to City Council, and appoints the GRTC Board
members on June 21, 2010 at the annual Stockholders meeting, the auxiliary
issues raised by individual City Council members will be addressed with the new
GRTC Board of Directors. For example, how often the Board will meet, term limits,
reporting frequency to City Council, Board Liaison members (County, School
representatives), Board President, and Board Vice President.
Your direction on this matter is greatly appreciated.
Christopher P. Morrill
City Manager
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Ann H. Shawver, Director of Finance
James Grigsby, Assistant City Manager for Operations
,
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDER SPECIAL MEETING
APRIL 19, 2010
1 :30 P.M.
COUNCIL CHAMBER
AGENDA
1 . Call to Order - Roll Call.
2. Statement of Purpose. President Bowers.
3. Adjourn.
K:\GRTC.10\Special Stockholder Meeting Agenda.doc
,
GREATER ROANOKE TRANSIT COMPANY
April 5, 2010
David A. Bowers, Mayor
Sherman P. Lea, Vice-Mayor
M. Rupert Cutler
Gwendolyn W, Mason
Anita J, Price
Court G, Rosen
David B, Trinkle
Dear Mayor Bowers and Members of the Roanoke City Council:
Pursuant to Article II, Sections 2 and 3, of the By-laws of the Greater Roanoke Transit
Company, I am calling a special meeting of the Stockholders of the Greater Roanoke
Transit Company on Monday, April 19, 2010, pt 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. The purpose of the special meeting is to provide staff with direction for
the preferred structure of the GRTC Board to be appointed at the Annual Stockholder
Meeting of the Greater Roanoke Transit Company Board of Directors on Monpay, June 21,
2010, at 1 :30 p,m" in the City Council Chamber,' ,
Sincerely,
~h).~~
Stephanie M. Moon, CMC
City Clerk
/smm
pc: Christopher p, Morrill, City ManagerNice President of Operations, GRTC
William M. Hackworth, City Attorney/General Counsel, GRTC
Ann H. Shawver, Director of Finance/Treasurer, GRTC
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant City Attorney/Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
L:\CLERK\DAT A\CKSM1\GRTC,1 O\Special Meeting Notice,doc
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Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
April 22, 2010
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Financials for the month of March 2010
The following financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial results for the nine months (year-to-date) of this fiscal year.
Operating income through March of FY 10 is 5.3% or $93,581 below last year as presented in the
accompanying financial statement. This reduction is primarily due to a decrease in operating revenue in
the amount of $67,007 or 4.4%.
The operating expense for GRTC of $5.6 million through March represents a decrease of 3.3% or
$192,594 compared to March 2009. Both positive and negative variances are discussed in the
expenditure section of this narrative.
The subsidies for GRTC of $4 million through March have decreased 7.1% or $306,205 compared to
March 2009. The reduction is primarily due to a decrease in State and City of Roanoke subsidies
compared to March 2009.
ODeratin~ Income
Operating income is lagging behind budget estimates and we expect this to continue through the
current fiscal year. The current revenue shortfall for FY10is projected at approximately $143,855 or 6%
compared to the adopted budget.
Commentaries on significant variances are shown below.
Operating Revenues including bus fares and sales of passes decreased 4% or $67,007 compared to FY 09
due to decreases in passenger rides. Passenger rides have decreased 9.8% or 189,013 compared to
March 2009.
Advertising Revenue for advertising on GRTC buses have decreased 19% or $18,363 compared to March
2009. Purchases for advertising on the buses have declined due to current economic conditions,
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982,2703 · www,valleymetro,corn
"',i,',
David A. Bowers, President and Members of the Board of Directors
GRTC Financials
April 22, 2010
Page 2
ODeratimz EXDenses
Operating expenses are 3.3% or $192,594 under budget. The reduction is largely driven by a reduction in
the purchases of Materials and Supplies of 21.8% or $257,871.
Expense variances are discussed in the following sections.
FrinRe Benefits have increased 6.6% or $66,475 compared to March 2009. This increase is primarily due
to increases health insurance coverage for $33,717 and worker's compensation insurance for $18,870.
Materials and Supplies have decreased $257,871 compared to March 2009. This decrease is primarily
due to a reduction in the cost of fuel in the current period. GRTC's fuel purchases in the current period
decreased 23% or $199,728 compared to fuel purchases in March 2009.
Purchased Transportation for demand response and services for colleges have decreased 5% or $29,937
compared to last year. This decrease is due to the use of Job Access and Reverse Commute (JARC) funds
by the Company's service provider Unified Human Services, Inc. The use of JARC funds reduces the
Company's expenses for eligible rides by 50%. The total reduction for GRTC through March 2010 is
$25,461.
Subsidies
The subsidy decrease of 7.1% or $306,205 is primarily due to decreases in State and City of Roanoke
subsidies compared to March 2010.
The Department of Rail and Public Transportation (DRPT) state funding decreased 10.2% or $106,548
compared to FY 09 due to a reduction in the amount of funding by the st~te in FY 2010. The DRPT
allowed GRTC to utilize ARRA operating assistance in the amount of $240,547 in order to recover the
reduction in funding.
The local grants decreased 16% or $206,703 primarily due to a decrease in the City of Roanoke's subsidy
of 20% or $207,207. The reduction is primarily due to service reductions and other related budgetary
reductions of approximately $300,000 for FY 10 compared to FY 09,
No action by the Board is needed on this matter.
David A. Bowers, President and Members of the Board of Directors
,"Y' GRTC Financials
April 22, 2010
Page 3
Cc: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GRTC Liaison
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, GREATER 'ROANOKETRANSrr COMPANY
SUMMARY Of STATEMENT OF NET ASSETS
3/31/2010 3/31/2009
Year-to-Date Year-to-Date % of Change
ASSETS
CASH $ 686,676.06 $ 782,280.47 -12%
ACCOUNTS RECEIVABLE $ 1,418,625.65 $ 1,749,860.68 -19%
INVENTORY $ 405,539.38 $ 381,324.28 6%
FIXED ASSETS
FIXED ASSETS $ 29,199,231.79 $ 26,578,493.24 10%
ACCUMULATED DEPRECIATION $ (13,554,981.39) $ (11,686,609.22) 16%
NET FIXED ASSETS $ 15,644,250.40 $ 14,891,884.02 5%
PREPAYMENTS $ 69,381.59 $ 52,571.27 32%
TOTAL ASSETS $ 18,224,473.08 $ 17,857,920.72 2%
CURRENT LIABILITIES
ACCOUNTS PAYABLE $ 332,248.82 $ 205,293.43 62%
PAYROLL LIABILITIES $ 211,332.15 $ 193,074.66 9%
OTHER LIABILITIES $ 469,873.37 $ 727,378.10 -35%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,571,840.80 $ 5,789,425.23 -4%
DEPRECIATION EXPENSE $ (1,420,611.49) $ (1,342,570.43) 6%
RETAINED EARNINGS $ 10,728,620.65 $ 10,863,093.46 -1%
CAPITAL CONTRIBUTIONS $ 2,233,573.00 $ 1,117,439.00 100%
NET INCOME (LOSS) $ 97,590.78 $ 304,782.27 -68%
TOTAL CAPITAL $ 17,211,018,74 $ 16,732,174.53 3%
TOTAL LIABILITIES & CAPITAL $ 18,224,473.08 $ 17,857,920.72 2%
~
GREATER ROANOKE TRANSIT COMPANY
June 17,2010
David A. Bowers, Mayor
Sherman P. Lea, Vice Maydr
M. Rupert Cutler
Gwendolyn W. Mason
Anita J. Price
Court G. Rosen
David B, Trinkle
Dear Mayor Bowers and Members of the Council:
The Annual Meeting of the Stockholder's of the Greater Roanoke Transit Company will be
held on Monday, June 21, 2010, at 1 :30 p.m., in the City Council Chamber, fourth floor,
NoelC. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia.
I am attaching copy of the minutes of the Annual Meeting held on Monday, June 15, 2009;
and minutes of a special meeting held on Monday, April 19, 2010.
Sincerely,
~ )--),."'n\ I)llYJ
Stephanie M. Moon ~
Secretary
r"
Attachment
pc: The Honorable William D. Bestpitch, Council Member-Elect
The Honorable Raphael E. Ferris, Council Member-Elect
Christopher P. Morrill, City Manager
William M. Hackworth, City Attorney
Ann H. Shawver, Director of Finance
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl Palmer, General Manager, Valley Metro
L:\CLERK\DATA\CKSMl\GRTC.lO\Annual Stockholders' Call Letter and Agenda,doc
-t,...
o
STOCKHOLDER'S ANNUAL MEETING
GREATER ROANOKE TRANSIT COMPANY
MONDAY, JUNE 21, 2010
1 :30 P.M.
I
CITY COUNCIL CHAMBER
AGENDA
1 . Call to Order - Roll Call.
2. Approval of minutes: Annual Stockholder's meeting held on Monday,
June 15, 2009; and a special meeting of the Stockholder held on
Monday, April 19, 2010.
3. Statement of Purpose. President David A. Bowers.
The purpose of the meeting is to entertain nominations for the election of
Directors of the Greater Roanoke Transit Company for a term of one year,
commencing July 1, 2010.
4. A communication from the City Manager recommending a slate of
candidates for consideration as representatives of the sole stockholder,
the City of Roanoke.
5. Adjourn.
L:\CLERK\DA T A \CKSM 1 \GRTC,I O\Annual Stockholders' Call Letter and Agenda,doc
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W" Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
City Web: www,roanokeva,gov
June 21,2010
Honorable David A. Bowers, Mayor
Honorable Sherman P. Lea, Vice Mayor
Honorable M. Rupert Cutler, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable AnitaJ. Price, Council Member
Honorable Court G. Rosen, Council Member
Honorable David B. Trinkle, Council Member
Dear Mayor Bowers and Members of City Council:
Subject: Election of GRTC Board of
Directors
Background:
At the regular 9:00 a.m. City Council meeting of April 5, 2010, Council
received a briefing on the Greater Roanoke Transit Company (GRTC) Board
composition. Subsequent to that briefing, on April 19, 2010, City Council
convened in a special meeting as GRTC stockholder representatives and
directed City management to bring forth a recommended slate of GRTC
Board Members based on the following composition:
· 2 Members of City Council
· 2 City Staff Members
· 1 Regional Customer
· 1 Representative of the Physically Challenged Community
· 1 Citizen at Large
Recommended Action:
On June 21, 2010 at 1 :30 p.m., the annual meeting of GRTC stockholders will
take place, which includes the election of persons to the GRTC Board for a
one (1) year term, from July 1, 2010 to June 30, 2011. The following is City
staff's recommended slate of candidates for consideration by Council as
representatives of the sole stockholder, the City of Roanoke, Virginia:
,,'
Honorable Mayor and Members of City Council
June21,2010
Pag e 2
· 2 Members of City Council - recommend Mayor Bowers and Vice Mayor
elect Trinkle
· 2 City Staff Members - recommend Mr. John Bingham, Assistant
Director of Finance and Mr. Mark Jamison, Manager of Transportation
· 1 Regional Customer - recommend Consuella Caudill, Assistant Town
Manager, Town of Vinton
· 1 Physically Challenged Representative - recommend Ms. Karen
Michalski-Karney, Past President of the Mayor's Committee for the
Disabled
· 1 Member-at-Large - recommend Ms. Nicole Hall, Director of
Community Relations for Downtown Roanoke Inc.
If the representatives of the sole stockholder accept and elect this
recommended slate of GRTC Board members, the Secretary of GRTC will be
directed to call and coordinate a GRTC Board of Directors meeting to take
place as soon as possible in July 2010.
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Ann H. Shawver, Director of Finance
James Grigsby, Assistant City Manager for Operations
Carl L. Palmer, General Manager of GRTC
'~
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 30, 2010
The Honorable David A. Bowers, Mayor
215 Church Avenue S.W., Suite 456
Roanoke, Virginia 24011
Dear Mayor Bowers:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 21, 2010, you were appointed as a member of the Board of Directors for a
one year term, beginning July 1,2010 and ending June 30, 2011.
I am enclosing two copies of an Oath of Office which should 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.
One copy of the Oath of Office should be returned to Room 456 in the Noel C. Taylor
Municipal Building.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing a
copy of the 2009 Virginia Freedom of Information Act and a document from the Virginia
Freedom of Information Act Advisory Council dated June 18, 2010, with the 2010
updates. 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 the
provisions of the Act."
lX, //~
Jonathan ~
Assistant Secretary
JEC
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247,
Roanoke,Virginia 24032
James Grigsby, Assistant City Manager for Operations
Gary Tegenkamp, Assistant City Attorney
~.
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 a member of
the Board of Directors for the Greater Roanoke Transit Company for a one
year term, beginning July 1, 2010 and ending June 30, 2011, according to
the best of my ability (So help me God).
SYQc15~
Subscribed and sworn to before me this (O~day O~201 O.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
..~
-'~
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 30, 2010
The Honorable David B. Trinkle, Vice-Mayor Elect
215 Church Avenue S.W" Suite 456
Roanoke, Virginia 24011
Dear Vice-Mayor Elect Trinkle:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 21, 2010, you were appointed as a member of the Board of Directors for a
one year term, beginning July 1, 2010 and ending June 30, 2011. '
I am enclosing twb copies of an Oath of Office which should 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.
One copy of the Oath of Office should be returned to Room 456 in the Noel C. Taylor
Municipal Building.
Pursuant to Section 2,2-3702, Code of Virginia (1950), as amended, I am enclosing a
copy of the 2009 Virginia Freedom of Information Act and a document from the Virginia
Freedom of Information Act Advisory Council dated June 18, 2010, with the 2010
updates. 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 the
provisions of the Act."
JEC
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O, Box 13247,
Roanoke,Virginia 24032
James Grigsby, Assistant City Manager for Operations
Gary Tegenkamp, Assistant City Attorney
'k
'-~
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 30, 2010
John Bingham
Assistant Director of Finance
Roanoke, Virginia 24011
Dear Mr. Bingham:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 21,2010, you were appointed as a member of the Board of Directors for a
one year term, beginning July 1,' 2010 and ending June 30, 2011.
I am enclosing two copies of an Oath of Office which should 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,
One copy of the Oath of Office should be returned to Room 456 in the Noel C. Taylor
Municipal Building.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing a
copy of the 2009 Virginia Freedom of Information Act and a document from the Virginia
Freedom of Information Act Advisory Council dated June 18, 2010, with the 2010
updates. 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 the
provisions of the Act"
Jonathan E. Cra
Assistant Secretary
JEC
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P,O. Box 13247,
Roanoke,Virginia 24032
James Grigsby, Assistant City Manager for Operations
Gary Tegenkamp, Assistant City Attorney
,
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, John Bingham, 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 a member of
the Board of Directors for the Greater Roanoke Transit Company for a one
year term, beginning July 1, 2010 and ending June 30, 2011, according to
the best of my ability (So help me God).
f)L
iJin~
#
Subscribed and sworn to before me this --L day of ~l:::J 2010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
Q ]) ''f<< <f-y
BY ~~ ,CLERK \f"
~.
~,
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 30, 2010
Mr. Mark Jamison
Manager of Transportation
Roanoke, Virginia
Dear Mr. Jamison:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 21,2010, you were appointed as a member of the Board of Directors for a
one year term, beginning July 1, 2010 and ending June 30,2011.
I am enclosing two copies of an Oath of Office which should 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.
One copy of the Oath of Office should be returned to Room 456 in the Noel C. Taylor
Municipal Building.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing a
copy of the 2009 Virginia Freedom of Information Act and a document from the Virginia
Freedom of Information Act Advisory Council dated June 18, 2010, with the 2010
updates. 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 the
provisions of the Act."
JEC
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O, Box 13247,
Roanoke,Virginia 24032
James Grigsby, Assistant City Manager for Operations
Gary Tegenkamp, Assistant City Attorney
F
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Mark Jamison, 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 a member of
the Board of Directors for the Greater Roanoke Transit Company for a one
year term, beginning July 1, 20,1 0 and ending June 30, 2011, according to
the best of my ability (So help me God).
110.1 0 fl~
(
~
Subscribed and sworn to before me this 1..1.. day of -r- 201 O.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY ~P. o...J:1~ , CLERK
\
,
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 30, 2010
Consuella Caudill, Assistant Town Manager
Town of Vinton
311 S. Pollard Street
Vinton, VA 24179
Dear Ms. Caudill:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 21, 2010, you were appointed as a member of the Board of Directors for a
one year term, beginning July 1,2010 and ending June 30, 2011.
I am enclosing two copies of an Oath of Office which should 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,
One copy of the Oath of Office should be returned to Room 456 in the Noel C. Taylor
Municipal Building,
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing a
copy of the 2009 Virginia Freedom of Information Act and a document from the Virginia
Freedom of Information Act Advisory Council dated June 18, 2010, with the 2010
updates. 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 the
provisions of the Act."
Sin erely /t.~
Jonathan E, Cra
Assistant Secret y
JEC
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P,O. Box 13247,
Roanoke,Virginia 24032,
James Grigsby, Assistant City Manager for Operations
Gary Tegenkamp, Assistant City Attorney.
,
OattJ or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Consuella Caudill" do s'olemnly affirm that I will support .the
, I '
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 a member of
the Board of Directors for the Greater Roanoke Transit Company for a one
year term, beginning July 1, 2010 and ending June 30, 2011, according to
the best of my ability (So help me God).
~
:.
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 30, 2010"
Karen Michalski-Karney, Past President
Mayor's Committee for Disabled
Blue Ridge Independent Living Center
1502 Williamson Road, N. E.-Suite B
Roanoke, Virginia 24012-5100
Dear Ms. Michalski-Karney:'
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 21,2010, you were appointed as a member of the Board of Directors for a
one year term, beginning July 1,2010 and ending June 30, 2011.
"\
I am enclosing two copies of an Oath of Office which should be administered by the
Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the
Roanoke City CourtsFacility, 315 Church Avenue, S,W,
One copy of the Oath of Office should be returned to Room 456 in the Noel C. Taylor
Municipal Building.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing a
copy of the 2009 Virginia Freedom of Information Act and a document from the Virginia'
Freedom of Information Act Advisory Council dated June 18, 2010, with the 2010
updates. 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 the
,
provisions of the Act."
JEC
Enclosure
pc:. Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247,
Roanoke,Virginia 24032
James Grigsby, Assistant City Manager for Operations
Gary Tegenkamp, Assistant City Attorney
,
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
\
I, Karen M.ichalski-Karney, 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 a member of
the Board of Directors for the Greate'r Roanoke Transit Company for a one
year term, beginning July 1, 2010 and ending June 30, 2011, according to
the best of my ability (So help me God).
. ~~IULM. rl~ - ~~
Subscribed and sworn to before me this ~day Of~010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
B
J
v
,
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 30, 2010
Nicole Hall, Director of Community Relations
Downtown Roanoke, Inc.
213 Market Street Southeast
Roanoke, VA 24011-1801
Dear Ms. Hall:
'I
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 21, 2010, you were appointed as a member of the Board of Directors for a
one year term, beginning July 1, 2010 and ending June 30,2011.
I am enclosing two copies of an Oath of Office which should be administered by the
Clerk of t~e Circuit Court of the City of Roanoke, located on the third floor of the
Roanoke City Courts Facility, 315 Church Avenue, S.W.
One copy of the Oath of Office should be returned to Room 456 in the Noel C. Taylor
Municipal Building.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing a
copy of the 2009 Virginia Freedom of Information Act and a document from the Virginia
Freedom of Information Act Advisory Council dated June 18, 2010, with the 2010
updates. 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 the
provisions of the Act."
JEC
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247,
Roanoke,Virgi~ia 24032
James Grigsby, Assistant City Manager for Operations
Gary Tegenkamp, Assistant City Attorney
,
Oath or Affirmation of Office
'.
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Nicole 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 a member of
the Board of Directors for the Greater Roanoke Transit Company for a one
year term, beginning July 1, 2010 and ending June 30, 2011, according to
the best of my ability (So h1f;Jc;/J.ff
Subscribed and sworn to before me this a~y Of~ 201 O.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY ,~:~
i~\
~/
'~
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
July 15, 2010
David A. Bowers, President, and Members
of the Greater Roanoke Transit Company
Board of Directors
Dear President Bowers and Members of the Board:
This is to advise that a meeting of the Greater Roanoke Transit Company Board of
Directors will be held on Monday, July 19, 2010, at 1 :00 p.m., in the Emergency
Operations Center Conference Room, Room. 159, first floor, Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., Roanoke, Virginia.
Sincerely;
~~!:" ~
Secretary
pc: Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
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.1 O\July 19 Meeting Notice.doc
~'.
;~,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
July 19, 2010
1 :00 P.M.
EOC CONFERENCE ROOM
ROOM 159
AGENDA
1 . Call to Order.
2. Roll Call. Director Caudill arrived late/Director Karney and Vice-Mayor Trinkle
were absent.
3. Approval of Minutes: Regular meeting held on June 21, 2010.
Reading of the minutes was dispensed with and approved as recorded.
4. Reports of Officers:
a. Secretary:
1. Election of Officers.
Appointed the Mayor as President, Vice-Mayor as Vice-President, City
Manager as Vice-President of Operations, Assistant City Manager for
Operations as Vice-President of Operations, City Clerk as Secretary, Deputy
City Clerk as Assistant Secretary, Director of Finance as Treasurer, and City
Attorney as Registered Agent for one year terms of office, commencing
July 19.
b. General Manager:
1 . Review of Orientation Notebook.
2. Review of Disposal Policy.
L:\CLERK\DATA\CKSM1\GRTC.10\July 19, 2010 Action Agend.doc
"'\
5. Other Business.
The Mayor advised that the GRTC Board of Directors would meet on Monday,
August 16, Monday, September 20 and Monday, October 18at 1 :00 p.m., in the
EOC Conference Room, Room 159, first floor, 215 Church Avenue; and at the
Monday, October 18 meeting, a meeting schedule for the remainder of the
appointment year would be discussed and agreed upon.
6. Adjournment.
L:\CLERK\DATA\CKSM1\GRTC.10\July 19, 2010 Action Agend.doc
~. b.l.
,
GREATER ROANOKE TRANSIT COMPANY
aOARD OF DIRECTORS
July 19, 2010
David A. Bowers, President
Sherman P. Lea, Vice-President
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 Pre~ident, 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 or until their respective successors are elected and have duly qualified.
Officers currently serving are:
David A. Bowers, President
Sherman P. Lea, Vice~President
Christopher P. Morrill, Vice-President of Operations
James Grigsby, Assistant Vice-President of Operations
Stephanie M. Moon, Secretary
Jonathan E. Craft, Assistant Secretary
Ann H. Shawver, Treasurer
William M. Hackworth, Registered Agent and General Counsel
Sincerely,
~~.~
Secretary
pc: Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke,
Virginia 24032
L:\CLERK\DAT A\CKSM1\GRTC.1 O\Election of Officers.doc
,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 3,.2010
Ann H. Shawver
Treasurer
Greater Roanoke Transit Company
Roanoke, Virginia
Dear Ms. Shawver:
At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company
which was held on Monday, July 19, 2010, you were reappointed as Treasurer of the
Greater Roanoke Transit Company, for a term ending June 30, 2011.
Enclosed you will find an Oath or Affirmation of Office which may be
administered by the Clerk cd the Circuit Court of the City of Roanoke, located on
the third floor of the Roanoke City Courts Facility, 315 ChurchAvenue, S. W.
Please return one copy of the Oath of Office to F300m 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,
. if:tL M. r1") ~
Stephanie M. Moon l
Secretary
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,
2011, according to the best of my ability (So help me God). '
,
Subscribed and sworn to before me this _ day of
2010. .
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY
, CLERK
"
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 3, 2010
Jonathan E. Craft
Assistant Secretary
Greater Roanoke Transit Company
Roanoke, Virginia .
Dear Mr. Craft:
At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company
which was held on Monday, July 19, 2010, you were reappointed as Assistant Secretary
of the Greater Roanoke Transit Company for a term ending June 30,2011.
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,
~m. Yl'JONV
Stephanie M. Moon
Assistant Secretary .
Attachment
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, 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 Assistant Secretary of the Greater Roanoke Transit Company, for a term ending
June 30, 2011, according to the best of my ability (So help me God).
Subscribed and sworn to before me this _ day of 2010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY
,CLERK
'-:
GREATER ROANOKE TRANSIT COMPANY
(
BOARD OF DIRECTORS
August 3, 2010
James Grigsby
Assistant Vice-President of Operations
Greater Roanoke Transit Company
Roanoke, Virginia .
Dear M L Grigsby:
At a special meeting of the Board of Directors of the Greater Roanoke Transit Company
held on Monday, July 19, 2010, you were reappointed as Assistant Vice-President of
Operations of the Greater Roanoke Transit Company, for a term ending June 30, 2011.
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,
M~ h-J. h')l)"";
Stephanie M. Moon J
Secretary
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:
J, 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, 2011, according to the best of my ability (So help me God).
. Subscribed and sworn to before me this _ day of 2010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY
, CLERK
"--
,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 3, 2010
Christopher P. Morrill
Vice-President of Operations.
. Greater Roanoke Transit Company
Roanoke, Virginia
Dear Mr. Morrill:
At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company
held on Monday, July 19, 2010, you were reappointed as Vice-President of Operations
of the Greater Roanoke Transit Company for a term ending June 30, 2011.
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~. '"' 'tn. 'n-)b~
Stephanie M. Moon
Secretary
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, Christopher P. Morrill, 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 ;mpartially 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, 2011, according to the best of my ability (So help me God).
Subscribed and sworn to before me this _ day of 2010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY
, CLERK
,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 3, 2010
The Honorable David B. Trinkle
Vice-Mayor
Roanoke, Virginia .
Dear Vice-Mayor Trinkle:
/
At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company.
held on Monday, July 19, 2010, you were appointed as Vice-President of the Greater
Roanoke Transit Company, for a term ending June 30, 2011.
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."
· Xn. OjO~
Stephanie M. Moon
Secretary
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 B. Trinkle, 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, 2011, according to the best of my ability (So help me God).
Subscribed and sworn to before me this _ day of 2010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY
, CLERK
"
(
I .
:~
,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 3, 2010
'v
David A. Bowers
President
Greater Roanoke Transit Company
Roanoke, Virginia
Dear President Bowers:
At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company
held on Monday, July 19, 2010, you were reappointed as President of the Greater
RoanokeTransit Company for a term ending June 30,2011.
, 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."
l~
k. ~m. 1""lJ'()~
Stephanie M. Moon
Secretary
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,
2011, according to the best of my ability (So help me God). I
Subscribed and sworn to before me this _ day of 2010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY
, CLERK
~'>
GREATER ROANOKE TRANSIT COMPANY
, BOARD OF DIRECTORS
August 3, 2010
David A. Bowers, President
David B. Trinkle, Vice-President
John Bingham
Consuella Caudill
Nicole Hall
. Mark Jamison
Karen Michalski-Karney
Ladies and Gentlemen:
At the regular meeting of the Greater Roanoke Transit Company, Board of Directors
held on Monday, July 19, 2010, the President announced that the Board of Directors will
meet at 1 :00 p.m., in the Emergency Operations Conference Room, Room 159, first
floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia,
on the following dates:
Monday, August 16,2010.
Monday, September 20, 2010
Monday, October 18, 2010 '
Furthermore, the Mayor advised that a meeting schedule for the remainder of the fiscal
year will be discussed and agreed upon at the October 18 Board meeting.
Sincerely,
.~ m. h1bcw
Stephanie M. Moon . l
Secretary
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
James Grigsby, Assistant Vice-President of Operations, GRTe
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
L\CLERK\DA T A \CKSM1 \GRTC.l O\Ju1y 19, 201 0 correspondence.doc
0'7
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 3, 2010
Stephanie M. Moon
Secretary
Greater Roanoke Transit Company
Roanoke, Virginia
Dear Ms. Moon:
At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company
which was held on Monday, July 19, 2010, you were reappointed as Secretary of the
Greater Roanoke Transit Company for a term ending June 30, 2011.
{
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,
Attachment
pc: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke,
Virginia 24032
(~,
j
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
J, 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, 2011,
according to the best of my ability (So help me God).
Subscribed and sworn to before me this _ day of 2010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
BY
, CLERK
J\.
~~
~
.
Greater Roanoke Transit Company
Board of Directors Meeting
July 19, 2010
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 Orientation Notebook
At its June 21, 2010 meeting, the Greater Roanoke Transit Company (GRTC) stakeholder
embodied in the Roanoke City Council approved the appointment of each you to the GRTC
Board of Directors. On behalf of the GRTC staff, I congratulate you, I welcome you, and I
thank you for accepting the responsibility of governing the policies and practices of GRTC.
I.
This Board Orientation Notebook is designed to provide insight into and working knowledge
of the GRTC organization, from its Articles of Incorporation and By Laws to its personnel and
operating characteristics.
I look forward to working with each of you. We have much to do, beginning with a review of
fiscal and operating constraints, current and future capital projects, followed by the
establishment of a fixed mission supported by annual goals on a fiscal year basis.
You have my unwavering commitment and that of the entire GRTC organization to aid and
support the Board in its efforts to meet and transcend these and other challenges that lie
ahead. Thanks again.
itted,
I
Carl L.j Palmer
Gener~1 Manager
I
c.
Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General 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
TABLE OF CONTENTS
History and Overview of GRTC........................................... ..Section 1
Operating Characteristics..................................................... .Section 2
Insurance Coverages........................................................... . Section 3
Legal Documents................. .............................. .................. .Section 4
Operating Budget and Grants.............................................. . Section 5
Contract Authorization and Procurement Policy..................Section 6
Board Meeting Schedule Policy........................ ................. ....Section 7
Inserts: Brochures (Valley Metro, Smart Way, Starline Trolley)
Bargaining Unit Agreement between SVTMC and Amalgamated
Transit Union A.F.L.-C.I.O.-C.L.C Local Union 1493
~
.d
.
History and Overview of Greater Roanoke Transit Company
The Greater Roanoke Transit Company, doing business as Valley Metro, is a private, non-profit, public
service organization wholly owned by the City of Roanoke. Operations began in 1975 when what had
been a privately owned transit system, the Roanoke City Lines, went public. The GRTC Board of
Directors governs the policies and operational procedures.
Today, Valley Metro proVides a comprehensive range of transportation services to the residents of the
, greater Roanoke Valley area. Offering bus service along fixed routes (Valley Metro), the Star Line
Trolley (a free service) running from the Market Center to Carilion Memorial Hospital, service special
services for the disabled (STAR), commuter service to the New River Valley (Smart Way), and special
event shuttle buses, Valley Metro is committed to meeting the needs of area commuters.
Effective January 20, 2010 GRTC entered into a transit management contract with First Transit, Inc for
the management of GRTC operational facilities. The contract has an initial term of five (5) years, with
five (5) one (1) year renewal terms. The General Manager and Assistant General Manger are employees
of First Transit, Inc. and the remainder of the staff are employees of Southwestern Virginia Transit
Management Company, Inc., a sub corporation of First Transit. Funding sources include operating and
capital grants from federal, state, and local agencies including the Federal Transit Administration (FTA),
the Virginia Department of Rail and Public Transportation, and the City of Roanoke. Additional sources
of funding include fare box revenues, advertising revenues, and the sale of passes.
.
Valley Metro is headquartered in the Roy Z. Meador Operations, Maintenance and Administrative
Facility, located at 1108 Campbell Avenue, S.E. The two-level facility houses management offices, and
the transportation, administrative and maintenance departments. The 70,000 square foot facility
features a shop and garage area on the second level, which is accessed by ramps on either side of the
building. Our team of skilled mechanics in Valley Metro's "state-of-the-art" facility does all bus repair,
paint and bodywork, and engine rebuilding in-house.
The Administrative, Transportation, and Maintenance offices are located on the second level, as are the
Dispatch Center, conference rooms and employee lounge and recreation area. The first level of the
building features a service area with automatic bus wash and indoor parking for the fleet of 47 buses
including 4 recently acquired MCI Coaches. Office hours are 7:30 a.m. to 4:30 p.m. Monday through
Friday, and the telephone number is 982-2222. The office is closed on holidays
The Campbell Court Transportation Center, owned by GRTC, is situated in the heart of the downtown
Roanoke business and shopping districts. Located at 17-31 West Campbell Avenue, Campbell Court is
just a block away from Roanoke's Historic City Market, where a variety of festivals and events take
place throughout the year. Also nearby is Center in the Square, a cultural arts facility.
.
Behind the beautifully restored nineteenth century facades, Campbell Court features a recently
renovated Transportation Center, Parking Garage, and modern office, retail and restaurant space. On
the ground level, Valley Metro's Transportation Center provides passenger information, ticket sales, and
a comfortable lobby for transit patrons. The terminal serves as a central hub for easy transfer onto
Valley Metro buses or other modes of transportation. A Greyhound bus station is located in the
terminal, and the facility also features a 104-space parking garage for private vehicles, with parking
available at monthly rates.
Greater Roanoke Transit Company
P.O. Box 13247 . Roanoke, Virginia 24032 . Phone: 540.982.0305. Fax: 540.982.2703 . www.valleymetro.com
-.
.....
~.
-~
.
Facts at a Glance
Operations began 1975
General Manager - Carl Palmer
Asst. General Manager - Leon Alder
Service Area:
City of Roanoke
City of Salem
Town of Vinton
New River Valley
Hours of Operation:
Valley Metro - 5:45 AM - 8:45 PM
Smart Way - 5: 15 AM - 9:40 PM
Trolley - 7:00 AM ~ 7:00 PM
Office - 7:30 AM - 4:30 PM
.
Fares:
Valley Metro $1.50
Smart Way $4.00
STAR - $3.00
Discount Fare $.75 City of Roanoke Students (age 11-18) $.75
Discount Fare $2.00
Service Levels*:
. 18 Routes
. 20 Buses during off Peak service hours
. 34 Buses during the Peak hours (6:15 am - 9:15 am & 3:45 pm - 6:45 pm)
Special Services:
· Specialized Transit Arranged Ride (STAR) for people with disabilities
· Smart Way commuter service between Roanoke and New River Valley
. Star Line Trolley Service
· . Hollins University, Roanoke College and Ferrum College Express Services
112 Employees
Bus Operators - 76
Mechanics/Bus Cleaners - 11
Admin Staff/Facility Maint. - 25
.
*Includes Trolley & Smart Way services
** Includes special services
Greater Roanoke Transit Company
P.O. Box 13247 . Roanoke, Virginia 24032 . Phone: 540.982.0305 . Fax: 540.982.2703 . www.valleymetro.com
"
.
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Contact List
Carl Palmer
General Manager
Phone: 540-982-0305, ext. 111
Cell Phone: 912-596-6214
FAX: 540-982-2703
Terry Russell
Director of Transportation
Phone: 540-982-0305, ext. 132
FAX: 540-982-2703
Leon Alder
Assistant General Manager
Phone: 540-982-0305, ext. 112
Cell Phone: 540-819-8763
FAX: 540-982-2703
John Thompson
Director of Maintenance
Phone: 540-982-0305, ext. 128
FAX: 540-982-2703
.
Stephanie Giles
Director of Finance
Phone: 540-982-0305, ext. 113
FAX: 540-982-2703
Patti Fornelius
Director of Administration &
Personnel
Phone: 540-982-0305, ext. 115
FAX: 540-982-2703
Robert Broughman
Assistant Director of Transportation
Phone: 540-982-0305, ext. 131
FAX: 540-982-2703
GRTC ADDRESS
1108 Campbell Avenue, SE
Roanoke VA 24013
PO Box 13247
Roanoke VA 24032
GRTC Phone Numbers
540-982-2222
800- 388-7005
.
Greater Roanoke Transit Company
P.O. Box 13247 . Roanoke, Virginia 24032 . Phone: 540.982.0305 . Fax: 540.982.2703 . www.valleymetro.com
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Greater Roanoke Transit Company and
Southwestern Virginia Transit Management Company
General Liability Insurance Coverage
1. Commercial insurance package to include, but not necessarily limited to,
property and liability coverage for GRTC property, including fire, employee
theft coverages, garage keepers liability, and other related coverages.
2. General commercial liability coverage for bodily injury and property
damage, medical payments, and personal and advertising injury arising out
of GRTC's operations or premises, and other related coverages.
3. Pollution liability coverage, to include coverage for the fuel USTs used to
fuel GRTC buses, and other related coverages.
4. Fiduciary liability coverage for GRTC and/or Southwestern Virginia Transit
Management Company, Inc. (SvrMC), as a fiduciary for employee benefit
plans.
5. Such other insurance coverages as GRTC may need to protect the property
and operations of GRTC.
,)
.
Southwestern Virginia Transit Management Company
Employee Benefits Insurance Coverage
Life Insurance All active, full-time employees Contract renewal due Oct
$15,000 coverage 1, 2010- Contract with
Mutual of Omaha
Retirees $3,000 coverage (retired after working 10 Contract renewal due Oct
years/age 55) 1, 201 O-Contract with
Mutual of Omaha
One retiree/grandfathered at $3,500 coverage-from Contract renewal due Oct
old contract 1, 2010-Contract with
Mutual of Omaha
As of October 1, 2010- all active employees the life
insurance coverage must increase to $18,000
coverage
Short Term All full-time Bargaining Unit employees only Contract renewal due
Disability As of Oct 1, 2009- $270 per week Oct 1, 2010- Contract
Insurance As of Oct 1, 2010- $280 per week with Mutual of Omaha
now
.
Dental Two Contracts: Non-Union contract
Insurance Non-Union Employees: renewal due Oct 1, 2010-
GRTC pays 100% for employee only. Employee pays Contract with Delta
for family members. Dental Premier now
Union Employees:
GRTC does not pay anything until change on Oct 1, Union contract renewal
2010 with company to pay 50% of employee only. due Mar 1, 2011-Contract
Coverage up to $20 per month and employee pays for with Delta Dental Premier
familv members. now
Health Two plans are offered: HMO and PPO Contract renewal due Jul
Insurance GRTC pays 100% of full-time employees 1, 201 O-Contract with
GRTC pays 90% of employee and one child Anthem Blue Cross & Blue
GRTC pays 75% of employee and children or and Shield
family or and spouse Co-pays: $25 reg. doctor
$50 specialist
, NOTE: Obligated to consult with ATU local union Prescriptions:
before any changes are implemented with $10/$20/$35 or 20%
medical insurance provider. coinsur~nce (whichever is
greater for the third tier RX;
Includes Blue View Vision Plan $200 per script maximum;
30 day supply);
$1,000 deductible on PPO
plan
.
Referrals
Calendar Year (CY)
Deductible
Calendar Year Limit
OOP
Lifetime Maximum
Doctor visits
Preventative Care (from
age 7 and older):
Preventative care includes
checkups, gynecological
exam and pap smear,
mammography screenings,
prostate exam and PSA test,
colorectal cancer screenings
and any other routine
immunizations labs & x-ra s
Well bab u to a e 7
Physical (PT),
Occupational (OT) and
Speech Therapy (ST)
Services
Chiro ractic Covera e
Outpatient Surgery
Emergency Room Visits
Ambulance Travel
Urgent. Care Center
Diagnostic Tests
Mental Health (MH) or
Substance Abuse
(SA)Treatment
Home Care Services
Ke Care 1000
In-Network
Not r uired
$1,000/individual,$2,000/family
$3,000/individual, $6,000/family
Unlimited (for in and out-of-
network
Out tient
$25/visit (PCP) and $50 (specialist);
20% coinsurance and c( deductible
for services other than the visit
No copayment, no coinsurance;
unlimited coverage for
immunizations, laboratory and x-ray
services (including all colorectal
cancer screenings)
20% coinsurance
20% coinsurance after C(
deductible; $2,000 C( limit for PT
and OT combined and $500 C(
limit for ST
20% coinsurance after C( deduct.
20% coinsurance after C(
deductible
20% coinsurance after C(
deductible
20% coinsurance after C(
deductible 3 000 C( limit
20% coinsurance after C(
deductible
20% coinsurance after C(
deductible
20% coinsurance after C(
deductible
20% coinsurance after C(
deductible
HealthKee ers 2S
In-Plan
Yes r uired for most services
None
$3,000/individual; $6,000 family
Unlimited
Ou atient
$25/visit (PCP); $50/visit (specialist)
$300 pregnancy copayment (maternity -
prenatal & postnatal care rendered by
OB/GYN
$25/visit (PCP); $50/visit (specialist); For a
GYN exam, the member is only
responsible for a PCP copayment, even if
the service is rendered by a participating
specialist. If laboratory and x-ray services
are rendered by the same provider with an
office visit, the member is only responsible
for the office visit copayment
25/Visit' 30 visits r member limit
$300/Visit
$250/visit (waived if admitted)
$100 copayment per transport
$25/visit (PCP); $50/visit (specialist)
Subject to the following copayment:
$25/visit (PCP); $50/visit (specialist); $150
copayment for complex diagnostic imaging
performed in an office setting includes:
MRI, MRA, MRS, cr Scan, PET scan and
Nuclear Cardiology; $50 for all other x-ray
services
$20/visit (medication management,
individual therapy sessions up to 30
minutes in duration, group therapy
session); $30/visit for all other outpatient
mental health and substance abuse visits
$50 copayment per calendar month
Anthem 2010-2011
Skilled Nursing
Medical Equipment,
A liance and Su lies
Dialysis
Private Duty Nursing
Spinal Manipulation
Prescription Drugs
"
Inpatient Hospital
Services (includes MH/SA
and Materni
Future Moms
ConditionCare
24 7 Nurse Line
Out-ot-Network Coverage
Definitions:
Ke Care 1000
Facility services: 20% coinsurance
after Of deductible; Professional
provider services: 20% coinsurance
after Of deductible (100
da s/confinement limit
20% coinsurance after Of
deductible 5 000 Of limit
20% coinsurance after Of
deductible
20% coinsurance after Of
deductible 500 Of limit
20% coinsurance after Of
deductible 500 CY limit
$10/$20/$35 or 20% coinsurance
(whichever is greater for the 3rd tier
RX; $200 per script maximum; 30
day supply);
$10/$40/$105 or 20% coinsurance
(whichever is greater for the 3rd tier
RX; $400 per script maximum; 90
day supply); contraceptive
coverage included; $3500 per
member r CY OOP maximum
Blue View Vision Basic - Annual eye
exam sub'ect to a 15 co ment
None; Group Only
In tient
20% coinsurance after CY
deductible
Additional Health & Wellness
Prams
Included
Included
Included
Out-ot-Network
CY deductible: $1,500/individual;
$3,000/family; Coinsurance after
deductible: 40%; Maximum out-
of-pocket: $4,500/individual;
9 OOO/famil
CY = Calendar Year
OOP = Out of Pocket
PCP = Primary Care Physician
PT = Physical Therapy
OT = Occupational Therapy
ST = Speech Therapy
.
HealthKee ers 2S
30% coinsurance (100 days for each
admission)
Durable Medical Equipment: $0
co a ment 2 000 CY limit
$50/calendar month
$10/$20/$35 or 20% coinsurance
(whichever is greater for the 3rd tier RX;
$200 per script maximum; 30 day supply);
$10/$40/$105 or 20% coinsurance
(whichever is greater for the 3rd tier RX;
$400 per script maximum; 90 day supply);
$3500 per member per CY OOP maximum
In atient
$350/day copayment, not to exceed
$1,750/sUJY
Additional Health & Wellness
Prams
Included
Included
Included
Out-ot-Network
Yes, available for emergency and urgent
care only
Anthem 2010-2011
~,,1
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.
.
-j\: ... ....
6 R. 7{.,
....,..,.....'.-..-...----
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 30th day of Septembor, 1974.
No. 21837.
A RESOLUTION rejecting the only bid received for furnishing and deliver1n
one new rubber tired motor grader to the City, and directing ~at the matter
be readvertised for bids.
WHEREAS, on September II, 1974, after due and proper advertisement
had been made therefor, one (1) bid for furnishing and delivering o~e new rub~er
tired motor grader to the City was received in the office of ~e City's Purchasing
Agent and opened and read before three members of a committee appointed for
the purpose, which bid was, thereafter tabulated and studied by said committee
which has made written report and recommendation to the Council, in which recommend tion
the City Manager concurs, after which the Council, upon mature consideration,
concluded that the bid should be rejected.
THEREFORE BE IT RESOLVED by the Council of the 'City of Roanoke titat
the bid received on September II, 1974, for furnishing and delivering one new
rubber tired motor grader to the City be and the same is hereby REJECTED; the
City clerk to so notixy said bidder and to express the City's appreciation for
said bid.
BE IT FURTHER RESOLVED that the city Manager do proceed to readvertise
the matter for bids.
APPROVED
ATTEST:
L
f\ "^D d.
ci ty c~erk
~or
IN THE COUNC:tL OF THE CITY OF ROANOXE, VIRGINIA,
The 30th day of September, 1974.
No. 21838.
A RESOLUTXON authori=inq a majority of the members of the Council
of the City of Roanoke to act on behalf of ~e City of . Roanoke as the sole stockho er
of the Greater Roanoke Transit co~any and to provide for the parliamentary
procedure to be used by those Council members aating as the stackhaJ.der at any
Greater Roanoke Transit Company stockholder meeting.
HHEREAS, the members of the Council at the City of Roanoke are elected
representatives of the City of Roanoke which is the sale stockholder of the
Greater Roanoke Transit Company; and
,.
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WHEREAS, it is necessary to establish a procedure whereby the Council
may act on behalf of the city of ~oanoke as the sole stockholder at Greater
Roanoke Transit Company stockholder meetings and in any other matters where
the action of that stockholder may he required or in order.
THEREFOJlE, BE IT RESOLVED by the Council of the City of Roanoke that
a majority of the members of this body, including the Mayor, may act on behalf
of the city of Roanoke as the sole stockholder of the Greater Roanoke Transit
Company at any duly authorized stockholder meetings of said c~any or in any
other matter where the action of that stockholder may be required .or be in o~d.r
and that, as a matter of parliamentary procedure at any stockholder meeting,
the members of the Council may individually make and second motions, make nOlllinatlo
and otherwise bring matters to vote on stockholder business.
APPROVED
ATTEST:
L
(")-o j.
City Clerk
Mayor
IN THE COUNCIL OF THE crn OF ROANOKE, VIRGINIA.
The 30th day of September, 1974.
No. 218.39.
AN ORDINANCE to amend and reordain Section '113, "Municipal Auditor,"
of the 1974-75 Appropriation Ordinance, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government
of the city of Roanoke, an emergency ia declared to exist.
THEREFORE, BE IT ORDAINED by the council of the City of Roanoke that
Seotion t:113, .M~nicipal A~ditor," of the 1974-75 AppropriatioJl Ordinance. be,
and ~e same is hereby, amended and reordained to read as follows, in pllrt:
MUNICIPAL AUDITOR '113
Salaries and Wages (1) ..................$69.168.00
(1) Net increase-------------$14,134.00
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance
shall be in effect from its passage.
APPROVED
ATTES'l':
L
f')-, :}.
City Clerk
Mayor
--..---" --------..-----.-.. ...__. -_......
.......,.....~--_..._,...._.. .-
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.
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In the Council of the City 'of Roanoke'; Virginia
September 30, 1974
troa- ,,,11 text. ... ~.R'C*~ .. fUel! 11\ t!ae city el.~)L'. office. J
Hr. ~. .,.114 ~t: e01ltlell coaCH in t.be xepOrt. of tlle City
....gu &Del oUeuc1 die talJov1a9 Jl.eaDl_1o-.1
(.nln) A USDUJ.'lOll ar8,enlag tM oaly 1114 ~ecei..4 tOZ' fumlablat
_4 I1alln.rbl 0118 1111II nW:Ie~ tllre4 _tolr ~a4u: tD w city. u4 41ftctlrag
that t1Ie MtuI'be r...sndlaed t.m: biu.
(roZ' fDll test of ate.olud-, lee ...o111t1D1l Book 110. 40. 'ag8 15S.)
11:I:. 'l:'bQll&. Mge4 tbe a40ptlaft of t:be ...oluU", 'I'bCI 1IO~0lIl va.
aecDDde4 by Mlr. !r:rClQt; .-4 aaoptecl 1:11 the lol1awl119 'Votel ..
. AYllSI ~..lr.. Qulall4, SpUd, 101_, TayloE', ~.. 'l'l'O\lt. anll
Kay. 1fe~.""""'''''''-''-'''-'' y.
-'7.
".
:::Jiiru ...~V -~. -- ~-- -~""';-"CF'"
'W'IUSISI !'be City AUOX'Iley .1IJaUU4 a wdtteD ~epcq:t. uuhl~
,.,
Dodce of a apeel.l lleotug of the .~ock!ao14OZ'. of ex.ateX' aoanolte '!'I'an.it.
CGlipaay call_ to !Ie hel. OIl the.eYlm1llIJ of Sept.abU 30. 191C. J81etSbtel)1
foJlavlaf .a4jD\lZ'ml81lt. o.f ~ ...tlag ~ Clt.y cowaeU, a4vldng tbat ~ cit.y
of JIOaftokel at the pn__t t.blel 1_ the 801D .toc1cholc1eZ' of tn. _:rporaUcm..
tllat ..~vl.10ll eho1l1ll be ..a. ... to U\e UIUIU in vldch thO City of Jl,aaJI.CIko'.
Uve .hues of .~oo): be yoted a~ a atoaJclloJ.aU. __d~9. uuwtUIl9 .. kaol.u-
U_ 'ttbldl VO\Ilc1 .utbodze a "'01'1\7 of the IIlCJIlben of council, lIaclu4!ft9 the
"')'01'. atten41llg a.ay aeet..lDg 01 ~ at.oekho14es:s af Great.er RoUOke 'ftandt.
CoIIIpaDy to vote the 11". aha~o. of .t.oo), avn8l1'~ the City of llOano\e in t:be
coztlOJ:aUon alld to act 011 behalf of tho cby of llamIoke. aa e~olaer. 111
a.a.~ DtJau: ..tte:.: vberob the .ct.loJl of that .t:ockhol~ IIlIlY M ll'8II1111'ed or be ill
0l:l1e:r.
(roll: t1l11 t~. see c~t. a. flIed iD the Cl~ Cle:a:k'. Of !lee.)
Mr. 'Ibomall ~ the aclapt101l of the fol1ow1D9 1l..o1Ut1oll1
(1211138) A Jl,ESQID'IIOM .\\~hiA9' a _jodt.y of the JIN!IIben of
~. CI:I\1Dcil all! ~. City of RDaDOkll to llCt. OIl behalf of the City of JIOaQoJte as
the 8010 .toc:Uo14es: of the CruteI' 1I.Canoke ft"an81f: CCIIIIpPY -.n4 to p~14e
f~ t.lae p.rllllMllUX')' ~ed\lZ'. t.o be uaed by' those Councll .-MJ:8 actlD!t a.
the e~kholael' at 1Ul:.' oxeat.er aoanolt. Transit c.,.,.,. .toc>>.olael' .sUng.
fPor full ~est. of JlJ!ealut:1clD. see RIl.all1t.laa Book MD. 40, lPllge 155.)
Mr. TbClmll8 .ne4 t.hc <<i4aptlDD of tha ll.8SOl'atlon. ~he 1IIDt.100 vaa
aeeonaea by Hr. Bu!lu4 u4 .c1op~e4 by ue tollGllbv 90tel
,,'US I Hs.sl'a. Ca.rlu4, R@Q"4, LisJc, 'taylor, !rbGllllc. noat. uc1
1CayoZ' lfe1:abtZ--
...-...------1 -
KAtl. Mgea----------------------O.
Hr. '1'bOlUoB then ~ that. eoUDc11 can~ 1A the npGlI:t. of the City
At:tcmley and that: a _eUA'i of die stocll:Jrolder- of the Greater Roanoke ft&llel~
.~
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~ M ..111 al: tile GOIlCll_laD of the CoaIaCll ...tIDg. . ~ _UOIa ...
~.'CClDc.4 by .. ~~ ... QllUJ.llGwlly adopced.
Ii:is--=-~AJ -.~~
XUIJ1CJJ~ ADM... 'flail Aa4I.~ ~t;tM .~I:~ . ~lc.UIl I:llpcn:c.
u;Ill........alllg UaII aplOJllllllt of au. J... D. GJr:1ao .. &II AII.iaUnt: KllDlc:lpal
Au4ltor, eU.d:.l". oc.....1r 1, 1t7.. .~ . ..luy o! tlC,41C.OO ", ea..
'I'CI~ ,aU un. ... ~t: .. f11e4 Sa tile dt:y Cluk'. Office.)
Kr. aUu4 ..e4 thaI: CoUAell __ .ba t:k npor:1: of. the It.ucU.I:
c:-1e~.. &Il4 oflerea the 'ol1Gwlag ~ ~_I
"2113') All OJIDDlAHCZ tD ..-4 &114 cean.aln 8.Clct;1QA 1113. -Kwliclpa1
MIIIltGl'.- of the 1974-75 ApplrOpdaUoa ~. and. provlalllg fal' -
aleJ:gaCY .
cror luU text of OI'Cl1lW&ce. ... or4baaace Book liD. 40, la.. 15'.)
Hz. B\abu'd .mlCl the a40ptlaD of tJae or4UalLDCe. 'file 8I)l:lan vaa
aeccm4e4 by g. oarland &Ad ac10ptad by t.be IoU_lag vote.
A"aS: lleIlRS. CarlaDcI. Jlubel'4, Ullk, '1'aylw. TlIaMs, ':l'Eout end
;ca,JOZ lletaME----------------1.
iUo1~: 1_8----------------0.
ICI'. .@utI offue4 the foU.awlll, emaz:g_qo OrllinuCQ .-.a4iDg
the pay Plan to pr:ovide 'or the poald.an of IPllII1t.or. Ilangll 2'.
(121840) AN OlD1NAXCB to _a Cb:dbalu,e Ro. 21'32, p.nv:l4i.ava
sy.t.em Df ".'1 RAtell ancl Raq" for the 8IIployeea of t!le c;J.~ of ~oko. by
_clbv Sche4v.le 2 of aa14 &y8t_ of I'a,. .bl:l!B by chaD91af ~ lWlge ~ the
poalUOIl 01 Awllt.C1Z'. COde No. 1111. fn-~.. 23 to ~~ 2', pJ:'ov1cJJJl9 t.be
eftecdve da~. oJ: t)ae c:ha.Dge hea:as..a oriere4: aD4 pro'll.allag fol' aD Ul8r9BDqo.
CFor: fall U:xt: of ~lIIICe. .... ~e Book "0. 40, 1'.&98 1!i7.)
IU'. IIIJIIUd JllDVed the ac!opt:.lon of the 0ri1Daa~. ft. 1IOtJ.cm Vall
lIec:G1lde4 .., 1Iz'. ftGQt &Del adop1:e4 ),y tile ~o2.low1ft9 vote.
~, .....u. Garland, Bubud, UN. ".yICll". l'baIaa., '.I'raIIt: 1Ift4
Mayor ~_______--_____7.
HAYS: lI_e---------O.
IlDJlGft-ADPQJI!I!I A Sllbco=ltteB cd t:Iae A1zpo&'t Uvisar,r CIl:'IIIid.seiaD
e\lba1t.t.e4 & wl~t_ report:. .4vlsiD, t;IIat, accer--- by Ca1InC11 Df' the o~fer
faX' the 1Iletal1atJ.DD uG dODaU_ af _ flag pole fw t.be airpan: fECllll
Kr:. C. B. lCOa:ll1 lleeeeBltat.. oa~ CIao pucbaae of ClIl.O a4a1t:1ou1 pole
= pI'OVlae &yIIIIII8tzy .. auggellca4 IIr MaJCIl" lIebbu at the laet: A1&'port. MviBOQ'
COiIIllls81oD _tUg. that tlIe coat: of .. ~ fDOt. fl_" pole vU1 UQUDt:
t.o $'00.00 p1u an 1n8ta11atioa coat. of tsO.OO (I8t: pole, t21&t. U is euggeat.e4.
I.D order ta el11111ute the coet. of pm:8ODDel to ralae ADa lawu tJut flag1l
DD . ddly ballll1. that. t:vo spot. Ugbta be 1nBt:aUB4 1D t:b8 llllallllt of $100.00
(~
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TOTAL P. 03
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ARl'ICLES OF n~CORPORATIO:~
.
OF
GREATER ROANOKE TRAi.~SIT <n1I?ANY
We hereby associate to fonn a stock corporation under the provisions
of Chapter 1 of Title 13.1 of the Code of Virginia, as amended, and to"
that end set forth the following:
1. The name of the corporation is GREATER ROANOKE TRAa.~SIT CCl1PANY.
II. Th.e corporation is organized for the purpose of providing mass
transportation service as a public service corporation.
. III. 'lbe corporation shall, in addition, have the ~r to carry
on all other business activities incidental to the purpose of the corporation
provided such activities are not prohibited by law.
A. '!he corporation shall have the power to buy and sell rea,l
and personal property necessary for the corporation to carry out its
purpose.
B. '!he COTpOration shall have the power to apply for and
accept Federal and State grants in order to carry out its purpose provided
the corporation c:oaplies with applicable Federal and State regulations.
IV. 'Ihe aggregate rnmber of shares of stock which the corporation
shall have the authority to issue shall be five (5). which shares shall
be cc:nm:n srock and 'lfhich shall have a par value of $1.00.
.
,
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V. It is hereby declared to be the purpose and policy of the corpo-
ration that no profit shall accrue to any stockholder by dividend.
VI. The period of duratica. for the corporation is unlimited.
VII. The post office address of the initial registered office is 215
OuIrch Avenue, S. W., Roan 464, Roanoke, Virginia 24011. 'lbe name of the
City in vhich the initial registered office i.s located is the City of
Roanoke. The nama of the initial registered agent i:S James N. Kincanon,
wno is a resident of the State of Virginia and is a me:rber of the
Virginia State Bar, and 1tA:1ose business office is t~..e same as the
registered office address of the corporation.
VIII. The nt.mber of directors coostituting the initial 'ooard of
directors is seven (7), and the names and addresses of the persons who
. are to serve as the initial directors are:
Naue
Bynn E. Haner
A. N. Gibson
Cabell J. Fem:n
Kit B. Kiser
R. Dale Cm1tH 1l-
S. W. Hy1tcn
William C. Stott, Jr.,
.
Address
3620 Forest Road, S. w.
Roanoke, Vininia 24015
215 Clurch AV'f!!.mJa, S. W.
Roanoke, Vininia 24011
710 Ferdinand Avenue, S. W. Apt. 1
Roanoke. Virginia 24016
2415 Oakland Boulevard, N. W.
Roanoke, Virlid.nia 24012
5521 McVitty Road, S. W.
Roanoke, Virginia 24018
517 Rutherford Avenue, N. W.
Roanoke, Virginia 24016,
3263 Scmerset Street. S. W.
Roanoke, Virginia 24014
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IX. No person need QtoJ[l stock :in the corporation as a prerequisite
to being an officer and/or director of the corporation.
.
x. Each person now or hereafter a director or officer of the
corporation (and his heirs, executors and administrators) shall be
indemnified by the corporation against all claims, liabilities, judg-
nents, settlements, costs and expenSes, including all attorney I s fees,
:iIrt>osed upon or reasonably incurred by him in connection with or re-
sulting from any action, suit, proceeding or claim to which he is or may
be made a party by reason of his being or having been a director
of officer of the corporation (whether or not a director or officer at
the- time such costs or expenses are incurred by or imposed upon him),
except in relation to matters as to ~ch he shall have been finally
adjudged in such action, suit or proceeding to be liable for gross
negligence or wilful misconduct in the perfcmnmce of his duties as such
director or officer. In the event of any other j' ,ti@Nmt against such
director or officer or in the event of a settlement, the indamification
shall be made cnly if the corporation shall be advised, in case
na\e of the perscns involved shall be or have been a director, by the
Board of Directors of the Corporation, and otherwise by independent
counsel to be appointed by the Board of Directors, that in its- or his
opinion such director or officer was not guilty of gross negligence or
wilful misconduct in the perf01:mSnC8 of his duty, and in the event of a
settlement, that such sett1Em5!nt was or is in the best interest of
the corporation. If the detet:mi.nation is to be made by the Board of
Directors, it may rely as to all questicns of law on the advice of
.
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independent counsel. Such right of indennification shall not be
deemed exclusive of any rights to which he may be entitled under any
by-law, agreE!lreIlt, vote of stockholders, or otherwise.
I sl Byron E. Haner
Incorporator
I sl A. N. Gibson
Incorporator
I sl James N. Ki.ncanm
Incorporator
Dated: JulY.2 ,1974.
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BY . - J...AWS
OF
GREATER ROANOKE TRANSIT CCl-1PANY
ARtIClE I. STOCK
1. Certificates for shares of cormon stock, msde upon form approved by
the Board of Directors, shall be issued in nunerical order.and shall be
signed by the President, with the Company's seal affixed and attested by
the Secretary. Every such certificate shall conta:in upon its face the
following ~rds: "No profit shall accrue to any stockholder by dividend."
No original issue of such stock shall be made except upon authority of
the State Corporation Carmission first given. A record of each certifi-
cate shall be kept on the stub thereof. Not m::>re than fi-v-e (5) shares
of such stock shall be issued and outstanding at any one time.
2. Transfer of ownership of stock of the Canpany shall be made only on
the stock record of the CcmpanYi and no transfer of issued shares shall
be made unless the certificate (s) evidenciJ'lg such shares are surrendered
to the Ccmpany duly executed for such transfer i and, upon such transfer,
the certificate(s) evidencing the share(s) so transferred shall be
marked cancelled, with the date of cancellation, by tl'.e Secretary.
ARrICLE II. :3TC(1<HOIl)ERS
1. '!be aIi[l\]al tlEet~,;:'.g of the Stockholders of the C:mpaP}' shall be held
en the fust 'l\Jes(1~y in the month of July of each y~ ;,,;t the regit:;i:ered
,
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office of the Canpany in BDanoke I Virginia, or at such other place or
places as may from time to time be fixed by' the Board of Directors.
. .
2. Special neetings of the Stockholders may be held at the registered
office of the Canpany, or such other place as may be decided upon, at
any time. upon the call of the President or the Secretary, by a majority
,
of the Board of Directors, or by a Stockholder or Stockholders holding
together at least one-tenth of the Ca:mxm Stock then outstanding entitled
. .
to vote.
3. Written notice of an annual or special neeting. stating the place,
day and hour of the meeting and. in case of a special meeting. the
purpose or purpos~s for which it is called. shall be given either personally -
or by mail to each Stockholder of record entitled to vote at such treeting.
Such notice shall be given not less than 10 nor m:>re than 50 days before
the date of the meeting; except that. if the purpose of the meeting is
to act on special matters such as' an amendment to the Articles of Incorporation I
the reduction of stated capital. or en a plan of umger or consolidation.
the notice shall be given- not less than 25 nor roore than 50 days before
the date of the aeeting and shall be accanpanied by a copy of the proposed
aDEIldment or plan ,of reduction or merger or consolidation.
4. Notwithstanding the requirBlBlts for notice set out in the preceding
paragraph, any, meeting of Stockholders nay be held if
(a) a TNaiver of. notice thereof in writing is signed by the person
or' persons entitled to such notice. wther before or after the time
stated therein; or
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(b) if Stockholders entitled to but not waiving the notice attend
the meeting, unless attending for the express purpose of objecting to
the transaction of any business because the meeting is not lawfully
called or convened.
5. MY action required by law to be taken, or any action mich may be
lawfully taken at a meeting of the Stockholders, may be taken without a
maeting if a consent in writing setting forth in' full the action so
taken, is signed by all of the Stockholders entitled to vote thereon;
and such consent shall have the sane force and effect as a unanimJus
vote of the Stoekholders. No sUch action taken without a meeting shall
have effect until a record thereof be spread in full in the Minute Book,
together with the aforesaid written consent.
.
6. Subject to the qualification hereinafter stated, a quoxun at any
maeting of the Stockholders shall be a majority of the voting stock of
the ~y represented. in person or by proxy (but in no event shall a
quonm consist of less than one-third of the shares entitled to vote) ,
and a majority of the shares represented at the meeting may act on any
matter that my CCJl]8 before the meeting. However, in matters relating
to an amendment to the Articles of Incorporation, a reduction of stated
capital, ar of a plan of merger or ca1Solidation, and other special
matters, the. affirmative vote of not less than two-thirds of the shares
entitled to vote thereon shall be required for approval.
.
7. For the purpose of voting a share or shares of stock at a meeting
held by the Stockholders, a Stockholder shall have the privilege of
dividing the voting strength of anyone or more full shares so owned by
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the Stockholder by the 11UIi:>er 2, so as to provide for voting half-shares
of said stock; provided, however, that the StoCkholder shall have given
written notice of intention so to do to the Secretary, by written proxy
or other writing prior to corrmancement of the meeting, in 'Which written
notice the number of the stock certificate and the number of full shares
to which such election is applicable shall be clearly set out.
ARI'ICLE III. DIREcro~
1. The affairs of the CaDpany shall be managed by a Board of Directors
\<tlich shall consist of not less than seven msnbers, who need not be
.
Stockholders. They shall be elected annually by the Stockholders at
the Stockholders' Amual Meeting for a term of one year fran the date of
their election and until their successor has been duly elected and shall
have duly qualified. 'lbi.s ll'\.IIber may be ~eased, or may be decreased
to not less than three, at any time by amendr:Dent to these By-Laws. A
majority of the Directors actually elected and serving at the time of
arrj given meeting shall ccnstitute a quoIUD. las than a quarun may
adjourn the meeting to a fixed time and place, no further notice of such ..
adjourned maeting being required.
2. The Stockholders, at arrj meeting, by a vote of the holders of a
DBjorlty of all the shares of Ccmmn Stock at the time outstanding and
having voting power, may reu:we any Director and fill the vacancy;
otherwise any vacancy occurring upon the Board of Directors may be
filled for any tmeXPired term created by the vacancy by election by
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mjority of the remaining Directors, even though the ones remaining do
not constitute a quorum of the full Board, unless such vacancy(ies) be
sooner filled by the Stockholders in meeting.
3. MY mandatory or pennissive ~ction which should or may be taken at a
maeting of the Directors, may be taken without a meeting if a consent in
writing, setting forth the action so taken, is signed by all of the
Directors; and such consent shall have the same forc~ and effect as a
unanimous vote of the Directors; provided, that no such action taken
outside a meeting shall have effect until the action and such consent
shall have been spread in full in the Minute Eook.
.
4. Maetings of the Board of Directors shall be held at times fixed by
resolution of the Boar~ J or upon t..~ call of the President or the Secretary,
or upon the call of a majority of the members of the Board. Notice of
any meeting not held at a time fixed by a' resolution of the Board shall
be given to each Director at least 24 hours before the time of the
maeting at his residence or business address or by delivering such
notice to him in person, or by telephoning or telegrapbiI1g it to him at
least 24 hours before the meeting. kry such notice shall contain the
time and place of the meeting J but need not contain the purpose of arrj
. meeting. Meetmgs may be held without notice if all of the Directors
are present or those not present waive notice before or after the meeting.
5. All maetings held by the Board of Dh'ectars as well as the records .
of such meetings shall confoxm to the provisions of the Virginia Freedan
.
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oflnfonnation Act. but shall be subject to the sane exceptions and
limitations of applicability therein provided for public boards and
agencies.
ARTICLE IV. <XM1I.TIEES
'lbe Board of Directors may designate. by resolution adopted by OoD-
thirds of all the Directors, two or llDre of the I)iiectors to ccnstitute
an Executive Ccmnittee. The Executive Ccmnittee, when the Board of
Directors is not in session, may exercise all of the powers of the
Directors except to approve an amendaent of the By-I..aws or to recannend
a plan of uerger or consolidation, and they may authorize the seal of
the Corporation to be affixed as required to any'\-1rlting duly authorized
to be executed. TIle Executive Carmittee may make and adopt rules for
the holding and conduct of its meetings, t:l:1e notice required thereof,
and the keeping of its records, provided that all such rules be in
writing and recorded.
ARl'ICIE V. omCERS
The 1Ilf!Di)ers of the Board of Directors. pranptly after, their election
. in each year, shall elect a President (who shall be a Director) and one
or tOOre Vice-Presidents and shall' also elect a Secretary and a Treasurer;
and the Board of Directors my elect or appoint such other officers as
it may deem proper. No officer other than the President need be a
Director. Any officer may hold t1X)re than one office, except the same
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peTSon shall not be President and Secretary nor President and Treasurer.
ftl officers shall serve for a term of one 'year carmencing upon the date
of their election and until their respective successors are elected and
qualify, but any officer may be remved stmnarily with or without cause
at any time by the affirmative vote of a majoTity of all of the Directors.
Vacancies am:ng the officers shall be filled by the Directors for the
unexpired tem of any such vac;mcy. The officers of the Corporation
shall have such duties as generally pertain to their respective offices
as well as such powers and duties as fran t:iJIe to time may be delegated
to them by the Board of Directors.
ARrICLE VI. SEAL
.
'lbe Seal of the CaDpany shall be a flat-faced circular die consisting
of two discs, on which shall be bXI concentric circles, with the words
"GREATER ROANCl<E TRANSrr a:MPANY, ROANOKE; vmGINl}:', circunscribed
around the circumference and between the bXI circles, and the word
"SEAL" and the numerals "1974" in the central portion of said circles j
and an impression of said seal shall be affixed to this page of the By-
Laws .
ARrICIE VII. FISC'A'L YEAR
The fiscal year of the ~y shall ccmnrmce on July 1st of each
year and shall end on JUE1e 30th of each year next: following.
ARl'lcr.E VIII. AMENII.fNr
'Ibe BoaId of Directors shall have the pcMEt' to alter, amend, repeal,
or to adopt new By-Laws. MY law made by the Board of Directors may be
.
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repealed or changed and new By-1.aws may be made by the Stockholders,who
may prescribe that any By-Law made by than shall not be altered, amended
or repealed by the Directors.
ADOPl'ED: July 17, 1974
ATTES'I' :
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ADOPTED by vote of the Board of Directors the 25th day of
June, 1979. _
APPROVE9 :
ATTEST:
SI Noel C. Taylor
sl Mary F. Parker
w
Noel C. Taylor, President
Hary F. Parker, Secretary"
Hr. G.:lrland moved the adopt.ioll of: the Re=:;olution. . The motion was
seconded by Nr. Hub~rd and adopted by the follow1nB vote:
AYES: Directors Bowles, Garland, Hubard, Landis, Thomas and President Taylor--6
NAYS: None--.------------------------------------------------------------------0
(Director Grove was absent.)
AMENDMENT OF BY-LAWS: Mr. Hubard offered the following Resolution amending the
By-Laws of Greater Roanoke Transit Company to provide that the annual $tockholders'
meeting shall be held during the month of June:
"A RESOLUTION Al-1ENDING THE BY-LAWS OF GREATER ROANOKE 'rRANSIT
COt-lP ANY TO PROVIDE THAT THE ANNUAL S'OOCKHOLDERS I MEETING
SHl.LL BE HELD DURING THE MONTH OF JUNE.
-
BE IT RESOLVED by the Board'of Directors of, Greater Roanoke
Transit Company as ,follows: J
1. That paragraph 1. of Article II of the ny-Laws ~f Greater Roanoke
Transit Company shall be amended to read as follows:
1. The annual meeting of the 'Stockholders of the
Company shall be held durin&. the mG)nth of June .
each year at a day~.ttm.. and place. to,be from
time to time fixed by the Board of Directors. i
ADOPTED by'a vote of the Board of Directors the 25th day of
June., 1979.
APPROVED:
ATTEST:
sl Noel C. Taylor
Noel C. Taylor, President
SI Mary F. Parker
Mary F. Parker, Secretary"
Mr. Hubard moved the adoption of the Resolution. The motion was s~conu~~ by
Mr. Landis and adopted by the following vote:
AYES: Directors Bo~les, Garland, Hubard, Landis, Thomas and President Taylq~~-E
· .,A
NAY S : . Non e--------------------------------------------------------,"'=-""- -.-:.-,-:....,~---(
~tor Grove was absent.)
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JAMES N. KINCANON
CITY ATTORNEY
H, BEN JONES. JR,
JAMES E. BUCHHOLTZ
ASSISTANT ClTY ATTOffNEYS
August 7, 1974
Miss Virginia L. Shaw, City Clerk
City of Roanoke
Room 454 Municipal Building
Roanoke, Virginia
Dear Miss Shaw:
.
The City of Roanoke's check ~ayable to Greater Roanoke
Transit Company in the amount of ~5.00 for the. purchase of
the five shares of authorized stock of Greater Roanoke
Transit Company having heenissued and delivered to me for
delivery to the Treasurer of that corporation, and five
stock certificates.evidencing the ownership of one share per
certificate, each, by the City of Roanoke having been duly
issued and executed, I now deliver herewith to you the
aforesaid certificates, being Stock Certificates No. I, 2,
3, 4 and 5 for one share, each~of the fully paid and non-
assessable connnon'stock of subject corporation, with a par
value of $1.00 per share. .
I would suggest that you keep the enclosed stock certifi-
cates in safekeeping in your office, Subject to their owner-
ship by the City of Roanoke.
With a copy of this letter to him, I am delivering to
A. N. Gibson, Treasurer of Greater Roanoke Transit Company,
the check of the City of Roanoke; abovementioned, as con-
sideration for the purchase of the five shares'uf stock.
Very truly yours,
fll, .,. L'~4'____'
J. N. Kincanon
JNK:fc
Enclosures
.
cc: Byron E. Haner, President
A. N. Gibs,on; Treasurer w/check
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STATE CORPORATION COMMISSION
~~ July 9, '1974
5Ze6~ ~~~de~eat..r~r
Gre ater Roanoke Trans 1 t Company
wa6 d", ~ ~ and ~ ~ eeanden d", #ce
ane/~de iJaid-r~~ e6 ~~ ~~i&J
~+~JI"'.d.~.rd S/'t.de~~
de ~'on ande~ ~'ned<;.
.. Ytke-.. ~ ~~
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COMMONWEALTH or VIRGINIA
8TATB CORPORATION COMMISSION
oma or THE a.ERK
RICHMOND, VIRGINIA
July 9. 1974
s 60.00
Rl!X:EIVED or
Mr. J. N. Kincanon
City Attorney
Roanoke, Virginia
Sixty and no/10o--
.. OOLLARS
FOR Greater Roanoke Transit Company
.
OD account ot tees tor lncorporatioa'
F1l1ng Fee, $5.00, Charter Fee, $ 50.00 Recording Fee, $ 5.00
'!'he certiticate ot incorporation vu issued ad
adllitted to record in this ottice Oil the above date.
Respecttu.l.lT ,
Clerk ot the ao.na1J.on
cert.enc.
.
,,- 1::f-V4, ~,"IOr-''''l.
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GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE DATE: ,2010
1.
Policy Statement.
A. This Policy is limited solely to the disposal of surplus tangible personal
property, which includes scrap property; of GRTC and does not apply to
the disposal of GRJC surplus real property. The steps detailed in. the
disposal procedures of this Policy ensure that obsolete or surplus tangible
personal property is disposed of in a timely and appropriate manner. In
disposing of such property GRTC ensures that:
(1) Such property has reached the end of its useful service life as
defined in Section 2-below;
(2) That the best sales price is realized; and
(3) That any potential for conflicts of interest are eliminated.
B. As required by FfA regulations for items at the time of disposition with a
fair market value of $5,000 or more per item, after its useful service life,
the FT A will be reimbursed in an amount calculated by multiplying the total
aggregate fair market value at the time of disposition, or the net sale
proceeds, by the percentage of FT A's participation in the original grant
that was used to purchase such item. The Virginia Department of Rail and
Public Transportation (VDRPT) will be reimbursed on the same basis in
accordance with VDRPT regulations. For items at the time of disposition
with a fair market value of . less than $5,000 per item, there will be no
obligation for GRTC to reimburse either the FTA or the VDRPT.
C. GRTC will comply with industry and regulatory standards to determine the
useful service life of surplus tangible personal property and disposal of
such property. GRTC will follow the requirements of FTA Circular
9030.10 for rolling stock and FTA Circular 5010.1 D for disposal of
equipment. -
D. GRTC will use either a Sealed Bid Auction or Open Public Auction to
dispose of. such surplus tangible personal property, except that the GRTC
Board by a separate action may dispose of .such property in another
manner; as the Board deems appropriate.
E. . GRTC and any management company under contract with GRTC to
operate, and/or any entity operating, the GRTC bus system, and their
officers, employees, and their immediate family members are not eligible
to participate in the purchase process for any surplus property, nor are
they eligible to benefit from the sale of-scrap property.
GRTC Disposal Policy-7-19-10.doc
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2. Definitions of Terms.
Capital Items. Except for'Vehicles, means items of equipment, such as furniture,
with a useful life of two (2) years or more.
Fair Market Value means the value of an item that an independent seller would
expect to receive from an independent buyer 'in an a:rms length transaction.
Such value can be determined by a variety of sources, but there must be written
documentation on how the fair market value was determined. Some potential
sources for determining a fair market value are National Automobile Dealers
Association (NADA) Used Car Guides, used car dealers, discount or refurbished
parts catalogs, catalogue prices for office equipment, newspaper ads, etc.
Obsolete Property means an item that is no longer useable or functional for the
purpose for which it was. intended or obtained.
Residual Value means the value of an item that is greater than the amount of the
scrap or salvage value of such item.
Scrap Property means property that is damaged, defective, deteriorated, or has
no practical use so that it has no value, except possibly for its scrap value.
Scrap Value or Salvaqe Value means the value that can reasonably be expected
from a junkyard or scrap dealer or a recycler or similar disposal entity for taking
the item being disposed of.
Surplus Tanaible Personal Property, or Surplus Property. means an item that
meets one or more of the following criteria:
A. That it has reached the end of its useful service life;
B. That it is in excess of the needs of GRTC;
C. That it is no longer in use by GRTC;
D. That it is technically or mechanically not usable;
E. That it has been replaced by a more cost-efficient item; or
F. That it no longer supports the mission of GRTC.
Useful Service Life or Useful Life means, according to FT A, the useful service life
for revenue and support vehicles, facilities, and equipment. Where a useful
service life policy has not been defined by FT A, G RTC will identify the useful
service life of the Federal interest for the disposition of the property in later years.
(See Exhibit 1 attached hereto.) Acceptable methods are Ii!?ted in the footnote of
Exhibit 1 attached to this Policy. \
3. Disposal Procedures.
A. In consultation with the GRTC Purchasing Agent, the Department Director
will classify the surplus tangible personal'property as being "Good", "Fair",
GRTC Disposal Policy-7-19-10.doc
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or "Poor", by completing the Disposal Request Form (Attachment A),
thereby describing why an item has become surplus property and has
reached the end of its useful service life.
B.
In conjunction with the completion of Step A, the General Manager's
concurrence will be required.
C.
Having completed Steps A and B, the Department Director will then be
reql,Jired to complete the Property Useful Life Ended Determination Form
(Attachment B) and confer with the Director of Finance to determine' that
such personal property has satisfied the requirements for useful life.
D.
The Department Director, in consultation with the GRTC Purchasing
Agent, will be required to complete Disposal Form (Attachment C) thereby
determining the Fair Market Value and Scrap Value of the item. Based on
this information a minimum bid amount will be determined that will be
greater than the Scrap Value, but less than the Fair Market Value, with
such minimum bid being approved by the General Manager.
E.
The GRTC Purchasing Agent may advertise the sale of the item using one
or more of the following: local newspapers and other publications of
general circulation; the Valley Metro website; and/or use of electronic
means such as e-mail, bulletin boards, and other Internet sources.
F.
Upon disposal of the items, GRTC Purchasing Agent and Director of
Administration will take the following steps to update the GRTC Inventory:
(1) remove inventory tag;
(2) attach inventory tag to completed Inventory Change Control Form
(Attachment D); and
(3) update GRTC Inventory List.
G. All sales proceeds will be forwarded to the GRTC Accounting Clerk for
deposit into the GRTC's 'Capital Reserve account. GRTC will reimburse
the FTA and VDRPT the percentage of the agency's participation in the
original grants (when applicable) from the GRTC's Capital Reserve fund
account in reference to FT A Circular 5010.1 D on Disposition.
4. Notice of Sale.
All items estimated to have a residual value will be offered to the general public
as follows: .
A. Place advertisement in local newspaper(s) of general circulation, or such
other means as approved by the General Manager; and
B. For items that will be offered by a sealed bid or by auction a minimum bid
amount wil! be included in each of the advertisement notices.
GRTC Disposal Policy-7-19-10.doc
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5. Disposal Methods.
A. Sealed Bid Process.
(1 )
(2)
(3)
(4)
Bids will only be accepted in a sealed envelope addressed to
G RTC with information that it is a bid and what auction and item it
is for.
Bidders will return all bids by a specified time and date to the
location listed in the advertisement.
Each bid will be opened, witnessed, and recorded by the GRTC
Purchasing Agent and at least one other GRTC staff person. Any
Bidder can also b~ present at such bid opening.
GRTC will sell the item to the highest bidder, provided such bid is at
or above the required minimum bid. In the event that there are no
bids at or above the stated minimum bid, GRTC may proceed as
follows:
(a) negotiate with bidders a price at or above the
minimum bid;
(b) agree on a price below the minimum bid if the
procedure in the preceding paragraph (a) is not
successful;
(c) reject all bids and dispose of the item as scrap; or
(d) try to resell the item again.
(5) With the approval of the General Manager, GRTC reserves the
right to reject all bids.
B. Open Public Auction Process.
r
(1) The Public Auction to bid the item(s) will be conducted in a location
designated by GRTC and by GRTC or GRTC's management
company personnel or by a professional auctioneer under contract
with GRTC.
(2). The Public Auction will be subject to the following provisions:
(a) The Auctioneer will conduct the public auction;
(b) The Auctioneer will identify and describe the item to be
auctioned off;
GRTC Disposal Policy-7-19-10,doc 4
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(c)
(d)
(e)
(f)
(9)
(h)
The Auctioneer will state the minimum bid for the item;
The Auctioneer will then take open verbal bids;
The Auctioneer will award the item to the highest bidder,
provided such bid is at or above the minimum bid;
The successful bidder(s) will be responsible for removing the
item from G RTC property at the end of the Auction or by
such other time period as aI/owed. by the GRTC General
Manager or Assistant General Manager;
If no bid is received that is equal to or greater than the
minimum bid, the item will not be sold at such Auction; and
GRTC reserves the right, with the written approval of the
General Manager, to reject all bids for any item.
C. Disposal of surplus tangible personal property in some other way than is
outlined in this Policy 'may be done by a separate action of the GRTC
Board, as the GRTC Board may deem appropriate.
6. Documentation.
All documentation associated with the disposal of GRTC properties will be kept in
a secured location for a minimum of seven (7) years. '
REMAINDER OF PAGE INTENTIONALLY LEFT BANK
GRTC Disposal Policy-7-19-10.doc
1 5
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-,
DISPOSAL REQUEST FORM
ATTACHMENT A TO
GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE , 2010
Purchasing Agent Assigned Project #
Greater Roanoke Transit Company
Disposal Request Form (Attachment A)
I, , have determined that the following item(s) is ready to be
declared to be surplus property and disposed of.
I have requested replacement of this item(s) on requisition number
This item(s) is included for replacement in capital plan year
(if applicable).
Condition of Property
Description of Property GRTC Tag # or Vehicle # Poor Good Fair
I
.
'.
If this item(s) is not in poor condition, please choose one of the following:
- No longer serviceable or replacement parts are not available;
- Technically obsolete (please explain);
- Surplus, in excess of needed item(s) (please explain);
- End of useful life (please explain); or
- Other (please explain).
Signed, Title
Date
Approved By:
General Manager
\'
D~rta 1 nf 1
,
PROPERTY USEFUL LIFE ENDED DETERMINATION FORM
ATTACHMENT B TO
GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS T ANGIBLt; PER$ONAL PROPERTY D.I$POSAL POLICY
EFFECTIVE , 2010
I Purchasing Agent Assigned Project #
Greater Roanoke Transit Company
Property Useful Life' Ended Determination Form
(Attachment B)
An approved form Attachment A must be submitted to the Director of Finance with this form.
This section to be completed by the Director of Finance
Capital Purchased Item: Yes_ No -'-- Grant # FTA
DRPT
Date of Purchase:
Useful Life Assigned:
Fully Depreciated: Yes
No
If No, Remaining Life of Property:
Value of Property per Depreciation Schedule: $
'--
FTA Concurrence (if applicable): Yes N/A (if property's fair market value is r
$5,000, or more this requires concurrence from the FTA and may require some type of payback to FTA)
Thisitem(s) has reached its useful life and is approved for disposal.
Director of Finance
Date
This item(s) has not reached its useful life. The Federal Transit Administration must be notified that this
item has a useful life of and the value of the property is $
FTA notified (attach notification)
FTA concurrence: (attach concurrence)
FTA payback percentage: (attach supporting information)
Director of Finance Date
If additional page(s) is attached, list attachment(s):
Page 1 of 1
r
DISPOSAL FORM
ATTACHMENT C TO
GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE , 2010
,
Greater Roanoke Transit Company
Disposal Form
(Attachment C page 1 of 2)
Description of Item:
Fair Market Value Determination: $
Scrap Value Determination: $
"
Please describe in detail how the fair market value and scrap value of the property being disposed of
was determined:
(Attach supporting documentation for this determination)
Minimum Bid $
Please describe how the minimum bid was determined:
Method of Disposal
Open Public Auction
Sealed Bid Auction
Scrapped $
Trashed (broken, not able to sell for scrap)
Notice of Sale
Date of advertisement
Please list the sources of the advertisements:
Date placed on Valley Metro website
Page 1 of 2
Purchasing Agent Assigned Project #
,
Purchasing Agent Assigned Project #
Description of Item:
Greater Roanoke Transit Company
Disposal Form
(Attachment C page 2 of 2)
Bid
The high bid for this item(s) is $
This bid satisfies the minimum bid requirement.
This bid is less than the minimum bid; GRTC negotiated a price at or above the minimum bid.
(Explain)
This bid is less than the minimum bid, GRTC settled for a price below the minimum bid. (Explain)
(Use an attached sheet(s) to explain the above bid selection.)
The bid is awarded to:
for
Print the Legal Name of Person or Entity
$
(Please attach documentation) .
Scrap Justification
GRTC determined that the bids for this item were below the minimum bid and has elected
to scrap the item. (Explain)
General Manger approval required
Date
The following process was used to scrap this item:
(Please identify the company that received the item and attach supporting documentation)
$ for scrapping this item was paid to GRTC on
Date
Proceeds forwarded to Accounting (please provide signed copy to Accounting)
$
was received by
Signed by Accounting Clerk or Director of Finance
Date
Purchasing Agent
Date
Page 2 of 2
,
INVENTORY CHANGE CONTROL FORM
ATTACHMENT DTO
GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE , 2010
Greater Roanoke Transit Company
Inventory Change Control Form
(Attachment D)
'--
Please complete the following anytime there is a change in GRTC's physical inventory.
Disposals require that Attachments A - C of the disposal policy are completed prior to submitting
Attachment D to the Director of Administration.
Verification
Project #
Attachments A, B, and C are complete and are on file with the Purchasing Agent for review:
Added = A
Trashed = T Notes: (iftrashed,
Condition Scrapped = SC give reason-broken,
of Ite m Moved Returned = R not able to scrap, etc.
Poor, Fair, to . Moved = M Adding an item - note
Room# Tag # Item Description Date Good Room # Sold = S the new tag # here
Signed by
Date
./
. You must remove the GRTC item tag prior to disposing of an item. Please attach the tag to this
form;
. This Attachment D must be completed and turned, into the Director of Administration.
Note:
Added = purchased new item, need to include in physical inventory - The Director of Administration
issues all GRTC tags.
Trashed (disposed) = broken, not able to scrap (Attachments A, B, C are required)
Scrapped (disposed) = sold for salvage value (Attachments A, B, C are required)
Returned = purchased itel1l then returned item to vendor (attach documentation)
Moved = moved from one room or location to another
Sold = sold@ auction (Attachments A, B, C are required)
Page 1 of 1
,-
EXHIBIT 1
GREATER ROANOKE TRANSIT GOMPANY
FIXED ASSET STANDARD SCHEDULE OF USEFUL SERVICE LIFE
ASSET USEFUL SERVICE LIFE
Large, heavy-duty transit Twelve (12) years or an
buses (35' to 40') accumulation of at least 500,000
miles
, Small, heavy-duty transit buses Ten (10) years or an
(30') accumulation of at least 350,000
miles
Medium, medium-duty transit Seven (7) years or an
buses (25' to 35') accumulation of at least 200,000
miles
Medium, light-duty transit Five (5) years or an accumulation
buses (25' to 35') of at lE!ast 150,000 miles
Other light-duty vehicles used Four (4) years or an accumulation
as revenue, support or service of at least 100,000 miles
Trolley-replica buses, medium- Seven (7) years or an
duty (35') accumulation of at least 200,000
miles
Non-revenue equipment Three to five years
Garage equipment Three to five years
I
Office equipment and furniture Two to ten years
Revenue collection equipment Three to seven years
Building and structures Not Applicable
Land Not Applicable "
Footnote
Acceptable methods used to determine useful service life within the above
categories include but are,not limited to the following:
1. FTA Circular 9030.10 (dated May 1, 2010), and FTA Circular 5010.1D
(dated November 1,2008);
2. Generally accepted accounting principles;
3. Manufacturer's estimated useful life;
4. Industry standards;
5. Grantee experience; or
6. The grantee's annual independent auditor who needs to concur that the
useful life is reasonable for depreciation purposes.
Page 1 of 1
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h1~OrT!laticnsubmitted indicates the, GRTC wasc.reated in197!;
. to> Resolution No . Z16L:~2,a<:1opted by. the Council or the.Cit.yof
Vii: g:i n i& ,aut: horizing andprovid:i.ngiorthe at..t,iclesofil~cni-F-
underChr;.pter lofTitle13 .lof the 1950 Code ofV:L't'gb,iz., LS
fol:' tbe creationancLoperation oia public transpol..t.at:i,oncol:,;?2L:"
Under its Art.icles of Inc.orporationthe GRTCisdescribcdas3C::'>;;:>
. oration crganizedfor thep\.1q>ose of proyidingmass transportatio11se-rv'!.c ':
as api..iblic.s€;.rv:il:t~corpCJri:itiotl. It is Htotallynon...,.profitcorpor3ticf, .
TheGRTC hasthcpm.7er) under the Articles ,to buy and sell all red. ,,,-n::',
pel'sonalproperty' necessary to carryoutitspurpose~ i-\11 shares o"f.stcc;--
GR'ICaxe O\medby the C:lty of Roal1oke.
Funding for the GRTCisprovided through Federal grantspursu.=lI1t:::C'
theUr1:<mEassTral1sportationAct of' 1964ancl thro\lgn loc3.1co~tr:~ht~,.io...::,::,
by the CitY of Roanoke. The local funds are obtained tlll:onr.:h the:Lss~;,":'-;:.;,:
of general obliU;ltion bonds of the City. of Roan()ke.~the
interest of .-1hich are paid from general revenues of the
SectioIisl:-055, 4221(a)(L;) aud 1.292 of the In'ternal RcvE:;,-~ue Ccc.0of '.
pr<n-ide for te.x~.f.ree sales to state or local&overn!!;ents
s\.',bciivioici:is thereof for t.teir excJ.usiveuse. .
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~cr.;ESOF:INCORPO~TION
OF
SOUTHWESTERN VIRGINIA TRANSIT
. MANAGEMENT COMPANY, INC.
I.
The name of the corporation is southwestern-Virginia
/'
Transit Management Company, Inc.
II.
The purpose for which the corporation is formed is to
engage in the management of transit systems including the
supply of advice and personnel for this purpose. In addition,
the Corporation shall have the power to do anything not pro-
hibited by law or required to be stated in these Articles.
III.
The number of shares which the Corporation shall have
authority to issue shall be 150 shares without par value.
IV.
The initial registered office shall be located at 18th
Floor, 700 East Main Street, Richmond, Virginia 23219 in
the City of Richmond, and the initial registered agent shall
be E. Milton Farley, III, who is a resident of Virginia and a
member of the Virginia State Bar, and whose business address
2.
~>'1
4It is the same as the address of the initial registered office.
v.
The number of Directors constituting the initial Board
of Directors shall be three, and the names and addresses of
the persons who are to serve as the initial Directors are as
follows:
Richard C. Bennett
216 Colony Drive
Fort Mitchell, Kentucky
Joseph V. Garvey
1028 Hetfield Road
Towson~ Maryland
Philip J. Ringo
740 Ivy Lane
Cincinnati, Ohio
Dated: January 16, 1975
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- Guy K. ~ower, Incorporator
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Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
June 21, 2010
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members ofthe Board:
Subject:
GRTC Fiscal Year 2010- 2011 Operating Budget
Background:
.
The Board of Directors annually appoints a Budget Review Committee to review the General Manager's
proposed operating budget for the Greater Roanoke Transit Company (GRTC) and provide a
recommendation to the Board. The Board appointed Treasurer, Ann Shawver, Vice-President of
Operations, Chris Morrill, Board Members, Court Rosen and Gwen Mason to the Budget Review
Committee.
The Budget Review Committee met on June 9, 2009, to review and discuss the proposed operating
budget. In attendance were GRTC Board Members Gwen Mason and Court Rosen, James Grigsby, GRTC
Liaison for Chris Morrill, John Bingham, Assistant Director of Finance for Ann Shawver. Others in
attendance were Amelia Merchant, City Budget Management Office, Carl Palmer, GRTC General
Manager, Leon Alder, GRTC Assistant City Manager, and Stephanie Giles, GRTC Director of Finance.
The following items were discussed:
. The proposed fiscal operating budget for Fiscal year 2010 - 2011 of $7,822,501 reflecting a
decrease of .2% compared to the 2009 - 2010 budget of $7,839,695;
. The proposed addition of a student fare of $.75 per trip;
e The increase in health insurance costs;
. The increase in worker's compensation; and
. The decrease in the fuel cost per gallon.
For your review, the budget summary is attached. A detailed budget is available upon request.
.
'n.____._.__.____..._._.___~"'_"_..____ .__.______.._~_______.~..______ ,_..___...._.__ ___.__''',_._..___..._.. .__._~m__.m___'___'_'_ _____,.__~.____._.__ .__..~..,___...________...,-.-.___ ---.. -......-..-- .. - -, -. -_._._.______.._ .-~- --.--~.--~- . -------.-.0 .----.----- .--------.-..
Greater Roanoke Transit Company
PO Box 13247 a Roanoke, Virginia 24032 a Phone: 540.982,0305 D Fax:540.982.2703 s www.valleymetro,com
~'\
.
.
.
'David A. Bowers, President and Members of the Board of D~rector
Fiscal Year 2010 - 2011 Operating Budget
June 21, 2010
Page 2
Recommend:
The Budget Review Committee recommends that the Board of Directors approve GRTC's fiscal year 2010
- 2011 operating budget.
Respectfully submitted,
G yendolyn W. Mason
Board Member
~
Court G. Rosen
Board Member
i<:1ij,/f(I') . .
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j(\'~fJ.i.:;/)~i~\\)\-~<,-,~. .
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Christopher Morrill
Vice President of Operations
Cc: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GRTC Liaison
GRTC General Manager
.
.
.
,
GREATER ROANOKE TRANSIT COMPANY
COMBINED BUDGET (Valley Metro, Smartway, and Trolley)
FYll
REVENUES
FY 09 ACTUAL FY 10 BUDGET FY 11 BUDGET % INCR/DECR
PASSENGER REVENUES $ 1,950,233 $ 1,991,630 $ 1,961,682 -2%
ADVERTISING $ 120,880 $ 165,740 $ 111,997 -32%
INTEREST $ 13,598 $ 19,206 $ 8,500 -56%
OTHER REVENUES $ 216,750 $ 221,512 $ 221,512 0%
- .
- .
TOTAL REVENUES $ 2,301,461 $ 2,398,088 $ 2,303,691 -4%
EXPENSES
LABOR $ 2,915,223 $ 2,911,224 $ 2,991,343 3%
FRINGE BENEFITS $ 1,366,152 $ 1,473,190 $ 1,565,116 6%
SERVICES $ 422,357 $ 433,016 $ 456,368 5%
MATERIALS & SUPPLIES $ 1,499,437 $ 1,501,476 $ 1,409,747 -6%
UTIlITIES $ 249,807 $ 234,456 $ 248,518 6%
INSURANCE $ 391,189 $ 409,519 $ 381,957 -7%
MISCELLANEOUS $ 886,681 $ S76,814 $ 769,452 -12%
TOTAL EXPENSES $ 7,730,846 $ 7,839,695 $ 7,822,501 0%
DEFICIT $ (5,429,385) $ (5,441,607) $ (5,518,810) 1%
SUBSIDIES
FEDERAL $ 2,716,178 $ 2,634,631 $ 2,748,850 4%
STATE $ 1,365,532 $ 1,324,592 $ 1,269,550 -4%
OTHER LOCAL $ 241,863 $ 258,964 $ 269,720 4%
NEW RIVER VALLEY $ 44,655 $ 47,315 $ 47,779 1%
CITY OF ROANOKE $ 1,387,323 $ 1,176,105 $ 1,182,911 1%
TOTAL SUBSIDIES $ 5,755,551 $ 5.,441,607 $ 5,518,810 1%
Com bined Budget 6/1"/2010
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Enclosed for your review and files are reports of Federal and State Grant Reporting Requirements,
Federal and State Grant Documents Requirements, a Grants Summary report, and an Active Grants
Summary report.
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 Active Grants Summary report is a current list of each grant agreement between GRTC and the FTA
and GRTC and DRPT including the term of the agreements. The Grants Summary Report includes a
summary of the activity of each grant including the grant's original amount, prior year's expenditures,
and the remaining balance of each grant. It also gives details regarding each grants federal, state, and
local shares.
.
The current balance of available GRTC capital project grant funds total $2,758,802. The federal share of
these projects is $2,439,217 or 88% of the cost of the projects and the state share of the projects is
$261,368 or 9% of the cost of the projects. The remaining share of the costs of $58,217 is paid by GRTC.
The capital grant funds support the following projects:
. Replacement of six (6) Para-transit vehicles ($360,OOO);
. Purchase of land and the construction of a storage facility ($650,OOO);
. Improvements to the Campbell Court Transfer Facility ($593,OOO)such as:
1. Replacing its roof;
2. Replacing all entrance doors;
3. Repairing the outer-stairwell;
4. Upgrading the HVAC system; and
5. Repainting the interior and exterior of the building.
. Replacement of portable bus lifts ($169,OOO);
. Purchase of an Automatic Vehicle Locator and Inspection System ($100,OOO); and
. Other support equipment ($886,802) including three (3) support vehicles, bus shelters, and
improvements to the Administration Facility.
.
GRTC is authorized to act as the designated recipient for ,certain Section 5309 (Earmark) FTA and DRPT
grant funds to pass through 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). The Active Grants Summary report and the Grants Summary report include the
agreements and activity for these capital funds.
Greater Roanoke Transit Company
PO Box 13247 . Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
.
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
June 19.2001
Dear Mr. Morgan:
l'.. ~-. : _ ~
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David A. Morgan, General Manager
Valley Metro
P. O. Box 13247
Roanoke, Virginia 24032
I am attaching copy of a resolution authorizing the President, Vice-President of Operations,
and the General Manager of the Greater Roanoke Transit Company (GRTC) to negotiate
and execute contracts, leases. and other documents that will bind GRTC in an amount not
to exceed $300,000.00 for anyone transaction, provided that such contract, lease, or other
document is signed by at least two of those persons and upon certain other terms and
conditions.
.1
I
The above.referenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Monday,
June 18,2001.
Sincerely, /J
I?r. ~ .:J. r ~
Mary F. Parker
City Clerk
MFP:mh
Enclosures
pc: Ralph K. Smith, President, GRTC
Dartene L. Burcham, Vice-President of Operations, GRTC
JJtfles D. Grisso, Treasurer, GRTC
..william Hackworth, General Counsel, GRTC
.i
N:\CKIo041\GRTC,01\Con'4IlIIl July,11,01,.
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BOARD OF DIRECTORS OF GREATER ROA."10KE TIlANSIT COMPANY
A RESOLUTION AUTHORlZING THE PRESIDENT, VICE-PRESIDENT OF
OPERATIONS, AND THE GENERAL MANAGER OF THE GREATER ROANOKE
TRANSIT COMPANY (GRTC) 'TO NEGOTlA TE AND EXECUTE CONTRACTS,
LEASES, AND OTHER DOCUMENTS THAT WILL BrND GRTC IN AN AMOUNT
NOT TO EXCEED. THREE HUNDRED THOUSAND DOLLARS FOR ANY ONE
TRANSACTION, PROVIDED THAT SUCH CONTRACT, LEASE, OR OTHER
DOCUMENT IS SIGNED BY AT LEAST TWO OF THOSE PERSONS AND UPON
CERT AIN OTHER TERMS AND CONDITIONS.
BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as
follows:
1. The President, Vice-President of Operations, and the General Manager of the Greater
Roanoke Transit Company (GRTC) are authorized to negotiate and execute contracts, leases, and
other documents that will bind GRTC in an amount not to exceed three hundred thousand dollars
for anyone transaction, provided that such contract. lease, or other document is signed by at least
two of the above named persons and that the other provisions of this Resolution are followed, as
more particularly set forth in the letter to this Board dated June 18,2001.
2. That any such contract, lease, or other document will be approved as to fonn by
GRTC's General Counsel.
3. The Vice-President of Operations or the General Manager will provide a written
summary to the Board, at least five business days before any final action is taken regarding any such
contract, lease or other document. If no objection is made by a Board Member. then the President,
Vice-President of Operations or General Manager may proceed with the outlined action pursuant to
this Resolution. If an objection is made by a Board Member and communicated to the Vice-
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President of Operations or the General Manager within the five business days, the proposed.action
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will be suspended until the objection is resolved or until the Board is convened to handle the matter,
4. The authority given to the President, Vice-President of Operations, and General
Manager by this Resolution may be amended, modified, cancelled, or rescinded at any time by the
Board.
5. The effective date of this Resolution is July 1,2001.
ATTEST: ~
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Greater Roanoke Transit Company
Board of Directors Meeting
June 18, 2001
VALLEY METRO
Greater Roanolt TIIlISI Company
P.O. 80113247
Roanob, Va. 24032
540-982.0305
Ralph K. Smith, President and Members of the Board
Dear President Smith and Members of the Board:
Subject: Authorization to Negotiate and Execute Contracts, Leases
- and other Documents
.1
Background:
The Greater Roanoke Transit Company (GRTC) Board of Directors has
detennined that regular monthly meetings of the Board are no longer necessarv..
Effective July 1, 2001, the GRTC Board of Directors will hold meetings as may be
necessary to condud the business of GRTC.
However, the need to conduct everyday business will from time to time require
that certain contracts, lease agreements and other necessary documents be
executed and binding on behalf of GRTC. It has been recommended that in
order execute the above referenced documents that the President, Vice-
President of Operations and the General Manager of GRTC be authorized to
negotiate and execute such documents in an amount not to exceed three
hundred thousand dollars ($300,000) for anyone transaction, provided such
doCuments are signed by at least two of the above named persons and comply
with the conditions set forth below.
.1
Prior to final execution of any such documents. the Vice-President of Operations
or the General Manager will provide to the Board a written summary of the action
to be taken at least five (5) business days before any final action is taken
regarding such documents. If no objection is made by a Board Member, then the
President, Vice-President of Operations or General Manager may proceed with
the outlined action. If an objection is made by a Board Member and
communicated to the Vice-President of Operations or the General Manager
within the five business days, the proposed action will be suspended until the
objection is resolved or until the Board is convened to handle the matter.
All contracts, lease agreements or other documents will be approved as to form
by GRTC's General Counsel.
,
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.1
~. K. Smith, ? ittAnt and ~d\)ers of the Board of Directors
Authorization to NaGJ~~ amfl&ecute Contract, Leases and other Documents
June 18, 2001
Page 2
. Consideration:
Authorization is needed to enable the President, Vice-President of Operations,
and the General Manager of GRTC to negotiate and execute the above
referenced documents that will bind GRTC in an amount not to exceed three
hundred thousand dollars ($300,000) for anyone transaction, provided that such
documents are signed by at least two of those persons and comply with the
conditions mentioned above. "
Recommendation:
Board of Directors authorize the President, Vice-President of Operations, and
General Manager of the Greater Roanoke Transit Company to negotiate and
execute contracts, lease agreements, and other documents that will bind GRTC
in an amount not to exceed three hundred thousand dollars ($300,000) for any
one transaction, provided that such documents are signed by at least two of
those persons, the document is approved as to form by General Counsel. and .
those persons comply with the conditions mentioned above.
Respectfully submitted,
~vid:~--
General Manager
c: Vice-President of Operations
Treasurer
Secretary
Legal Counsel
VALlEY,:1IE1RO
Greater fIoaluD 1IIaSit CanqIany
P.O.90113247
Roanoke, Va. 24032
703-982.2222
March 27, 1989
Board of Directors
Greater Roanoke Transit Company
Roanoke, Virginia
Subject: Procurement Policy
Dear Members of the Board:
T. Background:
.
f"A'~~v GRTC has operated under Roanoke City Procurement Code
'due to nature of relationship between City and GRTC.
B. Virginia Supreme Court, in the case of APCo v. Greater
Lynchburg Transit Company, recently held that GLTC, which
is or anized identicall to GRTC, is ale al enti t
entir~ly separate anddistlnct from t e Clty.
II. Current Situation:
A:.,
Federal and State grant funding requires formal adoption
of a procurement policy which complies with the
regulatlons promulgated by the Urban Mass Transportation
Administration (UMTA). Formal adoption of a procurement
policy such as the City of Roanoke Procurement Code is
therefore appropriate.
p
III. Issues:
A. Need..
t
B. Timing
.
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IV. Alternatives
A.
Adopt a resolution establishing that the Greater Roanoke
Transit Company shall comply with the requirements of the
Roanoke City Procurement Code.
1. Need for the resolution is evidenced by the fact
that all future grant funding requests must be
accompanied, by an assurance that GRTC' s forma 1
procurement policy meets UMTA's requirements.
2. Timing will avoid the possibility of a delay in
federal and state grant funding requests.
B. Do not adopt a resolution establishing that the Greater,
Roanoke Transit Company will comply with the requirements.
of the Roanoke City Procurement Code.
1. Need will not change.
2. Timing may delay the submission of future federal
and state grant funding requests.
V'.
Recommendation:
Adopt alternative A: Adopt a resolution establishing that the
Greater Roanoke Transit Company shall comply with the
requirements of ,the Roanoke City Procurement Code.
Respectfully Submitted,
cc: Vice President of Operations
Assistant Vice President of Operations
General Counsel
Treasure
Secretary .
Director of Utilities ~nd Operations
--" ........, --..--...... ".
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GREATERROANOKEIRANSIT 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,
~rn.~
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:lCLERKIDATAICKEW1 IGRTCIgrtc 09IAugust 17, 2009 Resolution correspondence.doc
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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 Dire,ctors 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 GR TC 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 Board.
THEREFORE, BE IT RESOLVED by the Board ofDirectorsofGRTC 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:
1
,
.
.
.
1.
2.
3.
4.
October 22,2009
January 19, 2010
March 15, 2010
June 21,2010
2. That the GRTC Board can hold additional meetings on an as-needed basis in
accordance with the GRTC By-Laws.
3. That the schedule of meetings for the GRTC Board in subsequent fiscal years be
set annually by the Board at the June Board meeting.
Date: ~~ a'J ~O\J<1
ATTEST:
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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
____._______________~____June 2..1,.20 1 Q_______________________________________._______ -___._____.
Greater Roanoke Transit Company
PO Box 13247 J1 Roanoke, Virginia 24032 a Phon€:: 540.982_0305 " Fax: 540.982.2703 <, w\Nw.valleynletro,corri
,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.
itted,
Carl L. Palmer
General Manager
UAI
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
. Attachments
..
,
.
.
.
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\1:./,,<:' ~~ l& \; ~- 'If,:'
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,oanoke Transit CcmpBny
Board of Directors Meeting
f{;.pril 20; 2009
David l~,~. Bo\vers: President and fvterr1bers of the Board of Director~
Greater t={oano~:e l-ra.nsit (;ornpany
Roanoke., \/!iginie,
Dear President Bowers and Members of the Board:
E:ui~.l}eGt:
[)jscussion cn Fr-€:quency of GRTC: Board ~V}eetings
8ackgrounc:
F.. reSOiU1:fOn \.vas pa,ssed on june 30; 200'1 boy the GR.1.C~ BoarG of [)irectors effect\/E
July 1, 2001 that there would be no' re9uiar monthly meetings scheduled for the B08.re
of Directors. The 80ard of Directors wi([ hold meetings in accordance vifith the BY-Lsvis
()f GRT(~ as Inay be necessary to concuct the business of GR-rC:\ as rnOf"e partlcu!ari~/
set foriJ\ in the lerte!', cooy attached, to the Board dated .June i 8, 2001,
_ : .' "1-" .
[-(eCOfTlm6nG~mDn anti UlSCUSSiOT
GRTC board considel- meetinq at least everv t~vo months with meetinos scheduled er
- ~ ~
the tllird Monday at 1 :00 1),111. ReCOmrl\end. a meetino be scheduled in Januarv and
... t - ,,'
June due to the need for budget and qrant appiication approvals by the Board, Ca!ieci
rrieetings \Nould stiH be available if any rnat:ter requires Board review and approvaL
Respectfuiiy subrnitted,
;;';;jE;~:/
LiSon i, Aider
lflterrm General f\/lanage:~'
:~'.f-'\:'
\/iCE: f:iresident of Operations
13'R~T'C: i~t8.isc)n
TfeaSun~i"
~:;E,;cr(~t8.1-\"
Lep2.i C::.QUns6!
AttachmiSnt
.
.
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
June 19, 2001
David A. Morgan, General Manager
Valley Metro
P. O. Box 13247
Roanoke, Virginia 24032
Dear Mr. Morgan:
I am attaching copy of a resolution repealing a resolution adopted by the Board of Directors
of the Greater Roanoke Transit Company on June 15, 1998; providing as of July 1,2001,
that 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.
The above-referenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Monday,
June 18, 2001.
/hl~ J~
Mary F. Parker
City Clerk
MFP:mh
Enclosures
pc: Darlene L. Burcham, Vice-President of Operations, GRTC
James D. Grisso, Treasurer, GRTC
William Hackworth, General Counsel, GRTC
N:\CKMH1\GRTC.01\Corresp July.18.01.WPd
"~' //
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BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMP Al'-:'Y
A RESOLUTION REPEALING THE RESOLUTION ADOPTED BY THE BOARD OF
DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY (GRTC) ON Jl.JNE
15,1998; PROVIDING THAT AS OF JULY 1, 2001, THERE WILL BE NO REGULAR
MONTHLY MEETINGS OF THE BOARD OF DIRECTORS; A.ND PROVIDING THAT
THE BOARD WILL MEET AS MAY BE NECESSARY IN ACCORDAt"-rCE \\11TH 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 GR TC, 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:
1. 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.
2, Effective July 1,2001, there will be no regular monthly meetings scheduled for the
Board of Directors.
3, The Board of Directors will hold meetings in accordance with the By-Laws ofGR TC
as may be necessary to conduct the business of GR TC, as more particularly set forth in the letter to
this Board dated June 18,2001.
ATTEST:
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H:IMEASURES\r-gncboardmecli11g
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Greater Roanoke Transit Company
Board of Directors
Grealer Roanoke Transit Company
P.O. Box 13247
Roanoke, Va. 24032
54fl.982.()305
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 d~termined 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,
~::1'~
David A. Morgan
General Manager'
.,
,?
.
.
.
An extract from the Minutes of the GREATER ROANOKE TRANSIT COMPANY Board
Meeting on June 15, 1998.
BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION REVISING THE SCHEDULE FOR MEETINGS OF THE
BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT
COMPANY
WHEREAS, Section 4 of Article III of the By-Laws ofthe Greater Roanoke
Transit Company provides that meetings of the Board of Directors shall be held at
times fixed by resolution of the Board.
WHEREAS, the establishment of a fixed schedule of meeting dates is
necessary for the orderly conduct of business of the Company.
WHEREAS, the Board of Directors desires to change the meeting time for the
current schedule of regular meeting dates.
THEREFORE, BE IT RESOLVED by the Board of Directors of the Greater
Roanoke Transit Company that the regular business meetings of such Board shall
be held in Council Chambers of the Roanoke Municipal Building, fourth floor, 215
Church Avenue, S. W., Roanoke, Virginia, at 1:00 p.m. on the third Monday of each
month, commencing with the July 20, 1998 meeting; provided, however, when any
regular meeting of the Board shall fall on a legal holiday of the City of Roanoke or
the Commonwealth of Virginia, then such meeting shall be held on the next regular
business day. The former time for regular meetings scheduled for 1 :30 p.m. on the
third Monday of each month is hereby repealed.
APPROVED:
ATTEST:
S/David A. Bowers
SlMary F. Parker
David A. Bowers
President
Mary F. Parker
Secretary
,<
.,
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
July 8, 2010
David A. Bowers, President
David B. Trinkle
John Bingham
Mark Jamison
Karen Michalski-Karney
Consuella Caudill
Nicole Hall
Dear President Bowers and Members of the Board:
Pursuant to Article III, Section 4,of the By-laws of the Greater Roanoke Transit Company, I
am calling a special meeting of the Greater Roanoke Transit Company Board of Directors
on Monday, July 19,2010, at 1 :00 p.m., in the Emergency Operations Conference Room,
Room 159, first floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W.,
Roanoke, Virginia. The purpose of the meeting is to consider the election of officers and
other various business matters as the General Manager may deem appropriate.
Please let me know if you are unable to attend.
Sincerely,
~ M. M,w
. Stephanie M. Moon I
Secretary
pc: Christopher P. Morrill, Vice President of Operations, GRTC
James Grigsby, Assistant Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
L:\CLERK\DAT A\CKSM1\GRTC.1 O\July 19 Special Meeting Notice.doc
v
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 12, 2010
David A. Bowers, President, and Members
of the Greater Roanoke Transit Company
Board of Directors
Dear President Bowers and Members of the Board:
This is to advise that a meeting of the Greater Roanoke Transit Company Board of
Directors will be held on Monday, August 16, 2010, at 1 :00 p.m., in the Emergency
Operations Center Conference Room, Room 159, first floor, Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., Roanoke, Virginia.
Sincerely, _
~on.lYJb~
. I Stephanie M. Moon L
Secretary
pc: Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC .
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
K:\GRTC.10\August 16 Meeting Notice.doc
1 . Call to Order.
2. Roll Call.
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 16, 2010
1 :00 P.M.
EOC CONFERENCE ROOM
ROOM 159
AGENDA
3. Approval of Minutes: Regular meeting held on July 19, 2010.
4. Reports of Officers:
a. General Manager:
1.
~
~
~
~
~
~
2.
3.
4.
5.
6.
5. Other Business.
6. Adjournment.
Management Update:
Proposed Roanoke to Lynchburg AMTRAK Bus
Connector
Health, Dental, General Liability Sole Source Insurance
Contracts
Facility Expansion Property Acquisition
Bus Stop Shelter Construction and Installation
Contracts
Increase in Premium Assessments for Vehicle and
Personal Injury Insurance
Invitation to Participate in Sustainable Communities
Initiative
Financial Report for the month of June.
Briefing on Selection Rationale for Bus Stops.
Response to Complaint from an Anonymous GRTC Employee.
Approval of Surplus Tangible Personal Property Disposal Policy.
.,
Municipal Auditing Report on the Southwestern Virginia Transit
Management Company Retirement Plan and Trust.
K:\GRTC.10\August 16, 2010 Agenda.doc
"
"
. ~.,~;>..
~
Greater Roanoke Transit Company
Management Update
August 16, 2010
Roanoke to Lvnchbura Amtrak Bus Connection
In the June 21, 2010 Management Update, the Greater Roanoke Transit COl')1pany (GRTC)
Board of Directors were advised that the Department of Rail and Public Transportation (DRPT)
is on track to complete a passenger rail feasibility study for Southwestern Virginia on or about
November 1, 2010.
As of this update, DRPT is still on track to complete the study in early November; they will
apprise GRTC of the results. Assuming the study shows there is a feasible market for
passenger rail service, DRPT will work with GRTC to file an operating grant application for the
bus connector service, assuming, at that point in time, there are grant funds available and
Roanoke has come to terms with the 15% local match requirement.
The local match requirement equates to approximately $22,500 to $45,000 annually depending
upon total hours and miles per year that would be devoted to the service. To some extent the
results of DRPT's study should lend itself to helping to determine the level of bus connector
service that should be provided.
"Sole Source" Aareements for Insurance Brokers
In the June 21st Update, the Board was advised that GRTC will maintain "sole source" service
agreements with its current brokers, Business Solutions, Inc. for health and dental for
Southwestern Virginia Transit Management Company employees, and Wells Fargo Insurance
Services USA, Inc for personal injury and property damage for GRTC owned property. These
sole source agreements will be maintained for one year to allow GRTC adequate time to
engage long term services of an insurance broker or brokers through a request for proposals
(RFP) process.
Drafts of the sole source agreements have been prepared and will be submitted to GRTC's
current brokers for their review and approval. Each agreement provides for a specified scope of
work and a finite fee for services: $9,000 for Business Solutions; $7,835 for Wells Fargo. Prior
to fully executing these agreements the Board will be advised of GRTC's intent and given the
opportunity to review and comment on the sole source agreements over five (5) business days.
FacfiDfitv Exllllansion Property Acauisition
GRTC's current administrative and maintenance facility was built to accommodate parking and
maintaining thirty-eight (38) buses. Currently, the facility accommodates parking and
maintenance for fifty-eight (58) vehicles, including GRTC's four (4) Star Line Trolleys, five (5)
Smart Way ~uses, and eleven (11) service vehicles.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone:.540.982.030S · Fax:540.982.2703 · www.valleymetro.com
In order to maintain and improve a safe maintenance environment, GRTC is planning to design
and construct an auxiliary maintenance facility. Currently, GRTC is negotiating the purchase of
nine(9) contiguous parcels of real estate equating to seven tenths (.7) of an acre, located on
Campbell Avenue SE between 11 th and 12th Streets, across the street from GRTC's current
maintenance facility.
In accordance with Federal Transit Administration (FTA) regulations, a Phase I Environmental
Site Assessment (ESA) was completed in April 2008. Subsequent to its completion, FT A
granted GRTC a categorical exclusion on the property in February 2009, requiring no
remediation. In March 2009, the property was appraised at $67,000.
GRTC has offered $116,500 for the property; the property owner, in principal, has accepted the
offer, in principal. A purchase agreement is being drafted for the owner's review and approval.
Concurrently, the appraisal and ESA are being updated to assure compliance with FT A real
estate acquisition prerequisites; approved FT A and Department of Rail and Public
Transportation (DRPT) grants will cover 80% and 20%, respectively, of the purchase price.
Prior to consummating the purchase agreement, the Board will have an opportunity to review;
and comment on the agreement over five (5) business days.
Contracts for Installing Bus StoD Shelters
On July 29, 2010, GRTC executed two contracts for constructing concrete pads and installing
bus stop shelters. One contract was awarded to Woodard-West-Parks, Ltd. for shelter sites
requiring the removal of soil or asphalt as preparation for constructing the concrete pad;
Beakell, Inc. was awarded the contract for sites requiring the removal of concrete. Each contract
has a one (1) year term with two (2) additional one (1) year renewal terms. Each contract
provides for a finite fee for services during the one (1) year term: $59,400 for Woodard; $18,688
for Beakell.
In a July 2, 2010 letter to the President and members, the Board was advised of the then
pending execution of these contracts.
Increase in GRTC's Insurance Premium Assessment
GRTC's fleet of buses and service vehicles are insured through the Virginia Transit Liability Pool
(VTLP). The coverage provided is for "auto liability" (buses and cars/vans). In a July 29,2010
correspondence from VTLP, GRTC was advised that its annual assessment for insurance
premiums for the 2011 fiscal year will increase by 13% or $44,517 above GRTC's budgeted
amount for its auto liability coverage. This increase is largely due to catastrophic claims from
members of the Pool, excluding GRTC. VTLP's assessment is $380,949 for fiscal 2011;
GRTC's fiscal 2011 budget for VTLP assessed premiums is $336,432.
Because GRTC operated 146,600 fewer miles in fiscal 2010, this increase may be reduced by $
$35,775 as a credit against its fiscal 2011 premium assessment. If this credit is realized, the
VTLP premium impact on GRTC's fiscaI201.1~~get.wi"bereduced to $8,742 or 2.6% above
GRTC's insurance premium budQe~, f~r auto liability coverage:"':.'
. _. 0',-. . .
. - .. ~ .;-." '.
The Board will be advised as to whether or not GRTC will be credited for its reduced operating
miles that will correspondingly reduce its premium pay out for fiscal 2011.
~.
Invitation from the Sustainable Communities Initiative
The Sustainable Communities Initiative has invited GRTC to participate in a three (3) year
planning effort that will culminate in a Regional Sustainability Plan. The final Plan will focus on
eight (8) major sustainability factors, including decreasing per capita vehicle miles traveled and
transportation related emissions, both of which are GRTC's primary purpose for participating.
The Initiative is a consortium of government entities, institutions of higher education, and non-
profit organizations. To support the sustainability planning effort, the Initiative is in the process
of filing a planning grant application in the amount of $750,000 with the U.S. Department of
Housing and Urban Development.
The Roanoke Valley Alleghany Regional Commission will be the lead applicant. As such, the
Commission is asking those entities expressing interest in participating in the. three (3) year
planning project to sign a letter of support, which includes committing to approximately forty (40)
hours for each of the three planning years, plus cash donations or in-kind service. GRTC is
prepared to commit to the forty (40) hours of planning time as well in-kind services in the form of
making space available for planning meetings.
itted,
Carl L. Palmer
General Manager
C: Vice President of Operations
Treasurer
Secretary
Legal Counsel
'1
~
Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
August 16, 2010
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Financials for the month of June 2010
. The following financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial results for the twelve months (year-to-date) of this fiscal year.
Operating income through June of FY 10 is 3.1% or $70,092 below last year as presented in the
accompanying financial statement. This reduction is primarily due to decreases in operating revenue in
the amount of $45,730 or 2.3% and advertising income of $16,421 or 13.6%.
The operating expense for GRTC of $7.6 million through June 2010 includes expenses for its sub-
recipients, Commonwealth Coach & Trolley Museum, National Historical Railway Society, and o.
Winston Link Museum, in the amount of $100,463. GRTC's expenses in the amount of $7.5 million
represent a decrease of $187,618 or 2.4% compared to June 2009. Both positive and negative variances
are discussed in the expenditure section of this narrative.
The subsidies for GRTC of $5.3 million through June 2010 include subsidies for its sub-recipients i,r;l the
amount of $100,463. GRTC's subsidy of $5.2 million has decreased $528,159 or 9.1% compared to June
2009. The reduction is primarily due to a decrease in State and City of Roanoke subsidies compared to
June 2009.
ODeratin2 Income
Operating income through June of FY 10 is 3.1% or $70,092 below last year as presented in the
accompanying financial statement. Total income for the year is $166,719 below budget primarily due to
decreases in passenger fares and advertising income.
Commentaries on significant variances are shown below.
Ooerating Revenues including bus fares and sales of passes decreased 2.3% or $45,7}0 compared to
June FY 09 due to decreases in passenger rides. Passenger rides have decreased 9.3% or 235,745
compared to June 2009.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 II www.valleymetro.com
David A. Bowers, President and Members of the Board of Directors
G~TC Financials
August 16, 2010
Page 2
Advertising Revenue for advertising on GRTC buses have decreased 13.6% or $16,421 compared to June
2009. Purchases for advertising on the buses have declined due to current economic conditions.
DDeratine: EXDenses
Operating expenses for GRTC are 3.4% or $268,181 under budget. The reduction is largely driven by a
reduction in the purchases of Materials and Supplies of 14% or $210,981.compared.to June 2009.
Expense variances are discussed in the following sections.
Fringe Benefits have increased 5.1% or $69,271 in June 2010 compared to June 2009. This increase is
primarily due to increases in health insurance coverage for $41,405 and worker's compensation
insurance for $21,798.
Materials and Supplies have decreased 14% or $210,981 in June 2010 compared to June 2009. This
decrease is primarily due to a reduction in the cost offuel in the current period. GRTC's fuel purchases in
the current period decreased 13% or $138,287 compared to fuel purchases in June 2009.
Purchased Transportation for demand response and services for colleges have decreased 7.5% or
$63,055 compared to last year. This decrease is due to the use of Job Access and Reverse Commute
(JARC) funds by the Company's service provider Unified Human Services, Inc. The use of JARC funds
reduces the Company's expenses for eligible rides by 50%. The total reduction for GRTC through June
2010 is $63,520.
Subsidies
The subsidy decrease of 9.1% or $528159 is primarily due to decreases in State and City of Roanoke
subsidies compared to June 2009.
The Department of Rail and Public Transportation (DRPT) state funding decreased 21.6% or $299,939
compared to FY 09 due to a reduction in the amount of funding by the state in FY 2010. The DRPT
allowed GRTC to utilize ARRA operating assistance in the amount of $240,547 in order to recover the
reduction in funding.
The local grants decreased 16.2% or $273,555 primarily due to a decrease in the OW of Roanoke's
subsidy of 19.9% or $266,676. The reduction is primarily due to service reductions and other related
budgetary reductions of approximately $300,000 for FY 10 compared to FY 09.
David A. Bowers, President and Members of the Board of Directors
GRJC Financials
August 16, 2010
Page 3
No action by the Board is needed on this matter.
Cc: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GRTC Vice President of Operation
.'..,'1:.:;"':
Carl Palmer
General Manager
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GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
6/30/2010 6/30/2009
Year-to-Date Year-to-Date % of Change
ASSETS
CASH $ 339,251.61 $ 587,203.42 -42%
ACCOUNTS RECEIVABLE $ 1,314,983.89 $ 1,460,403.58 -10%
INVENTORY $ 404,078.35 $ 375,027.46 8%
FIXED ASSETS
FIXED ASSETS $ 29,269,515.40 $ 26,604,863.87 10%
ACCUMULATED DEPRECIATION $ (14,037,037.19) $ (12,134,369.90) 16%
NET FIXED ASSETS $ 15,232,478.21 $ 14,470,493.97 5%
PREPAYMENTS $ 31,583.44 $ 133,628.28 -76%
TOTAL ASSETS $ 17,322,375.50 $ 17,026,756.71 2%
CURRENT LIABILITIES
ACCOUNTS PAYABLE $ 288,618.67 $ 353,650.20 -18%
PAYROLL LIABILITIES $ 293,189.82 $ 295,969.28 -1%
OTHER LIABILITIES $ 82,236.12 $ 76,670.78 7%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,571,840.80 $ 5,789,425.23 -4%
DEPRECIATION EXPENSE $ (1,896,223.55) $ (1,790,331.11) 6%
RETAINED EARNINGS $ 10,722,176.91 $ 10,863,093.46 -1%
CAPITAL CONTRIBUTIONS $ 2,348,098.00 $ 1,115,207.00 111%
NET INCOME (LOSS) $ (87,566.27) $ 323,066.87 -127%
TOTAL CAPITAL $ 16,658,330.89 $ 16,300,466.45 2%
TOTAL LIABILITIES & CAPITAL $ 17,322,375.50 $ 17,026,756.71 2%
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Greater Roanoke Transit Company
Board of Directors Meeting
August 16,2010
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: Selection Rationale for Bus Stops
Backcround
It has been brought to Greater Roanoke Transit Company's (GRTC) attention that some of its
customers are dissatisfied with the policy of not stopping for boarding or alighting except at
designated bus stops. The purpose of this policy is to ensure on-time performance, consistent
frequency between buses, safe boarding and alighting of passengers, minimal adverse impact on
traffic flow, and the safe movement of GRTC buses.
The rationale below describes guidelines and technical information sources used by GRTC to select
bus stop locations.
Bus Stop Rationale
The Transit Cooperative Research Program (TCRP) sponsored by Federal Transit Administration
(FT A) produced a publication in 1996, Guidelines for the Location and Desian of Bus Stops. TCRP
Report 19. This report addresses two major issues associated with the design and placement of bus
stops:
(1) Street-side factors which are those factors associated with the roadway that influence bus
operations, e.g. on street parking and truck delivery zones; adequate curb side space for
the number of buses servicing a route; proximity of nearby driveways and the anticipated
traffic volume.
(2) Curb-side factors are those factors located off the roadway that affect patron comfort,
convenience, and safety, e.g. free of obstacles that will obstruct the patron's path of travel
when approaching or leaving a bus stop; surfaces that are smooth, firm, stable and slip
resistant; signs designating route number and names proximately posted.
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 16, 2010
Page 2
TCRP Report 19 also lists four (4) universal areas of concern that influences the design and
placement of bus stops. They are:
(1) Transit system performance:
(a) Time it takes to walk to the bus stop;
(b) Wait time for the bus;
(c) Bus travel time;
(d) Time to walk to the destination from bus stops
(2) Traffic flow: Bus stop location and design affect the flow and movement of other vehicles.
A well-designed bus stop can allow passengers to board and alight without the bus
significantly impeding or delaying adjacent traffic. They should not block cross-traffic on
intersecting streets and the bus must be able to re-enter the traffic stream with minimal
conflict.
(3) Safety: The curb area devoted to a bus stop, particularly in heavily traveled corridors and
where large numbers of customers board daily, is of critical importance. The objective must
be to promote optimum safety for the boarding and alighting of customers and to promote
the speed of the bus without seriously affecting the flow of other vehicles.
For the safety of customers, the length of the bus stop should allow the driver to pull
the bus to the curb in a manner that allows the bus to be fully parallel with the
curb. For the safety of pedestrians not using the bus service and other vehicles, the
bus stop should allow adequate set-back from a crosswalk to facilitate safe vehicular
movements and a clear sight path and walkway for pedestrians.
(4) Security: Security is affected by well lighted bus stops, stops that are highly visible from
the street and minimizes obscure closed in areas.
"
Another resource used by GRTC in planning and selecting bus stops is the Toolkit for the Assessment
of Bus Stop Accessibilitv and Safety jointly produced by the Easter Seals Project and FT A in 2006.
The purpose of the Toolkit is to:
(1) Determine minimum Americans with Disability Act (ADA) requirements;
(2) Enhance bus stop accessibility through universal design;
(3) Inventory bus stops;
(4) Develop a strategic plan for system-wide accessibility;.
(5) Advocate for improvements
Other resources used by GRTC to guide of bus stop rationale are:
CTTRANSIT (Connecticut Transit) Service Guidelines, June 2009, Section VII, Customer
Considerations, Part A, Bus Stops. These service guidelines, which discusses the spacing and
.'
David A. Bowers, President, and Members of the Board of Directors
~ugust16,2010
Page 3
design of bus stops, are based on the TCRP Report 19. The discussion focuses on two fundamental
standards:
(1) In general, bus stop spacing should not be less than 0.125 miles (700 feet), no more
than 0.250 miles (1400 feet).
(2) Stops should be located at street intersections where possible so that customers are
provided with safe, obstruction-free access to the bus.
Finally, TCRP Report 125, 2008, Guidebook for Mitiaatina Fixed-Route Bus-and- Pedestrian
Collisions. Part 2. Strateav 9. Bus Stoo Location Plannina and Bus Stoo Desian, discusses the
importance of the location in improving the safety of passengers boarding and alighting.
. .
Summary
The determination of bus stop spacing is primarily based on standards that are frequently subdivided
by development type, such as residential area, commercial, and/or a central business district as well
as major trip generators such as retail shopping centers, hospitals, and educational institutions.'
The location of bus stops along routes is a function of balancing customer convenience against
efficient bus operations. Obviously, stops at every intersection provide the shortest walking distance
to the bus stop. However, vehicle speed and trip time for customers already on the bus are affected
significantly. Aside from pure spacing considerations, bus stop placements should be conducted in a
manner that optimizes customer safety and convenience, and operating efficiency. Toward that end,
GRTC has adopted the 0.250 mile (1400 feet) spacing of bus stops recommended by the TCRP
Report 19.
The former practice of allowing passengers to "wave" or "flag down" the bus at any point along a route
in order to board or alight compromises bus stop'design and placement standards and guidelines that
ensure customer safety, on-time performance, consistent frequency between buses, minimal adverse
impact on traffic flow, and the safe movement of GRTC buses.
ed,
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
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Greater Roanoke Transit Company Board of Directors
Board of Directors Meeting
August 16, 2010
David A. Bowers, President, and Members of the Board of Directors
Greater Roanoke Transit Company
Roanoke, Virginia
i
.
Dear President Bowers and Members of the Board:
Subject: Informational Report: Questions from Mark Jamison, Greater Roanoke
Transit Company (GRTC) Board Member
Backaround:
This report is in reference to six questions raised by Mark Jamison, GRTC Board Member on
August 6, 2010 in relation to a complaint from an anonymous GRTC employee. The six
questions were:
(1) How often are routes reviewed and when was the last time that occurred?
(2) What does the process of reviewing routes entail?
(3) What is the "on-time" record of our buses and how is that measured?
(4) What is the policy on stop locations and what change was made recently?
(5) What are the penalties for drivers who are "late"?
(6) What challenges exist with maintenance of your equipment and what is the overall
condition of your fleet?
ResDonses :
Question # 1: Routes are reviewed when there is a request for a possible stop to be added.
Last month there was a request to add a stop to Route 15/16 for a new call center located near
Thirlane Road in the former Celebration Station facility. Procedurally, GRTC conducts a
ridership count for a period of time, usually a week, in order to determine if there is sufficient
demand. Another important factor that must be considered is if the additional stop will cause
that route to remain on-time in order to facilitate timely transfers at GRTC's Campbell Court
Transfer Center.
Question # 2: The process for reviewing routes entail evaluating the number of passengers
that use each route during peak and off-peak times. The Connectics Transportation Group,
under contract with the Virginia Department of Rail and Public Transportation, conducted a
Transit Development Plan (TOP) of GRTC in June 2009. The TOP included an evaluation of
four performance criteria for each route. The criteria are: (1) Passengers per Revenue Hour; (2)
Passengers per Revenue Mile; (3) Operating Cost per Passenger Trip; (4) Farebox Ratio
(Farebox Revenue divided by Total Expenses). GRTC farebox ratio is 25% which is above the
transit industry average in that the passenger fare pays for 25% of the total operating cost.
Greater Roanoke Transit Company
P.O. Box 13247 . Roanoke, Virginia 24032 . Phone: 540.982.0305 . Fax: 540.982.2703 . www.valleymetro.com
---,.~
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, David A. Bowers, President, and MembeTsof the Board of Directors
August 16, 2010
Page 2
Question # 3: On-time performance is a meaSUTeof the arrival and departure times of each
bus at Campbell Court Transfer Center. A five (5) minute window is used to evaluate on-time
performance. Given the parameter of plus or minus five (5) minutes, GRTC's buses are defined
as being on-time if arriving five minutes before or after the scheduled arrival time and departing
within five minutes of the scheduled departure time. The on-time performance for GRTC is
98%.
Question # 4: The policy of bus stop locations is based upon guidelines and technical
information sources from research by the Transit Cooperative Research Program (TCRP) and
other transit systems. The purpose of the GRTC policy is to ensure on-time performance,
consistent frequency between buses, safe boarding and alighting of passengers, minimal
adverse impact on traffic flow, and the safe movement of GRTC buses. GRTC has adopted the
standard of 0.250 mile (1400 feet) spacing of bus stops recommended by a TCRP Report # 19.
The recent change to GRTC's bus stop policy was precipitated by the unsafe practice of
"hailing" or "flagging" down GRTC's buses at locations other than designated bus stops. A full
account of GRTC's bus stop design and location rationale is contained in separate August 16, ,
2010 report for the board.
Question #5: There are no penalties for drivers who are "late". There is remedial training by a
supervisor for drivers who have a practice of being "I~te" on a regular basis.
\
Question #6: Currently, there are no debilitating challenges in the GRTC Maintenance
Department. The overall condition of the fleet of forty-seven (47) revenue vehicles is excellent.
GRTC has a preventive maintenance schedule of every 3,000 miles which is a higher standard
than the manufacturers' requirement of every 6,000 miles.
.R~
Carl L. Palmer
General Manager
c: Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
August 20, 2010
Carl L. Palmer
General Manager
Valley Metro
P. O. Box 13247
Roanoke, Virginia 24032 _
Dear Mr. Palmer:
I am enclosing copy of a resolution adopting a Surplus Tangible Personal Property
Disposal Policy for Greater Roanoke Transit Company (GRTC); establishing an effective
date of September 1, 2010, for such policy; and authorizing the GRTC Vice President of
Operations and/or the GRTC General Manager or their designee to take the necessary
actions, including adopting any appropriate procedures to implement, administer and
enforce such policy.
The abovereferenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Monday, August 16,
2010.
Sincerely,
~ hl. /l-j\)0vV
Stephanie M. Moon l
Secretary
Enclosure
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
6) .
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BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION ADOPTING A SURPLUS TANGIBLE PERSONAL
PROPERTY DISPOSAL POLICY FOR GREATER ROANOKE TRANSIT
COMPANY (GRTC); ESTABLISHING AN EFFECTIVE DATE OF
SEPTEMBER 1, 2010, FOR SUCH POLICY; AND AUTHORIZING THE
GRTC VICE PRESIDENT OF OPERATIONS AND/OR THE GRTC
GENERAL MANAGER, OR THEIR DESIGNEE, TO TAKE THE
NECESSARY ACTIONS, INCLUDING ADOPTING ANY APPROPRIATE
PROCEDURES, TO IMPLEMENT, ADMINISTER, AND ENFORCE SUCH
POLICY.
WHEREAS, GRTC staff has determined that by adopting a Surplus Tangible Personal Property
Disposal Policy as set forth in the General Manager's Board Report dated August 16, 201 0, to this
Board, there will be a more efficient disposition of such property by providing that obsolete and
surplus tangible personal property will be disposed of in a timely and appropriate manner in
compliance with federal and state regulations.
BE IT RESOLVED by the Board of Directors of the Greater Roanoke Transit Company as
follows:
1. The GRTC Board 'hereby approves and adopts the Surplus Tangible Personal Property
Disposal Policy that was presented to the Board and attached to the General Manager's Board Report
dated August 16,2010, and that the effective date for such Policy shall be September 1, 2010.
2. The GRTC Vice President of Operations and/or the GRTC General Manager, or their
designee, are hereby authorized to adopt appropriate procedures and to take such further actions as
may be necessary to implement, administer, and enforce such Policy.
ATTEST:
Date Adopted:
Secretary
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Greater Roanoke Transit Company
Board of Directors Meeting
August 16, 2010
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:
Approval of Surplus Tangible Personal Property
Disposal Policy
Backqround:
The Greater Roanoke Transit Company (GRTC) must comply with Federal Transit
Administration (FT A) Circular 5010.1 D, Grant Management Requirements, governing
the determination of useful life of personal property before disposition of any property
and the methods of disposal.
The proposed GRTC Surplus Tangible Personal Property Policy (attached) was
developed pursuant to FT A Circular 5010.1 D, FT A Guidance on Disposal of Property
and Equipment, Best Practices Manual, Section 1.3.3.10. GRTC's proposed policy was
developed in consultation with GRTC's General Counsel and the City of Roanoke
Purchasing Manager.
In compliance with the aforementioned FT A regulations, the proposed policy addresses
the following elements:
. Policy Statement
. Definitions of Terms
. Disposal Procedures
. Notice of Sale
. Disposal Methods
. Documentation
Greater Roanoke Transit Company
PO Box 13247 · -Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
. . David A.lBOwers, President, and Members of the Board of Directors
Page 2
August 15;2010
Recommendation:
Recommend that the GRTC 'Board of Directors approve and adopt GRTC's proposed
Surplus Tangible Personal Property Disposal Policy, effective September 1, 2010.
Attachment
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
Legal Counsel
itted,
GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE DATE: September 1,2010
1. Policy Statement.
A. This Policy is limited solely to the disposal of surplus tangible personal
property, which includes scrap property, of GRTC and does not apply to
the disposal of GRTC surplus real property. The steps detailed in the
disposal procedures of this Policy ensure that obsolete or surplus tangible
personal property is disposed of in a timely and appropriate manner. In
disposing of such property GRTC ensures that:
(1) Such property has reached the end of its useful service life as
defined in Section 2 below;
(2) That the best sales price is realized; and
(3) That any potential for conflicts of interest are eliminated.
B. As required by FT A regulations for items at the time of disposition with a
fair market value of $5,000 or more per item, after its useful service life,
the FT A will be reimbursed in an amount calculated by multiplying the total
aggregate fair market value at the time of disposition, or the net sale
proceeds, by the percentage of FT A's participation in the original grant
that was used to purchase such item. The Vi'rginia Department of Rail and
Public Transportation (VDRPT) will be reimbursed on the same basis in
accordance with VDRPT regulations. For items at the time of disposition
with a fair market value of less than $5,000 per item, there will be no
obligation for GRTC to reimburse either the FTA or the VDRPT.
C. GRTC will comply with industry and regulatory standards to determine the
useful service life of surplus tangible personal property and disposal of
such property. GRTC will follow the requirements of FT A Circular
9030.1 D for rolling stock and FT A Circular 5010.1 D for disposal of
equipment.
D. GRTC will use either a Sealed Bid Auction or Open Public Auction to
dispose of such surplus tangible personal property, except that the GRTC
Board by a separate action may dispose of such property in another
manner as the Board deems appropriate.
E. GRTC and any management company under contract with GRTC to
operate, and/or any entity operating, the GRTC bus system, and their
officers, employees, and their immediate family members are not eligible
to participate in the purchase process for any surplus property, nor are
they eligible to benefit from the sale of scrap property.
GRTC Disposal Policy-7 -19-10 (2)
1
2. Definitions of Terms.
Capital Items. Except for Vehicles, means items of equipment, such as furniture,
with a useful life of two (2) years or more.
Fair Market Value means the value of an item that an independent seller would
expect to receive from an independent buyer in an arms length transaction.
Such value can be determined by a variety of sources, but there must be written
documentation on how the fair market value was determined. Some potential
sources for determining a fair market value are National Automobile Dealers
Association (NADA) Used Car Guides, used car dealers, discount or refurbished
parts catalogs, catalogue prices for office equipment, newspaper ads, etc.
Obsolete Property means an ,item that is no longer useable or functional for the .
. purpose for which it was intended or obtained.
Residual Value means the value of an item that is greater than the amount of the
scrap or salvage value of such item.
Scrap Property means property that is damaged, defective, deteriorated, or has
no practical use so that it has no value, except possibly for its scrap value.
Scrap Value or Salvaae Value means the value that can reasonably be expected
from a junkyard or scrap dealer or a recycler or similar disposal entity for taking
the item being disposed of.
Surplus Tanaible Personal Property. or Surplus Property, means an item that
meets one or more of the following criteria:
A. That it has reached the end of its useful service life;
B.' That it is in excess of the needs of GRTC;
C. That it is no longer in use by GRTC;
D. That it is technically or mechanically not usable;
E. That it has been replaced by a more cost-efficient item; or
F. That it no longer supports the mission of GRTC.
Useful Service Life or Useful Life means, according to FT A, the useful service life
for revenue and support vehicles, facilities, and equipment. Where a useful
service life policy has not been defined by FT A, GRTC will identify the useful
service life of the Federal interest for the disposition of the property in later years.
(See Exhibit 1 attached hereto.) Acceptable methods are listed in the footnote of
Exhibit 1 attached to this Policy.
3. Disposal Procedures.
A. In consultation with the GRTC Purchasing Agent, the Department Director
will classify the surplus tangible personal property as being "Good", "Fair",
GRTC Disposal Policy-7 -19-10 (2)
2
:::,;~ or "Poor", by completing the DisposarRequestForm (Attachment A),
.~.' thereby describing why an item has become surplus property and has
:!t reached the end of its useful service life.
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'E. In conjunction with the completion of Step A, the General Manager's
concurrence will be required.
C. Having completed Steps A and B, the Department Director will then be
required to complete the Property Useful Life Ended Determination Form
(Attachment B) and confer with the Director of Finance to determine that
such personal property has satisfied the requirements for useful life.
D. The Department Director, in consultation with the GRTC Purchasing
Agent, will be required to complete Disposal Form (Attachment C) thereby
determining the Fair Market Value and Scrap Value of the item. Based on
this information a minimum bid amount will be determined that will be
greater than the Scrap Value, but less than the Fair Market Value, with
such minimum bid being approved by the General Manager.
E. The GRTC Purchasing Agent may advertise the sale of the item using one
or more of the following: local newspapers and other publications of
general circulation; the Valley Metro website; and/or use of electronic
means such as e-mail, bulletin boards, and other Internet sources.
F. Upon disposal of the items, GRTC Purchasing Agent and Director of
Administration will take the following steps to update the GRTC Inventory:
(1) remove inventory tag;
(2) attach inventory tag to completed Inventory Change Control Form
(Attachment D); and
(3) update GRTC Inventory List.
G. All sales proceeds will be forwarded to the GRTC Accounting Clerk for
deposit into the GRTC's Capital Reserve account. GRTC will reimburse
the FT A and VDRPT the percentage of the agency's participation in the
original grants (when applicable) from the GRTC's Capital Reserve fund
account in reference to FTA Circular 5010.1 D on Disposition.
4. Notice of Sale.
All items estimated to have a residual value will be offered to the general public
as follows:
A. Place advertisement in local newspaper(s) of general circulation, or such
other means as approved by the General Manager; and
B. For items that will be offered by a sealed bid or by auction a minimum bid
amount will be included in each of the advertisement notices.
GRTC Disposal Policy-7 -19-10 (2)
3
5. OislJlosaU Methods.
A. Sealed Bid Process.
(1) Bids will only be accepted in a sealed envelope addressed to
GRTC with information that it is a bid and what auction and item it
is for.
(2) Bidders will return all bids by a specified time and date to the
location listed in the advertisement.
(3) Each bid will be opened, witnessed, and recorded by the GRTC
Purchasing Agent and at least one other- GRTC staff person. Any
Bidder can also be present at such bid opening.
(4) GRTC will sell the item to the highest bidder, provided such bid is at
or above the required minimum bid. In the event that there are no
bids at or above the stated minimum bid, GRTC may proceed as
follows:
(a) negotiate with bidders a price at or above the
minimum bid;
(b) agree on a price below the minimum bid if the
procedure in the preceding paragraph (a) is not
successful;
(c) reject all bids and dispose of the item as scrap; or
(d) try to resell the item again.
(5) With the approval of the General Manager, GRTC reserves the
right to reject all bids.
B. Open Public Auction Process.
(1) The Public Auction to bid the item(s) will be conducted in a location
designated by GRTC and by GRTC or GRTC's management
company personnel or by a professional auctioneer under contract
with GRTC.
(2). The Public Auction will be subject to the following provisions:
The Auctioneer will conduct the public auction;
(a)
(b)
The Auctioneer will identify and describe the item to be
auctioned off;
GRTC Disposal Policy- 7 -19-10 (2)
4
(c) The Auctioneer will state the minimum bid for the item;
(d) The Auctioneer will then take open verbal bids;
(e) The Auctioneer will award the item to the highest bidder,
provided such bid is at or above the minimum bid;
(f) The successful bidder(s) will be responsible for removing the
item from GRTC property at the end of the Auction or by
such other time period as allowed by the GRTC General
Manager or Assistant General Manager;
(g) If no bid is received that is equal to or greater than the
minimum bid, the item will not be sold at such Auction; and
(h) GRTC reserves the right, with the written approval of the
General Manager, to reject all bids for any item.
C. Disposal of surplus tangible personal property in some other way than is
outlined in this Policy may be done by a separate action of the GRTC
Board, as the GRTC Board may deem appropriate.
6. Documentation.
All documentation associated with the disposal of GRTC properties will be kept in
a secured location for a minimum of seven (7) years.
REMAINDER OF PAGE INTENTIONALLY LEFT BANK
GRTC Disposal Policy-7-19-10 (2)
5
DISPOSAL REQUEST FORM
ATTACHMENT A to
GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE September 1, 2010
I Purchasing Agent Assig~ed Project #
Greater Roanoke Transit Company
Disposal Request Form (Attachment A)
I, . have determined that the following item(s) is ready to be
declared to be surplus property and disposed of.
I have requested replacement of this item(s) on requisition number
This item(s) is included for replacement in capital plan year
(if applicable).
Condition of Property
Description of Property GRTC Tag # or Vehicle # Poor Good Fair
.
'0
If this item(s) is not in poor condition, please choose one of the following:
- No longer serviceable or replacement parts are not available;
- Technically obsolete (please explain);
- Surplus, in excess of needed item(s) (please explain);
- End of useful life (please explain); or
- Other (please explain).
Signed, Title
Date
Approved By:
General Manager
Page 1 of 1
P~II<1" USEfUL U1FlE aIDED DlETIERMINATION fORM
.?;~' ATTACHMENT B TO
", GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE September 1, 2010
.1 Purchasing Agent Assigned Project #
Greater Roanoke' Transit Company
Property Useful Life Ended Determination Form
(Attachment B)
An approved form Attachment A must be submitted to the Director of Finance with this form.
This section to be completed by the Director of Finance
Capital Purchased Item: Yes_ No _ Grant # FTA
DRPT
Date of Purchase:
Useful Life Assigned:
Fully Depreciated: Yes
No
If No, Remaining Life of Property:
Value of Property per Depreciation Schedule: $
FTA Concurrence (if applicable): Yes N/A (if property's fair market value is
$5,000, or more this requires concurrence from the FTA and may require some type of payback to FTA)
This item(s) has reached its useful life and is approved for disposal.
Director of Finance
Date
This item(s) has not reached its useful life. The Federal Transit Administration must be notified that this
item has a useful life of and the value of the property is $
FTA notified (attach notification)
FTA concurrence: (attach concurrence)
FTA payback percentage: (attach supporting information)
Director of Finance Date
If additional page(s) is attached, list attachment(s):
Page 1 of 1
DISPOSAL FORM
ATTACHMENT C to
GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE September 1, 2010
Greater Roanoke Transit Company
Disposal Form
(Attachment C page 1 of 2)
Description of Item:
Fair Market Value Determination: $
Scrap Value Determination: $
Please describe in detail how the fair market value and scrap value of the property being disposed of
was determined:
(Attach supporting documentation for this determination)
Minimum Bid $
Please describe how the minimum bid was determined:
Method of Disposal
Open Public Auction
Sealed Bid Auction
Scrapped $
Trashed (broken, not able to sell for scrap)
Notice of Sale
Date of advertisement
Please list the sources of the advertisements:
Date placed on Valley Metro website
Page 1 of 2
Pu~chasing1igent Assigned Project #
-,'" " ---
Purchasing Agent Assigned Project # :::=
Description of Item:
Greater Roanoke Transit Company
Disposal Form
(Attachment C page 2 of 2)
Bid
The high bid for this item(s) is $
This bid satisfies the minimum bid requirement.
This bid is less than the minimum bid; GRTC negotiated a price at or above the minimum bid.
(Explain)
This bid is less than the minimum bid, GRTC settled for a price below the minimum bid. (Explain)
(Use an attached sheet(s) to explain the above bid selection.)
The bid is awarded to:
for
Print the Legal Name of Person or Entity
$
(Please attach documentation)
Scrap Justification
GRTC determined that the bids for this item were below the minimum bid and has elected
to scrap the item. (Explain)
General Manger approval required
Date
The following process was used to scrap this item:
(Please identify the company that received the item and attach supporting documentation)
$ for scrapping this item was paid to GRTC on
Date
Proceeds forwarded to Accounting (please provide signed copy to Accounting)
$
was received by
Signed by Accounting Clerk or Director of Finance
Date
Purchasing Agent
Date
Page 2 of 2
ii\lMENTORY CHANGE CON1:ROL FORM
ATTACHMENT D TO
GREATER ROANOKE TRANSIT COMPANY (GRTC)
SURPLUS TANGIBLE PERSONAL PROPERTY DISPOSAL POLICY
EFFECTIVE September 1, 2010
Greater Roanoke Transit Company
Inventory Change Control Form
(Attachment D)
Please complete the following anytime there is a change in GRTC's physical inventory.
Disposals require that Attachments A - C of the disposal policy are completed prior to submitting
Attachment D to the Director of Administration.
Verification
Project #
Attachments A, B, and C are complete and are on file with the Purchasing Agent for review:
Added = A
Trashed = T Notes: (if trashed,
Condition Scrapped = SC give reason-broken,
of Ite m Moved Returned = R not able to scrap, etc.
Poor, Fair, to Moved = M Adding an item - note
Room# Tag # Item Description Date Good Room # Sold = S the new tag # here
-,;
Signed by
Date
. You must remove the GRTC item tag prior to disposing of an item. Please attach the tag to this
form;
. This Attachment D must be completed and turned into the Director of Administration.
Note:
Added = purchased new item, need to include in physical inventory - The Director of Administration
issues all GRTC tags.
Trashed (disposed) = broken, not able to scrap (Attachments A, B, C are required)
Scrapped (disposed) = sold for salvage value (Attachments A, B, C are required)
Returned = purchased item then returned item to vendor (attach documentation)
Moved = moved from one room or location to another
Sold = sold @ auction (Attachments A, B, C are required)
Page 1 of 1
EXHIBIT 1 , .. .,<
GREATER ROANOKE TRANSIT COMPANY
FIXED ASSET STANDARD SCHEDULE OF USEFUL SERVICE LIFE
ASSET USEFUL SERVICE LIFE
Large, heavy-duty transit Twelve (12) years or an
buses (35' to 40') accumulation of at least 500,000
miles
Small, heavy-duty transit buses Ten (10) years or an
(30') accumulation of at least 350,000
miles
Medium, medium-duty transit Seven (7) years or an
buses (25' to 35') accumulation of at least 200,000
miles . -
Medium, light-duty transit Five (5) years or an accumulation
buses (25' to 35') of at least 150,000 miles
Other light-duty vehicles used Four (4) years or an accumulation
as revenue, support or service of at least 100,000 miles
Trolley-replica buses, medium- Seven (7) years or an
duty (35') accumulation of at least 200,000
miles
Non-revenue equipment Three to five years
Garage equipment Three to five years
Office equipment and furniture Two to ten years
Revenue collection equipment Three to seven years
Building and structures Not Applicable
Land Not Applicable
Footnote
Acceptable methods used to determine useful service life within the above
categories include but are not limited to the following:
1. FTA Circular 9030.10 (dated May 1, 2010), and FTA Circular 5010.10
(dated November 1, 2008);
2. Generally accepted accounting principles;
3. Manufacturer's estimated useful life;
4. Industry standards;
5. Grantee experience; or
6. The grantee's annual independent auditor who needs to concur that the
useful life is reasonable for depreciation purposes.
Page 1 of 1
~~.
ROANOKE
/
Municipal Auditing
215 W. Church Avenue, Room 502
Roanoke, VA 24011-1517
(540) 853-2644
FAX (540) 853-6395
E-mail: auditor@roanokeva.gov
July 27,2010
David A. Bowers, President
David B. Trinkle, Vice President
John Bingham
Mark Jamison
Consuella Caudill
Karen Michalski-Karney
Nicole Hall
Dear Board Members,
Enclosed is our report on the Southwestern Virginia Transit Management Company Retirement
Plan and Trust. We concluded that the retirement plan and trust has been administered in
compliance with Union Agreements, Plan documents, and associated contracts. Trust
accounts are accurately stated and appropriately safeguarded.
Please contact me if you have any questions or need additional information.
Sincerely,
~ ~ M--
Drew Harmon, CPA, CIA
Municipal Auditor
c: Chris Morrill, Vice President of Operations
Jim Grigsby, Assistant Vice President of Operations
Stephanie Moon, Secretary
Jonathan Craft, Assistant Secretary
Ann Shawver, Treasurer
William Hackworth, General Counsel
Carl Palmer, General Manager
Stephanie Giles, Director of Finance
Patti Fornelius, Director of Administration
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MUNICIPAL AUDITING REPORT
GRTC
SOUTHWESTERN VIRGINIA
TRANSIT MANAGEMENT
COMPANY RETIREMENT PLAN
AND TRUST
July 26, 2010
Report Number: 11001
Audit Plan Number: 10105
Municipal Auditing Department
Chartered 1974
Reports at www.roanokeva.Gov
Phone 540.853.2644
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Table of Contents
Backgrou nd ... .................... ..................... ..... ....... .............. ......... 1
Objectives...... ,....... ..... ....... ..... ........ .... ..... ............ ...................... 3
Sco pe ............................... ..,....................................................... 3
Methodology / Results ......................:........................................ 3
Co ncl u s io n s ............................................................................... 5
, Exhibit 1 - Plan Highlights
Exhibit 2 - Statement of Assets
Exhibit 3 - Statement of Changes in Plan Assets
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"....,
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BACKGROUND
The Greater Roanoke Transit Company [GRTC] is a private, nonprofit, public service
organization wholly owned by the City of Roanoke. GRTC provides a comprehensive
range of transportation services for the residents of the greater Roanoke area
including bus service along fixed routes, special services for the disabled, and
commuter buses providing service between Roanoke and New River Valley. Policy
decisions for the company are made by its Board of Directors.
The Greater Roanoke Transit Company contracts with First Transit to provide senior
management pro'fessionals for the organization. The general manager and assistant
general manager are First Transit employees. Bus drivers, mechanics, planners,
trainers, office staff and administrators are employees of the Southwestern Virginia
Transit Management Company, a wholly owned subsidiary of First Transit.
The Southwestern Virginia Transit Management Company provides a defined
contribution retirement plan for its employees. The Plan qualifies as a government
plan under Section 457 of the Internal Revenue Code. Southwestern Virginia Transit
Management Company serves as the Plan Sponsor. All full-time employees are
required to participate in the Plan upon completion of their 90-day probationary,
employment period. The required minimum contribution is 3% of annual
compensation; however, employees can elect to defer up to 100% of their pretax
compensation (not to exceed IRS limitations). The Southwestern Virginia Transit
Management Company paid the equivalent of 3% of each employee's annual
compensation into the employee's investment account for both union and salaried
employees.
Under the current arrangement, Reliance Trust Company serves as the Plan Trustee
and DailyAccess.com [DAC] serves as the Plan Recordkeeper. Southwestern Virginia
Transit Management Company contracts with both of these companies for their
services. The contracts run in perpetuity or until Southwestern Virginia Transit
Management Company notifies either of the companies of its intent to terminate the
contract. Southwestern Virginia Transit Management Company also retains the
services of Investment Counsel. During 2009, the Investment firm Dixon, Hubbard
and Feinour discontinued servicing 457 Retirement Plans. Southwestern Virginia
Transit Management Company has contracted with CAPTRUST to perform these
services. The Investment Advisor also moved to CAPTRUST and works directly with the
GRTC Director of Administration and Director of Finance to monitor the investment
funds for performance.
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CAPTRUST is an independent firm that specializes in advising corporate retirement I
plans and their participants. The Plan's investment structure offers participant-
directed investment in fifteen investment option funds. CAPTRUST announced the I
modification of the prior strategic allocation model to include new medium company
growth, small company value, and small company growth asset classes. The purpose I
of developing models is to provide the participants in the Retirement Plan access to a
diverse portfolio of investments that is based upon an individual risk tolerance.
Research has shown that a portfolio of different kinds of investments will, on average, I
yield higher returns and pose a lower risk than any individual investment found within
the portfolio. The Complete Fund lineup as of November 2,.2009 is as follows: I
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Asset Class New Funds
Stable Cash ManaQement Trust of America
Fixed Income JP Morgan Core Bond R%
Emerging Markets Bond Fidelity New Markets Income
LarQe Company Value Vanguard Windsor II
Large Company Blend Fidelity Spartan 500 Index Adv
Large Company Growth American Funds Growth A
Medium Company Value Alliance Bernstein Sm/Mid Value A
Medium Company
Growth Jennison Mid Cap Growth Z
Foreign Large Value MFS Inti Value R4
American Fund EuroPacific Growth
Foreign Large Blend A
Foreign Small.Mid
Growth AIM International Small Company A '
World Stock Amer Funds New Perspective A
Small Company Value Columbia Small Cap Value IZ
Small Company Growth AIM Small Cap Growth A
Specialty-Real Estate AIM Real Estate A
In 2006, KPMG conducted a full financial audit of retirement fund activity and
prepared an associated financial report. Due to changes in the required audit
procedures for investments and the associated costs, KPMG requested that the scope
of their contract be amended to eliminate this audit. There is no legal requ irement
that this fund be audited by an independent auditor. In 2007, Municipal Auditing
undertook a performance audit of the retirement fund.
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OBJECTIVES
To determine if the retirement plan and trust for the employees of the Southwestern
Virginia Transit Management Company has been administered in compliance with
Union Agreements, Plan documents, and associated contracts.
To verify that trust accounts are accurately stated and appropriately safeguarded.
SCOPE
The scope of the audit includes Southwestern Virginia Transit Management
Company's Retirement Plan transactions occurring between January 1 , 2009 and
December 31, 2009, as well as December 31, 2009 ending balances.
METHODOLOGY AND RESULTS
. Interviewed the Director of Finance and the Director of Administration for GRTC to
verify our understanding of retirement plan policies and procedures.
. Documented changes in retirement plan policies and procedures from the prior
year audit.
. Reviewed the plan document, union agreement, and related contracts.
. Identified significant risks and associated controls in order to evaluate th~ design
of the system of internal controls and to plan audit test work.
. Verified funds disbursed to employees by the Plan Record keeper agreed with
amounts reported by GRTC. No exceptions noted.
. Verified all disbursements to employees were requested and approved by the
employee, as documented On a Participant Distribution Election Form. No
exceptions noted.
· Traced each disbursement to the Plan Trustee's check register. No exceptions
noted.
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· Confirmed distributions of funds from the Plan were received by the legal owner
through confirmation letters. Approximately 71% responded and confirmed their
distributions. The 'remaining distributions were deemed valid based on employee
personnel records and reports from the third party trustee and record keeper.
· Verified disbu rsement fees were paid by the Plan or the Plan Sponsor, as
appropriate. No exceptions noted.
. Verified federal and state taxes remitted on distributions were in accordance with
applicable laws and regulations. No material exceptions noted.
. Verified distributions based on emergency requests, participant death, or divorce
complied with provisions of the Plan document. No exceptions noted.
. Verified Plan expenses paid to the record keeper, the trustee, and the investment
advisor were in accordance with the Plan document, union agreement, and
associated contracts. ' No exceptions noted.
. Verified active participants reported by the record keeper were also reported as
employees by Southwestern Virginia Transit Management Company, on a sample
basis. No exceptions noted.
. Verified e.mployee account balances rolled forward from the prior year, on a
sample basis. No exceptions noted.
. Verified employee with holdings were in accordance with their documented
instructions and approvals, on a sample basis. No exceptions noted.
. Verified mandatory employer contribution of 3% was paid by Southwest Virginia
Transit Management Company, on a sample basis. No exceptions noted.
. Verified bank transfers of funds between the employer, the Plan trustee and the
Plan record keeper were consistently reported and accurate. No exception noted.
. Verified that total funds held in trust at December 31, 2009, as reported by the
Plan trustee agreed with total funds reported by the Plan record keeper. No
exceptions noted.
. Evaluated segregation of duties within GRTC's business office, including system
access controls and setup within their accounting systems [Microsoft Great Plains].
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No significant concerns noted.
. Verified that both the Plan record keeper and Plan trustee underwent SAS 70
Service Provider audits and that the results indicated the companies are
appropriately maintaining internal controls. No significant concerns noted.
CONCLUSIONS
We conclude that the retirement plan and trust has been administered in compliance
with Union Agreements, Plan documents, and associated contracts. Trust accounts
are accurately stated and appropriately safeguarded. Minor exceptions noted during
our test work have been communicated to management in a separate letter.
We would like to thank the employees and management of Southwestern Virginia
Transit Management Company, as well as First Transit, for their assistance and
cooperation during the audit process.
D~_(Jl. f> _ ~
Deborah B. Noble, CPA
Senior Auditor
, '
C C(ll~
Ann Clark, CPA
Senior Auditor
~AM~' l\~.
Drew Harmon, CIA, CPA
Municipal Auditor
Page 5
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Ex h i bit 1
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PLAN HIGHLIGHTS
WHO CAN PARTICIPATE? Participation in the Plan is open to employees who have met the following
requirements:
For employee and employer profit-sharing contributions:
.:. Completed 3 months of service, as defined by the Plan
The Plan does not allow participation by employees who are:
.:. Part-time employees: less than 30 hours per week
Other requirements may also have to be met.
WHEN MAY I JOIN? On meeting the eligibility requirements, you may join the Plan on the first payroll
following completion of three months of service.
HOW DO I CONTRIBUTE TO THE .:. Through payroll deduction, you can make pre-tax contributions from 3% up
PLAN? to the maximum amount of compensation allowable by law. An Internal
Revenue Service (IRS) dollar limit also applies. The dollar limit was
$16,500 for 2009 & 2010.
.:. If you have an existing qualified retirement plan account with a prior
employer, you may transfer or roll over that account into the Plan anytime.
CAN I MAKE A CATCH-UP If you are age 50 or older and make the maximum allowable deferral to your Plan,
CONTRIBUTION TO THE PLAN? you are entitled to contribute an additional "catch-up contribution." The catch-up
contribution is intended to help eligible employees make up for smaller contributions
made earlier in their career. The maximum catch-up contribution is $5,500 for 2009
& 2010. See your Benefits Administrator for more details.
CAN I STOP OR CHANGE MY .:. You may not stop your contributions for any period.
CONTRIBUTIONS? . .:. You may increase or decrease the amount of your contributions any pay
period.
HOW DO I BECOME "VESTED" IN Vesting refers to your "ownership" of a benefit from the Plan. You are always 100%
MY PLAN ACCOUNT? vested in your Plan contributions and your rollover contributions, plus any earnings
they generate.
HOW ARE PLAN CONTRIBUTIONS You give investment directions for your Plan account, selecting from investment
INVESTED? choices provided under the Plan, as determined by Southwestern Virginia Transit
Management Company, Inc.
.:. You may change your investment choices anytime.
WHEN CAN MONEY BE Money may be withdrawn from your Plan account in these events;
WITHDRAWN FROM MY PLAN .:. Death
ACCOUNT? .:. Disability
.:. Termination of employment
See the Director of Administration for more details about taking withdrawals from the
Plan. Be sure to talk with your tax advisor before withdrawing any money from your
Plan account.
HOW DO I OBTAIN INFORMATION .:. You will receive a personalized account statement quarterly. The statement
ABOUT MY PLAN ACCOUNT? shows your account balance as well as any contributions and earnings
credited to your account during the reporting period.
.'. You will also have access to the automated telephone information system
,.
and the DAILYACCESS participant Web sit, an interactive Internet site. Both
systems are designed to give you up-to-date information about your account
balance, contributions, investment choices, and other Plan data. Additional
information on how to use the automated telephone system and the Web site
will be provided to you.
HOW DO I ENROLL? Simply complete the enrollment forms and return to the person designated or your
Benefits Administrator. Then, enter your investment elections using the automated
telephone information system or the participant Web site. Directions for using those
systems are found in your information packet.
SUMMARY PLAN DESCRIPTION The above highlights are only a brief overview of the Plan's features and are not a
legally binding document. Contact your Benefits Administrator if you have any
further questions.
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Statement of Assets
SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY
RETIREMENT PLAN AND TRUST
Statements of Assets Available for Retirement Benefits
as of December 31,2009 and 2008
2009 2008
Assets:
Investments at fair value:
Cash equivalents $ 223,852 $ 277,670
Mutual funds 1,654,630 1,064,890
Total investments 1,878,482 1,342,560
Assets available for retirement benefits $ 1,878,482 $ 1,342,560
Note: The data in this statement was provided by the plan record keeper, DailyAccess.com, and the.
plan trustee, Relia,nce. Both organizations have undergone SAS 70 audits, as well as independent
audits of their financial statements. This presentation of plan assets was prepared by Municipal
,Auditing for informational purposes and is not intended to represent an audited statement in
accordance with the standards of the American Institute of Certified Public Accountants.
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Additions to assets attributed to:
Investment Income
Net appreciation in Fair Value ofInvestments
Interest and Dividends
Net Investment Income
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Statement of Changes in Plan Assets
SOUTHWESTERN VIRGINIA TRANSIT MANAGEMENT COMPANY
RETIREMENT PLAN AND TRUST
Statement of Changes in Assets Available for Retirement Benefits
Years Ended December 31, 2009 and 2008
2009
2008
$
$
418,090
29,119
447,209
57,149
57,149
Contributions
Employer's contributions
Participant's contributions
Total Contributions
Deductions from assets attributed to:
Net Depreciation in Fair Value ofInvestments
Benefit Payments
Administrative Expenses
Total Deductions
87,949
119,407
207,356
88,239
139,646
227,885
Total Additions
654,565
285,034
750,624
115,170 181,974
3,473 5,242
118,643 937,840
535,922 (652,806)
Net increase in assets available for retirement benefits
Assets available for retirement benefits:
Beginning of year
End of year
$
1,342,560
1,878,482
1,995,366
1,342,560
$
Note: As discussed in Exhibit 2, this statement has been presented for informational purposes and is
not intended to represent an audited financial statement in accordance with AICPA standards.
'"'
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
September 16, 2010
David A. Bowers, President, and Members
of the Greater Roanoke Transit Company
Board of Directors .
Dear President Bowers and Members of the Board:
This is to advise that there will be a meeting of the Greater Roanoke Transit Company
Board of Directors on Monday, September 20, 2010, at 1 :00 p.m., in the Emergency
Operations Center Conference Room, Room 159, first floor, Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., Roanoke, Virginia.
Sincerely,
~dr7. rr;~
Stephanie M. Moon
Secretary
pc: Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTe
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
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L:\CLERK\DA T A \CKSM 1 \GRTC.1 O\September 20 Meeting Notice.doc
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
September 20, 2010
1 :00 P.M.
EOC CONFERENCE ROOM
ROOM 159
AGENDA
1. Call to Order.
2. Roll Call.
3. Approval of Minutes: Regular meeting held on August 16, 2010.
4. Reports of Officers:
a. General Manager:
1. Management Update:
~ Roanoke to Lynchburg Amtrak Bus Connector Service
~ Facility Expansion Property Acquisition
~ Increase in Insurance Premium Assessment
~ Two Additional S~ar Line Trolley Stops
~ Ride-Along with Mrs. Silverine James
~ Bus Stop Route Identification and Schedule
2. Financial Report for the month of July 2010.
3. Discussion with regard to Student Fare Comparative SurveyResults
4. Consideration of a $.75 Student Fare for Private Schools.
5. Update on the Status of Bus Stop Shelters.
5. Other Business.
6. Adjournment.
L:\CLERK\DATA\CKSM1\GRTC.10\September 20, 2010 Agenda.doc
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Greater Roanoke Transit Company
Management Update
September 20, 2010
Roanoke to Lvnchbura Amtrak Bus Connection
Per the GRTC Board President's directive, I, via a September 7th e-mail, updated former
Senator J. Granger Macfarlane on GRTC/city's progress toward implementing the Roanoke to
Lynchburg Amtrak bus connector service. The text of the e-mail is as follows:
Mr. Macfarlane,
Mayor Bowers conveyed your expressed interest in the prospects of passenger rail service
frequenting Roanoke. As you know, Amtrak currently serves Lynchburg with trips to the
Baltimoref Washington area and points as far north as Boston.
In an effort to demonstrate a demand and market for Amtrak to serve Roanoke, the Greater
Roanoke Transit Company (GRTC)-"Valley Metro" is in the process of planning a bus connector
service that will operate between Roanoke (and perhaps Virginia Tech, in Blacksburg) to
Lynchburg. Currently, GRTC operates a commuter bus service, liThe Smart Way', between
\
BlacksburgfChristiansburg and Roanoke. It is our feeling that with appropriate scheduling
service to Lynchburg connecting passengers to Amtrak would be a logical extension of this
service. The connector service will serve as a forerunner to bringing Amtrak to Roanoke; as such,
its ridership (hopefully robust) will support the justification.
Conceptually, Virginia's Department of Rail and Public Transportation (DRPT) is supportive of
this prospective connection. DRPT is currently"conducting a study examining the feasibility of
passenger rail service in Southwestern Virginia, inclusive of Roanoke; the study is scheduled for
completion in November of this year. If the study bears out that passenger rail service is in fact
feasible and has potential, DRPT has agreed to support a grant that would fund 85% of the bus
connector service's operation, provided Roanoke and other funding partners can provide the
required 15% local match.
I hope this helps to update you on current events pertaining to this matter. If you wish, feel free
to give me a call to discuss matters in further detail. .
.:0-
Sincerely,
Carl L. Palmer, General Manager'
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Greater Roanoke Transit Company
P.O. Box 13247 . Roa~ Virginia 24032 . Phone: 540.982.0305 .. Fax: 540.982.2703 .'. www.valleymetro.com:
.,
Subsequently, Mr. Macfarlane called to discuss the update. When the conversation ended, Mr.
Macfarlane was left with the understanding that neither Council nor the GRTC Board has made
a formal commitment to the required 15% local match.
Facilitv Exoansion Prooertv Acauisition
GRTC's current administrative and maintenance facility was built to accommodate parking and
maintaining thirty-eight (38) buses. Currently, the facility accommodates parking and
maintenance for fifty-eight (58) vehicles, including GRTC's four (4) Star Line Trolleys, five (5)
Smart Way buses, and eleven (11) service vehicles.
In order to maintain and improve a safe maintenance environment,.GRTC is planning to design
and construct an auxiliary maintenance facility. Currently, GRTC is negotiating the purchase of
nine(9) contiguous parcels of real estate equating to seven tenths (.7) of an acre, located on
Campbell Avenue SE between 11th and 12th Streets, across the street from GRTC's current
maintenance facility.
In accordance with Federal Transit Administration (FTA) regulations, a Phase I Environmental
Site Assessment (ESA) was completed in April 2008. Subsequent to its completion, FTA
granted GRTC a categorical exclusion on the property in February 2009, requiring no
remediation. In March 2009, the property was appraised at $67,000.
An update of the appraisal was completed on August 12, 2010; the prior appraised value of
$67,000 was upheld. The update of the ESA is in the process of being assigned to the
consultants who conducted the original assessment, F&R Environmental Consultants; in
preparation for transfer of title, a survey is in the process of being ordered.
GRTC has offered $116,500 for the property; the property owner, Downtown Car Company,
LLC, has accepted, in principal, the offer. A draft purchase agreement was sent to the owner on
September 14,2010 for review and approval.
FT A and Department of Rail and Public Transportation (DRPT) grants will cover 80% and 20%,
respectively, of the purchase price.
Prior to consummating the purchase agreement, the Board will have an opportunity to review
and comment on the agreement over five (5) business days.
Increase in GRTC's Insurance Premium Assessment
GRTC's fleet of buses and service vehicles are insured through the Virginia Transit Liability Pool
(VTLP). The coverage provided is for "auto liability" (buses and cars/vans). In a July 29, 2010
correspondence from VTLP, GRTC was advised that its annual assessment for insurance
premiums for the 2011 fiscal year will increase by 13% or $44,517 above GRTC's budgeted
amount for its auto liability coverage. This increase is largely due to catastrophic claims from
members of the Pool, excluding GRTC. VTLP's assessment is $380,949 for fiscal 2011;
GRTC's fiscal 2011 budget for VTLP assessed premiums is $336,432.
Because GRTC operated 146,600 fewer miles in fiscal 2010, this increase may be reduced by
$35,775 as a credit against its fiscal 2011 premium assessment. If this credit is realized, the
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VTLP premium impact on GRTC's fiscal2011budget will be reduced to $8,742 or 2.6% above
GRTC's insurance premium budget for auto liability coverage.
The Board will be advised as to whether or not GRTC will be credited for its reduced operating
miles that will correspondingly reduce its premium payout for fiscal 2011. This will not be known
until October 2010.
Two New Star Line Trollev Stops
At the behest of the Carilion Riverside Clinic and Virginia Tech/Carilion School of Medicine,
effective September 7,2010, GRTC added two Star Line Trolley stops on their campus. Both
stops are on Riverview Circle: one in front of the medical school; the other in front of the clinic.
The additional two stops required a five minute adjustment in the Trolley's frequency, from 10 to
15 minutes during the off peak; from 7 to 12 minutes during the peak, (10 a.m. to 2 p.m.); the
Trolley will continue to operate between 7 a.m. and 7 p.m., Monday through Friday. The two
additional stops and the corresponding frequency adjustment require no increase in the
Trolley's operating budget.
The Trolley service's funding partners, the City of Roanoke, the Carilion Foundation, and
Downtown Roanoke, Inc. concurred with the frequency adjustment in order to accommodate the
two additional stops.
Attached for your review is a copy of the Trolley's revised system map, with stop locations,
including the two new ones, stops 12 and 13.
Ride- Alona With Silverine James
At its August 16, 2010 meeting, Ms. Silverine James, a long standing Valley Metro customer,
advised the GRTC Board of Directors of her negative experiences with students when riding the
bus. She expressed how foul language and other incorrigible student behavior has served as
deterrent to non-student passengers using Valley Metro.
As the Board was advised when discussing the recently enacted (July, 2010) student fare,
complaints of this nature regarding student behavior on Valley Metro's buses have all but
stopped. That notwithstanding, Board President Bowers requested GRTC's General Manager to
ride along with Ms. James on the route(s) of her choosing to observe firsthand the reported
student behavior.
On Monday, September 13th, GRTC's Director of Transportation, Terry Russell and GRTC's
General Manager took the 3: 15 p.m. round trip on Valley Metro's route 15 from the Campbell
Court Transfer Center. The route 15 serves the Wal-Mart at the Valley View Mall and William
Fleming High School, two primary generators of student riders and potential for disruptive
behavior. During the round trip approximately 6 to 8 students boarded and alighted the bus
without an incident of any type.
Not convinced Valley Metro is free of disruptive student behavior aboard its buses, Ms. James
advised that she would be in touch with GRTC'sGeneralManager to schedule another rid~..
.'."" along, perhaps on the route ttthatadso serves theWaHllaartatValleYViewMaH~William
" Fleming High School.
c./
Bus StoD Route Identification and Schedule
At the August 16, 2010 meeting of the GRTC Board of Directors, the GRTC staff was asked to
examine ways to enhance communicating the availability and use of Valley Metro. Staff met on
the subject. The following steps will be taken to develop a bus stop level communications plan:
a. At the suggestion of Board Member Consuella Caudill, a count of passengers
boarding and alighting at key time point bus stop locations will be conducted;
those stops that comprise the highest percentage of boarding and alighting
activity will be flagged as key locations for displaying route identification and
schedule information;
b. Subsequently, an inventory will be taken of the number of signs needed on which
to display the information;
c. Input will be sought from other transit systems on how they designed and
displayed bus stop level information;
d. Sign posting requirements and limitations for the City of Roanoke, the City of
Salem and the Town of Vinton will be researched;
e. Staffing and budgeting requirements for producing, installing and maintaining
posted information at key time point bus stops will be ascertained and proposed
for GRTC's fiscal 2012 budget.
Finally, at the suggestion of Board Member Karen Michalski-Karney, GRTC will begin
forwarding Valley Metro special service announcements, scheduling and routing information,
especially temporary changes in routing due to construction and other traffic altering activities to
her office for distribution through "211" and other community outreach sources. To assist the
GRTC staff in its efforts, Ms. Michalski-Karney agreed to forward to staff's attention American
with Disabilities Act (ADA) guidelines governing the point size, colors, color combinations, and
texture of signs.
GRTC staff will keep the Board advised of its progress.
7~
Carl L.~
General Manager
. .-,':'~,-,,~.~. "...
C: Vice President of Operations
Treasurer
.,.... _Secretary
;:,,;'1Le,ga1 Counsel
iVli#Iicipal Auditor::;:::~'< .' "'.'
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o Downtown Market l Campbell Avp
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Greater Roanoke Transit Company
Board of DirectorsiMeeting
Roanoke, Virginia
September 20,2010
David A. Bowers, President and Members of the Board ofiDirectors
Dear President Bowers and Members of the Board:
Subject:
GRTC Financials for the month of~l!.ily 2010
The following financial report provides commentary on 'Greater Roanoke Transit Company's (GRTC)
financial results for July 2010.
Operating income for July of FY 11 is $2,437 or 1.3% above last year as presented in the accompanying
financial statement. This increase is primarily due to an increase in operating revenue in the amount of
$8,275.42 or 5.5%. This increase was offset by decreases :in advertising income and non-transportation
revenues of $5,838 or 1.9%.
The operating expense for GRTC of $665,151 in July 20[0 includes expenses for its sub-recipients,
Commonwealth Coach & Trolley Museum, National Historical Railway Society, and O. Winston Link
Museum, in the amount of $6,198. GRTC's expenses in the amount of $658,953 represent an increase of
$20,018 or 3.1% compared to July 2009. Both positive ,and negative variances are discussed in the
expenditure section of this narrative.
The subsidies for GRTC of $449,683 through July 2010 ijnclude subsidies for its sub-recipients in the
amount of $6,198. GRTC's subsidies of $443,485 have !oecreased $19,467 or 4.2% compared to July
2009. The reduction is primarily due to a decrease in the State subsidy of $14,898 compared to July
2009.
ODeratinelncome
Operating income in July of FY 11 is $2,437 or 1.3% above last year as presented in the accompanying
financial statement. This increase is primarily due to an increase in operating revenue in the amount of
$8,275.42 or 5.5%. This increase was offset by decreases ;in advertising income and non-transportation
revenues of $5,838 or 1.9%.
Commentaries on significant variances are shown below.
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 ofthe Board of1)irectors
. GRTC Financials
Septernber20,2010
" Page 2
:!Coeratim! Revenues including bus fares and sales of passes increased $8,275 or 5.5% compared to July
;',:2009. This increase is largely driven by two factors:
,'. The increase in the Smartway fare of $1 per triJ) effective January 1, 2010. Smartway sales
increased $3,447 compared to July 2009; and
. Student fares in the amount of $2,291.
Passenger ridership of 192,415 in July 2010 compared to 204,201 in July 2009, decreased 11,786 rides.
This decrease was primarily due to decreases in the followiAg passengers:
. Youth 18 & under ridership of 3,299 in July 2010~compared to 17,809 in July 2009 resulting in a
decrease of 14,510 rides;
. Star Line ridership of 12,274 compared to 15,042iinJuly 2009 decreased 2,768 rides.
Other passenger rides of 176,842 compared to 171,350 il1'lJ~ly 2009, increased 5,492 rides.
AdvertisinJ! Revenue for advertising on GRTC buses has 'decreased $1,664 or 20% compared to July
2009. Purchases for advertising on the buses have declined due to current economic conditions.
Non-Transportation Revenues including rental income, investment income, and parking revenue
decreased $4,174 or 18.6% primarily due to a decrease in Imiscellaneous revenue of $2,708 for warranty
claims.
OperatinJ! Expenses
GRTC's expenses in the amount of $658,953 represent an lincrease of $20,018 or 3.1% compared to July
2009.
Expense variances are discussed in the following sections.
FrinJ!e Benefits have increased $15,257 or 13.4% compared to July 2009. This increase is primarily due
to an increase in health insurance coverage for $13,191.
Services including security and radio transmission have increased $5,821 or 18.3% primarily due to an
increase in security services at Campbell Court for $1,S63 compared to July 2009. It also includes a
quarterly invoice for radio transmission service for $2,826 iprevious billed annually.
Purchased Transportation for demand response and services for colleges have decreased $7,082 or
11.1% compared to last year. This decrease is due to the l!lse of Job Access and Reverse Commute (JARC)
funds by the Company's service provider Unified Human Services, Inc. The use of JARC funds reduces the
Company's expenses for eligible rides by 50%.
,David A. Bowers, President and Members of the Board of!Directors
GRTC Financials
September 20, 2010
Page 3
...;....,'
'"..,
, Subsidies
...:~...,.~
.. ~,..
The State subsidy fotFY 2011 is $1,142,453: This is $127,(!J9V or 10% below the anticipated subsidy from
the Commonwealth of Virginia.
Please note that the month - to - month section of the 'financial statement varies from the year - to -
year section due to correction entries to the retained earnings account.
No action by the Board is needed on this matter.
~~
Carl Palmer
General Manager
Cc: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GRTC Vice President of Operation
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GREATER ROANOKE TRANSITOOMPANV
SUMMARY OF STATEMENT OF\NrET ASSETS
7/31ij2010 7/31/2009
Year-to~Date Year-to-Date % of Change
ASSETS
CASH $ 483,886.09 $ 1,464,610.93 -67%
ACCOUNTS RECEIVABLE $ 1,555,31'5.61 $ 1,054,799.27 47%
INVENTORY $ 400,76'5.29 $ 380,988.92 5%
FIXED ASSETS
FIXED ASSETS $ 29,272,OS5.25 $ 26,752,611.47 9%
ACCUMULATED DEPRECIATION $ (14,193,9~6.54) $ (12,283,369.90) 16%
NET FIXED ASSETS $ 15,078,128.71 $ 14,469,241.57 4%
PREPAYMENTS $ 22,2,S5.71 $ 51,577.81 -57%
TOTAL ASSETS $ 17,540,38!1..41 $ 17,421,218.50 1%
CURRENT LIABILITIES
ACCOUNTS PAYABLE $ 242,838.48 $ 328,016.59 -26%
PAYROLL LIABILITIES $ 246,5'58.88 $ 234,251.13 5%
OTHER LIABILITIES $ 578,587,1.90 $ 568,722.12 2%
CAPITAL
CAPITAL STOCK $ :5.00 $ 5.00 0%
GRANTS $ 5,355,149.10 $ 5,571,840.80 -4%
DEPRECIATION EXPENSE $ (156,889.35) $ (149,000.00) 5%
RETAINED EARNINGS $ 11,303,176.79 $ 10,728,620.65 5%
CAPITAL CONTRIBUTIONS $ 2,144.00 $ 132,904.00 -98%
NET INCOME (LOSS) $ (31,189.39) $ 5,858.21 -632%
TOTAL CAPITAL $ 16,472,396.15 $ 16,290,228.66 1%
TOTAL LIABILITIES & CAPITAL $ 17,540,38L41 $' 17,421,218.50 1~.
1..\. (\, 3'",
."",.~
'~
-~
Greater Roanoke Transit Company
Board of Directors Meeting
September 20,2010
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: Student Fare Comparative Survey Results
Backaround
The Greater Roanoke Transit Company (GRTC) provided free transit services for Roanoke City
School students, ages 11 to 18 for the period of July 1, 2007 through June 30, 2010. Due to
budget constraints, a student fare of $0.75 per one-way trip was implemented effective July 1,
2010.
Amid recent concerns and reservations about the recently enacted (July 1,2010) $0.75 student
fare, a survey of other transit systems' student fare policies was conducted in August 2010,
comparing GRTC's student fare policy to other transit systems. Seventeen (17) systems were
surveyed, eight (8) in Virginia and nine (9) outside Virginia. The eight systems in Virginia were:
(1) Greater Lynchburg Transit Company, Lynchburg;
(2) DASH, Alexandria;
(3) ART, Arlington County;
(4) CATS (Charlottesville Area Transit System), Charlottesville;
(5) Fairfax County Connector,' Fairfax;
(6) Greater Richmond Transit Company, Richmond;
(7) Hampton Roads Transit, Norfolk;
(8) Williamsburg Area Transport, Williamsburg.
The nine systems outside Virginia were:
(1) Berkshire Regional Transit Authority, Pittsfield, MA;
(2) METRO, Green Bay, WI;
(3) CTTRANSIT, Harford, CT;
(4) Decatur Public Transit System, Decatur, IL;
(5) Duluth Transit Authority, Duluth, MN-Superior, WI;
(6) Sioux Area Metro (SAM). Sioux Falls, SO;
(7)Muncie Indiana Transit System (MITS), Muncie, IN;
(8)ManchesterTransit Authority, Manchester, NH;
(9)St Joseph Transit, St Joseph, MO.
-,
"
Greater Roanoke Transit Company
p.o. Box 13247 . Roan~Virginia 24032 . Phone: 540.98Ul305 . Fax:,S40.982.2703 . Www.valleymetro.com
David A. Bowers, President, and Members of the Board" of Directors
September 20,2010
Page 2
Discussion of Survey Results
o Three (3) systems, Charlottesville, Williamsburg, and Muncie Indiana, provide free
transit service for students.
o Due to a large percentage of their riders being college students, Charlottesville
(University of Virginia) and Muncie (Ball State University) receive federal funding through
the Small Transit Intensive Cities program, Section 3033 of the Transportation Equity
Act-21 to offset a portion of their revenue loss.
o Given the institutions of higher education in Roanoke and GRTC's service area, staff will
further investigate to determine eligibility for the same federal assistance. However, it is
a virtual certainty such funds cannot be applied to middle and senior high school
students.
o Williamsburg Area Transport does not participate in the federal 3033 grant program.
However, the College of William and Mary along with the Colonial Williamsburg
Foundation provides Williamsburg with some measure of financial support.
o One (1) system, Decatur Public Transit charges students a fare of $0.80,80% of the full
fare ($1.00).
o Three (3) systems, Hampton Roads Transit ($1.00 of $1.50), Hartford ($1.00 of $1.25),
and St Joseph Transit charge students a fare of $0.75,75% of the full fare.
o One (1) system, Arlington County, charge students a fare 0 f$0.75, 50% of the full fare
($1.50).
o The remaining nine (9) systems surveyed charge students or youth the full fare.
Attached for your review is a spread sheet summarizing the student fare comparative survey
results.
Other Issues
During the 2010 fiscal year (July 1, 2009 through June 30, 2010) there were sixty-five (65)
Roanoke City middle and high school students that were banned from using GRTC's Valley
Metro service. The five major reasons were:
o Fighting and profanity;
~:"'>.:/_~'':-.:
: ~ ,-,"; 'i'.'-
o Disrespect to bus operators, supervisors or other passengers;
,~;.-.
.::~.
o Using another student 10 or forgery of forms to obtain ariJD;
o Disruptive behavior, i.e. shouting ~t each other and loud music;
o Throwing rocks, fire crackers, and other objects at the bus after getting off. .
'.'-q;-;~,,:"""--'"'
David A. Bowers, President, and Members of the Board"of Directors
September 20,2010
Page 3
The above incidents have had an adverse impact on GRTC staff time, bus operations and
schedule, and other passengers in the following ways:
o Passengers delayed in their trips, thus missing their transfer to another bus,
making them late for work or missing personal business appointments;
o Loss of ridership due to non-student passengers opting to not ride the bus when
students are on board;
o Roanoke City police have been involved in six (6) incidents due to
disruptive student behavior;
o Approximately three (3) hours of GRTC staff time is spent on each incident,
reviewing video tapes, writing incident reports; and responding to parents and/or
Roanoke City Schools' staff. Based on the 65 incidents that occurred during
fiscal 2010, this equates to 195 hours or a 24 day work month spent on
responding to and processing disruptive student behavior.
Recommendation
Given the comparative survey results and ancillary issues, staff recommends maintaining the
current student fare of $0.75 and free rides for youth ten (10) years of age and younger.
Attachment (1)
c: Vice President of Operations
Treasurer
Secretary
Legal Counsel
Municipal Auditor
,
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Greater Roanoke Transit Company
Board of Directors Meeting
September 20, 2010
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: Private Schools 75 cent Student Fare Discussion
Backaround
In its June 21,2010 meeting, the Greater Roanoke Transit Company (GRTC) Board of
Directors approved a $0.75 student fare per one way trip for Roanoke City Public School
students, grades 6 through 12, replacing the free fare policy instituted in June 2007. The
$0.75 student fare requiring an accompanying student identification card went into effect July
1,2010. The fare is half the established GRTC base fare of $1.50 per one way trip. There is
no monthly or weekly pass for the $0.75 student fare.
Subsequently, there has been a growing interest among some private secondary school
officials who want to afford their students the opportunity to avail themselves of the same
fare. To date, such interest has been expressed in writing by Patrick W. Patterson, Principal
of the Roanoke Catholic School, which was followed by a letter of support from Onzlee Ware,
Member Virginia House of Delegates.
Discussion
In discussing the possible inclusion of Roanoke Catholic School (RCS) students with Mr.
Patterson, it was determined that the of the reduced fare being available to RCS student
population would have a neutral effect on GRTC's fare box revenues. Mr. Patterson
estimates that approximately 20 students currently use GRTC's Valley Metro service daily
paying the full fare; he estimates that given a $0.75 fare, an additional 20 would use the
service on a daily basis. This in effect would have a neutral impact on GRTC's fare box
revenues: current 20 at $1.50 per one way trip = $30; 40 (20 current + 20 new) at $0.75 per
one way trip = $30
RCS' ridership estimates for current and new student riders are comparatively modest.
However, estimates for current and projected new student riders for other private schools,
including "home school" students, is unknown at this point. Thus, given their prospective
participation, the potential impact on GRTC's fare box revenues is yet to be gauged.
Greater Roanoke Transit Company
P.O. 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
September 20,2010
Page 2
GRTC staff will take inventory of all the remaining private schools in Valley Metro's service
area; interview the officials at each to determine current ridership and the potential for new
riders given the $0.75 student fare. The revenue impact will be calculated; a report with
recommendations will be presented to the GRTC Board at their October 18, 2010 meeting.
R~'
Carl L. Palmer .
General Manager
c.
Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
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Greater Roanoke Transit Company
Board of Directors Meeting
September 20,2010
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 Update on S~atus of Bus Stop Shelters
On September 2,2008, the Greater Roanoke Transit Company (GRTC) contracted with
E.F. Couvrette Company, Inc. (now Couvrette Building Systems) to manufacture and
deliver a combination of "sixteen (16) fully assembled" large and small bus stop
shelters, with an option for up to an additional fifty (50) fully assembled shelters. The
contract has a five (5) year term, expiring September 1, 2013.
To date GRTC has taken delivery on eight (8) of the first sixteen (16) shelters, three (3)
large and five (5) small shelters. Five (5) of the eight (8) shelters, two (2) large and
three (3) small shelters, have been installed. A total of eleven (11) of the first sixteen
(16) shelters remain to be installed.
Attached for your review is a site description spread sheet and accompanying site map.
The spread sheet lists the shelter sites and describes their location, shelter size, and
the Valley Metro routes that serve each shelter site location. The spread sheet details
four (4) lists: the five (5) shelters that have been installed; two (2) shelters designed by
students that have been installed; eleven (11) proposed sites; four (4) proposed
alternative sites.
The two (2) shelters designed by students are not part of the Couvrette contract. With
assistance and direction from faculty, and Roanoke city and GRTC personnel, they
were designed. constructed, and installed by Patrick Henry High School students and
William Fleming High School students. The Patrick Henry shelter was installed last
spring; the William Fleming shelter was installed in June of this year.
Except for Wal-Mart and Sears at the Valley View Mall on the proposed list, there is no
particular priority to the remaining nine (9). Because of the robust ridership generated
,at these two locations, staff is giving them optimal priority.
Greater Roanoke Transit Company
P.O. 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
September 20, 2010
The Wal-Mart location in particular has presented some accessibility (due to
topography) and legal (right of way owned by Sears not Wal-Mart) challenges.
Staff is currently evaluating its legal options as well as site alternatives that may result in
a single site that will serve Wal-Mart as well as Sears.
The four (4) proposed alternative sites are included in staffs deliberations in the event
anyone of the remaining eleven (11) is eliminated due to impediments similar to what's
being encountered with the Wal-Mart site. -,
Finally, the attached site map provides a geographic frame of reference for the sites
listed on the spread sheet.
ResP~7 ~mitted,
?i!'#J!--
Carl L. Palmer
General Manager
Attachments (2)
c Vice-President of Operations
GRTC Liaison
Treasurer
Secretary
Legal Counsel
Municipal Auditor
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Greater Roanoke Transit Company
Board of Directors
September 17, 2010
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: Awarding of Contract for Mobile Vehicle Lifting Systems
Backaround
The Greater Roanoke Transit Company, d/b/a Valley Metro (GRTC or Valley Metro), advertised
an Invitation for Bid (IFB) for five (5) sets of four-post and one (1) set of six-post mobile vehicle
lifting systems to replace existing vehicle lifting equipment for GRTC's garage facility located at
1108 Campbell Avenue, S.E. The five (5) four-post mobile vehicle lifting systems will be used to
lift heavy-duty transit buses, and the one (1) six-post mobile vehicle lifting system will be used to .
lift heavy-duty three axle over-the-road coaches.
In order to have a qualified contractor(s) comply with federal and state procurement
requirements, GRTC issued an IFB for providing, delivery, assembly, installation, and training
for five (5) sets of four-post heavy-duty mobile vehicle lifting systems, and one (1) set of six-post
heavy-duty mobile lifting system, IFB # 10-GRTC-0602. June 30, 2010, was the issue date for
the IFB for the mobile vehicle lifting systems with an opening date of July 30, 2010. The IFB
was for a turnkey project that shall result in six (6) properly installed and functioning heavy-duty
mobile vehicle lifting systems. The bidders were to bid on a total cost for providing one (1) six-
post mobile lifting system, (5) four-post mobile lifting systems installation, delivery, and training.
The IFB was advertised in the Roanoke Times on Wednesday, June 30, 2010, and in the
Roanoke Tribune on Thursday, July 1, 2010. The IFB was also posted on the GRTC Valley
Metro website on June 30, 2010, and in the lobby at the Roy Z. Meador, Valley Metro,
Administration Building at 1108 Campbell Avenue, S.E. on the same date.
On Friday, July 30, 2010, six (6) bid responses were received for the project from:
Response From:
Automotive Resources, Inc.
SEFAC
Cumberland Equipment
Rotary
RailQuip
Patriot Lift and Equip
Total Bid Amount
$167,050.00
$170,100.00
$172,437.00
$173,282.50
$175,355.00
Non-responsive reply because company did not submit a
bid or proper bid response documents.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
'f
\
. David A. Bowfins, President and Members of the Board of Directors
Page Two
September 17,2010
Automotive Resources, Inc., 12775 Randolph Ridge Lane,'Manassas; Virginia 20109, submitted
the lowest responsive and responsible bid for the turnkey project for six (6) properly installed
and functioning heavy-duty mobile vehicle lifting systems. A price break down of the IFB is as
follows:
One (1) six -post mobile lifting system
Five (5) four-post mobile lifting system
Installation and Delivery
Training
Total Bid
$ 38,550.00
$128,500.00
Included
Included
$167,050.00
Project funding in the amount of $167,050, is available through federal and state grants and
local match.
Action to be Taken
GRTC will award to and execute a- contract with Automotive Resources, Inc., which was the
lowest responsive and responsible bidder, for providing, delivery, assembly, installation, and
training for five (5) sets of four- post heavy-duty mobile lifting systems, and one (1) set of six-
post heavy-duty mobile lifting system in the total amount of $167,050.
In accordance with the language set forth in the Board's June 18, 2001, resolution, such action
will not be taken until five business days after the date of this letter.
Please advise if there are any questions or more information is needed regarding the above
referenced action. Thank you.
Carl L. Palmer
General Manager
c: Vice-President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
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, 2011,
according to the best of my ability (So help me God).
Subscribed and sworn to before me this3#-day of
2010.
BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT
, LERK
,'J
Greater Roanoke Transit Company
Board of Directors Meeting
September 24, 2010
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:
Purchase of refurbished office cubicles and installation
Background
The Greater Roanoke Transit Company, d/b/a Valley Metro (GRTC or Valley Metro) will purchase
refurbished office cubicles. GRTC is in need of more working and filing space to meet their needs. GRTC
will satisfy the required additional space by expanding into the common area of GRTC's offices. The
occupied space will be used for the following purposes and functions:
~ Personnel files
~ Purchasing Agent office and work space
~ Clerical Assistant office and work space
GRTC staff has determined that the use of the available space with refurbished cubicles is the most
effective means of satisfying its need for additional office and filing space. GRTC will procure a total of
21 refurbished cubicle panels in the following dimensions that will comprise three work stations;
Number of Panels Width of Panel Height of Panel
9 36" 72"
5 48" 72"
6 24" 72"
1 42" 72"
Total 21 Panels
GRTC issued an Invitation for Bid ('FB), IFB# 10-GRTC-0601R, on August 6, 2010 for the 21 cubicle panels.
The bid opening date was August 17, 2010. The bidders were required to bid on the total cost for the 21
panels of refurbished office cubicles, and the years of warranty. The success bidder's contract will
require the 21 panels to be delivered to GRTC's office 6 to 8 weeks after executing the contract and the
order for the 21 panels has been placed. After the order has been delivered to GRTC in full, the
contractor will have 48 hours to install all; the 21 panels will be installed during GRTC office hours, 8AM
to 4PM, Monday through Friday.
David A. Bowers, President, and Members of the Board of Directors
September 24,2010
Page 2
The IFB was advertised in the Roanoke Times and Roanoke Tribune on Thursday, August 5, 2010. The
IFB was also posted on the GRTC Valley Metro website on August 5, 2010.
On Friday, August 17, 2010, two (2) bids were received for the project from the following companies:
~ Design Resource Services, Incorporated- $6,827.50, with a ten (10) year warranty
~ Harris Office Furniture Co., Inc.- $6,968.13, with a ten (10) year warranty
Design Resource Services, Incorporated d/b/a Barrows, PO Box 5159, Roanoke, Virginia 24012 submitted
the lowest responsive and responsible bid for the turnkey project of the delivery and installation of the
21 panels, for a total price of $6,827.50, and a ten (10) year warranty.
The Project will be funded with approved federal and state grants and local match.
Action to be Taken
GRTC will award and execute a contract for the delivery and installation of the 21 panels to Design
Resource Services, Incorporated. The total contract amount for the 21 panels is $6,827.50. The contract
time for the delivery of the 21 panels is 6-8 weeks after the contract between Design Resource Services,
Incorporated and GRTC has been executed and the order has been placed. The contract time for
installation of the 21 panels is 48 hours after delivery to GRTC.
Based on the total price for the three sets of refurbished cubicles, GRTC will reject the bid from Harris
Office Furniture Co., Inc.
In accordance with the language set forth in the Board's June 18, 2001, resolution, such action will not
be taken until five business days after the date of this letter.
Please advise if there are any questions or more information is needed regarding the above referenced
action. Thank you.
d,
Carl L. Palmer
General Manager
c: Vice President of Operations
GRTC liaison
Treasurer
Secretary
General Counsel
!~"'.i
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
/'
October 18, 2010
David A. Bowers, President, and Members
of the Greater Roanoke Transit Company
Board of Directors
Dear President Bowers and Members of the Board:
This is to advise that there will be a meeting of the Greater Roanoke Transit cj~pany
Board of Directors on Monday, ,2010, at 1 :00 p.m., in the Emergency Operations Center
Conference Room, Room 159, first floor, Noel C. Taylor Municipal Building, 215 Church
Avenue, S. W., Roanoke, Virginia.
Sincerely,
~dOJ,~
Stephanie M. Moon '
Secretary
pc: Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC ,
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant General Counsel, GRTC
CarlL. Palmer, General Manager, Valley Metro, P. o. Box 13247,
Roanoke, Virginia 24032
L:\CLERK\DATA\CKSM1\GRTC.10\October 18 Meeting Notice.doc
GREATER ROANOKE TRANSIT COMPANY'
BOARD OF DIRECTORS
October 18, 2010
1 :00 P.M.
EOC CONFERENCE ROOM
ROOM 159
AGENDA
1. Call to Order.
2. Roll Call. All Present.
\,
3. Approval of Minutes: Regular meeting held on September 20, 2010.
Dispensed with the reading and approved as recorded.
4. ,Reports of Officers:
a. General Manager:
1. Management Update:
~ Roanoke to Lynchburg Amtrak Bus Connection
~ Increase in GRTC's Insurance Premium Assessment
~ Bus Stop Shelter Installation Developments
~ "Fight the Flu" Partnership
~' Review of Guidance for ADA Compliance
~ Virginia Western Community College (VWCC) Fare Reimbursement
Program
~ Bus Stop Route Identification and Schedule
~ Designated Cushion Seats for the Elderly and Disabled
Received and filed Management Update
2. Financial Report for the month of August 2010.
Received and filed Financial Report
3. Establishment of a meeting schedule for the GRTC Board of Directors.
Adopted Resolution (7-0)
President Bowers advised that he will not be present at the June Board
meeting.
4. Revision of GRTC Daily One-way Proposed Revised Student Fare.
Concurred in recommendation for General Manager to schedule a public
meeting to receive citizen comments, and thereafter, seek approval of the
proposed daily one-way revised student fare by the GRTC Board of
Directors and Roanoke City Council at a future meeting, respectfully.
5. Update on the Status of Bus Shelters - Sears and Wal-Mart at Valley View
Mall.
Concurred in recommended action by the General Manager.
L:\CLERK\DATAtCKSM1\GRTC.10\October 18, 2010 Action Agenda.doc
6. Amendment to the resolution adopted on June 18, 2001, with regard to
authorization to negotiate and execute contracts, leases, and other documents.
Concurred in recommended action by the General Manager.
7. Approval of Try Transit Promotion.
Approved promotion. Suggested that the General Manager seek the
assistance of the Roanoke City Police Department.
8. Authorization to execute of an agreement with Downtown Car Company, LLC,
for purchase and sale of real property.
Adopted Resolution (7-0)
5. Other Business.
Concurred in the appointment of Sherman M. Stovall to fill the unexpired term of
James Grigsby as the Assistant Vice-President of Operations, effective November 1,
2010.
6. Adjournment (1 :50 p.m.)
L:\CLERK\DAT~CKSM1\GRTC.10\October 18, 2010 Action Agenda.doc
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~
Greater Roanoke Transit Company
Management Update
REVISED
October 18, 2010
Roanoke to Lvnchbura Amtrak Bus Connection
Per the Greater Roanoke Transit Company's (GRTC) Board President's directive, GRTC's
General Manager met with the City Manager and the Director of Planning and Development for
the City of Salem on September 29, 2010 to discuss the possibility of Salem participating as
local funding partners for the proposed bus connector service from Roanoke to Lynchburg's
Amtrak station that will be operated by GRTC. The proposed participation was viewed very
favorably by both; they indicated that the proposed participation will be introduced to the Salem
City Council's working session on October 13, 2010; to date have not heard the results from that
session are not known.
Subsequent meetings on the same proposed participation are planned for the Town of Vinton
the week of October 18, 2010, City of Bedford on October 20, 2010, and Roanoke County on
October 27,2010.
Lynchburg's Deputy City Manager and Economic Development Director will be contacted for a
meeting.
Increase in GRTC's Insurance Premium Assessment
As was reported in the September Management Update, GRTC's fleet of buses and service
vehicles are insured through the Virginia Transit Liability Pool (VTLP). The coverage provided is
for "auto liability" (buses and cars/vans). In a July 29,2010 correspondence from VTLP, GRTC
was advised that its annual assessment for insurance premiums for the 2011 fiscal year will
increase by 13% or $44,517 above GRTC's budgeted amount for its auto liability coverage. This
increase is largely due to catastrophic claims from members of the Pool, excluding GRTC.
VTLP's assessment is $380,949 for fiscal 2011; GRTC's fiscal 2011 budget for VTLP assessed
premiums is $336,432.
Because GRTC operated 146,600 fewer miles in fiscal 2010, this increase may be reduced by
$35,775 as a credit against its fiscal 2011 premium assessment. If this credit is realized, the
VTLP premium impact on GRTC's fiscal 2011 budget will be reduced to $8.742 or 2.6% above
GRTC's insurance premium budget for auto liability coverage.
Unexpectedly, VTLP has advised GRTC that its annual premium previously qwted in the
amount of $380.949 will be reduced by approximately $15,238 (4%); thisredudion is based on
new actuarial calculations by vrLP.This puts GRTC within $29,279 of it$fiscaf 2011 insurance
premium budget. Further, GRTC is still anticipating reductions due to a credit for the lower
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 ,. Phone: 540.982.0305 . Fax:540.982.27D3 · www.valleymetro.com
I
.'
operating miles described in the previous paragraph. If realized, GRTC will be well within its
stated insurance premium budget for fiscal 2011.
Bus Stop Shelter Installation Developments
In addition to the Wal-Mart site at Valley View Mall and the site near the Belk's/Sears entrance
to the Mall that were addressed in a separate Board Report, the following are other site
developments.
Permits have been prepared for the bus stop shelters at Landsdowne, Indian Rock Village,
Jamestown, Morningside apartments, Hurt Park Neighborhood entrance, and McCray Court.
The properties are owned or managed by the Roanoke RedeveloPlJlent and Housing Authority;
GRTC's General Counsel is in the process of reviewing their comments for final approval.
A Revocable Permit to occupy space for the purpose of building, and maintaining a
large bus stop shelter at the Goodwill Center in Salem has been signed by the owner of
the property and GRTC's legal counsel is in the process of reviewing the permit for final
approval.
A Permit for a small bus shelter at Lewis Gale Medical Center has been given to the
property management firm for review and signing by the authorized representative.
A Permit for the owner of the Food Lion Center on Cove Road is being researched.
"Fiaht the Flu" Partnership
In partnership with the Roanoke City and Alleghany Health District, GRTC is planning to make
available to the Health District, at no cost, vacant office space located on the street level of the
Campbell Court Transfer Center. In exchange for the space at no cost, the Health District will
purchase from GRTC up to 400 daily one way trip fare passes at a cost of $1.50 per pass as
an incentive for persons to take the influenza (flu) vaccine. The outreach clinic will offer
influenza (flu) vaccine to area residents in order to increase the influenza vaccination rates and
decrease potential for spread of influenza in the community.
Staff with GRTC's General Counsel is in the process of drafting an agreement with the Health
District that will facilitate the use of GRTC's space for the purpose of administering the flu
vaccine.
Review of Guidance for ADA Compliance
A series of seven (7) topic guides on the American with Disabilities Act (ADA) have been
published to help transportation providers assess their compliance with regulations governing
the Act. The publishing of these topics has been funded by the Federal Transit Administration
(FTA)
Due to questions raised during GRTC's 2008 triennial performance review conducted by FT A,
staIff is currently addressing Tooic Guide 5: Orioin to Destination Service in ADA Paratransit-
Door to Door Service is Reauired When Necessarv. The central question being examined is
, whether or not GRTC's paratransit service for people with disabilities, STAR (Specia'lized #
Transit Arranged Ride), is in compliance with the regulations by providing "cub to curb" service.
,
.-
In cooperation with RADAR (Roanoke Area Dial-A-Ride), GRTC's contract service provider for
STAR, some of the ancillary issues being addressed are:
1) Is notice to STAR riders that door to door service is available if needed being
consistently communicated?
2) If not, what needs to be done to assure consistent and visible notice?; what measures
need to be taken to minimize abuse?
3) What is the impact of door to door service on STAR's on time performance and rides per
hour efficiency?
4) What is the operating definition of door to door and how best to reconcile differences
between what's operationally feasible and safe, and customer expectation?
. ,
5) To what extent will training requirements change and the cost associated with it?
6) In terms of operational feasibility and safety, what are the implications of providing
customer assistance beyond the curb?
GRTC staff will assess these and other issues and develop and implement remedies in areas
found to be either directly non-compliant or lends itself to contributing to non-compliance. Staff
will continue to update the Board on its progress.
Virainia Western Community Colleae (VWCC) Fare Reimbursement Proaram
As you may recall, through two electronic mail correspondences dated, August 25 and October
4, 2010, GRTC has entered into a Memorandum of Understanding (MOU) with VWCC. The
MOU provides for VWCC students with proper student identification issued by VWCC to ride
Valley Metro buses free of charge; VWCC reimburses GRTC the full fare of $1.50 for every one
way trip taken by each student, inclusive of transfers.
For the first eight days of the program, August 23 through the 31st, a total of 1,317 VWCC
student passenger trips were taken, an average of 165 passenger trips per day; for 25 days in
September, a total of 5,812 passenger trips were taken, an average of 232 passenger trips per
day, a 41 % per day increase over August. An invoice for August passenger trips in the amount
of $1,990.50 has been submitted to VWCC for reimbursement.
Bus StOD Route Identification and Schedule
As a follow up to GRTC's September update, staff has contacted Sun Metro in EI Paso, Texas,
and CITT Transit in Hartford Connecticut to obtain cost information and design samples for
displaying bus stop level route identification and schedules.
Sun Metro uses square break-a-way poles for bus stop signage and schedules for visually
impaired individuals. The cost is $75 per pole, not including installation. Sun Metro has installed
up to 160 display cases with bus route maps and schedules. The 24" x 36" cases were
purchased at a cost of $200 to $225 each. Smaller display cases, 11" x 17", cost $180 each.
CTTRANSlT has purchased bus stop level four sided holders for route maps and timetables at a
cost of $20(} per display box.
. . : :~;, c ::'.
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Attached for your review are photos from Sun Metro and CITT, illustrating their posts and cases
for displaying bus stop level route identification and schedules.
Desianated Cushion Seats for The Elderlv and Disabled
At the request of Valley Metro patron, Ms. Silverine James, GRTC's General Manager
investigated the question of providing cushioned seats in GRTC's Campbell Court Transfer
Center's passenger waiting area for elderly and disabled riders. The investigation showed that
while such an amenity is desirable it is none the less not feasible for the following reasons:
1) There are no funds remaining in the grant dedicated to the Campbell Court
Transfer Center's passenger waiting area renovations with which to purchase
cushioned chairs;
2) Considering the potential of having to bridge expense to revenue short falls with
local reserve funds during this fiscal year, a major purchase to replace the
current benches and chairs with cushioned ones with local reserve funds is not
advisable;
3) To purchase removable tie down cushions for the current benches and chairs
would result in the constant cost of replacing damaged and soiled cushions and
those removed without authorization;
4) If a select number of cushion seating designated for elderly and disabled riders
were to be installed, GRTC personnel would be beset with the ongoing task of
enforcement that would be stymied by the inexperience of determining who is
eligible for the seating that often times will run afoul of a passenger's insistence
to remain seated;
5) Finally, to file a new grant for the purpose of replacing the current benches and
chairs (if only a select few) would not be allowed by the Federal Transit
Administration, unless GRTC could demonstrate to their satisfaction that the
current seating furniture with a ten year useful life has become obsolete in less
than a year of that ten year term. That's not a likely scenario.
itted,
~
Carl L. Palmer
General Manager
C: Vice President of Operations
Treasurer
Secretary
Legal Counsel
Municipal Auditor
Attachment
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Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
October 18, 2010
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Ffnancials for the month of August 2010
The following financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial results for August 2010.
Operating income for August of FY 11 is $876 or .2% above last year as presented in the accompanying
financial statement. This moderate increase is primarily due to an increase in operating revenue in the
amount of $11,353 or 3.8%. This increase was offset by decreases in advertising income and non-
transportation revenues of $10,477 or 17.1%.
The operating expense for GRTC of $1,316,374 in August 2010 includes expenses for its sub-recipient~,
Commonwealth Coach & Trolley Museum, National Historical Railway Society, and O. Winston Link
Museum, in the amount of $39,375. GRTC's expenses in the amount of $1,276,999 represent an
increase of $59,112 or 3.1% compared to August 2009. Both positive and negative variances are
discussed in the expenditure section of this narrative.
The subsidies for GRTC of $912,547 through August 2010 include subsidies for its sub-recipients in the
amount of $39,375. GRTC's subsidies of $873,172 have decreased $18,112 or 2% compared to August
2009. The reduction is primarily due to a decrease in the State subsidy of $29,985 compared to August
2009. This decrease was offset by an increase in the City of Roanoke subsidy of $10,656 compared to the
prior year.
ODeratinl! Income
Operating income in August of FY 11 is $876 or .2% above last year as presented in the accompanying
financial statement. This increase is primarily due to an increase in operating revenue in the amount of
$11,353 or 3.8%. This increase was offset by decreases in advertising income and non-transportation
revenues of $10,477 or 17.1%.
Commentaries on significant variances are shown below.
Greater Roanoke Transit Company
PO Box 132.47 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.;2.703 · www.valleymetro.com
/ David A. Bowers, President and Members of the Board of Directors
GRTC Financials
October 18, 2010
Page 2
ODeratim~ Revenues including bus fares and sales of passes increased $11,353 or 3.8% compared to
August 2009. This increase is largely driven by two factors:
. The increase in the Smartway fare of $1 per trip effective January 1, 2010. Smartway sales
increased $8,891 compared to August 2009; and
. Student fares in the amount of $4,830.
Passenger ridership of 382,778 decreased 23,241 compared to the prior year ridership of 406,019. This
decrease was primarily due to decreases in the following passengers:
. Youth 18 & under ridership decreased 28,750. Ridership through-August 2010 is 6,335 compared
to 35,085 through August 2009;
. Star Line ridership decreased 5,166 rides. Ridership through August 2010 is 23,947 compared to
29,113 rides through August 2009.
Other passenger rides increased 10,675 to 352,496 in August 2010 compared to 341,821 in August 2009.
Advertisim~ Revenue for advertising on GRTC buses have decreased $4,003 or 22.1% compared to
August 2009. Purchases for advertising on the buses have declined due to current economic conditions.
Non-TransDortation Revenues including rental income, investment income, and parking revenue
decreased $6,474 or 15%. The decreases are primarily due to decreases in miscellaneous revenue of
$2,625 and parking revenue for $2,625.
ODeratinR EXDenses
GRTC's expenses in the amount of $1,276,999 represerlt an increase of $59,112 or 3.1% compared to
August 2009.
Expense variances are discussed in the following sections.
FrinRe Benefits have increased $30,928 or 14.3% compared to August 2009. This increase is primarily
due to an increase in health insurance coverage for $24,133.
Materials and SUDDlies have increased $22,892 or 11% compared to the prior year primarily due to an
increase in fuel costs of $25,971.
Purchased TransDortation for demand response and services for colleges have decreased $14,056 or
10.4% compared to last year. This decrease is due to the use of Job Access and Reverse Commute (JARC)
funds by the Company's service provider Unified Human Services, Inc. The use of JARC funds reduces the
Company's expenses for eligible rides by 50%.
David A. Bowers, President and Members of the Board of Directors
GRTC Financials
October 18, 2010
Page 3
Subsidies
GRTC's subsidies of $873,172 have decreased $18,112 or 2% compared to August 2009. The reduction is
primarily due to a decrease in the State subsidy of $29,985' compared to August 2009. The State subsidy
for FY 2011 is $1,142,453. This is $127,097 or 10% below the anticipated subsidy from the
Commonwealth of Virginia. This decrease was offset by an increase in the City of Roanoke subsidy of
$10,656 compared to the prior year.
No action by the Board is needed on this matter.
Cc: Vice President of Operations
Treasurer
Secretary
legal Counsel
GRTC Vice President of Operation
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GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
8/31/2010 8/31/2009
Year -to -Date Year -to -Date % of Change
ASSETS
CASH
$
435,372.76
$
1,745,595.68
-75%
ACCOUNTS RECEIVABLE
$
1,728,419.89
$
865,460.67
100%
INVENTORY
$
414,148.38
$
388,200.05
7%
FIXED ASSETS
FIXED ASSETS
$
29,275,690.75
$
26,755,597.20
9%
ACCUMULATED DEPRECIATION
$
(14,350,983.34)
$
(12,429,360.44)
15%
NET FIXED ASSETS
$
14,924,707.41
$
14,326,236.76
4%
PREPAYMENTS
$
102,562.01
$
97,434.50
5%
TOTAL ASSETS
$
17,605,210.45
$
17,422,927.66
1%
CURRENT LIABILITIES
ACCOUNTS PAYABLE
$
370,241.93
$
339,580.29
9%
PAYROLL LIABILITIES
$
247,992.88
$
236,540.97
5%
OTHER LIABILITIES
$
671,799.83
$
670,406.07
0%
CAPITAL
CAPITAL STOCK
$
5.00
$
5.00
0%
GRANTS
$
5,355,149.10
$
5,571,840.80
-4%
DEPRECIATION EXPENSE
$
(313,946.15)
$
(294,990.54)
6%
RETAINED EARNINGS
$
11,303,176.79
$
10,728,620.65
5%
CAPITAL CONTRIBUTIONS
$
10,899.00
$
134,684.00
-92%
NET INCOME (LOSS)
$
(40,107.93)
$
36,240.42
-211%
TOTAL CAPITAL
$
16,315,175.81
$
16,176,400.33
1%
TOTAL LIABILITIES & CAPITAL
$
17,605,210.45
$
17,422,927.66
1%
I
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
October 18, 2010
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.
\
The above referenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Monday, October 18,
2010.
Sincerely,
~~m.hto~
Stephanie M. Moon . L
Secretary
Enclosure
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
L:\CLERK\DA T A \CKSM1 \OR TC.lO\August 19, 2010 correspondence,doc
r,;:i
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, at the Board's October 18, 2010, meeting, the GRTC General Manager
recommended that the Board adopt a specific meeting schedule for the remainder of the current
2011 Fiscal Year, which ends on June 30, 2011, as more fully set forth in the General Manager's
report dated October 18, 2010, to this Board.
THEREFORE, BE IT RESOLVED by the Board of Directors of GR TC as follows:
1. That the Board of Directors hereby approves and adopts the specific meeting
schedule that is set forth below. Except for the meeting on January 18, 2011, the meetings are
set to start at 1 :00 p.m. and will be held in the Emergency Operations Center (EOC) Conference
Room which is located on the First Floor of the Noel C. Taylor Municipal Building, 215 Church
Avenue, S.W., Roanoke, Virginia 24011, unless a different location is designated by the
President or Secretary of the Board. The meeting for Tuesday, January 18, 2011, will be held at
9:00 a.m. at GRTC's Administrative Office as noted below. In accordance with Article III,
Section 4 of the GR TC By-Laws, the following meeting dates for the GR TC Board are approved
for the remainder of the current 2011 Fiscal Year:
November 15, 2010
January 18, 2011
March 21,2011
May 16,2011
June 20, 2011
(Monday-l:00 p.m.-EOC)
(Tuesday-9:00 a.m.-GRTC's Administrative Office, 1108
Campbell Avenue, S.E., Roanoke, VIrginia 24023)
(Monday-l :00 p.m.-EOC)
(Monday-l :00 p.m.-EOC)
(Monday-l :00 p.m.-EOC)
1
2. The GRTC Board can hold additional meetings on an as-needed basis m
accordance with the GRTC By-Laws.
3. The schedule of meetings for the GRTC Board for subsequent fiscal years may be
set annually by the Board at the June Board meeting, or at any other Board meeting as the Board
may determine to be appropriate.
ATTEST:
Date:&~...> /~.~Ii)
.
~
2
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'1. ~ . -:s.
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Greater Roanoke Transit Company
, Board of Directors Meeting
October 18, 2010
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 of Directors Meeting Schedule for Remainder of Fiscal Year 2011
Backaround
As recorded in the minutes of the July 19, 2010, meeting of the Greater Roanoke Transit
Company (GRTC) Board of Directors, the Board President proposed that the GRTC Board
consider meeting monthly on the third Monday of August, September, and October, 2010, at
1 :00 p.m. in the Emergency Operations Center (EOC) Conference Room. Director Jamison
moved that the Board concur in the President's proposal to meet monthly on the third
Monday at 1:00 p.m., in the EOC Conference Room as follows: August 16, September 20,
and October 18, and discuss a meeting schedule for the remainder of the appointment year
during the October 18 meeting. The motion was seconded by Director Hall and adopted.
Recommendation for Discussion and Approval
Pursuant to the minutes of the GRTC Board of Directors' July 19, 2010, meeting, the
following meeting schedule is recommended by GRTC Staff for the Board's discussion,
modification, and approval. Except for the Tuesday, January 18, 2011, meeting, all meetings
are set for 1 :00 p.m. on the date indicated in the EOC Conference Room, located on the First
Floor of the Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia.
For the Tuesday, January 18, 2011, meeting, GRTC staff is recommending a formal meeting
and orientation workshop between 9:00 a.m. and 12:00 Noon at the GRTC's Administrative
Office, located at 1108 Campbell Avenue, S.E., Roanoke, Virginia.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
:
'. " 'oQavid A. Bowers, President, and Members of the Board of Directors
October 18, 2010
Page 2
Proposed GRTC Board MeetinQ Schedule.
March 21, 2011
May 16, 2011
June 20, 2011
(Monday)
(Tuesday) (Meeting and Workshop to start at 9:00 a.m. and
end at 12:00 Noon) (A meeting in January is needed to
provide authorization for the GRTC General Manager to
apply for available Federal and State Grant funds each
year)
(Monday)
(Monday)
(Monday) (A meeting is needed to follow the GRTC
Stockholder's annual meeting, which 'is normally held on
the third Monday of June each year)
November 15, 2010
January 18, 2011
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.
2i~
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
J r~
t{ Ct ,/ I.{,
~
Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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:
Revision of GRTC Daily One Way Proposed Revised Student Fare-For
Board Discussion
Backaround
In its June 21, 2010 meeting, the Greater Roanoke Transit Company (GRTC) Board of
Directors approved a $0.75 student fare per one way trip for Roanoke City Public School
(RCPS) students, grades 6 through 12, replacing the free fare policy instituted in June 2007.
The $0.75 student fare requiring an accompanying student identification card went into effect
July 1, 2010. The fare is half the established GRTC base fare of $1.50 per one way trip.
There is no monthly or weekly pass for the $0.75 student fare.
In its September 20, 2010 meeting the Board was advised of Roanoke Catholic School's
(RCS) interest in the opportunity to avail themselves of the same fare and that their
participation would have a neutral impact on GRTC's fare box revenues. RCS felt that GRTC
stood to gain from RCS' participation. The Board was further advised that staff would survey
other private schools within Valley Metro's service area to gauge the level of current use, the
potential new riders given the prospect of a reduced student fare of $0.75, and the impact on
GRTC's fare box revenues.
Of the three private schools within Valley Metro's service area, Community High School
(CHS), Parkway Christian Academy (PCA), and the Home Education Association of Virginia
(based in Richmond), only the first two responded. Neither the CHS nor PCA have students
who currently use Valley Metro's service. CHS anticipates that approximately 12 students
would use the service daily, if the fare were $0.75; PCA anticipates three per day.
RCS has approximately 20 students currently using Valley Metro's service paying the $1.50
full fare; they anticipate that an additional 20 students would frequent the service if the fare
were $0.75, equating to a neutral impact on GRTC's revenues; fifteen students from the
Community School and the Academy combined will start using the service if the fare is $0.75
per one way trip.
Greater Roanoke Transit Company
PO Box 13247 · Ro~oke, Virginia 24032,. Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
.i
David A. Bowers, President, and Members of the Boai'd of Directors
October 18, 2010
Page 2
Recommended Action:
1. In addition to Roanoke City Public School (RCPS) students grades 6 through 12,
charge private school students and all other students in grades 6 through 12 attending
properly licensed schools within Valley Metro's service area, $0.75, half of Valley
Metro's $1.50 full fare, for a single one way trip, provided that participating schools,
like RCPS, issue such school's own student identification bus ride cards, at the
school's expense. The bus ride cards will entitle the student to board a Valley Metro
bus for the $0.75 fare. The bus ride card will be subject to GRTC's approval. Like the
RCPS, there will not be a monthly or weekly pass for the $0.75 student fare;
2. Per Federal Transit Administration regulations governing fare and service changes,
provide a public notice and comment period of the proposed fare change and conduct
a public hearing on the proposed fare change to include, in addition to RCPS students,
other students in grades 6 through 12 as set forth above and within Valley Metro's
service area. Such hearing would be held in November 2010; and
3. Pending the outcome of the public hearing, and the public comment period,
recommend approval of the $0.75 student fare to include other students, as set forth
above, within Valley Metro's service area in addition to RCPS students at a future
meeting of the GRTC Board. City Council will also need to approve the fare change.
If the Board agrees with the above recommendations, GRTC staff will proceed as set forth
above, or as the Board may otherwise direct.
R~espe tf, U,,~IY S .' itted,
. / ~g
~/"'~
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
4. a,.~-:
~'
~
",
Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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: Bus Shelter Update-Sears and Wal-Mart at Valley View Mall
Backoround
The Greater Roanoke Transit Company (GRTC) has a contract with Woodard-West-Parks,
Ltd. (Contractor) to install bus stop shelters, including site preparation and the construction of
concrete base pads to support the shelter. For installing a large shelter (14' x 9'6" x 4'9")
requiring removal of existing material and installing a concrete base pad on asphalt, the cost
is $4,950 per shelter; a concrete base pad on soil the cost is $3,945 per shelter. Under the
contract with the shelter manufacturer, E.F. Couvrette Company, Inc., GRTC pays $9,450 for
a large shelter.
The Contractor has advised GRTC that two sites, the Wal-Mart store at Valley View Mall and
th~ site near the Belk's/Sears entrance at the Mall, will require design work, excavation, and
other site preparations, and more cubic feet of concrete and other materials than was
anticipated in the bid quote for the contract to install a single shelter. For the Belk's/Sears
entrance site to the Mall, GRTC has a License Agreement, executed in November 2008 with
Valley View Mall, LLC, allowing GRTC to construct and maintain a bus stop shelter. GRTC
does not have any agreement with the owners of the Wal-Mart site to allow the construction
of a bus stop shelter at that site.
The anticipated total cost for a bus stop shelter at the Wal-Mart site was $26,790, consisting
of the price of two base pads on soil at $3,945 each and two large shelters at $9,450 each.
The anticipated total cost for the site near the Belk's/Sears Mall entrance was $14,400,
consisting of the price of one large shelter and one concrete base pad, $9,450 and $4,950,
respectively.
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
October 18, 2010
Page 2
......
The Contractor's price for the Wal-Mart site is now $54,875, plus the cost of two large
shelters for a total cost of $73,775. The net change order increase in cost for this work will be
an additional $46,985, a 175% increase. The price for the site near the Belk's/Sears entrance
to the Mall is now $12,375, plus the cost of one large shelter, for a total cost of $21,825. The
net change order increase in cost for this work will be an additional $7,425, a 51.5% increase.
GRTC has adequate funding in its current approved grants to cover the net increase in
change order costs for both sites.
Next Steps
GRTC staff recommends that the following steps be taken before executing any change
orders for the Wal-Mart store site at Valley View Mall and the site near the Belk's/Sears
entrance to the Mall, and the following tasks and issues be addressed. Once all matters have
been resolved GRTC staff will advise the Board of the same with a recommendation on how
to proceed.
Issues to be Considered
1. Ascertain right of way ownership of the Wal-Mart site. Determine such owners'
long term plans and commitment to maintain a Wal-Mart retail store at the
location. Attempt to negotiate a license agreement with the owners that is
acceptable to GRTC for the right to occupy and construct a bus shelter on the
site;
2. Develop design and construction plans for review and approval by the Wal-Mart
site owners;
3. Obtain approval from Valley View Mall, LLC for the revised design and
construction plans for the site near the Belk's/Sears entrance to the Mall. Also,
attempt to revise the License Agreement to modify the current cancellation
provisions;
4. Confirm that construction permits can be obtained from the proper authorities
for both sites;
5. In the event GRTC may have to vacate either or both sites at its expense and
due to the unusual magnitude of the design and construction requirements of
both sites, ascertain the estimated cost to restore the sites to their original
condition.
6. Given the substantial net increase in the change order costs of 175% for the
Wal-Mart site and 51.5% for the site near the Belk's/Sears entrance to the Mall,
determine if the current Contractor can perform the work on each site or does
each site have to be rebid as two jobs separate and apart from the other sites
addressed in the current contract with Woodard-West-Parks.
..
Oavid A. Bowers, President, and Members of the Board of Directors
October 18, 2010
Page 3
itted,
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
4.tJt.~.
./
(
~
Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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:
Amend June 18,2001, Authorization to Negotiate and Execute Contracts,
Leases, and Other Documents
Backaround
On June 18, 2001, the Greater Roanoke Transit Company (GRTC) approved a Resolution,
effective July 1, 2001, authorizing GRTC's President, Vice President of Operations, and the
General Manager to negotiate and execute contracts, leases, and other documents that will
bind GRTC in an amount not to exceed $300,000, provided such documents are signed by at
least two of the three aforementioned officials; that a summary of planned actions germane to
the document(s) be submitted to the GRTC Board of Directors for their review and
consideration five (5) business days prior to executing the documents; and that all such
documents are to be approved as to form by GRTC's General Counsel. The Resolution may
be amended, modified, canceled, or rescinded at any time by the Board.
The Resolution's supporting rationale detailed in the General Manager's June 18, 2001,
report to the Board points out the need "to conduct everyday business will from time to time
require that certain contracts, lease agreements and other necessary documents be
executed and binding on behalf of GRTC." Due to the American Recovery and Reinvestment
Act of 2009 (ARRA) and other grant requirements, GRTC's everyday business requiring
binding documents has accelerated over the last fiscal year.
Recommended Action
GRTC staff recommends an amendment to the current Authorization Resolution for the
Board's consideration and action, at a future Board meeting, as set forth below.
As a means to reduce the volume and burden of reviewing summaries of planned contractual
transactions with dollar amounts of $300,000 or less and to aid in expediting the
implementation of projects associated with the contractual transactions, amend the current
Greater Roanoke Transit Company
PO Box ~3247 · Roanoke,-Virginia24032 · Phone: S40.982.0305 · Fax:S40.982.2703 · www.valleymetro.com
,~.j
David A. Bowers, President, and Members of the Board of Directors
October 18, 2010
Page 2
policy to expressly exclude all operating expenses, regardless of amount, that are approved
as part of GRTC's annual budget, that the levels of authorization described below be required
for capital projects only; and provide that operating expenses not included in GRTC's
previously approved annual budget, regardless of amount, will be subject to GRTC Board
notification and/or expressed approval.
GRTC staff recommends that the Vice President of Operations and the General Manager
each be authorized to individually negotiate, award, and execute contracts, leases, and other
documents (hereafter documents) that will bind GRTC, in an amount up to and including
$50,000, without having to submit a summary of planned actions germane to the document(s)
to the GRTC Board for their review and consideration five (5) business days prior to
executing the documents.
GRTC staff recommends that GRTC's President, Vice President of Operations, and the
General Manager be authorized to negotiate, award, and execute documents that will bind
GRTC in an amount greater than $50,000 up to and including $100,000, without having to
submit a summary of planned actions germane to the document(s) to the GRTC Board for
their review and consideration five (5) business days prior to executing the documents,
provided such documents are signed by at least two of the three aforementioned officers .
GRTC staff recommends that GRTC's President, Vice President of Operations, and the
General Manager be authorized to negotiate and execute documents that will bind GRTC in
an amount greater than $100,000 and up to and including $300,000, provided that a
summary of planned actions germane to the documents is submitted to the GRTC Board for
their review and consideration five (5) business days prior to executing the documents and
such documents are signed by at least two of the three aforementioned officials;
Documents involving amounts greater than $300,000 will be submitted to the GRTC Board
for direct action by the Board.
As a prerequisite to purchasing or leasing real estate, goods, and services, regardless of
dollar value, resulting in the documents described herein, GRTC staff will comply with
GRTC's procurement policies and all federal, state, and local, regulations and laws
governing said policies. Further, all such documents regardless of dollar value will be subject
to approval as to form by GRTC's General Counsel.
If the Board agrees with the above recommendations, GRTC staff will prepare a revised
Resolution for the Board's consideration at a future meeting, or staff will proceed as the
Board may otherwise direct.
.. .
.'
David A. Bowers, President, and Members of the Board of Directors
October 18, 2010
Page 3
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
RdD:
Carl L. Palmer
General Manager
j{ii:' .
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If.t{.l.
~
Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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: Free Ride Try Transit Promotion
Backaround
In an ongoing effort to increase Valley Metro ridership, the Greater Roanoke Transit
Company (GRTC) staff proposes to offer free rides all day on November 26,2010, the Friday
following Thanksgiving. This being one of, if not, the biggest shopping and recreational days
of the year, it will afford Valley Metro's service community an opportunity to "Try Transit" for
the first time, with the hope convincing some that Valley Metro is a viable transportation
alternative.
The loss revenue impact on GRTC will be approximately $3,800 for the day, a modest
investment in the potential of generating new riders for our future.
Recommendation
Recommend motion to approve.
Respectfully S itted,
jt/
Carl L. Palmer
General Manager
c.
Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
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
October 18, 2010
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
Vice President of Operations and/or the GRTC General Manager to execute an
agreement for purchase and sale of real property; and authorizing the GRTC Vice
President of Operations and/or the GRTC General Manager to execute such further
documents and take such further actions as may be necessary to accomplish the
purchase of such property.
The abovereferenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Monday, October 18,
2010.
Sincerely,
~~ /?;. InOlM-J
Stephanie M. Moon ~
Secretary
Enclosure
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
William M. Hackworth, General Counsel,GRTC
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
L:\CLERK\DA T A \CKSM 1 \GR TCl O\August 19, 20 I 0 correspondence.doc
,
1)~(
I
BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION AUTHORIZING THE GREATER ROANOKE
TRANSIT COMPANY (GRTC) VICE PRESIDENT OF OPERATIONS
AND/OR THE GRTC GENERAL MANAGER TO EXECUTE AN
AGREEMENT FOR PURCHASE AND SALE OF REAL PROPERTY;
[
AND AUT,HORIZING THE GRTC VICE PRESIDENT OF
. "-
OPERATIONS AND/OR THE GRTC GENERAL MANAGER TO
EXECUTE SUCH FURTHER DOCUMENTS AND TAKE SUCH
FURTHER ACTIONS AS MAY BE NECESSARY TO ACCOMPLISH
THE PURCHASE OF SUCH PROPERTY.
WHEREAS, the GRTC General Manager has advised the Board of a need to expand
GRTC's current administrative and maintenance facility located at 1108 Campbell Avenue, S.E.,
Roanoke, Virginia;
WHEREAS, GRTC staff has negotiated an Agreement for Purchase and Sale of Real
Property for the acquisition from Downtown Car Company, L.L.C., of nine small parcels which
are located across the street from GRTC's current administrative and maintenance facility for a
. '
purchase price of$116,500.00, subject to the Board's approval; and
WHEREAS, GRTC staff recommends that the Board approve the Agreement referred to
above so that GRTC will be able to design and construct an auxiliary maintenance facility across
the street, all as further set forth in the General Manager's report dated October 18,2010, to this
Board.
THEREFORE, BE IT RESOLVED by the Board of Directors of GRTC as follows:
1. The Board hereby authorizes the GRTC Vice President of Operations and/or the
GRTC General Manager to execute an Agreement for Purchase and Sale of Real Property with
Downtown Car Company, L.L.c., that is substantially similar to the one attached to the General
1
\.
Manager's report dated October 18, 2010, to this Board, and in a form approved by GRTC's
General Counsel.
2. The Board further authorizes the GRTC Vice President of Operations and/or the
GRTC General Manager to execute such further documents and take such further actions as may
be necessary to accomplish the purchase of the property referred to above, including the
execution of any other documents needed to complete the purchase of the property, with the form
of any such documents to be approved by GRTC's General Counsel.
3. The GRTC Vice President of Operations and/or GRTC General Manager are each
authorized to implement, administer, and enforce the above mentioned Agreement and any
subsequent documents related to the purchase of the above mentioned property.
ATTEST:
Date:&c:/b~/~. ;1..0/0
,
2
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~
Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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: Facility Expansion-Property Purchase From Downtown Car Company, L.L.C.
Backaround
Greater Roanoke Transit Company's (GRTC) current administrative and maintenance facility
was built to accommodate parking and maintaining thirty-eight (38) buses. Currently, the
facility accommodates parking and maintenance for fifty-eight (58) vehicles, including
GRTC's four (4) Star Line Trolleys, five (5) Smart Way buses, and eleven (11) service
vehicles.
In order to maintain and improve a safe maintenance environment, GRTC is planning to
design and construct an auxiliary maintenance facility. Toward that end, GRTC has
negotiated the purchase of nine (9) contiguous parcels of real estate equating to seven tenths
(.7) of an acre, located on Campbell Avenue, S.E., between 11th and 12th Streets, directly
across the street from GRTC's current administrative and maintenance facility.
In accordance with Federal Transit Administration (FTA) regulations, a Phase I
Environmental Site Assessment (ESA) was completed in April 2008. Subsequent to its
completion, FTA granted GRTC a categorical exclusion on the property in February 2009,
requiring no remediation. Also, in compliance with FTA regulations, the property was
appraised at $67,000 in March 2009.
An update of the appraisal was completed on August 12, 2010; the prior appraised value of
$67,000 was upheld. An update of the ESA has been requeste9 from the consultant who
conducted the original assessment, F&R Environmental Consultants. The ESA update is
expected to be completed by October 29, 2010. 'In preparation for transfer of title, a survey
has been ordered. The property will be surveyed as a single parcel. The survey is expected
to be completed by October 29,2010.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540,982.2703 · www.valleymetro.com
.David A.Bowers, PresUdent, and Members ofthe.,Boilrd of Directors
October 18, 2010
Page 2
GRTC has offered $116,500 for the property, suIbject 1D1he Board's approval. The property
owner, Downtown Car Company, l.LC., is '8greeableto the offer. A Purchase Agreement
drafted by GRTC's attorney has been reviewed and approved by the owner. The agreed on
price is based on the following:
a. Five other properties in the vicinity of the subject property were evaluated and either
because of asking price, relocation costs, and/or inadequate size for GRTC's purposes
they were eliminated from consideration;
b. GRTC's initial offer for the subject property was for the appraised value of $67,000; the
owner made a counter offer of $150,000; GRTC countered with $117,000; the parties
then agreed on $120,000, subject to FTA and GRTC Board approval;
c. FT A's review and approval is predicated on the purchase price being no more than
$50,000 above the appraised value. In order to expedite the purchasing approval
process, the owner agreed to the final agreed on purchase price of $116,500, subject
to GRTC Board approval.
d. Note: while the agreed on purchase price is below FTA's threshold for review and
approval, FTA will still participate in the funding of the purchase.
FT A and the Department of Rail and Public Transportation (DRPT) grants will cover 80% and
20%, respectively, of the purchase price; no local funds will be required for the purchase
price. The cost of the survey, $ 625.00, will also be covered by FTA and DRPT. However,
the cost of the ESA update, $1,900, will be the responsibility of GRTC. GRTC has funds
available to cover the cost of the ESA update.
A copy of a draft of the proposed Agreement for Purchase and Sale of Real Property
between GRTC and Downtown Car Company, L.L.C., is attached to this report for the
Board's review. Some of the more pertinent contract obligations are outlined below:
a. The purchase price for the nine lots is $116,500.00;
b. The Seller (Downtown Car Company, L.L.C.) must transfer the property to GRTC free
and clear of any and all mortgages, liens, leases, and any other encumbrances;
c. The Seller currently has a deed of trust with a bank securing a note that covers the
nine lots in question along with other property that the Seller owns. The Agreement
specifically requires that the Seller satisfy the above obligation to the bank in full or
otherwise obtain a release of the nine lots being purchased by GRTC from such deed
of trust prior to settlement so that the property can be transferred to GRTC free of the
deed of trust;
d. The Seller will obtain a completed appraisal of the Seller's additional properties at the
Seller's expense in an effort to have the bank release the deed of trust on the property
David] A;~rs, President, and Members of the Board of Directors
October 18, 2010
Page 3
~~.
)f
GR1110wnUbe purchasins. 1f1his cannot be done, GRTC, as Purctl8ser, may terminate ::':..
the Agveement witham -any further obligation to the Seller
e. GRTC will obtain a survey of the property in question since a survey is required by the
FT A, but it will be surveyed as one parcel instead of nine so that the various parcels
can be later consolidated into one parcel and one tax number.
Recommend Action
Authorize the GRTC Vice President of Operations and/or the GRTC General Manager to
execute an Agreement for Purchase and Sale of Real Property that is substantially similar to
the one attached to this report to the Board, in a form approved by GRTC's General Counsel.
Authorize the GRTC Vice, President of Operations and/or the GRTC General Manager to
execute such further documents and take such further actions as may be necessary to
accomplish the above matter, including the execution of any other documents needed to
complete the purchase of the property described above, with the form of any such documents
to be approved as to form by GRTC's General Counsel.
UAI
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
Attachment
DRAFT - 10/18/10
AGREEMENT FOR PURCHASE AND SALE OF REAL PROPERTY
This Agreement for Purchase and Sale of Real Property ("Agreement" or "Contract") is
made this day of , 2010, by and between DOWNTOWN CAR
COMPANY, L.L.C., a Virginia limited liability company ("Seller" or "Contractor") and
GREATER ROANOKE TRANSIT COMPANY ("Purchaser"),
WITNESSETH:
WHEREAS, Seller is the owner in fee simple of certain real property and improvements
thereon located in the City of Roanoke, Virginia, described on the attached Exhibit 1
(the "Property"); and
WHEREAS, Seller is desirous of selling the Property and Purchaser is desirous of
purchasing the Property to be used by Purchaser in the expansion of Purchaser's
business operations.
NOW, THEREFORE, FOR AND IN CONSIDERATION of the amount of ONE
HUNDRED SIXTEEN THOUSAND FIVE HUNDRED AND NO DOLLARS ($116,500.00)
to be paid by Purchaser to Seller, and the mutual promises hereafter set forth and other
good and valuable consideration, the sufficiency of which is hereby acknowledged, the
parties hereto, intending to be fully and legally bound, hereby agree as follows:
SECTION 1. DEFINITIONS.
As used in this Agreement unless the context otherwise requires or it is otherwise
herein expressly provided, the following terms shall have the following meanings:
A. "Propertv" shall mean the parcels of land designated as Roanoke City Tax Map
Nos. 4110601, 4110602, 4110603, 4110604, 4110605, 4110608, 4110609,
4110610 and 4110611, as the same is further described in Exhibit 1, ("Property")
which is attached hereto and incorporated herein.
B. "Purchaser" shall mean the Greater Roanoke Transit Company ("GRTC"), whose
address is 1108 Campbell Avenue, S.E., Roanoke, Virginia, 24013.
C. "Purchase Price" shall mean $116,500.00.
D. "Seller" shall mean the Downtown Car Company, L.L.C., whose address is 2875
Summit Ridge Road, Roanoke, VA 24012.
E. "Settlement" and/or "Closina" shall mean the consummation of the sale and
purchase provided for in this Agreement to occur as provided in Section 1 0
hereof.
1
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Sl8C1rION 2. PURCHASE.am!IDJ SALlE.
The "Seller agrees to selin convey to the Purchasersmd the Purchaser agrees to
purchase from the Seller theProperty upon the tennsset forth hereinafter.
SECTION 3. PURCHASE PRICE AND PAYMENT.
The Purchaser shall pay One Hundred Sixteen Thousand Five Hundred and 00/100
Dollars ($116,500.00) in cash at Settlement, in addition to other closing costs
attributable to Purchaser. The Purchaser acknowledges that such proceeds shall come
from the following state and federal grants:
A. Federal Transit Administration (FT A).
B. Virginia Department of Rail and Public Transportation (VDRPT).
Seller acknowledges and agrees that the purchase of the Property is subject to the
terms and conditions of the above grants and that Seller shall comply with the
applicable terms and conditions of such grants.
SECTION 4. DEFAUL TITERMINATION.
Purchaser shall have the right, until all contingencies set forth in Section 8 below have
been satisfied, or upon any default by Seller of any of the terms of this Agreement, to
notify Seller of Purchaser's election to terminate this Agreement and neither party shall
have any further rights against the other arising out of this Agreement. In the event this
Agreement is cancelled by Purchaser due to default of the Seller, the Seller shall pay to
Purchaser its costs incurred in connection with this Agreement, if any, between the date
this Agreement is signed by the parties and the date this Agreement is cancelled.
SECTION 5. REPRESENTATIONS AND WARRANTIES OF SELLER.
The Seller represents and warrants to the Purchaser as follows:
A. The title to the Property is now, and at Settlement shall be, marketable and good
of record and in fact, free and clear of all liens, encumbrances or leases, except
those (i) to be removed at or prior to Settlement; and (ii) agreed to prior to
Settlement by the parties in writing, which shall be permitted exceptions
("Permitted Exceptions"). Title shall be transferred to the Purchaser free of any
mortgages, or other liens of any type, covenants, conditions, and restrictions and
will be insurable at standard title insurance company rates by a title company
chosen by Purchaser. To the best of the knowledge of Seller, there are no title
conditions adversely affecting title and its insurability. The Property is also sold
"subject to" such state of facts as an accurate survey of the Property would
disclose. However, Purchaser reserves the right to obtain, at Purchaser's
expense, a survey of the Property, and Seller agrees to cooperate with any such
request.
2
B.?j?;;:The Seller is the fee simple ownetof the Property and hE all neces~ry:auttJQritY
to sell the Property. There are no other contradsforsale Olr options involving the
Property. There are no leases or other property interests of any1ype affecting the h
Property except for the Deed of Trust referred to in Section 8 (C). There are noj,'.
eminent domain or condemnation proceedings pending against the Property, and
Seller has no knowledge of such proceedings or of any intentions or plans
definite or tentative that such proceedings might be instituted. There are no
actions or suits in law or equity or proceedings by any governmental agency now
or pending or, to the knowledge of Seller, threatened against Seller in connection
with the Property. There is no outstanding order, writ, injunction or decree of any
court or governmental agency affecting the Property.
C. In the event any of the representations, warranties, additional undertakings of
Seller in this Agreement and/or other responsibilities of the Seller, as set forth in
this Agreement, are not accurate and cannot be or are not ratified or fulfilled prior
to Settlement, then the Purchaser shall have the right at its sole option, to take
any or none of the following actions: (i) waive the inaccurate, unratified or
unfulfilled representation, warranty, additional undertakings and/or responsibility
of Seller, and proceed with Settlement hereunder, provided, however, that such
waiver shall be in writing, or (ii) terminate this Agreement, whereupon all rights
and responsibilities hereunder shall be null and void, and neither party shall have
any further obligation hereunder except as otherwise set forth in this Agreement.
In the event Purchaser terminates this Agreement due to any condition not being
satisfied by Seller, Purchaser shall not owe Seller any costs Seller may have
incurred in connection with this Agreement.
D. Under penalty of law, Seller is not a "foreign person" as contemplated in Section
1445 of the Internal Revenue Code, as amended. Seller agrees to execute at
Settlement an affidavit in the form required by the Internal Revenue Service to
exempt Purchaser from any withholding requirements under Section 1445.
E. Seller acknowledges that the only encumbrance affecting title to the Property that
currently exists is the Deed of Trust described below. Seller acknowledges and
agrees that it will not encumber the Property with any additional liens until
Settlement or this Agreement is terminated.
SECTION 6. REPRESENTATIONS AND WARRANTIES OF PURCHASER.
The Purchaser represents and warrants to Seller that the Purchaser has the financial
ability to purchase the Property.
SECTION 7. ADDITIONAL UNDERTAKINGS OF THE PARTIES.
A. The Seller shall give to the Purchaser and its designated agents and
representatives full access and right of entry to the Property during normal
business hours, and during the Study Period as defined below, including the
right, at the Purchaser's own risk, cost and expense, to cause its agents or
representatives to enter upon the Property for the purpose of making surveys or
soil boring, engineering, water, sanitary and storm sewer, utilities, topographic
3
and other similar tests, investigations or studies and to perform such other
studies as the Purchaser may desire, provided that the Purchaser, at its
expense, restores the Property to its prior condition to the extent of any changes
made by its agents or representatives in the event it does not purchase the
Property. The Seller shall furnish to the Purchaser during such periods all
information concerning the Property, which the Purchaser may reasonably
request and which is known to or available to the Seller or in the possession of
Seller.
B. At Settlement, the Seller agrees to execute, acknowledge and deliver to the
Purchaser a General Warranty Deed with English covenants of title ("Deed"), in
proper form for recording, conveying the Property to the Purchaser free and clear
of all conditions, restrictions, liens, encumbrances, or agreements except for only
the Permitted Exceptions under Section 5 (A)(ii).
C. The Seller agrees to give possession and occupancy of the Property on the date
of Settlement, free and clear of any and all mortgages, liens, leases, and any
other encumbrances.
D. Seller agrees to deliver the following to the Purchaser at or before Settlement:
1. The fully executed Deed.
2. Any other documents reasonably required by the title insurance company
or Purchaser, including but not limited to, a settlement statement and an
owner's affidavit.
SECTION 8. CONDITIONS PRECEDENT (CONTINGENCIES) TO THE
OBLIGATIONS OF PURCHASER TO SETTLE.
Notwithstanding anything else in this Agreement, the obligations of the Purchaser to
purchase and settle upon the Property pursuant to the provisions of this Agreement
shall be subject to all of the following, which shall be conditions precedent:
A. The representations and warranties of the Seller set forth in this Agreement shall
be true and correct on and as of the Settlement as though such representations
and warranties were made on and as of such date.
B. Purchaser shall have forty five (45) days from the date of this Agreement ("Studv
Period") to complete the studies and other items described in Section 7 and to
determine in Purchaser's sole discretion that the condition of the Property is
satisfactory for the intended use of Purchaser. In the event that the Purchaser is
not so satisfied for any reason whatsoever, at any time prior to the expiration of
the Study Period, and Purchaser has advised the Seller in writing of its intention
not to proceed to Settlement under the terms of this Agreement, then, in such
event, this Agreement shall automatically be deemed to be terminated.
4
C. (i) The parties acknowledge that as of ~he date of this Agreement, a Deed of
Trust dated December 15, 2005, granted by Seller to First Citizens Bank and
Trust Company ("Bank"), securing a Note in the original amount of $482,800.00,
including any accumulated interest, encumbers the Property, in addition to
certain other properties owned by Seller designated as Roanoke Tax Map No.
4110701,4110711,4110713,4110801,4110802, 4110803, 4111406, 4111407
and 4111408 ("Additional Properties"). It is explicitly agreed by the parties that
Purchaser's obligation to close on the Property is contingent upon Seller
satisfying the above obligation to the Bank in full, or otherwise obtaining a
release of the Property from the Bank from such deed of trust, prior to the
Settlement.
(ii) Seller represents that it will order and obtain a completed appraisal of the
Additional Properties at Seller's own expense within 30 days of the date this
Agreement. If the value of the Additional Properties, not including the value of
the Property, exceeds the amount that Seller owes Bank to payoff the Note,
Seller will use its best efforts to have the Bank release the Property from the
deed of trust.
(iii) In the event the Additional Properties appraise for less than the current
amount Seller owes Bank on the Note, the parties agree that the purchase price
will applied to the remaining balance on the_ Note. If application of the purchase
price to the balance on the Note leaves a remaining balance Seller owes on the
Note that is insufficient for the Bank to release the Property from the deed of
trust, the Purchaser may terminate this Agreement without any further obligation
owed to Seller.
D. Seller agrees that no personal property or belongings of Seller shall be left on or
located on the Property at Settlement. In the event any personal property of
Seller remains on the Property at Settlement, Purchaser, at its option, may
postpone Settlement until such personal property is removed, remove such
personal property and deduct the cost of such removal from the purchase price,
or terminate this Agreement, without owing Seller any further obligation.
E. Settlement is specifically conditioned on the GRTC Board of Directors approval
of this Agreement and the conveyance of the Property free and clear of all liens
and Deeds of Trust and the availability of funding to the Purchaser.
SECTION 9. FT A REQUIREMENTS. CONDITIONS. AND CERTIFICATIONS.
A. SELLER (WHO MAY ALSO BE REFERRED TO AS CONTRACTOR) IS
ADVISED AND AGREES THAT NOTWITHSTANDING ANYTHING ELSE IN
THIS AGREEMENT, THE FTA TERMS AND PROVISIONS SET FORTH IN
EXHIBIT 2, WHICH IS ATTACHED HERETO AND MADE A PART HEREOF,
APPLY TO THIS AGREEMENT. FURTHERMORE, THE TERMS AND
PROVISIONS THAT ARE DEEMED INCLUDED IN THIS AGREEMENT
INCLUDE ANY APPLICABLE STANDARD TERMS AND CONDITIONS
REQUIRED BY THE FTA, VDRPT, OTHER FEDERAL AGENCIES, STATE
AGENCIES, AND/OR LOCAL ENTITIES, WHETHER OR NOT EXPRESSLY
5
SET FORm IN THE AGREEMENT PROVISIONS. ALL CONTRACTUAL
PROVISIONS REQUIRED BY THE FTA, VDRPT, FEDERAL AGENCIES,
STATE AGENCIES, AND/OR LOCAL ENTITIES, INVOLVED IN THIS MATTER
ARE HEREBY INCORPORATED BY REFERENCE. ANYTHING TO THE
CONTRARY NOTWITHSTANDING, ALL FTA, VDRPT, FEDERAL, STATE,
AND LOCAL MANDATED TERMS SHALL BE DEEMED TO CONTROL IN THE
EVENT OF A CONFLICT WITH OTHER PROVISIONS CONTAINED IN THIS
AGREEMENT WITH THE ORDER OF PRECEDENCE BEING IN THAT ORDER
UNLESS OTHERWISE REQUIRED BY LAW. THE SELLER SHALL NOT
PERFORM ANY ACT, FAIL TO PERFORM ANY ACT, OR REFUSE TO
COMPLY WITH ANY REQUEST THAT WOULD CAUSE GRTC TO BE IN
VIOLATION OF ANY FEDERAL, STATE, AND/OR LOCAL TERMS AND
CONDITIONS THAT MAY BE REQUIRED FOR OR. APPLICABLE TO THIS
MATTER.
B. Certifications to be completed by Seller (Contractor)
The Seller (Contractor) is required to properly execute the Certifications listed below
and Seller hereby agrees to properly complete such Certifications:
i. Certification Regarding Debarment, Suspension, And Other Responsibility
Matters for Expansion Facility. (The form for this Certification is attached
as Exhibit 3 to this Agreement and made a part hereof.)
II. Certification Regarding Lobbying Pursuant To 49 CFR Part 20 For
Expansion Facility. (The form for this Certification is attached as Exhibit 4
to this Agreement and made a part hereof.)
SECTION 10. SETTLEMENT.
The Settlement shall be held at the offices of the Roanoke City Attorney, located at
Room 464, Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke,
Virginia, 24011, on a date which is no later than thirty (30) days after the contingencies
contained in this Agreement are met or satisfied in their entirety, or at an earlier date at
the option of Purchaser. Time is of the essence in this Agreement.
SECTION 11. TENDER OF SETTLEMENT.
The delivery to the Seller by the Purchaser of the Purchase Price, and by Seller to the
Purchaser of the properly executed General Warranty Deed together with all other
documents and instruments required to be delivered by either party to the other by the
terms of this Agreement shall be deemed to be a good and sufficient tender of
performance of the terms hereof.
SECTION 12. SETTLEMENT OBLIGATIONS OF THE PARTIES.
The cost of title examination and recording taxes payable in connection with the
recording of the Deed shall be paid by Purchaser. Other settlement costs shall be
6
charged as is customary in Virginia. Each party shall pay feesqcharged to them and as
agreed upon by them with their attorney. Utilities will be prorated as of Settlement.
SECTION 13. RISK OF LOSS AND CONDEMNATION.
Risk of loss shall be born by Seller prior to Settlement. However, in the event of any
damage to the Property prior to Settlement, the Purchaser shall have the option to
terminate this Agreement, postpone closing, or to close as required hereunder without
diminution in the Purchase Price and with the assignment from the Seller to the
Purchaser of all of Seller's interest in payments and/or rights, actions, and claims for
damages to the Property.
SECTION 14. GOVERNING LAW.
Notwithstanding the place where this Agreement may be executed by any of the parties
hereto, the parties expressly agree that all terms and provisions hereof shall only be
construed and enforced in accordance with the laws of the Commonwealth of Virginia
as now adopted or as may be hereafter amended only in a court of competent
jurisdiction located in the City of Roanoke, Virginia.
SECTION 15. SURVIVAL.
The representations, warranties, covenants, and agreements set forth in this Agreement
shall survive the Settlement under this Agreement and shall not be merged in the
execution and delivery of the Deed.
SECTioN 16. ASSIGNMENT.
The parties agree that this Agreement may not be assigned by Seller without the prior
written approval of Purchaser.
SECTION 17. AUTHORITY TO SIGN.
The individuals that have signed this Agreement below represent that they have the
authority to enter into this Agreement on behalf of the entities they represent.
SECTION 18. ENTIRE AGREEMENT.
The Recitals, Exhibits and documents in or referred to in this Agreement are hereby
incorporated into this Agreement. No change or modification of this Agreement shall be
valid unless the same is in writing and signed by the parties hereto. No waiver of any of
the provisions of this Agreement or other agreements referred to herein shall be valid
unless in writing and signed by the party against whom it is sought to be enforced. This
Agreement contains the entire agreement between the parties relating to the purchase
and sale of the Property, and all prior negotiations between the parties are merged in
this Agreement, and there are no promises, agreements, conditions, undertakings,
warranties, or representations, oral or written, expressed or implied, between them
other than as herein set forth.
7
.:-'"'::"'!I~~' .
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their authorized representatives this _ day of ,2010.
SELLER:
DOWNTOWN CAR COMPANY, L.L.C., a
Virginia limited liability company.
By
(SEAL)
Printed Name:
Title:
Commonwealth of Virginia
City/County of
Subscribed and sworn before me this _ day of , 2010, by
, the , of ,
Downtown Car Company, L.L.C., a Virginia limited liability company, for and on behalf
of such company.
(Seal)
Notary Public
Registration No.
My Commission Expires:
8
PURCHASER:
GREATER ROANOKE TRANSIT
COMPANY
By (SEAL)
Printed Name:
Title:
Commonwealth of Virginia
City/County of
Subscribed and sworn before me this _ day of , 2010, by
, the of Greater Roa"noke Transit Company, for
and on behalf of such company.
(Seal)
Notary Public
Registration No.
My Commission Expires:
9
..yt;~.
DRAFT - 10118110
EXHIBIT 1
TO AGREEMENT DATED
BETWEEN GREATER ROANOKE TRANSIT COMPANY
AND DOWNTOWN CAR COMPANY, L.L.C.
PROPERTY TO BE SOLD FROM SELLER TO PURCHASER
City of Roanoke Tax Map Nos. 4110601, 4110602,4110603,4110604,4110605,
4110608,4110609,4110610 and 411Q611
BEING Lots 1 through 10, inclusive, Block 12; all according to the Map of EAST SIDE
ADDITION, which map is recorded in Deed Book 209, page 211, in the Clerk's Office of
the Circuit Court of the City of Roanoke, Virginia, and bearing Official Tax Nos.
4110601,4110602,4110603,4110604,4110605, 4110608, 4110609, 41106010, and
41106011, respectively, (hereinafter referred to as the "Property); and
BEING part of the same property conveyed to the Seller from John P. Whittle, et als, by
deed dated April 10, 2003, of record in the Clerk's Office of the Circuit Court of the City
of Roanoke, Virginia, as Instrument No. 030007359, recorded on April 28, 2003.
DRAFT - 10/18/10
EXHIBIT 2
TO AGREEMENT DATED
BETWEEN GREATER ROANOKE TRANSIT COMPANY
AND DOWNTOWN CAR COMPANY, L.L.C.
Federal Required, Model Clauses and Certifications
for the Expansion Facility
No Obligation by the Federal Government.
(1) The Purchaser and Contractor acknowledge and agree that, notwithstanding any concurrence by the
Federal Government in or approval of the solicitation or award of the underlying contract, absent the
express written consent by the Federal Government, the Federal Govemment is not a party to this
contract and shall not be subject to any obligations or liabilities to the Purchaser, Contractor, or any
other party (whether or not a party to that contract) pertaining to any matter resulting from the
underlying contract
(2) The Contractor agrees to include the above clause in each subcontract financed in whole or in part
with Federal assistance provided by FTA. It is further agreed that the clause shall not be modified,
except to identify the subcontractor who will be subject to its provisions.
Program Fraud and False or Fraudulent Statements or Related Acts.
(1) The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as
amended, 31 U.S.C. ~ 3801 et~. and U.S. DOT regulations, "Program Fraud Civil Remedies," 49
C.F.R. Part 31, apply to its actions pertaining to this Project Upon execution of the underlying
contract, the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made,
it makes, it may make, or causes to be made, pertaining to the underlying contract or the FTA assisted
project for which this contract work is being performed. In addition to other penalties that may be
applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false,
fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves
the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to
the extent the Federal Government deems appropriate.
(2) The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or
fraudulent claim, statement, submission, or certification to the Federal Government under a contract
connected with a project that is financed in whole or in part with Federal assistance originally awarded
by FTA under the authority of 49 U.S.C. ~ 5307, the, Government reserves the right to impose the
penalties of 18 U.S.C. ~ 1001 and 49 U.S.C. ~ 5307(n)(1) on the Contractor, to the extent the Federal
Government deems appropriate.
(3) The Contractor agrees to include the above two clauses in each subcontract financed in whole or in
part with Federal assistance provided by FTA. It is further agreed that the clauses shall not be
modified, except to identify the subcontractor who will be subject to the provisions.
Access to Records and Reports
1. Where the Purchaser is not a State but a local government and is the FT A Recipient or a subgrantee
of the FTA Recipient in accordance with 49 C.F.R. 18.36(i), the Contractor agrees to provide the
Purchaser, the FTA Administrator, the Comptroller General of the United States or any of their
authorized representatives access to any books, documents, papers and records of the Contractor
1
which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts
and transcriptions. Contractor also agrees, pursuant to 49 C.F.R 633.17 to provide the FTA
Administrator or his authorized representatives including any PMO Contractor access to Contractor's
records and construction sites pertaining to a major capital project, defined at 49 U.S.C. 5302(a)1,
which is receiving federal financial assistance through the programs described at 49 U.S.C. 5307,
5309 or 5311.
2. Where the Purchaser is a State and is the FTA Recipient or a subgrantee of the FTA Recipient in
accordance with 49 C.FR 633.17, Contractor agrees to provide the Purchaser, the FTA Administrator
or his authorized representatives, including any PMO Contractor, access to the Contractor's records
and construction sites pertaining to a major capital project, defined at 49 U.S.C. 5302(a)1, which is
receiving federal financial assistance through the programs described at 49 U.S.C. 5307, 5309 or
5311. By definition, a major capital project excludes contracts of less than the simplified acquisition
threshold currently set at $100,000.
3. Where the Purchaser enters into a negotiated contract for other than a small purchase or under the
simplified acquisition threshold and is an institution of higher education, a hospital or other non-profit
organization and is the FT A Recipient or a subgrantee of the FT A Recipient in accordance with 49
CFR 19.48, Contractor agrees to provide the Purchaser, FTA Administrator, the Comptroller General
of the United States or any of their duly authorized representatives with access to any books,
documents, papers and record of the Contractor which are directly pertinent to this contract for the
purposes of making audits, examinations, excerpts and transcriptions.
4. Where any Purchaser which is the FTA Recipient or a subgrantee of the FTA Recipient in accordance
with 49 U.S.C. 5325(a) enters into a contract for a capital project or improvement (defined at 49 U.S.C.
5302(a)1) through other than competitive bidding, the Contractor shall make available records related
to the contract to the Purchaser, the Secretary of Transportation and the Comptroller General or any
authorized officer or employee of any of them for the purposes of conducting an audit and inspection.
5. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever
or to copy excerpts and transcriptions as reasonably needed.
6. The Contractor agrees to maintain all books, records, accounts and reports required under this
contract for a period of not less than three years after the date of termination or expiration of this
contract, except in the event of litigation or settlement of claims arising from the performance of this
contract, in which case Contractor agrees to maintain same until the Purchaser, the FTA Administrator,
the Comptroller General, or any of their duly authorized representatives, have disposed of all such
litigation, appeals, claims or exceptions related thereto. Reference 49 CFR 18.39(i)(11).
7. FT A does not require the inclusion of these requirements in subcontracts.
Federal Changes
Contractor shall at all times comply with all applicable FTA regulations, policies, procedures and directives,
including without limitation those listed directly or by reference in the Master Agreement between Purchaser
and FTA, as they may be amended or promulgated from time to time during the term of this contract.
Contractor's failure to so comply shall constitute a material breach of this contract.
Termination
a. Termination for Convenience (General Provision) The (Recipient) may terminate this contract, in whole
or in part, at any time by written notice to the Contractor when it is in the Government's best interest.
The Contractor shall be paid its costs, including contract close-out costs, and profit on work performed
up to the time of termination. The Contractor shall promptly submit its termination claim to (Recipient)
2
to be paid the Contractor. If the Contractor has any property in its possession belonging to the
(Recipient), the Contractor will account for the same, and dispose of it in the manner the (Recipient)
directs.
b. Termination for Default (Construction) If the Contractor refuses or fails to prosecute the work or any
separable part, with the diligence that will insure its completion within the time specified in this contract
or any extension or fails to complete the work within this time, or if the Contractor fails to comply with
any other provisions of this contract, the (Recipient) may terminate this contract for default. The
(Recipient) shall terminate by delivering to the Contractor a Notice of Termination specifying the nature
of the default. In this event, the Recipient may take over the work and compete it by contract or
otherwise, and may take possession of and use any materials, appliances, and plant on the work site
necessary for completing the work. The Contractor and its sureties shall be liable for any damage to
the Recipient resulting from the Contractor's refusal or failure to complete the work within specified
time, whether or not the Contractor's right to proceed with the work is terminated. This liability includes
any increased costs incurred by the Recipient in completing the work.
The Contractor's right to proceed shall not be terminated nor the Contractor charged with damages
under this clause if-
1. The delay in completing the work arises from unforeseeable causes beyond the control and
without the fault or negligence of the Contractor. Examples of such causes include: acts of
God, acts of the Recipient, acts of another Contractor in the performance of a contract with
the Recipient, epidemics, quarantine restrictions, strikes, freight embargoes; and
2. The contractor, within [10] days from the beginning of any delay, notifies the (Recipient) in
writing of the causes of delay. If in the judgment of the (Recipient), the delay is excusable, the
time for completing the work shall be extended. The judgment of the (Recipient) shall be final
and conclusive on the parties, but subject to appeal under the Disputes clauses.
If, after termination of the Contractor's right to proceed, it is determined that the Contractor was not in
default, or that the delay was excusable, the rights and obligations of the parties will be the same as if
the termination had been issued for the convenience of the Recipient.
c.
Opportunity to Cure (General Provision) The (Recipient) in its sole discretion may, in the case of a
termination for breach or default, allow the Contractor [an appropriately short period of time] in which to
cure the defect. In such case, the notice of termination will state the time period in which cure is
permitted and other appropriate conditions.
"
0'
If Contractor fails to remedy to (Recipient)'s satisfaction the breach or default of any of the terms,
covenants, or conditions of this Contract within [ten (10) days] after receipt by Contractor of written
notice from (Recipient) setting forth the nature of said breach or default, (Recipient) shall have the right
to terminate the Contract without any further obligation to Contractor. Any such termination for default
shall not in any way operate to preclude (Recipient) from also pursuing all available remedies against
Contractor and its sureties for said breach or default.
d. Waiver of Remedies for any Breach In the event that (Recipient) elects to waive its remedies for any
breach by Contractor of any covenant, term or condition of this Contract, such waiver by (Recipient)
shall not limit (Recipient)'s remedies for any succeeding breach of that or of any other term, covenant,
or condition of this Contract.
Civil Rights Requirements:
(1) Nondiscrimination - In accordance with Title VI of the Civil Rights Act, as amended, 42 U.s.C. ~ 2000d,
section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. ~ 6102, section 202 of the
3
Americans with Disabilities:'Act of 1990, 42 U.S.C. ~ 12132, and Federal transit law at 49 U.S.C. ~
5332, the Contractor agrees that it will not discriminate against any employee or applicant for
employment because of face, color, creed, national origin, sex, age, or disability. In addition, the
Contractor agrees to comply with applicable Federal implementing regulations and other implementing
requirements FTA may issue.
(2) EQual Emolovment Oooortunitv - The following equal employment opportunity requirements apply to
the underlying contract:
(a) Race, Color. Creed. National Oriain. Sex - In accordance with Title VII of the Civil Rights Act,
as amended, 42 U.S.C. ~ 2000e, and Federal transit laws at 49 U.S.C. ~ 5332, the Contractor
agrees to comply with all applicable equal employment opportunity requirements of U.S.
Department of Labor (U.S. DOL) regulations, "Office of Federal Contract Compliance
Programs, Equal Employment Opportunity, Department of Labor," 41 C.F.R Parts 60 et ~.,
(which implement Executive Order No. 11246, "Equal Employment Opportunity," as amended
by Executive Order No. 11375, "Amending Executive Order 11246 Relating to Equal
Employment Opportunity," 42 U.S.C. ~ 2000e note), and with any applicable Federal statutes,
executive orders, regulations, and Federal policies that may in the future affect construction
activities undertaken in the course of the Project The Contractor agrees to take affirmative
action to ensure that applicants are employed, and that employees are treated during
employment, without regard to their race, color, creed, national origin, sex, or age. Such
action shall include, but not be limited to, the following: employment, upgrading, demotion or
transfer, recruitment or recruitment advertising, layoff or termination; rates of payor other
forms of compensation; and selection for training, including apprenticeship. In addition, the
Contractor agrees to comply with any implementing requirements FTA may issue.
(b) Age - In accordance with section 4 of the Age Discrimination in Employment Act of 1967, as
amended, 29 U.S.C. 9 9 623 and Federal transit law at 49 U.S.C. 9 5332, the Contractor
agrees to refrain from discrimination against present and prospective employees for reason of
age. In addition, the Contractor agrees to comply with any implementing requirements FTA
may issue.
(c) Disabilities - In accordance with section 102 of the Americans with Disabilities Act, as
amended, 42 U.S.C. 9 12112, the Contractor agrees that it will comply with the requirements
of U.S. Equal Employment Opportunity Commission, "Regulations to Implement the Equal
Employment Provisions of the Americans with Disabilities Act," 29 C.F.R Part 1630,
pertaining to employment of persons with disabilities. In addition, the Contractor agrees to
comply with any implementing requirements FTA may issue.
(3) The Contractor also agrees to include these requirements in each subcontract financed in whole or in
part with Federal assistance provided by FTA, modified only if necessary to identify the affected
parties.
Disadvantaged Business Enterprises (DBE)
The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the
performance of this contract The contractor shall carry out applicable requirements of 49 CFR Part 26 in the
award and administration of DOT assisted contracts. Failure by the contractor to carry out these requirements
is a material breach of this contract, which may result in the termination of this contract or such other remedy
as GRTC deems appropriate.
This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by
Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The
4
national goal for participationofOisadvantaQed Business Enterprises (DBE) is 10%. A separate contract goal
has not been established for this,procurement
If a specific DBE goal is assigned to this contract, and if the contractor is found to have failed to exert sufficient,
reasonable, and good faith efforts to involve DBE's in the work provided, Purchaser may declare the Contractor
noncompliant and in breach of contract If a goal ~ not stated, it will be understood that no specific goal is
assigned to this contract
Incorporation of Federal Transit Administration (FTA) Terms
The preceding provisions include, in part, certain Standard Terms and Conditions required by DOT, whether or
not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set
forth in FTA Circular 4220.1 E, are hereby incorporated by reference. Anything to the contrary herein
notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other
provisions contained in this Agreement The Contractor shall not perform any act, fail to perform any act, or
refuse to comply with any (name of grantee) requests which would cause (name of grantee) to be in violation of
the FTA terms and conditions.
Suspension and Debarment
This contract is a covered transaction for purposes of 49 CFR Part 29. As such, the contractor is required to
verify that none of the contractor, its principals, as defined at 49 CFR 29.995, or affiliates, as defined at 49 CFR
29.905, are excluded or disqualified as defined at 49 CFR 29.940 and 29.945.
The contractor is required to comply with 49 CFR 29, Subpart C and must include the requirement to comply
with 49 CFR 29, Subpart C in any lower tier covered transaction it enters into.
By signing and submitting its bid or proposal, the bidder or proposer certifies as follows:
The certification in this clause is a material representation of fact relied upon by Greater Roanoke Transit
Company. If it is later determined that the bidder or proposer knowingly rendered an erroneous certification, in
addition to remedies available to Greater Roanoke Transit Company, the Federal Government may pursue
available remedies, including but not limited to suspension and/or debarment. The bidder or proposer agrees
to comply with the requirements of 49 CFR 29, Subpart C while this offer is valid and throughout the period of
any contract that may arise from this offer. The bidder or proposer further agrees to include a provision
requiring such compliance in its lower tier covered transactions.
Buy America
The contractor agrees to comply with 49 U.S.C. 53230) and 49 C.F.R. Part 661, which provide that Federal
funds may not be obligated unless steel, iron, and manufactured products used in FTA-funded projects are
produced in the United States, unless a waiver has been granted by FT A or the product is subject to a general
waiver. General waivers are listed in 49 C.F.R 661.7.
A bidder or offeror must submit to the GRTC the appropriate Buy America certification (Bid Attachment F-
Steel or Manufactured Products) with any bids on FTA-funded contracts, except those subject to a general
waiver. Bids or offers that are not accompanied by a completed Buy America certification must be rejected as
nonresponsive. This requirement does not apply to lower tier subcontractors.
Resolution of Disputes, Breaches, or Other Litigation
Disputes - Disputes arising in the performance of this Contract which are not resolved by agreement of the
parties shall be decided in writing by the authorized representative of (Recipient)'s [title of employee]. This
decision shall be final and conclusive unless within [ten (10)) days from the date of receipt of its copy, the
Contractor mails or otherwise furnishes a written appeal to the [title of employee]. In connection with any such
appeal, the Contractor shall be afforded an opportunity to be heard and to offer evidence in support of its
5
position. The decision of the [title of employee] shall be binding upon the Contractor and the Contractor shall
abide be the decision.
Performance During Dispute - Unless otherwise directed by (Recipient), Contractor shall continue performance
under this Contract while matters in dispute are being resolved.
Claims for Damages - Should either party to the Contract suffer injury or damage to person or property
because of any act or omission of the party or of any of his employees, agents or others for whose acts he is
legally liable, a claim for damages there for shall be made in writing to such other party within a reasonable
time after the first observance of such injury of damage.
Remedies - Unless this contract provides otherwise, all claims, counterclaims, disputes and other matters in
question between the (Recipient) and the Contractor arising out of or relating to this agreement or its breach
will be decided by arbitration if the parties mutually agree, or in a court of competent jurisdiction within the State
in which the (Recipient) is located.
Rights and Remedies - The duties and obligations imposed by the Contract Documents and the rights and
remedies available there under shall be in addition to and not a limitation of any duties, obligations, rights and
remedies otherwise imposed or available by law. No action or failure to act by the (Recipient), (Architect) or
Contractor shall constitute a waiver of any right or duty afforded any of them under the Contract, nor shall any
such action or failure to act constitute an approval of or acquiescence in any breach there under, except as
may be specifically agreed in writing.
Lobbying
Contractors who apply or bid for an award of $100,000 or more shall file the certification required by 49 CFR
part 20, "New Restrictions on Lobbying," included herein as Bid Attachment 1.3. Each tier certifies to the tier
above that it will not and has not used Federal appropriated funds to pay any person or organization for
influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal
contract, grant or any other award covered by 31 U.S.C. 1352. Each tier shall also disclose the name of any
registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non-
Federal funds with respect to that Federal contract, grant or award covered by 31 U.S.C. 1352. Such
disclosures are forwarded from tier to tier up to the GRTC.
Clean Air
(1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant
to the Clean Air Act, as amended, 42 U.S.C. ~~ 7401 et~. The Contractor agrees to report each
violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each
violation as required to assure notification to FTA and the appropriate EPA Regional Office.
(2) The Contractor also agrees to include these requirements in each subcontract exceeding $100,000
financed in whole or in part with Federal assistance provided by FTA
Clean Water
(1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant
to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et~. The Contractor
agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will,
in turn, report each violation as required to assure notification to FTA and the appropriate EPA
Regional Office.
(2) The Contractor also agrees to include these requirements in each subcontract exceeding $100,000
financed in whole or in part with Federal assistance provided by FTA
6
Energy Conservation
The contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation
Act
Recycled Products
The contractor agrees to comply with all the requirements of Section 6002 of the Resource Conservation and
Recovery Act (RCRA), as amended (42 U.S.C. 6962), including but not limited to the regulatory provisions of
40 CFR Part 247, and Executive Order 12873, as they apply to the procurement of the items designated in
Subpart B of 40 CFR Part 247.
Access Requirements for Persons with Disabilities (ADA)
The Contractor agrees to comply with the requirements of 49 U.S.C ~ 53Q1 (d) whictl express the Federal
policy that the elderly and persons with disabilities have the same right as other persons to use mass
transportation service and facilities, and those special efforts shall be made in planning and designing those
services and facilities to implement those policies. The Contractor also agrees to comply with all applicable
requirements of section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. ~ 794, which prohibits
discrimination on the basis of handicaps, and with the Americans with Disabilities Act of 1990 (ADA), as
amended, 42 U.S.C. ~~ 12101 et seq., which requires the provision of accessible facilities and services, and
with the following Federal regulations, including and amendments thereto:
U.S. DOT regulations, "Transportation Services for Individuals with Disabilities (ADA), "49 C.FR Part
37;
U.S. DOT regulations, "Nondiscrimination on the Basis of Handicap in Programs and Activities
Receiving of Benefiting from Federal Financial Assistance, "49 C.FR Part 27;
1) Joint U.S. Architectural and Transportation Barriers Compliance Board! U.S. DOT
regulations, "Americans With Disabilities (ADA) Accessibility Specifications for
Transportation Vehicles,"36 C.FR Part 1192 and 49 C.FR Part 38;
2) U.S. DOJ regulations, "Nondiscrimination on the Basis of Disability in State and Local
Government Services, "28 C.FR Part 35;
3) U.S. DOJ regulations, "Nondiscrimination on the Basis of Disability by Public
Accommodations and in Commercial Facilities, '28 C.FR Part 36;
4) U.S. GSA regulations, "Accommodations for the Physically Handicapped, "41 C.FR
Subpart 101-19:
5) U.S. Equal Employment Opportunity Commission, "Regulations to Implemented the
Equal Employment Provisions of the Americans with Disabilities Act, "29 C.F.R Part
1630;
6) U.S. Federal Communications Commission regulations, "Telecommunications Relay
Services and Related Customer Premises Equipment for the Hearing and Speech
Disabled, "47 C.F.R. Part 64, Subpart F; and
7) FTA regulations, "Transportation for Elderly and Handicapped Persons, "49 C.FR
Part 609; and
8) Any implementing requirements FTA may issue.
7
8
DRAFT - 10/18/10
EXHIBIT 3
TO AGREEMENT DATED
BETWEEN GREATER ROANOKE TRANSIT COMPANY
AND DOWNTOWN CAR COMPANY, L.l.C.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBiliTY MATTERS
FOR EXPANSION FACiliTY
This contract is a covered transaction for purposes of 49 CFR Part 29. As such, the contractor is required to
verify that none of the contractor, its principals, as defined at 49 CFR 29.995, or affiliates, as defined at 49 CFR
29.905, are excluded or disqualified as defined at 49 CFR 29.940 and 29.945.
The contractor is required to comply with 49 CFR 29, Subpart C and must include the requirement to comply
with 49 CFR 29, Subpart C in any lower tier covered transaction it enters into. By signing and submitting its bid
or proposal, the bidder or proposer certifies as follows:
The certification in this clause is a material representation of fact relied upon by the Greater Roanoke Transit
Company. If it is later determined that the bidder or proposer knowingly rendered an erroneous certification, in
addition to remedies available to the Greater Roanoke Transit Company, the Federal Government may pursue
available remedies, including but not limited to suspension and/or debarment The bidder or proposer agrees to
comply with the requirements of 49 CFR 29, Subpart C while this offer is valid and throughout the period of any
contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring
such compliance in its lower tier covered transactions.
The prospective participant certifies to the best of its knowledge and belief that it and the principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any Federal department or agency;
(b) Have not within a three year period preceding this proposal been convicted of or had a civil judgment
rendered against them or commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a
public transaction: violation of Federal or State antitrust statute or commission of embezzlement, theft,
forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen
property:
(c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal,
State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this
certification; and
(d) Have not within a three-year period preceding this application/proposal had one or more public
transactions (Federal, State, or local) terminated for cause or default
I understand that a false statement on this certification may be grounds for rejection of this proposal or
termination of the award. In addition, under 18 USC Sec. 1001, a false statement may result in a fine of up to
$10,000 or imprisonment for up to 5 years, or both.
Typed Name & Title of Authorized Representative
Signature of Authorized Representative Date
o I am unable to certify to the above statements. My explanation is attached.
Page 1 of 1
DRAFT - 10-18-10
EXHIBIT 4
TO AGREEMENT DATED
BETWEEN GREATER ROANOKE TRANSIT COMPANY
AND DOWNTOWN CAR COMPANY, L.L.C.
CERTIFICATION REGARDING LOBBYING PURSUANT TO 49 CFR PART 20
FOR EXPANSION FACILITY
The undersigned [Contractor] certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to
any person for influencing or attempting to influence an officer or employee of an agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the making of any Federal grant, the making of
any Federal loan, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for
making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer
or employee of Congress, or an employee of a Member of Congress in connection with this Federal
contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard
Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by
"Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg. 1413 (1/19/96). Note:
Language in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying
Disclosure Act of 1995 (P.L. 104-65, to be codified at 2 U.S.C. 1601, et seq.)]
(3) The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants,
loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was
made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by 31, U.S.C. ~ 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person
who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more
than $100,000 for each such failure. [Note: Pursuant to 31 U.S.C. ~ 1352(c)(1)-(2)(A), any person who makes
a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a
civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.]
The Contractor, , certifies or affirms the truthfulness and accuracy of each statement of
its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of
31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.
Signature of Contractor's Authorized Official
Name and Title of Contractor's Authorized Official
Date
Page 1 of 1
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Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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 of Directors Meeting Schedule for Remainder of Fiscal Year 2011
Backoround
As recorded in the minutes of the July 19, 2010, meeting of the Greater Roanoke Transit
Company (GRTC) Board of Directors, the Board President proposed that the GRTC Board
consider meeting monthly on the third Monday of August, September, and October, 2010, at
1 :00 p.m. in the Emergency Operations Center (EOC) Conference Room. Director Jamison
moved that the Board concur in the President's proposal to meet monthly on the third
Monday at 1 :00 p.m., in the EOC Conference Room as follows: August 16, September 20,
and October 18, and discuss a meeting schedule for the remainder of the appointment year
during the October 18 meeting. The motion was seconded by Director Hall and adopted.
Recommendation for Discussion and Approval
Pursuant to the minutes of the GRTC Board of Directors' July 19, 2010, meeting, the
following meeting schedule is recommended by GRTC Staff for the Board's discussion,
modification, and approval. Except for the Tuesday, January 18, 2011, meeting, all meetings
are set for 1 :00 p.m. on the date indicated in the EOC Conference Room, located on the First
Floor of the Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia.
For the Tuesday, January 18, 2011, meeting, GRTC staff is recommending a formal meeting
and orientation workshop between 9:00 a.m. and 12:00 Noon at the GRTC's Administrative
Office, located at 1108 Campbell Avenue, S.E., Roanoke, Virginia.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
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Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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:
Revision of GRTC Daily One Way Proposed Revised Student Fare-For
Board Discussion
Backaround
In its June 21, 2010 meeting, the Greater Roanoke Transit Company (GRTC) Board of
Directors approved a $0.75 student fare per one way trip for Roanoke City Public School
(RCPS) students, grades 6 through 12, replacing the free fare policy instituted in June 2007.
The $0.75 student fare requiring an accompanying student identification card went into effect
July 1, 2010. The fare is half the established GRTC base fare of $1.50 per one way trip.
There is no monthly or weekly pass for the $0.75 student fare.
In its September 20, 2010 meeting the Board was advised of Roanoke Catholic School's
(RCS) interest in the opportunity to avail themselves of the same fare and that their
participation would have a neutral impact on GRTC's fare box revenues. RCS felt that GRTC
stood to gain from RCS' participation. The Board was further advised that staff would survey
other private schools within Valley Metro's service area to gauge the level of current use, the
potential new riders given the prospect of a reduced student fare of $0.75, and the impact on
GRTC's fare box revenues.
Of the three private schools within Valley Metro's service area, Community High School
(CHS), Parkway Christian Academy (PCA), and the Home Education Association of Virginia
(based in Richmond), only the first two responded. Neither the CHS nor PCA have students
who currently use Valley Metro's service. CHS anticipates that approximately 12 students
would use the service daily, if the fare were $0.75; PCA anticipates three per day.
RCS has approximately 20 students currently using Valley Metro's service paying the $1.50
full fare; they anticipate that an additional 20 students would frequent the service if the fare
were $0.75, equating to a neutral impact on GRTC's revenues; fifteen students from the
Community School and the Academy combined will start using the service if the fare is $0.75
per one way trip.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032.. Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
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Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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: Bus Shelter Update-Sears and Wal-Mart at Valley View Mall
Backoround
The Greater Roanoke Transit Company (GRTC) has a contract with Woodard-West-Parks,
Ltd. (Contractor) to install bus stop shelters, including site preparation and the construction of
concrete base pads to support the shelter. For installing a large shelter (14' x 9'6" x 4'9")
requiring removal of existing material and installing a concrete base pad on asphalt, the cost
is $4,950 per shelter; a concrete base pad on soil the cost is $3,945 per shelter. Under the
contract with the shelter manufacturer, E.F. Couvrette Company, Inc., GRTC pays $9,450 for
a large shelter.
The Contractor has advised GRTC that two sites, the Wal-Mart store at Valley View Mall and
th~ site near the Belk's/Sears entrance at the Mall, will require design work, excavation, and
other site preparations, and more cubic feet of concrete and other materials than was
anticipated in the bid quote for the contract to install a single shelter. For the Belk's/Sears
entrance site to the Mall, GRTC has a License Agreement, executed in November 2008 with
Valley View Mall, LLC, allowing GRTC to construct and maintain a bus stop shelter. GRTC
does not have any agreement with the owners of the Wal-Mart site to allow the construction
of a bus stop shelter at that site.
The anticipated total cost for a bus stop shelter at the Wal-Mart site was $26,790, consisting
of the price of two base pads on soil at $3,945 each and two large shelters at $9,450 each.
The anticipated total cost for the site near the Belk's/Sears Mall entrance was $14,400,
consisting of the price of one large shelter and one concrete base pad, $9,450 and $4,950,
respectively.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:S40.982.2703 · www.valleymetro.com
. David A. Bowers, President, and Members of the Board of Directors
· October 18, 2010
Page 2
The Contractor's price for the Wal-Mart site is now $54,875, plus the cost of two large
shelters for a total cost of $73,775. The net change order increase in cost for this work will be
an additional $46,985, a 175% increase. The price for the site near the Belk's/Sears entrance
to the Mall is now $12,375, plus the cost of one large shelter, for a total cost of $21,825. The
net change order increase in cost for this work will be an additional $7,425, a 51.5% increase.
GRTC has adequate funding in its current approved grants to cover the net increase in
change order costs for both sites.
Next Steps
GRTC staff recommends that the following steps be taken before executing any change
orders for the Wal-Mart store site at Valley View Mall and the site near the Belk's/Sears
entrance to the Mall, and the following tasks and issues be addressed. Once all matters have
been resolved GRTC staff will advise the Board of the same with a recommendation on how
to proceed.
Issues to be Considered
1. Ascertain right of way ownership of the Wal-Mart site. Determine such owners'
long term plans and commitment to maintain a Wal-Mart retail store at the
location. Attempt to negotiate a license agreement with the owners that is
acceptable to GRTC for the right to occupy and construct a bus shelter on the
site;
2. Develop design and construction plans for review and approval by the Wal-Mart
site owners;
3. Obtain approval from Valley View Mall, LLC for the revised design and
construction plans for the site near the Belk's/Sears entrance to the Mall. Also,
attempt to revise the License Agreement to modify the current cancellation
provisions;
4. Confirm that construction permits can be obtained from the proper authorities
for both sites;
5. In the event GRTC may have to vacate either or both sites at its expense and
due to the unusual magnitude of the design and construction requirements of
both sites, ascertain the estimated cost to restore the sites to their original
condition.
6. Given the substantial net increase in the change order costs of 175% for the
Wal-Mart site and 51.5% for the site near the Belk's/Sears entrance to the Mall,
determine if the current Contractor can perform the work on each site or does
each site have to be rebid as two jobs separate and apart from the other sites
addressed in the current contract with Waadard-West-Parks.
..
Oavid A. Bowers, President, and Members of the Board of Directors
October 18, 2010
Page 3
itted,
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
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Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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:
Amend June 18,2001, Authorization to Negotiate and Execute Contracts,
Leases, and Other Documents
Backaround
On June 18, 2001, the Greater Roanoke Transit Company (GRTC) approved a Resolution,
effective July 1, 2001, authorizing GRTC's President, Vice President of Operations, 'and the
General Manager to negotiate and execute contracts, leases, and other documents that will
bind GRTC in an amount not to exceed $300,000, provided such documents are signed by at
least two of the three aforementioned officials; that a summary of planned actions germane to
the document(s) be submitted to the GRTC Board of Directors for their review and
consideration five (5) business days prior to executing the documents; and that all such
documents are to be approved as to form by GRTC's General Counsel. The Resolution may
be amended, modified, canceled, or rescinded at any time by the Board.
The Resolution's supporting rationale detailed in the General Manager's June 18, 2001,
report to the Board points out the need "to conduct everyday business will from time to time
require that certain contracts, lease agreements and other necessary documents be
executed and binding on behalf of GRTC." Due to the American Recovery and Reinvestment
Act of 2009 (ARRA) and other grant requirements, GRTC's everyday business requiring
binding documents has accelerated over the last fiscal year.
Recommended Action
GRTC staff recommends an amendment to the current Authorization Resolution for the
Board's consideration and action, at a future Board meeting, as set forth below.
As a means to reduce the volume and burden of reviewing summaries of planned contractual
transactions with dollar amounts of $300,000 or less and to aid in expediting the
implementation of projects associated with the contractual transactions, amend the current
Greater Roanake Transit Company
PO Box ~3247 · Roanoke,-Virginia24032 · Phone: S40.982.0305 · Fax:S40.982.2703 · www.valleymetro.com
'.
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David A. Bowers, President, and Members of the Board of Directors
October 18, 2010
Page 2
policy to expressly exclude all operating expenses, regardless of amount, that are approved
as part of GRTC's annual budget, that the levels of authorization described below be required
for capital projects only; and provide that operating expenses not included in GRTC's
previously approved annual budget, regardless of amount, will be subject to GRTC Board
notification and/or expressed approval.
GRTC staff recommends that the Vice President of Operations and the General Manager
each be authorized to individually negotiate, award, and execute contracts, leases, and other
documents (hereafter documents) that will bind GRTC, in an amount up to and including
$50,000, without having to submit a summary of planned actions germane to the document(s)
to the GRTC Board for their review and consideration five (5) business days prior to
executing the documents.
GRTC staff recommends that GRTC's President, Vice President of Operations, and the
General Manager be authorized to negotiate, award, and execute documents that will bind
GRTC in an amount greater than $50,000 up to and including $100,000, without having to
submit a summary of planned actions germane to the document(s) to the GRTC Board for
their review and consideration five (5) business days prior to executing the documents,
provided such documents are signed by at least two of the three aforementioned officers.
GRTC staff recommends that GRTC's President, Vice President of Operations, and the
General Manager be authorized to negotiate and execute documents that will bind GRTC in
an amount greater than $100,000 and up to and including $300,000, provided that a
summary of planned actions germane to the documents is submitted to the GRTC Board for
their review and consideration five (5) business days prior to executing the documents and
such documents are signed by at least two of the three aforementioned officials;
Documents involving amounts greater than $300,000 will be submitted to the GRTC Board
for direct action by the Board.
As a prerequisite to purchasing or leasing real estate, goods, and services, regardless of
dollar value, resulting in the documents described herein, GRTC staff will comply with
GRTC's procurement policies and all federal, state, and local, regulations and laws
governing said policies. Further, all such documents regardless of dollar value will be subject
to approval as to form by GRTC's General Counsel.
If the Board agrees with the above recommendations, GRTC staff will prepare a revised
Resolution for the Board's consideration at a future meeting, or staff will proceed as the
Board may otherwise direct.
.. .
David A. Bowers, President, and Members of the Board of Directors
October 18, 2010
Page 3
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
R:??D:
Carl L. Palmer
General Manager
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Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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: Free Ride Try Transit Promotion
Backaround
In an ongoing effort to increase Valley Metro ridership, the Greater Roanoke Transit
Company (GRTC) staff proposes to offer free rides all day on November 26,2010, the Friday
following Thanksgiving. This being one of, if not, the biggest shopping and recreational days
of the year, it will afford Valley Metro's service community an opportunity to "Try Transit" for
the first time, with the hope convincing some that Valley Metro is a viable transportation
alternative.
The loss revenue impact on GRTC will be approximately $3,800 for the day, a modest
investment in the potential of generating new riders for our future.
Recommendation
Recommend motion to approve,
itted,
Carl L. Palmer
General Manager
c.
Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipat-Auditor
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
October 18, 2010
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
Vice President of Operations and/or the GRTC General Manager to execute an
agreement for purchase and sale of real property; and authorizing the GRTC Vice
President of Operations and/or the GRTC General Manager to execute such further
documents and take such further actions as may be necessary to accomplish the
purchase of such property.
The abovereferenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Monday, October 18,
2010.
Sincerely,
~~ /d;. tnoUvV
Stephanie M. Moon ~
Secretary
Enclosure
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
L\CLERK\DA T A \CKSMl \GR TC.1 O\August 19, 2010 correspondence.doc
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BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION AUTHORIZING THE GREATER ROANOKE
TRANSIT COMPANY (GRTC) VICE PRESIDENT OF OPERATIONS
AND/OR THE GRTC GENERAL MANAGER TO EXECUTE AN
AGREEMENT FOR PURCHASE AND SALE OF REAL PROPERTY;
\
AND AUTHORIZING THE GRTC VICE PRESIDENT OF
"
OPERATIONS AND/OR THE GRTC GENERAL MANAGER TO
EXECUTE SUCH FURTHER DOCUMENTS AND TAKE SUCH
FURTHER ACTIONS AS MAY BE NECESSARY TO ACCOMPLISH
THE PURCHASE OF SUCH PROPERTY.
WHEREAS, the GRTC General Manager has advised the Board of a need to expand
GRTC's current administrative and maintenance facility located at 1108 Campbell Avenue, S.E.,
Roanoke, Virginia;
WHEREAS, GRTC staff has negotiated an Agreement for Pur~hase and Sale of Real
Property for the acquisition from Downtown Car Company, L.L.C., of nine small parcels which
are located across the street from GRTC's current administrative and maintenance facility for a
purchase price of$116,500.00, subject to the Board's approval; and
WHEREAS, GRTC staff recommends that the Board approve the Agreement referred to
above so that GRTC will be able to design and construct an auxiliary maintenance facility across
the street, all as further set forth in the General Manager's report dated October 18, 2010, to this
Board.
THEREFORE, BE IT RESOLVED by the Board of Directors of GRTC as follows:
1. The Board hereby authorizes the GRTC Vice President of Operations and/or the
GRTC General Manager to execute an Agreement for Purchase and Sale of Real Property with
Downtown Car Company, L.L.c., that is substantially similar to the one attached to the General
1
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Manager's report dated October 18, 2010, to this Board, and in a form approved by GRTC's
General Counsel.
2. The Board further authorizes the GRTC Vice President of Operations and/or the
GRTC General Manager to execute such further documents and take such further actions as may
be necessary to accomplish the purchase of the property referred to above, including the
execution of any other documents needed to complete the purchase of the property, with the form
of any such documents to be approved by GRTC's General Counsel.
3. The GRTC Vice President of Operations and/or GRTC General Manager are each
authorized to implement, administer, and enforce the above mentioned Agreement and any
subsequent documents related to the purchase of the above mentioned property.
ATTEST:
Date:C9dG~/~. MIl)
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Greater Roanoke Transit Company
Board of Directors Meeting
October 18, 2010
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: Facility Expansion-Property Purchase From Downtown Car Company, L.L.C.
Backaround
Greater Roanoke Transit Company's (GRTC) current administrative and maintenance facility
was built to accommodate parking and maintaining thirty.eight (38) buses. Currently, the
facility accommodates parking and maintenance for fifty-eight (58) vehicles, including
GRTC's four (4) Star Line Trolleys, five (5) Smart Way buses, and eleven (11) service
vehicles..
In order to maintain and improve a safe maintenance environment, GRTC is planning to
design and construct an auxiliary maintenance facility. Toward that end, GRTC has
negotiated the purchase of nine (9) contiguous parcels of real estate equating to seven tenths
(.7) of an acre, located on Campbell Avenue, S.E., between 11th and 12th Streets, directly
across the street from GRTC's current administrative and maintenance facility.
In accordance with Federal Transit Administration (FT A) regulations, a Phase I
Environmental Site Assessment (ESA) was completed in April 2008. Subsequent to its
completion, FTA granted GRTC a categorical exclusion on the property in February 2009,
requiring no remediation. Also, in compliance with FTA regulations, the property was
appraised at $67,000 in March 2009.
An update of the appraisal was completed on August 12, 2010; the prior appraised value of
$67,000 was upheld. An update of the ESA has been requestec;i from the consultant who
conducted the original assessment, F&R Environmental Consultants. The ESA update is
expected to be completed by October 29, 2010. 'In preparation for transfer of title, a survey
has been ordered. The property will be surveyed as a single parcel. The survey is expected
to be completed by October 29, 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, Presidem, and Members ofthe'lBoiJrd of Directors
October 18,2010
Page 2
.,;..
GRTC has offered $116,500 for the property,.sulbjed 1D1!I1e Board's approval. The property
owner, Downtown Car Company, LLC., is -agreeable'to the offer. A Purchase Agreement
drafted by GRTC's attorney has been reviewed and approved by the owner. The agreed on
price is based on the following:
a. Five other properties in the vicinity of the subject property were evaluated and either
because of asking price, relocation costs, and/or inadequate size for GRTC's purposes
they were eliminated from consideration;
b. GRTC's initial offer for the subject property was for the appraised value of $67,000; the
owner made a counter offer of $150,000; GRTC countered with $117,000; the parties
then agreed on $120,000, subject to FTA and GRTC Board approval;
c. FT A's review and approval is predicated on the purchase price being no more than
$50,000 above the appraised value. In order to expedite the purchasing approval
process, the owner agreed to the final agreed on purchase price of $116,500, subject
to GRTC Board approval. '
d. Note: while the agreed on purchase price is below FTA's threshold for review and
approval, FTA will still participate in the funding of the purchase.
FT A and the Department of Rail and Public Transportation (DRPT) grants will cover 80% and
20%, respectively, of the purchase price; no local funds will be required for the purchase
price. The cost of the survey, $ 625.00, will also be covered by FTA and DRPT. However,
the cost of the ESA update, $1,900, will be the responsibility of GRTC. GRTC has funds
available to cover the cost of the ESA update.
A copy of a draft of the proposed Agreement for Purchase and Sale of Real Property
between GRTC and Downtown Car Company, L.L.C., is attached to this report for the
Board's review. Some of the more pertinent contract obligations are outlined below:
a. The purchase price for the nine lots is $116,500.00;
b. The Seller (Downtown Car Company, L.L.C.) must transfer the property to GRTC free
~nd clear of any and all mortgages, liens, leases, and any other encumbrances;
c. The Seller currently has a deed of trust with a bank securing a note that covers the
nine lots in question along with other property that the Seller owns. The Agreement
specifically requires that the Seller satisfy the above obligation to the bank in full or
otherwise obtain a release of the nine lots being purchased by GRTC from such deed
of trust prior to settlement so that the property can be transferred to GRTC free of the
deed of trust;
d. The Seller will obtain a completed appraisal of the Seller's additional properties at the
Seller's expense in an effort to have the bank release the deed of trust on the property
Davud] A;'~rs, President, and Members of the Board of Directors
October 18,2010
Page 3
,~;~,
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GR"irC~lIbe purchasins. 1f1tlis cannot be done, GRTC, as Purct1aser, may terminate ,--.'
the Agveement withOOlt cmy further obligation to the Seller
e. GRTC will obtain a survey of the property in question since a survey is required by the
FT A, but it will be surveyed as one parcel instead of nine so that the various parcels
can be later consolidated into one parcel and one tax number.
Recommend Action
Authorize the GRTC Vice President of Operations and/or the GRTC General Manager to
execute an Agreement for Purchase and Sale of Real Prope~y that is substantially similar to
the one attached to this report to the Board, in a form approved by GRTC's General Counsel.
Authorize the GRTC Vice President of Operations and/or the GRTC General Manager to
execute such further documents and take such further actions as may be necessary to
accomplish the above matter, including the execution of any other documents needed to
complete the purchase of the property described above, with the form of any such documents
to be approved as to form by GRTC's General Counsel.
itted,
UAI
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
Attachment
DRAFT - 10/18/10
AGREEMENT FOR PURCHASE AND SALE OF REAL PROPERTY
This Agreement for Purchase and Sale of Real Property ("Agreement" or "Contract") is
made this day of , 2010, by and between DOWNTOWN CAR
COMPANY, L.L.C., a Virginia limited liability company ("Seller" or "Contractor") and
GREATER ROANOKE TRANSIT COMPANY ("Purchaser"),
WITNESSETH:
WHEREAS, Seller is the owner in fee simple of certain real property and improvements
thereon located in the City of Roanoke, Virginia, described on the attached Exhibit 1
(the "Property"); and
WHEREAS, Seller is desirous of selling the Property and Purchaser is desirous of
purchasing the Property to be used by Purchaser in the expansion of Purchaser's
business operations.
NOW, THEREFORE, FOR AND IN CONSIDERATION of the amount of ONE
HUNDRED SIXTEEN THOUSAND FIVE HUNDRED AND NO DOLLARS ($116,500.00)
to be paid by Purchaser to Seller, and the mutual promises hereafter set forth and other
good and valuable consideration, the sufficiency of which is hereby acknowledged, the
parties hereto, intending to be fully and legally bound, hereby agree as follows:
SECTION 1. DEFINITIONS.
As used in this Agreement unless the context otherwise requires or it is otherwise
herein expressly provided, the following terms shall have the following meanings:
A. "Property" shall mean the parcels of land designated as Roanoke City Tax Map
Nos. 4110601, 4110602, 4110603, 4110604, 4110605, 4110608, 4110609,
4110610 and 4110611, as the same is further described in Exhibit 1, ("Property")
which is attached hereto and incorporated herein.
B. "Purchaser" shall mean the Greater Roanoke Transit Company ("GRTC"), whose
address is 1108 Campbell Avenue, S.E., Roanoke, Virginia, 24013.
C. "Purchase Price" shall mean $116,500.00.
D. "Seller" shall mean the Downtown Car Company, L.L.C., whose address is 2875
Summit Ridge Road, Roanoke, VA 24012.
E. "Settlement" and/or "Closin~t shall mean the consummation of the sale and
purchase provided for in this Agreement to occur as provided in Section 1 0
hereof.
1
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Sm:IrION 2. PURCHASEamm SALE.
The 'Seller agrees to selin convey to the Purchaser and the Purchaser agrees to
purchase from the Seller the Property upon the terms set forth hereinafter.
SECTION 3. PURCHASE PRICE AND PAYMENT.
The Purchaser shall pay One Hundred Sixteen Thousand Five Hundred and 00/100
Dollars ($116,500.00) in cash at Settlement, in addition to other closing costs
attributable to Purchaser. The Purchaser acknowledges that such proceeds shall come
from the following state and federal grants:
A. Federal Transit Administration (FTA).
B. Virginia Department of Rail and Public Transportation (VDRPT).
Seller acknowledges and agrees that the purchase of the Property is subject to the
terms and conditions of the above grants and that Seller shall comply with the
applicable terms and conditions of such grants.
SECTION 4. DEFAUL TITERMINATION.
Purchaser shall have the right, until all contingencies set forth in Section 8 below have
been satisfied, or upon any default by Seller of any of the terms of this Agreement, to
notify Seller of Purchaser's election to terminate this Agreement and neither party shall
have any further rights against the other arising out of this Agreement. In the event this
Agreement is cancelled by Purchaser due to default of the Seller, the Seller shall pay to
Purchaser its costs incurred in connection with this Agreement, if any, between the date
this Agreement is signed by the parties and the date this Agreement is cancelled.
SECTION 5. REPRESENTATIONS AND WARRANTIES OF SELLER.
The Seller represents and warrants to the Purchaser as follows:
A. The title to the Property is now, and at Settlement shall be, marketable and good
of record and in fact, free and clear of all liens, encumbrances or leases, except
those (i) to be removed at or prior to Settlement; and (ii) agreed to prior to
Settlement by the parties in writing, which shall be permitted exceptions
("Permitted Exceptions"). Title shall be transferred to the Purchaser free of any
mortgages, or other liens of any type, covenants, conditions, and restrictions and
will be insurable at standard title insurance company rates by a title company
chosen by Purchaser. To the best of the knowledge of Seller, there are no title
conditions adversely affecting title and its insurability. The Property is also sold
"subject to" such state of facts as an accurate survey of the Property would
disclose. However, Purchaser reserves the right to obtain, at Purchaser's
expense, a survey of the Property, and Seller agrees to cooperate with any such
request.
2
B. ':,{\;The Seller is the fee simple ownetof the Property and has all ne~ry-aL.rttJQritY _
to sell the Property. There are no other contradsfoT sale or options involving the
Property. There are no leases or other property interests of any type affecting the ..
Property except for the Deed of Trust referred to in Section 8 (C). There are no~':
eminent domain or condemnation proceedings pending against the Property, and
Seller has no knowledge of such proceedings or of any intentions or plans
definite or tentative that such proceedings might be instituted. There are no
actions or suits in law or equity or proceedings by any governmental agency now
or pending or, to the knowledge of Seller, threatened against Seller in connection
with the Property. There is no outstanding order, writ, injunction or decree of any
court or governmental agency affecting the Property.
C. In the event any of the representations, warranties, additional undertakings of
Seller in this Agreement and/or other responsibilities of the Seller, as set forth in
this Agreement, are not accurate and cannot be or are not ratified or fulfilled prior
to Settlement, then the Purchaser shall have the right at its sole option, to take
any or none of the following actions: (i) waive the inaccurate, unratified or
unfulfilled representation, warranty, additional undertakings and/or responsibility
of Seller, and proceed with Settlement hereunder, provided, however, that such
waiver shall be in writing, or (ii) terminate this Agreement, whereupon all rights
and responsibilities hereunder shall be null and void, and neither party shall have
any further obligation hereunder except as otherwise set forth in this Agreement.
In the event Purchaser terminates this Agreement due to any condition not being
satisfied by Seller, Purchaser shall not owe Seller any costs Seller may have
incurred in connection with this Agreement.
D. Under penalty of law, Seller is not a "foreign person" as contemplated in Section
1445 of the Internal Revenue Code, as amended. Seller agrees to execute at
Settlement an affidavit in the form required by the Internal Revenue Service to
exempt Purchaser from any withholding requirements under Section 1445.
E. Seller acknowledges that the only encumbrance affecting title to the Property that
currently exists is the Deed of Trust described below. Seller acknowledges and
agrees that it will not encumber the Property with any additional liens until
Settlement or this Agreement is terminated.
SECTION 6. REPRESENTATIONS AND WARRANTIES OF PURCHASER.
The Purchaser represents and warrants to Seller that the Purchaser has the financial
ability to purchase the Property.
SECTION 7. ADDITIONAL UNDERTAKINGS OF THE PARTIES.
A. The Seller shall give to the Purchaser and its designated agents and
representatives full access and right of entry to the Property during normal
business hours, and during the Study Period as defined below, including the
right, at the Purchaser's own risk, cost and expense, to cause its agents or
representatives to enter upon the Property for the purpose of making surveys or
soil boring, engineering, water, sanitary and storm sewer, utilities, topographic
3
and other similar tests, investigations or studies and to perform such other
studies as the Purchaser may desire, provided that the Purchaser, at its
expense, restores the Property to its prior condition to the extent of any changes
made by its agents or representatives in the event it does not purchase the
Property. The Seller shall furnish to the Purchaser during such periods all
information concerning the Property, which the Purchaser may reasonably
request and which is known to or available to the Seller or in the possession of
Seller.
B. At Settlement, the Seller agrees to execute, acknowledge and deliver to the
Purchaser a General Warranty Deed with English covenants of title ("Deed"), in
proper form for recording, conveying the Property to the Purchaser free and clear
of all conditions, restrictions, liens, encumbrances, or agreements except for only
the Permitted Exceptions under Section 5 (A)(ii).
C. The Seller agrees to give possession and occupancy of the Property on the date
of Settlement, free and clear of any and all mortgages, liens, leases, and any
other encumbrances.
D. Seller agrees to deliver the following to the Purchaser at or before Settlement:
1. The fully executed Deed.
2. Any other documents reasonably required by the title insurance company
or Purchaser, including but not limited to, a settlement statement and an
owner's affidavit.
SECTION 8. CONDITIONS PRECEDENT (CONTINGENCIES) TO THE
OBLIGATIONS OF PURCHASER TO SETTLE.
Notwithstanding anything else in this Agreement, the obligations of the Purchaser to
purchase and settle upon the Property pursuant to the provisions of this Agreement
shall be subject to all of the following, which shall be conditions precedent:
A. The representations and warranties of the Seller set forth in this Agreement shall
be true and correct on and as of the Settlement as though such representations
and warranties were made on and as of such date.
B. Purchaser shall have forty five (45) days from the date of this Agreement ("Studv
Period") to complete the studies and other items described in Section 7 and to
determine in Purchaser's sole discretion that the condition of the Property is
satisfactory for the intended use of Purchaser. In the event that the Purchaser is
not so satisfied for any reason whatsoever, at any time prior to the expiration of
the Study Period, and Purchaser has advised the Seller in writing of its intention
not to proceed to Settlement under the terms of this Agreement, then, in such
event, this Agreement shall automatically be deemed to be terminated.
4
C. (i) The parties acknowledge that as of the date of this Agreement, a Deed of
Trust dated December 15, 2005, granted by Seller to First Citizens Bank and
Trust Company ("Bank"), securing a Note in the original amount of $482,800.00,
including any accumulated interest, encumbers the Property, in addition to
certain other properties owned by Seller designated as Roanoke Tax Map No.
4110701, 4110711, 4110713, 4110801, 4110802, 4110803, 4111406, 4111407
and 4111408 ("Additional Properties"). It is explicitly agreed by the parties that
Purchaser's obligation to close on the Property is contingent upon Seller
satisfying the above obligation to the Bank in full, or otherwise obtaining a
release of the Property from the Bank from such deed of trust, prior to the
Settlement.
(ii) Seller represents that it will order and obtain a completed appraisal of the
Additional Properties at Seller's own expense within 30 days of the date this
Agreement. If the value of the Additional Properties, not including the value of
the Property, exceeds the amount that Seller owes Bank to payoff the Note,
Seller will use its best efforts to have the Bank release the Property from the
deed of trust.
(iii) In the event the Additional Properties appraise for less than the current
amount Seller owes Bank on the Note, the parties agree that the purchase price
will applied to the remaining balance on the_ Note. If application of the purchase
price to the balance on the Note leaves a remaining balance Seller owes on the
Note that is insufficient for the Bank to release the Property from the deed of
trust, the Purchaser may terminate this Agreement without any further obligation
owed to Seller.
D. Seller agrees that no personal property or belongings of Seller shall be left on or
located on the Property at Settlement. In the event any personal property of
Seller remains on the Property at Settlement, Purchaser, at its option, may
postpone Settlement until such personal property is removed, remove such
personal property and deduct the cost of such removal from the purchase price,
or terminate this Agreement, without owing Seller any further obligation.
E. Settlement is specifically conditioned on the GRTC Board of Directors approval
of this Agreement and the conveyance of the Property free and clear of all liens
and Deeds of Trust and the availability of funding to the Purchaser.
SECTION 9. FT A REQUIREMENTS. CONDITIONS. AND CERTIFICATIONS.
A. SELLER (WHO MAY ALSO BE REFERRED TO AS CONTRACTOR) IS
ADVISED AND AGREES THAT NOTWITHSTANDING ANYTHING ELSE IN
THIS AGREEMENT, THE FTA TERMS AND PROVISIONS SET FORTH IN
EXHIBIT 2, WHICH IS ATTACHED HERETO AND MADE A PART HEREOF,
APPLY TO THIS AGREEMENT. FURTHERMORE, THE TERMS AND
PROVISIONS THAT ARE DEEMED INCLUDED IN THIS AGREEMENT
INCLUDE ANY APPLICABLE STANDARD TERMS AND CONDITIONS
REQUIRED BY THE FTA, VDRPT, OTHER FEDERAL AGENCIES, STATE
AGENCIES, AND/OR LOCAL ENTITIES, WHETHER OR NOT EXPRESSLY
5
SET FORm IN THE AGREEMENT PROVISIONS. ALL CONTRACTUAL
PROVISIONS REQUIRED BY THE FT A, VDRPT, FEDERAL AGENCIES,
STATE AGENCIES, AND/OR LOCAL ENTITIES, INVOLVED IN THIS MATTER
ARE HEREBY INCORPORATED BY REFERENCE. ANYTHING TO THE
CONTRARY NOTWITHSTANDING, ALL FTA, VDRPT, FEDERAL, STATE,
AND LOCAL MANDATED TERMS SHALL BE DEEMED TO CONTROL IN THE
EVENT OF A CONFLICT WITH OTHER PROVISIONS CONTAINED IN THIS
AGREEMENT WITH THE ORDER OF PRECEDENCE BEING IN THAT ORDER
UNLESS OTHERWISE REQUIRED BY LAW. THE SELLER SHALL NOT
PERFORM ANY ACT, FAIL TO PERFORM ANY ACT, OR REFUSE TO
COMPLY WITH ANY REQUEST THAT WOULD CAUSE GRTC TO BE IN
VIOLATION OF ANY FEDERAL, STATE, AND/OR LOCAL TERMS AND
CONDITIONS THAT MAY BE REQUIRED FOR OR' APPLICABLE TO THIS
MATTER.
B. Certifications to be completed by Seller (Contractor)
The Seller (Contractor) is required to properly execute the Certifications listed below
and Seller hereby agrees to properly complete such Certifications:
i. Certification Regarding Debarment, Suspension, And Other Responsibility
Matters for Expansion Facility. (The form for this Certification is attached
as Exhibit 3 to this Agreement and made a part hereof.)
ii. Certification Regarding Lobbying Pursuant To 49 CFR Part 20 For
Expansion Facility. (The form for this Certification is attached as Exhibit 4
to this Agreement and made a part hereof.)
SECTION 10. SETTLEMENT.
The Settlement shall be held at the offices of the Roanoke City Attorney, located at
Room 464, Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke,
Virginia, 24011, on a date which is no later than thirty (30) days after the contingencies
contained in this Agreement are met or satisfied in their entirety, or at an earlier date at
the option of Purchaser. Time is of the essence in this Agreement.
SECTION 11. TENDER OF SETTLEMENT.
The delivery to the Seller by the Purchaser of the Purchase Price, and by Seller to the
Purchaser of the properly executed General Warranty Deed together with all other
documents and instruments required to be delivered by either party to the other by the
terms of this Agreement shall be deemed to be a good and sufficient tender of
performance of the terms hereof.
SECTION 12. SETTLEMENT OBLIGATIONS OF THE PARTIES.
The cost of title examination and recording taxes payable in connection with the
recording of the Deed shall be paid by Purchaser. Other settlement costs shall be
6
charged as is customary in Virginia. Each party shall pay fees'charged to them and as
agreed upon by them with their attorney. Utilities will be prorated as of Settlement.
SECTION 13. RISK OF LOSS AND CONDEMNATION.
Risk of loss shall be born by Seller prior to Settlement. However, in the event of any
damage to the Property prior to Settlement, the Purchaser shall have the option to
terminate this Agreement, postpone closing, or to close as required hereunder without
diminution in the Purchase Price and with the assignment from the Seller to the
Purchaser of all of Seller's interest in payments and/or rights, actions, and claims for
damages to the Property.
SECTION 14. GOVERNING LAW.
Notwithstanding the place where this Agreement may be executed by any of the parties
hereto, the parties expressly agree that all terms and provisions hereof shall only be
construed and enforced in accordance with the laws of the Commonwealth of Virginia
as now adopted or as may be hereafter amended only in a court of competent
jurisdiction located in the City of Roanoke, Virginia.
SECTION 15. SURVIVAL.
The representations, warranties, covenants, and agreements set forth in this Agreement
shall survive the Settlement under this Agreement and shall not be merged in the
execution and delivery of the Deed.
SECTION 16. ASSIGNMENT.
The parties agree that this Agreement may not be assigned by Seller without the prior
written approval of Purchaser.
SECTION 17. AUTHORITY TO SIGN.
The individuals that have signed this Agreement below represent that they have the
authority to enter into this Agreement on behalf of the entities they represent.
SECTION 18. ENTIRE AGREEMENT.
The Recitals, Exhibits and documents in or referred to in this Agreement are hereby
incorporated into this Agreement. No change or modification of this Agreement shall be
valid unless the same is in writing and signed by the parties hereto. No waiver of any of
the provisions of this Agreement or other agreements referred to herein shall be valid
unless in writing and signed by the party against whom it is sought to be enforced. This
Agreement contains the entire agreement between the parties relating to the purchase
and sale of the Property, and all prior negotiations between the parties are merged in
this Agreement, and there are no promises, agreements, conditions, undertakings,
warranties, or representations, oral or written, expressed or implied, between them
other than as herein set forth.
7
.::"...I'~~" .
~"':',.. .
,. ,~f_
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their authorized representatives this _ day of ,2010.
SELLER:
DOWNTOWN CAR COMPANY, L.L.C., a
Virginia limited liability company.
By
(SEAL)
Printed Name:
Title:
Commonwealth of Virginia
City/County of
Subscribed and sworn before me this _ day of , 2010, by
, the , of l
Downtown Car Company, L.L.C., a Virginia limited liability company, for and on behalf
of such company.
(Seal)
Notary Public
Registration No.
My Commission Expires:
8
PURCHASER:
GREATER ROANOKE TRANSIT
COMPANY
By (SEAL)
Printed Name:
Title:
Commonwealth of Virginia
City/County of
Subscribed and sworn before me this _ day of , 2010, by
, the of Greater Roa-noke Transit Company, for
and on behalf of such company.
(Seal)
Notary Public
Registration No.
My Commission Expires:
9
DRAFT - 10/18/10
EXHIBIT 1
TO AGREEMENT DATED
BETWEEN GREATER ROANOKE TRANSIT COMPANY
AND DOWNTOWN CAR COMPANY, L.L.C.
PROPERTY TO BE SOLD FROM SELLER TO PURCHASER
City of Roanoke Tax Map Nos. 4110601,4110602,4110603,4110604,4110605,
4110608,4110609,4110610 and 4110611
BEING Lots 1 through 10, inclusive, Block 12; all according to the Map of EAST SIDE
ADDITION, which map is recorded in Deed Book 209, page 211, in the Clerk's Office of
the Circuit Court of the City of Roanoke, Virginia, and bearing Official Tax Nos.
4110601,4110602,4110603,4110604,4110605, 4110608, 4110609, 41106010, and
41106011, respectively, (hereinafter referred to as the "Property); and
BEING part of the same property conveyed to the Seller from John P. Whittle, et als, by
deed dated April 10, 2003, of record in the Clerk's Office of the Circuit Court of the City
of Roanoke, Virginia, as Instrument No. 030007359, recorded on April 28, 2003.
DRAFT - 10/18/10
EXHIBIT 2
TO AGREEMENT DATED
BETWEEN GREATER ROANOKE TRANSIT COMPANY
AND DOWNTOWN CAR COMPANY, L.L.C.
Federal Required, Model Clauses and Certifications
for the Expansion Facility
No Obligation by the Federal Government.
(1) The Purchaser and Contractor acknowledge and agree that, notwithstanding any concurrence by the
Federal Government in or approval of the solicitation or award of the underlying contract, absent the
express written consent by the Federal Government, the Federal Government is not a party to this
contract and shall not be subject to any obligations or liabilities to the Purchaser, Contractor, or any
other party (whether or not a party to that contract) pertaining to any matter resulting from the
underlying contract
(2) The Contractor agrees to include the above clause in each subcontract financed in whole or in part
with Federal assistance provided by FTA. It is further agreed that the clause shall not be modified,
except to identify the subcontractor who will be subject to its provisions.
Program Fraud and False or Fraudulent Statements or Related Acts.
(1) The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as
amended, 31 U.S.C. ~ 3801 et~. and U.S. DOT regulations, "Program Fraud Civil Remedies," 49
C.F.R Part 31, apply to its actions pertaining to this Project Upon execution of the underlying
contract, the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made,
it makes, it may make, or causes to be made, pertaining to the underlying contract or the FTA assisted
project for which this contract work is being performed. In addition to other penalties that may be
applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false,
fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves
the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to
the extent the Federal Government deems appropriate.
(2) The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or
fraudulent claim, statement, submission, or certification to the Federal Government under a contract
connected with a project that is financed in whole or in part with Federal assistance originally awarded
by FTA under the authority of 49 U.S.C. ~ 5307, the, Government reserves the right to impose the
penalties of 18 U.S.C. ~ 1001 and 49 U.S.C. ~ 5307(n)(1) on the Contractor, to the extent the Federal
Government deems appropriate.
(3) The Contractor agrees to include the above two clauses in each subcontract financed in whole or in
part with Federal assistance provided by FTA. It is further agreed that the clauses shall not be
modified, except to identify the subcontractor who will be subject to the provisions.
Access to Records and Reports
1. Where the Purchaser is not a State but a local government and is the FTA Recipient or a subgrantee
of the FTA Recipient in accordance with 49 C.F.R. 18.36(i), the Contractor agrees to provide the
Purchaser, the FTA Administrator, the Comptroller General of the United States or any of their
authorized representatives access to any books, documents, papers and records of the Contractor
1
which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts
and transcriptions. Contractor also agrees, pursuant to 49 C.F.R. 633.17 to provide the FTA
Administrator or his authorized representatives including any PMO Contractor access to Contractor's
records and construction sites pertaining to a major capital project, defined at 49 U.S.C. 5302(a)1,
which is receiving federal financial assistance through the programs described at 49 U.S.C. 5307,
5309 or 5311.
2. Where the Purchaser is a State and is the FTA Recipient or a subgrantee of the FTA Recipient in
accordance with 49 C.F.R 633.17, Contractor agrees to provide the Purchaser, the FT A Administrator
or his authorized representatives, including any PMO Contractor, access to the Contractor's records
and construction sites pertaining to a major capital project, defined at 49 U.S.C. 5302(a)1, which is
receiving federal financial assistance through the programs described at 49 U.S.C. 5307, 5309 or
5311. By definition, a major capital project excludes contracts of less than the simplified acquisition
threshold currently set at $100,000.
3. Where the Purchaser enters into a negotiated contract for other than a small purchase or under the
simplified acquisition threshold and is an institution of higher education, a hospital or other non-profit
organization and is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49
C.F.R. 19.48, Contractor agrees to provide the Purchaser, FTA Administrator, the Comptroller General
of the United States or any of their duly authorized representatives with access to any books,
documents, papers and record of the Contractor which are directly pertinent to this contract for the
purposes of making audits, examinations, excerpts and transcriptions.
4. Where any Purchaser which is the FTA Recipient or a subgrantee of the FTA Recipient in accordance
with 49 U.S.C. 5325(a) enters into a contract for a capital project or improvement (defined at 49 U.S.C.
5302(a)1) through other than competitive bidding, the Contractor shall make available records related
to the contract to the Purchaser, the Secretary of Transportation and the Comptroller General or any
authorized officer or employee of any of them for the purposes of conducting an audit and inspection.
5. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever
or to copy excerpts and transcriptions as reasonably needed,
6. The Contractor agrees to maintain all books, records, accounts and reports required under this
contract for a period of not less than three years after the date of termination or expiration of this
contract, except in the event of litigation or settlement of claims arising from the performance of this
contract, in which case Contractor agrees to maintain same until the Purchaser, the FTA Administrator,
the Comptroller General, or any of their duly authorized representatives, have disposed of all such
litigation, appeals, claims or exceptions related thereto. Reference 49 CFR 18.39(i)(11).
7. FTA does not require the inclusion of these requirements in subcontracts.
Federal Changes
Contractor shall at all times comply with all applicable FTA regulations, policies, procedures and directives,
including without limitation those listed directly or by reference in the Master Agreement between Purchaser
and FTA, as they may be amended or promulgated from time to time during the term of this contract.
Contractor's failure to so comply shall constitute a material breach of this contract.
Termination
a, Termination for Convenience (General Provision) The (Recipient) may terminate this contract, in whole
or in part, at any time by written notice to the Contractor when it is in the Government's best interest.
The Contractor shall be paid its costs, including contract close-out costs, and profit on work performed
up to the time of termination. The Contractor shall promptly submit its termination claim to (Recipient)
2
to be paid the Contractor. If the Contractor has any property in its possession belonging to the
(Recipient), the Contractor will account for the same, and dispose of it in the manner the (Recipient)
directs.
b. Termination for Default (Construction) If the Contractor refuses or fails to prosecute the work or any
separable part, with the diligence that will insure its completion within the time specified in this contract
or any extension or fails to complete the work within this time, or if the Contractor fails to comply with
any other provisions of this contract, the (Recipient) may terminate this contract for default The
(Recipient) shall terminate by delivering to the Contractor a Notice of Termination specifying the nature
of the default In this event, the Recipient may take over the work and compete it by contract or
otherwise, and may take possession of and use any materials, appliances, and plant on the work site
necessary for completing the work. The Contractor and its sureties shall be liable for any damage to
the Recipient resulting from the Contractor's refusal or failure to complete the work within specified
time, whether or not the Contractor's right to proceed with the work is terminated. This liability includes
any increased costs incurred by the Recipient in completing the work.
The Contractor's right to proceed shall not be terminated nor the Contractor charged with damages
under this clause if-
1 . The delay in completing the work arises from unforeseeable causes beyond the control and
without the fault or negligence of the Contractor. Examples of such causes include: acts of
God, acts of the Recipient, acts of another Contractor in the performance of a contract with
the Recipient, epidemics, quarantine restrictions, strikes, freight embargoes; and
2. The contractor, within [10] days from the beginning of any delay, notifies the (Recipient) in
writing of the causes of delay. If in the judgment of the (Recipient), the delay is excusable, the
time for completing the work shall be extended. The judgment of the (Recipient) shall be final
and conclusive on the parties, but subject to appeal under the Disputes clauses.
If, after termination of the Contractor's right to proceed, it is determined that the Contractor was not in
default, or that the delay was excusable, the rights and obligations of the parties will be the same as if
the termination had been issued for the convenience of the Recipient
c.
Opportunity to Cure (General Provision) The (Recipient) in its sole discretion may, in the case of a
termination for breach or default, allow the Contractor [an appropriately short period of time] in which to
cure the defect In such case, the notice of termination will state the time period in which cure is
permitted and other appropriate conditions.
""
D'
If Contractor fails to remedy to (Recipient)'s satisfaction the breach or default of any of the terms,
covenants, or conditions of this Contract within [ten (10) days] after receipt by Contractor of written
notice from (Recipient) setting forth the nature of said breach or default, (Recipient) shall have the right
to terminate the Contract without any further obligation to Contractor. Any such termination for default
shall not in any way operate to preclude (Recipient) from also pursuing all available remedies against
Contractor and its sureties for said breach or default
d. Waiver of Remedies for any Breach In the event that (Recipient) elects to waive its remedies for any
breach by Contractor of any covenant, term or condition of this Contract, such waiver by (Recipient)
shall not limit (Recipient)'s remedies for any succeeding breach of that or of any other term, covenant,
or condition of this Contract
Civil Rights Requirements:
(1) Nondiscrimination - In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. ~ 2000d,
section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. ~ 6102, section 202 of the
3
Americans with Disabilities;:Act of 1990, 42 U.S.C. 9 12132, and Federal transit law at 49 U.S.C. 9
5332, the Contractor agrees that it will not discriminate against any employee or applicant for
employment because of face, color, creed, national origin, sex, age, or disability. In addition, the
Contractor agrees to comply with applicable Federal implementing regulations and other implementing
requirements FTA may issue.
(2) Equal Emolovment Oooortunitv - The following equal employment opportunity requirements apply to
the underlying contract:
(a) Race. Color, Creed. National Oriain. Sex - In accordance with Title VII of the Civil Rights Act,
as amended, 42 U.S.C. 9 2000e, and Federal transit laws at 49 U.S.C. 9 5332, the Contractor
agrees to comply with all applicable equal employment opportunity requirements of U.S.
Department of Labor (U.S. DOL) regulations, "Office of Federal Contract Compliance
Programs, Equal Employment Opportunity, Department of Labor," 41 C.F.R. Parts 60 et gg.,
(which implement Executive Order No. 11246, "Equal Employment Opportunity," as amended
by Executive Order No. 11375, "Amending Executive Order 11246 Relating to Equal
Employment Opportunity," 42 U.S.C. 9 2000e note), and with any applicable Federal statutes,
executive orders, regulations, and Federal policies that may in the future affect construction
activities undertaken in the course of the Project The Contractor agrees to take affirmative
action to ensure that applicants are employed, and that employees are treated during
employment, without regard to their race, color, creed, national origin, sex, or age. Such
action shall include, but not be limited to, the following: employment, upgrading, demotion or
transfer, recruitment or recruitment advertising, layoff or termination; rates of payor other
forms of compensation; and selection for training, including apprenticeship. In addition, the
Contractor agrees to comply with any implementing requirements FTA may issue.
(b) AQe - In accordance with section 4 of the Age Discrimination in Employment Act of 1967, as
amended, 29 U.S.C. 9 9 623 and Federal transit law at 49 U.S.C. 9 5332, the Contractor
agrees to refrain from discrimination against present and prospective employees for reason of
age. In addition, the Contractor agrees to comply with any implementing requirements FTA
may issue.
(c) Disabilities - In accordance with section 102 of the Americans with Disabilities Act, as
amended, 42 U.S.C. 9 12112, the Contractor agrees that it will comply with the requirements
of U.S. Equal Employment Opportunity Commission, "Regulations to Implement the Equal
Employment Provisions of the Americans with Disabilities Act," 29 C.F.R. Part 1630,
pertaining to employment of persons with disabilities. In addition, the Contractor agrees to
comply with any implementing requirements FTA may issue.
(3) The Contractor also agrees to include these requirements in each subcontract financed in whole or in
part with Federal assistance provided by FTA, modified only if necessary to identify the affected
parties.
Disadvantaged Business Enterprises (DBE)
The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the
performance of this contract The contractor shall carry out applicable requirements of 49 CFR Part 26 in the
award and administration of DOT assisted contracts. Failure by the contractor to carry out these requirements
is a material breach of this contract, which may result in the termination of this contract or such other remedy
as GRTC deems appropriate.
This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by
Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The
4
national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. A separate contract goal
has not been established for this procurement
If a specific DBE goal is assigned to this contract, and if the contractor is found to have failed to exert sufficient,
reasonable, and good faith efforts to involve DBE's in the work provided, Purchaser may declare the Contractor
noncompliant and in breach of contract If a goal ~ not stated, it will be understood that no specific goal is
assigned to this contract
Incorporation of Federal Transit Administration (FT A) Terms
The preceding provisions include, in part, certain Standard Terms and Conditions required by DOT, whether or
not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set
forth in FTA Circular 4220.1 E, are hereby incorporated by reference. Anything to the contrary herein
notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other
provisions contained in this Agreement The Contractor shall not perform any act, fail to perform any act, or
refuse to comply with any (name of grantee) requests which would cause (name of grantee) to be in violation of
the FT A terms and conditions.
Suspension and Debarment
This contract is a covered transaction for purposes of 49 CFR Part 29. As such, the contractor is required to
verify that none of the contractor, its principals, as defined at 49 CFR 29.995, or affiliates, as defined at 49 CFR
29.905, are excluded or disqualified as defined at 49 CFR 29.940 and 29.945.
The contractor is required to comply with 49 CFR 29, Subpart C and must include the requirement to comply
with 49 CFR 29, Subpart C in any lower tier covered transaction it enters into.
By signing and submitting its bid or proposal, the bidder or proposer certifies as follows:
The certification in this clause is a material representation of fact relied upon by Greater Roanoke Transit
Company. If it is later determined that the bidder or proposer knowingly rendered an erroneous certification, in
addition to remedies available to Greater Roanoke Transit Company, the Federal Govemment may pursue
available remedies, including but not limited to suspension and/or debarment The bidder or proposer agrees
to comply with the requirements of 49 CFR 29, Subpart C while this offer is valid and throughout the period of
any contract that may arise from this offer. The bidder or proposer further agrees to include a provision
requiring such compliance in its lower tier covered transactions.
Buy America
The contractor agrees to comply with 49 U.S.C. 53230) and 49 C.FR Part 661, which provide that Federal
funds may not be obligated unless steel, iron, and manufactured products used in FTA-funded projects are
produced in the United States, unless a waiver has been granted by FTA or the product is subject to a general
waiver. General waivers are listed in 49 C.FR 661.7.
A bidder or offeror must submit to the GRTC the appropriate Buy America certification (Bid Attachment F-
Steel or Manufactured Products) with any bids on FTA-funded contracts, except those subject to a general
waiver. Bids or offers that are not accompanied by a completed Buy America certification must be rejected as
nonresponsive. This requirement does not apply to lower tier subcontractors.
Resolution of Disputes, Breaches, or Other Litigation
Disputes - Disputes arising in the performance of this Contract which are not resolved by agreement of the
parties shall be decided in writing by the authorized representative of (Recipient)'s [title of employee]. This
decision shall be final and conclusive unless within [ten (10)] days from the date of receipt of its copy, the
Contractor mails or otherwise furnishes a written appeal to the [title of employee). In connection with any such
appeal, the Contractor shall be afforded an opportunity to be heard and to offer evidence in support of its
5
position. The decision of the [title of employee] shall be binding upon the Contractor and the Contractor shall
abide be the decision.
Performance During Dispute - Unless otherwise directed by (Recipient), Contractor shall continue performance
under this Contract while matters in dispute are being resolved.
Claims for Damages - Should either party to the Contract suffer injury or damage to person or property
because of any act or omission of the party or of any of his employees, agents or others for whose acts he is
legally liable, a claim for damages there for shall be made in writing to such other party within a reasonable
time after the first observance of such injury of damage.
Remedies - Unless this contract provides otherwise, all claims, counterclaims, disputes and other matters in
question between the (Recipient) and the Contractor arising out of or relating to this agreement or its breach
will be decided by arbitration if the parties mutually agree, or in a court of competent jurisdiction within the State
in which the (Recipient) is located.
Rights and Remedies - The duties and obligations imposed by the Contract Documents and the rights and
remedies available there under shall be in addition to and not a limitation of any duties, obligations, rights and
remedies otherwise imposed or available by law. No action or failure to act by the (Recipient), (Architect) or
Contractor shall constitute a waiver of any right or duty afforded any of them under the Contract, nor shall any
such action or failure to act constitute an approval of or acquiescence in any breach there under, except as
may be specifically agreed in writing.
Lobbying
Contractors who apply or bid for an award of $100,000 or more shall file the certification required by 49 CFR
part 20, "New Restrictions on Lobbying," included herein as Bid Attachment 1.3. Each tier certifies to the tier
above that it will not and has not used Federal appropriated funds to pay any person or organization for
influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal
contract, grant or any other award covered by 31 U.S.C. 1352. Each tier shall also disclose the name of any
registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non-
Federal funds with respect to that Federal contract, grant or award covered by 31 U.S.C. 1352. Such
disclosures are forwarded from tier to tier up to the GRTC.
Clean Air
(1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant
to the Clean Air Act, as amended, 42 U.S.C. SS 7401 et~. The Contractor agrees to report each
violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each
violation as required to assure notification to FTA and the appropriate EPA Regional Office.
(2) The Contractor also agrees to include these requirements in each subcontract exceeding $100,000
financed in whole or in part with Federal assistance provided by FTA.
Clean Water
(1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant
to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et~. The Contractor
agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will,
in turn, report each violation as required to assure notification to FTA and the appropriate EPA
Regional Office.
(2) The Contractor also agrees to include these requirements in each subcontract exceeding $100,000
financed in whole or in part with Federal assistance provided by FTA.
6
Energy Conservation
The contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation
Act.
Recycled Products
The contractor agrees to comply with all the requirements of Section 6002 of the Resource Conservation and
Recovery Act (RCRA), as amended (42 U.S.C. 6962), including but not limited to the regulatory provisions of
40 CFR Part 247, and Executive Order 12873, as they apply to the procurement of the items designated in
Subpart B of 40 CFR Part 247.
Access Requirements for Persons with Disabilities (ADA)
The Contractor agrees to comply with the requirements of 49 U.S.C ~ 53Q1 (d) whicl:l express the Federal
policy that the elderly and persons with disabilities have the same right as other persons to use mass
transportation service and facilities, and those special efforts shall be made in planning and designing those
services and facilities to implement those policies. The Contractor also agrees to comply with all applicable
requirements of section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. ~ 794, which prohibits
discrimination on the basis of handicaps, and with the Americans with Disabilities Act of 1990 (ADA), as
amended, 42 U.S.C. ~~ 12101 et seq., which requires the provision of accessible facilities and services, and
with the following Federal regulations, including and amendments thereto:
U.S. DOT regulations, "Transportation Services for Individuals with Disabilities (ADA), "49 C.F.R Part
37;
U.S. DOT regulations, "Nondiscrimination on the Basis of Handicap in Programs and Activities
Receiving of Benefiting from Federal Financial Assistance, "49 C.F.R Part 27;
1) Joint U.S. Architectural and Transportation Barriers Compliance Board/ U.S. DOT
regulations, "Americans With Disabilities (ADA) Accessibility Specifications for
Transportation Vehicles,"36 C.F.R Part 1192 and 49 C.F.R. Part 38;
2) U.S. DOJ regulations, "Nondiscrimination on the Basis of Disability in State and Local
Government Services, "28 C.F.R. Part 35;
3) U.S. DOJ regulations, "Nondiscrimination on the Basis of Disability by Public
Accommodations and in Commercial Facilities, '28 C.F.R. Part 36;
4) U.S. GSA regulations, "Accommodations for the Physically Handicapped, "41 C.F.R
Subpart 101-19:
5) U.S. Equal Employment Opportunity Commission, "Regulations to Implemented the
Equal Employment Provisions of the Americans with Disabilities Act, "29 C.F.R Part
1630;
6) U.S. Federal Communications Commission regulations, "Telecommunications Relay
Services and Related Customer Premises Equipment for the Hearing and Speech
Disabled, "47 C.F.R Part 64, Subpart F; and
7) FTA regulations, "Transportation for Elderly and Handicapped Persons, "49 C.F.R
Part 609; and
8) Any implementing requirements FTA may issue.
7
8
DRAFT - 10/18/10
EXHIBIT 3
TO AGREEMENT DATED
BETWEEN GREATER ROANOKE TRANSIT COMPANY
AND DOWNTOWN CAR COMPANY, L.L.C.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS
FOR EXPANSION FACILITY
This contract is a covered transaction for purposes of 49 CFR Part 29. As such, the contractor is required to
verify that none of the contractor, its principals, as defined at 49 CFR 29.995, or affiliates, as defined at 49 CFR
29.905, are excluded or disqualified as defined at 49 CFR 29.940 and 29.945.
. .
The contractor is required to comply with 49 CFR 29, Subpart C and must include the requirement to comply
with 49 CFR 29, Subpart C in any lower tier covered transaction it enters into. By signing and submitting its bid
or proposal, the bidder or proposer certifies as follows:
The certification in this clause is a material representation of fact relied upon by the Greater Roanoke Transit
Company. If it is later determined that the bidder or proposer knowingly rendered an erroneous certification, in
addition to remedies available to the Greater Roanoke Transit Company, the Federal Government may pursue
available remedies, including but not limited to suspension and/or debarment The bidder or proposer agrees to
comply with the requirements of 49 CFR 29, Subpart C while this offer is valid and throughout the period of any
contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring
such compliance in its lower tier covered transactions.
The prospective participant certifies to the best of its knowledge and belief that it and the principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any Federal department or agency;
(b) Have not within a three year period preceding this proposal been convicted of or had a civil judgment
rendered against them or commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a
public transaction: violation of Federal or State antitrust statute or commission of embezzlement, theft,
forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen
property:
(c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal,
State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this
certification; and
(d) Have not within a three-year period preceding this application/proposal had one or more public
transactions (Federal, State, or local) terminated for cause or default
I understand that a false statement on this certification may be grounds for rejection of this proposal or
termination of the award. In addition, under 18 USC Sec. 1001, a false statement may result in a fine of up to
$10,000 or imprisonment for up to 5 years, or both.
Typed Name & Title of Authorized Representative
Signature of Authorized Representative Date
o I am unable to certify to the above statements. My explanation is attached.
Page 1 of 1
DRAFT - 10-18-10
EXHIBIT 4
TO AGREEMENT DATED
BETWEEN GREATER ROANOKE TRANSIT COMPANY
AND DOWNTOWN CAR COMPANY, L.L.C.
CERTIFICATION REGARDING LOBBYING PURSUANT TO 49 CFR PART 20
FOR EXPANSION FACILITY
The undersigned [Contractor] certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to
any person for influencing or attempting to influence an officer or employee of an agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the making of any Federal grant, the making of
any Federal loan, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for
making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer
or employee of Congress, or an employee of a Member of Congress in connection with this Federal
contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard
Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by
"Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg. 1413 (1/19/96). Note:
Language in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying
Disclosure Act of 1995 (PL 104-65, to be codified at 2 U.S.C. 1601, et seq .)]
(3) The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants,
loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was
made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by 31, U.S.C. S 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person
who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more
than $100,000 for each such failure. [Note: Pursuant to 31 U.S.C. S 1352(c)(1)-(2)(A), any person who makes
a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a
civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.]
The Contractor, , certifies or affirms the truthfulness and accuracy of each statement of
its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of
31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.
Signature of Contractor's Authorized Official
Name and Title of Contractor's Authorized Official
Date
Page 1 of 1
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
November 15, 2010
1:00 P.M.
EOC CONFERENCE ROOM
ROOM 159
AGENDA
1. Call te Order.
2. Rell Call.
3. Approval .of Minutes: Regular meeting held on Menday, Octeber 18, 2010.
Dispensed with the reading of minutes and approved as printed.
4. Reperts .of Officers:
a. General Manager:
1. Management Update:
~ Reaneke)tO Lynchburg Amtrak Bus Cennectien
~ Increase in GRTC's Insurance Premium Assessment
~ Bus Step Shelter Installatien Develepments
~ "Fight the Flu" Partnership
~ Virginia Western Cemmunity Cellege (VWCC) Fare Reimbursement
Pregram
~ Bus Step Reute Identificatien
Received and filed Management Update
2. Financial Repert fer the menth .of September 2010.
Received and filed.
3. Approval te revise pel icy regarding authorization to negotiate and execute
centracts, leases and .other decuments.
Adopted Resolution
4. Financial Statement Audit fer the Year ended June 30, 2010.
Received and filed.
5. Other Business.
6. Adjeurnment - 1 :55 p.m.
L:\CLERK\DATA\CKSMl\GRTC.10\November 15, 2010 Action Agenda.doc
GREATER ROANOKE TRANSIT COMPANY
. BOARD OF DIRECTORS
Nevember 11, 2010
David A. Bewers, President, and Members
.of the Greater Reaneke Transit Cempany
Beard .of Directers
Dear President Bewers and Members .of the Beard:
This is te advise that there will be a meeting of the Greater Reaneke Transit Cempa'ny
Beard .of Directers .on Menday, Nevember 15, 2010, at 1 :00 p.m., in the Emergency
Operatiens Center Cenference Reem, Reem 159, first fleer, Neel C. Tayler Municipal
Building, 215 Church Avenue, S. W., Reaneke, Virginia.
Sincerely,
2s!1-R ~ (rn. ~~
Stephanie M. Moen l
Secretary
pc: Christepher P. Merrill, Vice President .of Operatiens, GRTC
William M. Hackwerth, General Ceunsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Drew Harmen, Municipal Auditer
Gary E. Tegenkamp,. Assistant General Ceunsel, GRTC
Carl L. Palmer, General Manager, Valley Metre, P. O. Bex 13247,
Reanoke, Virginia 24032 .
K:\GRTC.1 O\November 15 Meeting Notice.doc
. ,
. . ....'.-
1. a,. L
~
/
Greater Roanoke Transit Company
Management Update
Nevember 15, 2010
Roanoke to Lvnchbura Amtrak Bus Connection
Subsequent te a meeting with the City .of Salem en September 29, 2010 as was reperted in the
Octeber 18, 2010 Management Update, Greater Reaneke Transit Cempany's (GRTC) General
Manager met with the City .of Bedferd en Octeber 20, 2010 and the Tewn .of Vinten en Octeber
22, 2010 te discuss the prespects .of participating as lecal funding partners fer the prepesed bus
cennecter service te Lynchburg's Amtrak statien. Lecal funding partnership pessibilities have
alse been discussed with Virginia Tech University.
In a meeting at the Reaneke Valley-Alleghany Regienal Cemmissien en Octeber 27, 2010,
Thelma Drake, the Directer .of the Department .of Rail and Public Transpertatien (DRPT), met
with regienal transpertatien and municipal .officials te discuss the prospect .of passenger rail
service ceming te the Reaneke regien. The fellewing <?emments were made:
1) T~e pessibility .of passenger rail service ceming te Reaneke is definite; when is
indefinite;
2) The bus cennecter service, new being dubbed by DRPT as the "Bus Bridge" was
endersed as a werthy interim step and fererunner te passenger rail service ceming te
Reaneke;
3) Teward that end, DRPT has asked Amtrak te cenduct a survey quantifying the number
.of peeple frem Reaneke buying train tickets fer service te Washingten and peints nerth;
DRPT was n.ot certain as te when the survey will be c.onducted .or the expected
cempletien date;
4) The results .of DRPT's feasibility study en passenger rail service being previded in
Seuthwest Virginia, inclusive .of Reaneke, will be presented at the Geverner's
Transpertatien Cenference between, December 8th and 10th at the Hetel Reanoke and
Cenference Center (it's uncertain which .of these days and time the results will be
presented) .
As an eutceme .of these meetings and discussiens there are feur (4) develepments:
1) The City .of Salem has c.ommitted $5,0000 teward the lecal match requirement;
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 . Fax:540.982.2703 . www.valleymetro.com
2) The City .of Bedferd is interested in seeing a cemmuter feature added te the service; this
feature is alse .of interest te the Tewn .of Vinten;
3) Virginia Tech has agreed te cenduct a survey te quantify the level .of interest ameng
students and faculty in using the bus cennecter service as a means te access the
Amtrak passenger rail statien in Lynchburg; the time line fer cenducting and cempleting
the survey is yet te be determined;
4) The impending Amtrak survey .of Reaneke .originating rail passengers will help te
establish ridership estimates fer the cennecter service.
In respense te these develepments, GRTC staff is in the precess .of expanding the .originally
prepesed bus cennecter service design and cest inte feur (4) eptiens. Each eptien is a
standalene service, the "Bus te Rail Smart Way Cennecter", an extensien .of GRTC's Smart
Way service. The eptiens are:
1) Optien I is service frem Reaneke te the Amtrak statien in Lynchburg with an annual
gress .operating cest .of $161,100 and service heurs frem 6:00 a.m. te 10:00 p.m.
weekdays; 8:20 a.m. te 9:00 p.m. en Saturday; te 10:00 p.m. en Sunday;
2) Optien II is service from Virginia Tech University in Blacksburg te the Amtrak statien in
Lynchburg with intermediate steps at twe Smart Way park and ride sites. The gross
annual .operating cest is $281,000; the service heurs are frem 5:00 a.m. te 11 :00 p.m.
weekdays; 7: 15 a.m. te 10:00 p.m. en Saturday; te 11 :00 p.m. en Sunday;
3) Optien III is a cemmuter service frem Reaneke te the Amtrak statien in Lynchburg with
intermediate steps in Bedferd. The gress annual .operating cest is $195,500; the service
heurs are from 6:00 a.m. te 10:15 p.m. weekdays; 8:20 a.m. te 9:15 p.m. en Saturday; te
10:15 p.m. en Sunday;
4) Optien IV is a cemmuter service frem Virginia Tech University in Blacksburg te the
Amtrak statien in Lynchburg with intermediate steps at the twe Smart Way park and ride
sites, and Bedferd. The gress annual .operating cest is $329,200; the service heurs are
frem 5:00 a.m. te 11:15 p.m. weekdays; 7:15 a.m. te 10:15 p.m. en Saturday; te 11:15
p.m. en Sunday.
Each eptien assumes the current Smart Way fare .of $4.00 per .one way trip; pending GRTC
Beard input and that .of lecal funding partners, the fare may be adjusted te reflect travel
distance.
The annual revenue, based en ridership estimates, which are yet ta be established, and the
current Smart Way fare, will be applied te the annual gress .operating cest fer the net annual
.operating cest en which the DRPT grant applicatien and 15% lecal match will be based.
In .order te net create an undue burden en the current Smart Way service and its five (5) bus
fleet requirements, including .one spare, each .of the feur (4) Optiens will require twe (2) new
additienal MCI ceaches dedicated te the Bus te Rail service. This weuld require a 20% DRPT
capital grant lecal match in the ameunt .of $210,000,in additien te the 15% lecal match fer a
DRPT .operating assistance grant.
Based en annual gross .operating cast estimates and the capital cest .of twe (2) ceaches, the
appreximate tetallecal match cemmitment weuld be between $234,165 fer Optienl and
$259,380 fer Optien IV. These amaunts weuld be reduced by the sum tatal .of annual passenger
fare revenue estimates, .once they have been established.
Previded the Beard has ne ebjectiens, GRTC will present these eptiens in scheduled meetings
with Reaneke Ceunty en Nevember 23,2010 and the Tewn .of Vinten en December 7,2010; in
meetings te be scheduled with Hellins University, Reaneke Cellege, and the City .of Lynchburg
and in fellew up meetings te be scheduled with the City .of Salem and the City .of Bedferd.
Increase in GRTC's Insurance Premium Assessment
As was reperted in the Octeber Management Update, GRTC's fleet .of buses and service
vehicles are insured threugh the Virginia Transit Liability Peel (VTLP). The ceverage previded is
fer "aute liability" (buses and cars/vans). In a July 29, 2010 cerrespendence frem VTLP, GRTC
was advised that its annual assessment fer insurance premiums fer the 2011 fiscal year will
increase by 13% .or $44,517 abeve GRTC's budgeted ameunt fer its aute liability ceverage. This
increase is largely due te catastrephic claims frem members .of the Peel, excluding GRTC.
VTLP's assessment is $380,949 fer fisc'ill 2011; GRTC's fiscal 2011 budget fer VTLP assessed
premiums is $336,432.
It was alse reperted that an unexpected reductien in the premium assessment was realized in
the ameunt .of $15,238. Hewever, that reductien actually turned .out te be $17,997, thereby
reducing the deficit ameunt frem $44,517 te $26,520 as eppese te $29,279. Subsequently,
GRTC has realized yet anether reductien in its assessment in the ameunt .of $2,799, thereby
reducing GRTC's budget deficit fer the VTLP assessment te $23,721, a 53% reductien frem the
.original deficit ameunt .of $44,517.
Bus Stop Shelter Installation Developments
1) Medificatien te the site plans fer the bus step shelter at Valley View Mall will have te be
redene in .order te add parking spaces dedicated te peeple with disabilities that were
remeved te lecate the bus step shelter in the .original plans. A separate Invitatien fer Bid
will be issued fer this lecatien due te the prepesed additienal cest frem the eriginallew
bidder.
2) Plans fer installing bus step shelters at Landsdewne, Indian Reck Village, Jamestewn
and Merningside apartments will be implemented .once the Revecable Permit fer these
sites has been executed.
3) The prepesed bus step shelter at the entrance te the Hurt Park neighberheed will be en
held at their request in .order fer landscaping te be dene befere the bus step shelter is
installed.
4) The installatien .of the bus step shelter at the Geedwill Center in Salem will net begin
until the Revecable Permit fer that site is executed.
5) GRTC cenducted a passenger bearding and alighting survey at feur (4) select bus steps
in the Tewn .of Vinten. The survey was cempleted at the end .of Octeber and submitted te
Vinton. The survey results will serve te verify that the steps selected indeed warrant bus
step shelters.
.. .
"Fiaht the Flu" Partnership
A Revecable Permit between GRTC and Virginia Department .of Health and the Reaneke City
Health Districts as been executed. The Permit grants the use .of GRTC's vacant rental preperty
lecated in its Campbell Ceurt Transpertatien Center fer the purpese .of administering flu vaccine
shets between Nevember 15 and December 31, 2010, 7 a.m. te 7 p.m., Menday threugh
Saturday.
Virainia Western Community Colleae (VWCC) Fare Reimbursement Proaram
Octeber's ridership was 5,624; 188 .or 3.2% belew September's ridership;
Te date, VWCC has been inveiced $10,981 in fare reimbursements.
Bus Stop Route Identification and Schedule
Currently, the GRTC staff is evaluating the fellewing:
1) Strategically, which steps will be best suited te pest reute identificatien and schedule
infermatien-- at specific time peint, at the end .of the line, .or mere frequently en reutes
with high ridership?
2) The cest and adequate staff te maintain each step, Le. replacing schedules due te
schedule adjustments and repairs and parts replacement.
R~Z
Carl L. Palmer
General Manager
C: Vice President .of Operatiens
Treasurer
Secretary
Legal Ceunsel
Municipal Auditer
t ~ ~-
,-/, Cl. ~.
'~.....~............
~
Greater Roanake Transit Campany
Board .of Directars Meeting
Raanake, Virginia
Navember 15, 2010
David A. Bowers, President and Members of the Board of Directars
Dear President Bowers and Members of the Baard:
Subject:
GRTC Financials far the manth .of September 2010
The follawing financial report pravides cammentary an Greater Raanake "(ransit Campany's (GRTC)
financial results far September 2010.
Operating incame for September .of FY 11 is $23,907 .or 4.3% abave last year as presented in the
accompanying financial statement. This increase is primarily due ta an increase in operating revenue in
the amaunt of $40,114 or 8.5%. This increase was offset by decreases in advertising incame and nan-
transportation revenues .of $16,207 .or 17.9%.
The .operating expense for GRTC .of $1,940,452 in September 2010 includes expenses far its sub-
recipients, Commanwealth Coach & Trolley Museum, Natianal Histarical Railway Society, and O.
Winston Link Museum, in the amaunt .of $39,375. GRTC's expenses in the amaunt .of $1,901,077
represent an increase .of $53,892 or 2.9% campared ta September 2009. Bath pasitive and negative
variances are discussed in the expenditure sectian .of this narrative.
The subsidies for GRTC .of $1,337,310 through September 2010 include subsidies for its sub-recipients in
the amount of $39,375. GRTC's subsidies of $1,297,935 have decreased $8,642 or .7% compared ta
September 2009.
ODeratilJI Income
Operating income far September .of FY 11 is $23,907 or 4.3% abave last year as presented in the
accampanying financial statement. This increase is primarily due to an increase in .operating revenue in
the amaunt .of $40,114 .or 8.5%. This increase was offset by decreases in advertising income and nan-
transpartation revenues .of $16,207 .or 17.9%.
Commentaries an significant variances are shown below.
ODeratinR Revenues including bus fares and sales .of passes increased $40,114 or 8.5% campared ta
September 2009. This increase is largely driven by twa factars:
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
David A: Bawers, President and Members afthe Board .of Directars
GRTC Financials
Navember 15, 2010
Page 2
. The increase in the Smartway fare .of $1 per trip effective January 1, 2010. Smartway sales
increased $14,731 compared ta September 2009; and
. Student fares in the amaunt .of $6,641.
Passenger ridership .of 576,974 decreased 36,035 campared ta the priar year ridership .of 613,009. This
decrease was primarily due to decreases in the fallawing passengers:
. Youth 18 & under ridership decreased 43,197. Ridership thraugh September 2010 is 7,036
compared to 50,233 through September 2009;
. Star Line ridership decreased 5,027 rides. Ridership thraugh September 2010 is 37,326
compared to 42,353 rides through September 2009.
Other passenger rides increased 12,189 ta 532,612 in September 2010 campared ta 520,423 in
September 2009.
AdvertislD~ Revenue for advertising on GRTC buses have decreased $4,942 .or 17.6% compared ta
September 2009. Purchases for advertising an the buses have declined due to current ecanamic
conditions.
Non-Tr~D~portatlon Revenues including rental income, investment incame, and parking revenue
decreased $11,265 .or 18%. The decreases are primarily due to decreases in rental income of $3,675 and
parking revenue far $3,706.
OperatiIJS Expenses
GRTC's expenses in the amaunt .of $1,901,077 represent an increase .of $53,892 .or 2.9% campared ta
September 2009.
Expense variances are discussed in the following sectians.
FrinRe B!l1eflts have increased $39,776 .or 11.7% campared ta September 2009. This increase is
primarily due to an increase in health insurance caverage far $46,345. This increase was offset by a
decrease In warker's campensatian insurance premiums of $7,582.
Materia'~ and Supplies have increased $35,892 .or 11.7% compared ta the priar year primarily due ta an
increase in fuel casts .of $42,227. This increase was offset by a decrease in revenue vehicle parts
purchased .of $9,022.
Purchasld Transportation far demand response and services far calleges have decreased $26,736 .or
12.3% campa red to last year. This decrease is due ta the use .of Job Access and Reverse Cammute (JARe)
funds by the Company's service pravider Unified Human Services, Inc. The use of JARC funds reduces the
Com pants expenses far eligible rides by 50%.
David A: Bawers, President and Members .of the Baard .of Directars
GRTC Financials
November 15, 2010
Page 3
Subsidj~i
GRTC's subsidies at $1,297,935 have decreased $8,642 or .7% compared ta September 2009. The
reductian is primarily due ta a decrease in the State subsidy .of $46,334 cqmpared to September 2009.
The State subsidy far FY 2011 is $1,142,453. This is $127,097 .or 10% belaw the anticipated subsidy tram
the Commanwealth .of Virginia. This decrease was offset by increases in the subsidies by the City .of
Raanake and Federal Transit Administratian of $37,692.
No actian by the Board is needed an this matter.
Cc: Vice President of Operatians
Treasurer
Secretary
Legal Caunsel
GRTC Vice President of Operations
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GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
9/30/2010 9/30/2009
Year-to-Date Year-ta-Date % .of Change
ASSETS
CASH $ 843,892.38 $ 1,155,776.29 -27%
ACCOUNTS RECEIVABLE $ 1,036,962.89 $ 1,238,819.99 -16%
INVENTORY $ 437,351.92 $ 394,601.33 11%
FIXED ASSETS
FIXED ASSETS $ 29,286,885.75 $ 26,918,254.31 9%
ACCUMULATED DEPRECIATION $ (14,508,040.14) $ (12,579,036.78) 15%
NET FIXED ASSETS $ 14,778,845.61 $ 14,339,217.53 3%
PREPAYMENTS $ 92,299.95 $ 82,230.11 12%
TOTAL ASSETS $ 17,189,352.75 $ 17,210,645.25 0%
CURRENT LIABILITIES
ACCOUNTS PAYABLE $ 311,895.26 $ 350,378.80 -11%
PAYROLL LIABILITIES $ 215,742.31 $ 197,061.95 9%
OTHER LIABILITIES $ 480,456.62 $ 505,588.44 -5%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,355,149.10 $ 5,571,840.80 -4%
DEPRECIATION EXPENSE $ (471,002.95) $ (444,666.88) 6%
RETAINED EARNINGS $ 11,303,176.79 $ 10,728,620.65 5%
CAPITAL CONTRIBUTIONS $ 10,899.00 $ 280,158.00 -96%
NET INCOME (LOSS) $ (16,968.38) $ 21,658.49 -178%
TOTAL CAPITAL $ 16,181,258.56 $ 16,157,616.06 0%
TOTAL LIABILITIES & CAPITAL $ 17,189,352.75 $ 17,210,645.25 0%
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
Nevember 19, 2010
Carl L. Palmer
General Manager
Valley Metro
P. O. Bex 13247
Reanoke, Virginia 24032
Dear Mr. Palmer:
I am enclesing cepy .of a reselutien autherizing the President, Vice President .of
Operatiens, Assistant Vice President .of Operatiens, and/er the General Manager .of the
Greater Reaneke Transit Cempany te negetiate, award, and/er execute centracts,
agreements, change .orders, amendments, grants, licenses, permits, leases, and .other
decuments that will bind GRTC in the ameunts set ferth in this reselutien, previded that
such decuments are signed and in accerdance with certain .other terms and cenditiens as
set ferth in said reselutien; and previding that this new reselutien replace the prier
resolutien adepted by the GRTC Beard .on June 18, 2010, effective Nevember 15, 2010.
The abevereferenced measure was adepted by the Beard .of Directers .of the Greater
Reanoke Transit Cempany at a regular meeting which was held .on Menday,
Nevember 15, 2010.
Sincerely,
~ "'r<J.MI:lW\J
Stephanie M. Meon C
Secretary
Enclesure
pc: Christepher P. Merrill, Vice-President .of Operations, GRTC
William M. Hackwerth, General Ceunsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Ceunsel, GRTC
L:\CLERK\DA T A \CKSM] \OR TC. ] O\November 15, 20] 0 correspondence.doc
p~'
BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION AUTHORIZING THE PRESIDENT, VICE PRESIDENT OF
OPERATIONS, ASSISTANT VICE PRESIDENT OF OPERATIONS, AND/OR
THE GENERAL MANAGER OF THE GREATER ROANOKE TRANSIT
COMPANY (GRTC) TO NEGOTIATE, AWARD, AND/OR EXECUTE
CONTRACTS, AGREEMENTS, CHANGE ORDERS, AMENDMENTS, GRANTS,
LICENSES, PERMITS, LEASES, AND OTHER DOCUMENTS THAT WILL BIND
GRTC IN THE AMOUNTS SET FORTH BELOW, PROVIDED THAT SUCH
DOCUMENTS ARE SIGNED AND IN ACCORDANCE WITH CERTAIN OTHER
TERMS AND CONDITIONS AS SET FORTH BELOW; PROVIDING THAT THIS
NEW RESOLUTION REPLACE THE PRIOR RESOLUTION ADOPTED BY THE
GRTC BOARD ON JUNE 18, 2001; AND ESTABLISHING AN EFFECTIVE
DATE FOR THIS RESOLUTION.
WHEREAS, .on June 18, 2001, the GRTC Beard .of Directers (hereafter Beard)
approved a Reselutien effective July 1, 2001, autherizing GRTC's President, Vice
President .of Operatiens, and General Manager te negetiate and/er execute certain
decuments in an ameunt net te exceed $300,000, provided such decuments were
signed by at least twe .of the three persens referred te in such Reselutien and subject te
.other terms as set ferth in such Reselutien; and
WHEREAS, the GRTC General Manager, by a Beard Repert dated Nevember
15,2010, te this Beard, has recemmended that the abeve Resolutien dated June 18,
2001, be replaced by a new Reselutien providing fer autherizatien te negetiate, award,
and/or execute certain decuments as set ferth belew.
THEREFORE, BE IT RESOLVED by the Board .of Directers of the Greater
Reaneke Transit Cempany as fellews:
1. That as te all .operating expenses, regardless .of ameunt, that are
approved as part .of GRTC's annual budget, that the President, Vice President of
Operatiens, Assistant Vice President .of Operatiens, and/er the General Manager
Board Resolution-New Authorization.doc
1
(hereafter-abeve mentiened .officials) are each autherized te negetiate, award, and/or
execute centracts and .other decuments as described belew witheut .obtaining any
further autherity from the Beard .or providing any netificatien te the Beard. Provided,
hewever, that as te any .operating expenses in an ameunt exceeding $25,000 and net
included in GRTC's approved annual budget, the Beard shall be netified five (5)
business days in advance befere incurring any such .operating expenses so that any
Beard member may cemment .on such expenses .or centact .one .of the abeve mentiened
.officials abeut such propesed .operating expenses.
2. That as te capital projects .only, the Beard hereby grants the autherity set
ferth belew:
a. That the abeve mentiened .officials are each autherized te
negetiate, award, and/er execute contracts, agreements, change
.orders, amendments, grants, licenses, permits, leases, and .other
decuments (hereafter decuments) that will bind GRTC in the
ameunts and subject te the cenditiens and terms set ferth in this
Reselutien.
b. That with regard te decuments invelving an ameunt up te and
including $50,000, each .of the abeve mentiened .officials may act
with the autherity provided by this Reselutien witheut the need of
providing a summary .of planned actiens germane te the decuments
te the Beard and witheut having the need te .obtain a secend
signature fer such decuments.
c. That with regard te decuments invelving an ameunt greater than
$50,000 up te and including $100,000, each .of the abeve
mentiened .officials may act with the autherity provided by this
Reselutien witheut the need .of previding a summary .of planned
actiens germane te the decuments te the Beard, but such
decuments are te be signed by at least twe .of the feur abeve
mentiened .officials.
,
d. That with regard to decuments invelving an ameunt greater than
$100,000, and up te and including $300,000, each .of the abeve
mentiened .officials may act with the autherity provided by this
Reselutien provided that a summary .of planned actiens germane to
such decuments is submitted te the Beard fer its review and
censideratien at least five (5) business days prier te executing any
Board Resolution-New Authorization.doc
2
such decuments and that such decuments are signed by at least
twe .of the feur abeve mentiened .officials.
e. That with regard te decuments invelving an ameunt greater than
$300,000, these decuments will be submitted te the Beard fer direct
actien by the Beard.
3. Fer the purpese .of this Reselutien, the definitiens fer "capital prejects" and
".operating expenses" te be fellewed are as set ferth bel .ow by using the Federal Transit
Administratien (FT A) definitiens fer "capital assets" and ".operating expenses":
a. The U.S. Office .of Management and Budget Circular Ne. A-87,
Revised, May, 1995, wherein the Federal Transit Administratien
(FT A) defines capital project expenses as "Equipment" and "Other
capital assets"; equipment means "an article .of nenexpendable,
tangible persenal property having a useful life .of mere than .one
year"; buses, trelleys, bus step shelters, .office furniture, cemputers,
security cameras, bus maintenance mebile lifts, and tires and .other
bus parts are examples .of equipment. Other capital assets means
"buildings, land, and improvements te buildings .or land that
materially increase their value .or useful life."
b. FT A Circular 9030.1 D, May, 2010, defines eligible .operating
expenses as "direct laber, material, and .overhead expenses
incurred during a specified project peried, mest .often .one lecal
fiscal year"; fuel, wages, materials and supplies, pensien and health
benefits, self insurance cests, purchase .of service centracts fer
public transpertatien purpeses, and cests asseciated with public
transpertatien services, including services fer peeple with
disabilities are examples .of eligible .operating expenses.
4. That each of the abeve mentiened .officials are hereby autherized te
accept .or reject any bids .or propesals and/er te make an award as te any such
decuments, and te alse make awards fer sele seurce .or emergency precurements,
provided that such .official is net the persen negetiating such decuments.
5. That upen a determinatien made in advance by any .of the abeve
mentiened .officials and set ferth in writing that cempetitive sealed bidding is either net
practicable .or net fiscally advantageeus te the public, geeds, services, .or insurance may
be procured by cempetitive negetiatien.
Board Resolution-New Authorization.doc
3
6. That any decuments centaining indemnificatien requirements, terms
requiring any disputes te be litigated in a jurisdictien .other than Virginia, .or limit .of
liability provisiens may .only be negetiated by .one .or mere .of the abeve mentiened
.officials, but shall be subject te the prier written approval .of the Beard befere any such
decuments are executed.
7. As te all .of the abeve decuments and the procedures set ferth in this
Reselutien, the abeve mentiened .officials and GRTC staff shall cemply with GRTC's
procurement pelicies and all applicable federal, state, and lecal laws and regulatiens
regarding such decuments and/er procurements. Furthermere, all such decuments,
regardless .of dellar value, will be subject te approval as te ferm by GRTC's General
Ceunsel.
8. The autherity previded fer in this Reselutien te the abeve mentiened
.officials may be amended, medified, cancelled, .or rescinded at any time by the Beard.
9. This Reselutien replaces the prier Reselutien adepted .on June 18, 2001,
as .of Nevember 15, 2010, which is the effective date .of this Reselutien.
Date~~/S, w,'O
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ATTEST:' ':}
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Board Resolution-New Authorization.doc
4
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Greater Reaneke Transit Cempany
Beard .of Directers Meeting
Nevember 15, 2010
David A. Bewers, President, and Members .of the Beard .of Directers
Greater Reaneke Transit Cempany
Reaneke, Virginia
Dear President Bewers and Members .of the Beard:
Subject:
Recemmendatien te Revise the Beard's Pelicy Regarding Autherizatien
te Negetiate and Execute Centracts, Leases, and Other Decuments
BackQround.
On June 18, 2001, the Greater Reaneke Transit Cempany (GRTC) Beard .of Directers
(hereafter Beard) appreved a Reselutien, effective July 1, 2001, autherizing GRTC's
President, Vice President .of Operatiens, and the General Manager te negetiate and execute
centracts, leases, and .other decuments that will bind GRTC in an ameunt net te exceed
$300,000, previded such decuments are signed by at least twe .of the three abeve mentiened
.officials; that a summary .of planned actiens germane te the decument(s) be submitted te the
Beard fer its review and censideratien at least five (5) business days prier te executing the
decuments; and that all such decuments are te be approved as te ferm by GRTC's General
Ceunsel.
Because .of the American Recevery and Reinvestment Act .of 2009 (ARRA) and grant
requirements, GRTC's everyday business velume requiring binding decuments has increased
.over the last fiscal year. In .order te facilitate this increase in business volume and maintain
an acceptable level .of efficiency, the follewing new Reselutien is propesed.
Preposed New Resolutien.
As a means .of reducing the velume and burden .of reviewing summaries .of planned
centractual transactiens with dellar ameunts .of $300,000 .or less, and te aid in expediting the
implementatien .of projects asseciated with the centractual transactiens, GRTC staff propeses
that the current Pelicy be revised te expressly exclude all .operating expenditures, regardless
.of ameunt, that are approved as part .of GRTC's annual budget; that the levels .of
autherizatien described belew be required fer capital projects .only; and previde that the
Beard will be netified five (5) business days in advance .of .operating expenditures in an
ameunt exceeding $25,000 net included in GRTC's approved annual budget. The definitiens
fer capital projects and .operating expenses te be fellewed are set ferth belew by using the
Federal Transit Administratien (FT A) definitiens fer "capital assets" and "operating expenses".
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 . Fax:540.982.2703 . www.vafleymetro.com
David A. Bewers, President, and Members .of the Beard .of Directers
November 15, 2010
Page 2
The U.S. Office .of Management and Budget Circular Ne. A-87, Revised, May, 1995, the
Federal Transit Administratien (FT A) defines capital preject expenses as "Equipment" and
"Other capital assets"; equipment means "an article .of nenexpendable, tangible persenal
preperty having a useful life .of mere than .one year"; buses, trolleys, bus step shelters, .office
furniture, cemputers, security cameras, bus maintenance mebile lifts, and tires and .other bus
parts are examples .of equipment. Other capital assets means "buildings, land, and
improvements te buildings .or land that materially increase their value .or useful life."
FT A Circular 9030.1 D, May, 2010,defines eligible .operating expenses as "direct laber,
material, and .overhead expenses incurred during a specified project peried, mest .often .one
lecal fiscal year"; fuel, wages, materials and supplies, pensien and health benefits, self
insurance cests, purchase .of service centracts fer public transpertatien purpeses, and cests
asseciated with public transpertatien services, including services fer peep Ie with disabilities
are examples .of eligible .operating expenses.
GRTC staff propeses that the President, Vice President .of Operatiens, Assistant Vice
President .of Operatiens, and/er the General Manager (hereafter-abeve mentiened .offiCials)
each be autherized te negetiate, award, and/er execute centracts, agreements, change
.orders, amendments, grants, licenses, permits, leases, and .other decuments (hereafter
decuments) that will bind GRTC, in an ameunt up te and including $50,000, witheut having te
submit a summary .of planned actiens germane te the decument(s) te the Beard fer its
review and censideratien at least five (5) business days prier te executing the decuments.
GRTC staff prepeses that the abeve mentiened .officials be autherized te negetiate, award,
and/er execute decuments that will bind GRTC in an ameunt greater than $50,000 up te and
including $100,000, witheut having te submit a summary .of planned actiens germane te the
decuments te the Beard fer its review and censideratien five (5) business days prier te
executing the decuments provided such decuments are signed by at least twe .of the feur
abeve mentiened .officials . :
GRTC staff propeses that the abeve mentiened .officials be autherized te negetiate, award,
and/or execute decuments that will bind GRTC in an ameunt greater than $100,000 and up te
and including $300,000, previded that a summary .of planned actiens germane te the
decuments is submitted te the Beard fer its review and censideratien five (5) business days
prior te executing the decuments and such decuments are signed by at least twe .of the feur
abeve mentiened .officials.
GRTC staff propeses that Decuments invelving ameunts greater than $300,000 will be
submitted te the Beard fer direct actien by the Beard.
GRTC staff propeses that any .one .of the abeve mentiened .officials be autherized te accept .or
reject any bids .or prepesals and/er te "award" centracts .or similar decuments, and te alse
David A Bewers, President, and Members .of the Beard .of Directers
..
Nevember 15,2010
Page 3
make awards fer sele seurce .or emergency procurements, previded that such .official was net
the persen negotiating such centracts .or similar decuments.
GRTC staff propeses that upen a determinatien made in advance by any .of the abeve
mentiened .officials and set ferth in writing that cempetitive sealed bidding is either net
practicable .or net fiscally advantageeus te the public, geeds, services, .or insurance may be
procured by cempetitive negetiatien.
GRTC staff propeses that any decuments centaining indemnificatien requirements, terms
requiring any disputes te be litigated in a jurisdictien .other than Virginia, .or limit .of liability
provisiens may .only be negetiated by any .one .of the abeve mentiened .officials subject te the
prier written approval .of the Beard befere being executed.
As a prerequisite te purchasing .or leasing real estate, geeds, and services, regardless .of
dellar value, resulting in the decuments described herein, the abeve mentiened .officials and
GRTC staff will cemply with GRTC's procurement pelicies and all applicable federal, state,
and lecal regulatiens and laws geverning such pelicies. Further, all such decuments
regardless .of dellar value, will be subject te approval as te ferm by GRTC's General Ceunsel.
Recemmendatien.
Recemmend the Beard approve the prepesed new Reselutien described abeve te replace
the June 18, 2001, Reselutien geverning autherizatien te negetiate and execute decuments
with values net te exceed $300,000, provided that the propesed levels .of autherizatien
centained in the new Reselutien cemply with GRTC's procurement pelicies and all applicable
federal, state, and lecal regulatiens and laws geverning such pelicies, and that such
propesed levels .of autherizatien be subject te approval as te ferm by GRTC's General
Ceunsel.
Recemmend that the effective date fer the new Reselutien set ferth abeve be Nevember 15,
2010.
Res~.. 8e7tf. u~itted,
~ ./__.
Carl L. Palmer
General Manager
Vice President .of Operatiens
GRTC Liaisen
Treasurer
Secretary
General Ceunsel
Municipal Auditer
~.Q'YA
Vallelf ~
......
-
--
Navember 15, 2010
David A. Bowers, President and Members .of the Baard .of Directars
Dear President Bawers and Members .of the Baard:
Enclased are the follawing reparts related ta KPMG's financial statement audit of Greater
. Raanake Transit Campany as .of and far the year ended June 30, 2010:
. One capy of the financial statement;
. One capy .of the Communicatian ta the Baard .of Directars; and
. One capy of the Management Letter.
Na actian by the Baard is needed an this matter.
Respectfully Submitted,
~~6~
Stephanie Giles
Cc: Vice President of Operatians
Treasurer
Secretary
Legal Caunsel
GRTC Vice President of Operatians
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.cam
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Financial Statements and
Required Supplementary Information
June 30, 2010 and 2009
(With Independent Auditors' Reports Thereon)
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GREATER ROANOKE TRANSIT COMPANY-
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Table of Contents
Required Supplementary Information:
Management's Discussion and Analysis
Independent Auditors' Report
Financial Statements:
Statements of Net Assets
Statements of Revenues, Expenses and Changes in Net Assets
Statements of Cash Flows
Notes to Financial Statements
Other Report of Independent Auditor:
Report on Internal Control Over Financial Reporting and on Compliance and Other Matters
Based on an Audit of Financial Statements Performed in Accordance with Government
Auditing Standards
Page(s)
1-7
8
9
10
11
12 - 18
19 - 20
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Management's Discussion and Analysis
June 30, 2010 and 2009
I
The management of the Greater Roanoke Transit Company (the Company) offers readers of our financial
statements the following narrative overview and analysis of our financial activities for the years ended June 30,
2010 and 2009. The following should be read in conjunction with our financial statements and notes thereto.
Financial Statements
The financial statements of the Company reflect the transit operations. of the Company. Our financial statements
are prepared on the accrual basis of accounting. This is the same basis of accounting employed by most
private-sector enterprises.
Our financial statements include the following components:
. Statements of Net Assets, which presents information on the assets and liabilities ofthe Company, with the
resulting difference between the two reported as net assets. Over time, increases or decreases in net assets
may serve as a useful indicator of whether the fmancial position of the Company is improving or
deteriorating.
. Statements of Revenues, Expenses and Changes in Net Assets, which reports revenues and expenses,
classified as operating and nonaperating, and capital contributions for the period. The resulting change in
net assets for the period is combined with the beginning of the year total net asset balance in order to
reconcile to the end of the year total net assets on the Statements of Net Assets.
. Statements of Cash Flows, which reports the cash flows experienced by the Company from operating,
non capital financing, capital and related financing, and investing activities. The net result of the cash
provided by or used in these activities for the period, added to the beginning of the year cash and cash
equivalents balance reconciles to the cash and cash equivalents balance presented on the Statements of Net
Assets.
. Notes to Financial Statements, which explain and provide additional information on the data presented in
the financial statements as of and for the years ended June 30, 2010 and 2009.
Financial Highlights
The following major fmancial highlights are of note for the years ended June 30, 2010 and 2009:
Fiscal Year 2010
. Assets exceeded liabilities by $16,658,330 (net assets) as .of June 30, 2010. Net assets include $1,425,852,
which is considered unrestricted and available to meet ongoing and future obligations of the Company,
including its share of capital projects.
. Net assets increased $357,864 for the year ended June 30, 2010. The unrestricted portion of net assets
decreased $404,120 while the portion of net assets invested in long-term capital assets increased $761,984
compared to the balance as of June 30, 2009.
1
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GREATER ROANOKE TRANSIT COMPANY-
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Management's Discussion and Analysis
June 30, 2010 and 2009
. Operating revenues decreased by $45,730 compared to the previous year, due primarily to a decrease in
passenger ridership.
. Operating expenses decreased $75,281 primarily due to reductions in the Company's budget for fiscal year
2010.
. Total net nonoperating revenues decreased $552,522 compared to the previous year due primarily to a
decrease in state and local funding in the amount of $592,677.
. Capital contributions increased $1,232,890 compared to the previous year due to increased federal and
state contributions needed for capital asset purchases in fiscal year 2010.
Fiscal Year 2009
. Assets exceeded liabilities by $16,300,466 (net assets) as of June 30,2009. Net assets include $1,829,972;
which is considered unrestricted and available to meet ongoing and future obligations of the Company,
including its share of capital projects.
. Net assets decreased $352,055 for the year ended June 30, 2009. The unrestricted partion of net assets
increased $237,322 while the portion of net assets invested in long-term capital assets decreased $589,377
compared to the balance as of June 30, 2008.
. Operating revenues increased by $12,038 compared to the previous year, due primarily to an increase in
monthly and weekly pass sales.
. Operating expenses increased $348,803 compared to the previous year, due primarily to higher personnel
costs, insurance, fuel, and purchased transportation costs.
. Total net nonoperating revenues increased $315,091 compared to the previous year due primarily to an
increase in federal, state and local funding in the amount of $392,918, partially offset by a decrease in
other net revenues in the amount of $77 ,827.
. Capital contributions increased $345,356 compared to the previous year due to increased federal and state
contributions needed for capital asset purchases in fiscal year 2009.
Additional detail on the above items, along with other information, is discussed in the following sections.
2
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Management's Discussion and Analysis
June 30, 2010 and 2009
Net Assets
A summary of the major components of the Statements of Net Assets as of June 30, 2010, 2009, and 2008 are as
follows:
Current assets
Capital assets, net
Total assets
$
Summary of Net Assets
Fiscal year Fiscal year
2010 2009
increase increase
2010 2009 2008 (decrease ) (decrease)
2,089,897 2,556,262 2,319,110 (466,365) 237,152
15,232,478 14,470,494 15,059,871 761,984 (589,377)
17,322,375 17,026,756 17,378,981 295,619 (352,225)
664,045 726,290 726,460 (62,245) (170)
15,232,478 14,470,494 15,059,871 761,984 (589,377)
1,425,852 1,829,972 1,592,650 (404,120) 237,322
16,658,330 16,300,466 16,652,521 357,864 (352,055)
Current liabilities
Invested in capital assets
Unrestricted net assets
Total net assets $
Fiscal Year 2010
Total net assets of $16,658,330 increased $357,864, .or 2.2%, for the year ended June 30,2010. The increase in
net assets is primarily due to an increase in capital assets, net, which increased $761,984, or 5.3%. Unrestricted
net assets decreased $404,120 in the current period primarily due to an increase in expenditures forinvested in
capital assets. The Company's investment in capital expenditures increased to $305,874 in June 2010 compared
to $60,563 in June 2009. The expenditures include the purchase of four (4) MCI Coach Buses for $1,956,000, of
which the Company's expenditure was $246,010.
Current assets decreased $466,365 primarily due to decreases in cash and cash equivalents, the amount due from
the Commonwealth of Virginia, and other assets. Cash and cash equivalents decreased $247,951 primarily due to
outstanding grant reimbursements. The amount due from the Commonwealth of Virginia for its share of funds
paid for capital assets decreased $294,709 compared to June 2009. This decrease is due to a decrease in capital
contributions from the Commonwealth compared to June 2009. Other assets decreased $102,045 primarily due to
a decrease in prepaid insurance compared to the prior fiscal year. The decreases were partially offset by an
increase in the amount due from the FTA of $199,071.
The current liabilities decreased $62,245, or 8.6%, compared to the balance as of June 30, 2009. It is important to
note that the Company has maintained financial operations without issuance of any long-term debt.
3
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GREATER ROANOKE TRANSIT COMPANY-
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Management's Discussion and Analysis
June 30, 2010 and 2009
Fiscal Year 2009
Total net assets of $16,300,466 decreased $352,055, or 2.1%, for the year ended June 30, 2009. The decrease in
net assets is primarily due to a decrease in capital assets, net, which decreased $589,377, or 3.9%. Unrestricted
net assets increased $237,322 in the current period primarily due to the increase in nonoperating revenues over
the prior year.
Current assets increased $237,152 primarily due to an increase in the amount due from the Commonwealth of
Virginia for $369,160. The amount due from the Commonwealth of Virginia is for reimbursement of its share of
funds paid for four (4) trolley buses purchased by the Company in the year ended June 2009. This increase was
partially offset by a decrease in supplies and materials of $44,049, or 10.5%. This decrease is primarily due to the
decrease in the cost of fuel as of June 30, 2009 compared to June 30, 2008.
The current liabilities decreased $170, or 0.02%, compared to the balance as of June 30, 2008. It is impartant to
note that the Company has maintained financial operations without issuance of any long-term debt.
Changes in Net Assets
Condensed financial information from the Statements of Revenues, Expenses, and Changes in Net Assets for the
years ended June 30, 2010, 2009, and 2008 is provided below, followed by additional breakdown and analysis of
the changes in the various categories:
Condensed Statements of Changes in Net Assets
Fiscal year Fiscal year
2010 2009
increase increase
2010 2009 2008 (decrease ) (decrease)
Total operating revenues $ 1,904,502 1,950,232 1,938,194 (45,730) 12,038
Total operating expenses (9,474,181) (9,549,462) (9,200,659) (75,281) 348,803
Total net nonoperating revenues 5,579,445 6,131,967 5,816,876 (552,522) 315,091
Capital contributions 2,348,098 1,115,208 769,852 1,232,890 345,356
Change in net assets 357,864 (352,055) (675,737) 709,919 323,682
Ending total net assets 16,658,330 16,300,466 16,652,521 357,864 (352,055)
4
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Management's Discussion and Analysis
June 30, 2010 and 2009
Additional discussion on each component of the Statement of Revenues, Expenses and Changes in Net Assets is
provided in the following paragraphs:
Revenues
Fiscal year Fiscal year
2010 2009
increase increase
2010 2009 2008 (decrease) (decrease )
Operating revenues: $
Passenger fares 1,622,105 1,696,222 1,657,545 (74,117) 38,677
Smart Way fares 200,616 188,433 150,366 12,183 38,067
STAR. fares 73,233 65,277 59,792 7,956 5,485
Other primary fares 8,548 300 70,491 8,248 (70,191 )
Total operating revenues 1,904,502 1,950,232 1,938,194 (45,730) 12,038
Nonoperating revenues (expenses):
Noncapital grants 5,252,579 5,780,738 5,387,820 (528,159) 392,918
Advertising 104,459 120,880 176,118 (16,421) (55,238)
Rental income 142,250 147,188 156,183 (4,938) (8,995)
Interest income 7,337 13,598 28,971 (6,261) (15,373)
Parking income 58,245 58,454 64,381 (209) (5,927)
Gain (loss) on disposal of capital
assets, net 3,992 4,950 (3,992) (958)
Miscellaneous 14,575 7,117 (1,547) 7,458 8,664
Total net nonoperating
revenues 5,579,445 6,131,967 5,816,876 (552,522) 315,091
Capital contributions 2,348,098 1,115,208 769,852 1,232,890 345,356
Total revenues $ 9,832,045 9,197,407 8,524,922 634,638 672,485
Fiscal Year 2010
Operating revenues decreased $45,730, or 2.3%. Passenger fares decreased $74,117 or 4.4% compared to the
previous period primarily due to a decrease in passenger rides on the fixed route service. Passenger rides on fixed
routes of2,381,371 decreased 94,206, or 3.9%, compared to the period ended June 2009. In fiscal year 2006, the
Company started a commuter service (The Smart Way) between Roanoke and Blacksburg. The Smart Way
service operating revenue increased $12,183, or 6.5%, compared to the previous period although its ridership
decreased 4,693, or 7.3%. The increase in far~s is primarily due to the increased fare on the Smartway to $4.00
per trip from $3.00 per trip effective January 2,2010. The Company's total passenger rides for fiscal year 2010
was 2,440,846. Other primary fares increased $8,248 due to an increased number of governmental shuttles
provided for the City of Roanoke compared to the prior year. Miscellaneous revenue increased $7,458 primarily
due to an increase in warranty claim payments of $4,069.
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Management's Discussion and Analysis
June 30, 2010 and 2009
Net nonoperating revenues decreased $552,522, or 9.0%, compared to the previous year due primarily to a
decrease in non capital grants of $528,974 for the fiscal year ended June 2010. This is primarily due ta a decrease
in the Commonwealth of Virginia and the City of Roanoke funding compared to the prior year. The
Commonwealth of Virginia funding decreased $318,307 or 22.9%. The City of Roanoke funding decreased
$274,370 or 19.7% primarily due to reductions in the Company's budget for fiscal year 2010. The decreases were
partially offset by an increase in FTA funding of $63,703 primarily due to FTA ARRA Operating Assistance to
offset the Commonwealth of Virginia's reduction in funding.
Capital contributions increased $1,232,890, or 110%, compared to the previous year, due to the Company's
larger purchases of capital assets in fiscal year 20 I 0 compared to fiscal year 2009. The capital assets purchased
in fiscal year 2010 include one (1) para-transit bus, and four (4) 40' coach buses.
Capital contributions fluctuate based on the capital asset needs of the Company. Accordingly, capital
contributions increased for the year ended June 30,2010 over June 30,2009 as a result of the increase ill capital
asset purchases.
Fiscal Year 2009
Operating revenues increased $12,038, or 1%. Passenger fares increased $38,677 compared to the previous
period primarily due to an increase in Monthly and Weekly Pass sales of $64,778 or 13%. This increase was
partially offset by a decrease in cash and single ride tickets fares of $26,101, or 2.3%. Passenger rides on fixed
routes of2,475,577 increased 102,131, or 4.3%, compared to the period ended June 2008. In fiscal year 2006, the
Company started a commuter service (The Smart Way) between Roanoke and Blacksburg. The Smart Way
service operating revenue increased $38,067, or 25.3%, compared to the previous period and its ridership
increased 11,257, or 21.3%. The Company's totalpassenger rides for fiscal year 2009 was 2,539,745.
Net nonoperating revenues increased $315,091, or 5.4%, compared to the previous year due primarily to an
increase in non capital grants of $392,918 for the fiscal year ended June 2009. This is primarily due to increases
in the FT A, the Commonwealth of Virginia, and the City of Roanoke funding the Company received during the
current period. The FTA funding increased $96,968, or 3.6%. The Commonwealth of Virginia funding increased
$95,849, or 7.3%. The City of Roanoke funding increased $71,252, or 5.4%, compared to the previous period.
These increases are based on available funding and prior year expenses and performance. The funding from the
localities of the City of Salem and the Town of Vinton increased $86,500, or 71.2% due to an increase in
Specialized Transit Arranged Rides (S:T.A.R.) compared to the previous period. This increase was offset by
decreases in other revenue .of $77,827. The decreases were primarily due to a decrease in advertising revenue of
$55,238 and investment revenue af$15,373.
Capital contributions increased $345,356, or 44.8%, compared to the previous year, due to the Company's larger
purchases of capital assets in fiscal year 2009 compared to fiscal year 2008. The capital assets purchased in fiscal
year 2009 include four (4) trolley buses.
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit ofthe City of Roanoke, Virginia)
Management's Discussion and Analysis
June 30, 2010 and 2009
Capital contributions fluctuate based on the capital asset needs of the Company. Accordingly, capital
contributions increased for the year ended June 30, 2009 over June 30, 2008 as a result of the increase in capital
asset purchases.
Operating expenses:
Transportation $
Vehicle maintenance
Nonvehicle maintenance
Administration
Depreciation
Total operating
expenses $
Expenses
Fiscal year Fiscal year
2010 2009
increase increase
2010 2009 2008 (decrease) (decrease )
4,227,017 4,333,509 4,191,716 (106,492) 141,793
844,047 866,111 813,841 (22;064) 52,270
317,202 290,335 269,750 26,867 20,585
2,183,248 2,269,176 2,138,708 (85,928) 130,468
1,902,667 1,790,331 1,786,644 112,336 3,681'
9,474,181 9,549,462 9,200,659 (75,281) 348,803
Fiscal Year 2010
Operating expenses totaling $9,474,181 decreased $75,281 compared to fiscal year 2009. Departmental expenses
decreased $187,617, or 2.4%, due to budget reductions in fiscal year 2010~ The decrease was offset by an
increase in depreciation expense of$112,336 compared to the prior year.
Fiscal Year 2009
Operations expenses totaling $9,549,462 increased $348,803 compared to fiscal year 2008. Operating expenses
increased as salaries increased due to contractual wage increases and increases in overtime to replace employees
on leave under the Federal Family Medical Leave Act.
Looking Ahead to 2011
The Greater Roanoke Transit Company Board of Directors has adopted the Campany's budget for fiscal year
2011. This budget includes wage increases for employees covered by the union contract of approximately 2.9%,
an increase in the security services provided at the Campbell Court Transfer Center of $34,200, the added
position of an inventory clerk for $28,000, and approximately $110,000 increase for fringe benefits due to
increased health insurance costs. The budget also includes an increase in fare for youth ages 11-18 from no
charge to $0.75 per trip.
Request for Information
This financial report is designed to provide interested parties with a general overview of the Company's finances.
Should you have any questions about this report or need additional information, please contact Stephanie Giles,
Director of Finance, 1108 Campbell Ave., S.E., P. O. Box 13247, Roanoke, Virginia, 24032.
7
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KPMG LLP
Suite 1710
10 S. Jefferson Street
Roanoke, VA 24011-1331
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Independent Auditors' Report
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The Board of Directors
Greater Roanoke Transit Company:
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We have audited the accompanying financial statements of Greater Roanoke Transit Company - Transit
Operations (the Company), a blended component unit of the City of Roanoke, Virginia, as of and for the
years ended June 30, 2010 and 2009, as listed in the accompanying table of contents. These financial
statements are the responsibility of the Company's management. Our responsibility is to express an
opinion on these financial statements based on our audits.
We conducted our audits in accordance with auditing standards generally accepted in the United States .of
America and the standards applicable to financial audits contained in Government Auditing Standards,
issued by the Comptroller General of the United States. Those standards require that we plan and perform
the audit to obtain reasonable assurance about whether the financial statements are free of material
misstatement. An audit includes consideration of internal control over financial reporting as. a' basis for
designing audit procedures that are appropriate in the circumstances, but not for the purpose of expressing
an opinion on the effectiveness of the Company's internal control over financial reporting. Accordingly,
we express no such opinion. An audit also includes examining, on a test'basis, evidence supparting the
amounts and disclosures in the financial statements, assessing the accounting principles used and
significant estimates made by management, as well as evaluating the overall financial statement
presentation. We believe that our audits provide a reasonable basis for our opinion.
In our opinion, the [mancial statements referred to above present fairly, in all material respects, the
financial position of Greater Roanoke Transit Company - Transit Operations as of June 30, 2010 and 2009,
and the changes in its financial position and its cash flows for the years then ended in conformity with U.S.
generally accepted accounting principles. .
In accordance with Government Auditing Standards, we have also issued a report dated October 27,2010
on our consideration of the Company's internal control over financial reporting and on our tests of its
compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters.
The purpose of that report is to describe the scope of our testing of internal control over financial reporting
and compliance and the results of that testing, and not to provide an opinion on the internal control over
financial reporting or on compliance. That report is an integral part of an audit performed in accordance
with Government Auditing Standards and should be considered in assessing the results of our audit.
The Management's Discussion and Analysis included on pages 1 through 8 is not a required part of the
financial statements, but is supplementary information required by U.S. generally accepted accounting
principles. We have applied certain limited procedures, which consisted principally of inquiries of
management regarding the methods of measurement and presentation of the required supplementary
information. However, we did not audit this information and express no opinion on it.
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KPMG- LL"P
October 27, 2010
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KPMG LLP is a Delaware limited liability partnership, the U.S.
member firm of KPMG International Cooperative, a Swiss entity.
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Statements of Net Assets
June 30, 2010 and 2009
Assets
2010
2009
Current assets:
Cash and cash equivalents, including cash equivalents of
$114,077 and $405,844 in 2010 and 2009, respectively
(note 2)
Due from:
Federal Transit Administration
Commonwealth of Virginia
Local governments
Accounts receivable
Supplies and materials (note 4)
Other assets
Total current assets
Capital assets (notes 3 and 5):
Land
Buildings, structures and improvements
Buses
Shop and garage equipment
Office equipment and furnishings
Accumulated depreciation
Capital assets, net
Total assets
$ 339,252 587,203
1,001,993 802,921
. 231,631 526,340
25,948 90,210
55,412 40,933
404,078 375,027
31,583 133,628
2,089,897 2,556,262
603,302 603,302
10,553,898 10,057,981
15,281,620 13,268,973
2,143,907 2,006,833
686,788 667,775
(14,037,037) (12,134,370) .
15,232,478 14,470,494
17,322,375 17,026,756
Liabilities
Current liabilities:
Trade accounts payable
Accrued salaries and benefits
Other liabilities (note 7)
Total current liabilities
Commitments and contingencies (notes 6 and 8)
Net Assets
288,619
293,190
82,236
664,045
353,650
302,590
70,050
726,290
Invested in capital assets
Unrestricted
15,232,478
1,425,852
16,658,330
14,470,494
1,829,972
16,300,466
Total net assets
$
See accompanying notes to financial statements.
9
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Statements of Revenues, Expenses and Changes in Net Assets
Years ended June 30,2010 and 2009
2010 2009
Operating revenues:
Charges for passenger fares $ 1,904,502 1,950,232
Operating expenses:
Salaries and wages 2,945,244 2,937,996
Fringe benefits (note 6) 1,437,393 1,368,122
Services 440,570 422,538
Utilities 273,815 249,807
Insurance 374,528 391,191
Purchased services and other expenses (note 8) 808,148 886,680
Materials and supplies 1,291,816 1,502,797
Depreciation 1,902,667 1,790,331
Total operating expenses 9,474,181 9,549,462
Operating loss (7,569,679) (7,599,230)
Nonoperating revenues (expenses):
Noncapital grants or assistance:
Federal Transit Administration 2,848,622 2,772,898
Commonwealth of Virginia 1,090,780 1,405,040
City of Roanoke 1,112,953 1,387,323
City of Salem 114,511 125,729
Town of Vinton 81,360 82,224
New River Valley Metropolitan Planning Organization 36,961 44,655
Unified Human Transportation Services 13,354
Carilion Foundation 46,909 23,476
Downtown Roanoke, Inc. 20,946 10,434
O. Winston Link Transportation Museum (note 7) (29,358)
Commonwealth Coach and Trolley Museum (note 7) (62,478) (46,429)
Roanoke Chapter National Railway Historical Society (8,627) (37,966)
Total noncapital grants or assistance 5,252,579 5,780,738
Local share and other revenue (expense):
Advertising 104,459 120,880
Rental income (note 8) 142,250 147,188
Parking income 58,245 58,454
Interest income 7,337 13,598
Gain on disposal of capital assets 3,992
Other 14,575 7,117
Total local share and other net revenue 326,866 351,229
Total net nonoperating revenues 5,579,445 6,131,967
Loss before capital contributions (1,990,234) (1,467,263)
Capital contributions (note 3) 2,348,098 1,115,208
Change in net assets 357,864 (352,055)
Total net assets at beginning of year 16,300,466 16,652,521
Total net assets at end of the year $ 16,658,330 16,300,466
See accompanying notes to financial statements.
10
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Statements of Cash Flows
Years ended June 30, 2010 and 2009
Cash flows from operating activities and local share and other
revenue (excluding interest): '
Cash received from customers
Cash payments to suppliers for goods and services
Cash payments to employees for services
Local share and other revenue received
Net cash used in operating activities
Cash flows from noncapital financing activity:
Operating grants received
Cash flows from capital and related financing activities:
Acquisition of capital assets
Proceeds from sale of capital assets
Capital contributions
Net cash used in capital and related financing
activities
Cash flows from investing activity:
Interest income received
Net increase (decrease) in cash and cash equivalents
Cash and cash equivalents at beginning of year
Cash and cash equivalents at end of year
Reconciliation of operating loss to net cash used in operating
activities:
Operating loss
Adjustments to reconcile operating loss to net cash used in
operating activities:
Local share and other net revenue (excluding interest)
Depreciation
Gain on disposal of capital assets
Changes in assets and liabilities:
(Increase) decrease in accounts receivable
(Increase) decrease in supplies and materials
Decrease in other assets
(Decrease) increase in trade accounts payable
(Decrease) increase in accrued salaries and benefits
Increase in other liabilities
Net cash used in operating activities
See accompanying notes to financial statements.
11
2010
2009
$ 1,904,502 1,950,232
(3,168,728) (3,324,314)
(4,392,037) (4,259,147)
305,050 344,704
(5,351,213) (5,288,525)
5,702,314 5,625,551
(2,664,651 ) (1,200,954)
3,992
2,058,262 865,977
(606,389) (330,985)
7,337 13,598
(247,951) 19,639
587,203 567,564
$ 339,252 587,203
$ (7,569,679) (7,599,230)
319,529 337,631
1,902,667 1,790,331
(3,992)
(14,479) 11,065
(29,051 ) 44,049
102,045 1,669
(65,031) 40,269
(9,400) 46,971
12,186 42,712
$ (5,351,213) (5,288,525)
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit ofthe City of Roanoke, Virginia)
Notes to Financial Statements
June 30, 2010 and 2009
(1)
Summary of Significant Accounting Policies
(a) Organization and Purpose
The Greater Raanoke Transit Company (the Company) is a private, nonprofit, public service
organization wholly owned by the City of Roanoke, Virginia (the City). The Company pravides a
comprehensive range of transportation services for the residents of the greater Roanoke area,
including bus service along fixed routes, special services for the disabled, and shuttle buses. Similar
to other public transportation systems, government subsidies are required to fund operations. The
Company is the recipient of operating and capital grants from federal, state, and local agencies,
including the Federal Transit Administration (the FTA), the Virginia Department of Rail and Public
Transportation, and the City.
Company policy decisions are made by the Board of Directors, which is comprised of two (2) City
council members, two (2) city employees, and three (3) citizens of the community at large. The
Company contracts with First Group America Company (dba First Transit, Inc.) to provide senior
management professionals. The remainder of the staff are employees of Southwestern Virginia
Transit Management Company, Inc. whose contract expires in September 2011.
The Company is reported as a blended component unit of the primary governmental reporting entity
of the City. The Company's financial position and results of operations are recorded in an enterprise
fund, a proprietary fund type, of the City.
(b) Basis of Accounting
The accompanying financial statements reflect the transit operations of the Company and are
accounted for on the economic resources measurement focus and use the accrual basis of accounting,
which is in accordance with U.S. generally accepted accounting principles (GAAP) and conform
with the requirements of the FTA's National Transit Database, as amended.
In accordance with Governmental Accounting Standards Board (GASB) Statement No. 20,
Accounting and Financial Reporting for Proprietary Funds and Other Governmental Entities That
Use Proprietary Fund Accounting, the Company applies all applicable GASB pronouncements and
all Financial Accounting Standards Board (F ASB) Statements and Interpretations, Accounting
Principles Board (APB) Opinions, and Accounting Research Bulletins (ARB) issued after
November 30, 1989, unless they conflict with or contradict GASB pronouncements.
(c) Cash and Cash Equivalents
Cash and cash equivalents are considered to be cash on hand and short-term investments with
original maturities of three months or less from the date of acquisition. Cash equivalents are stated at
cost, which approximates market value, and consist of money market mutual funds and a pooled
repurchase agreement with an original maturity of three months .or less collateralized by
U.S. Government securities. At June 30, 2010, the Company's cash and cash equivalents on hand
and in banks had a carrying value of $339,252 and an actual bank balance of $240,193.
12
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Compon'ent Unit of the City of Roanoke, Virginia)
Notes to Financial Statements
June 30, 2010 and 2009
(d)
Capital Assets
Capital assets are stated at cost less accumulated depreciation computed by the straight-line method
over the estimated lives of the respective assets as follows:
Buildings, structure and improvements
Buses
Shop and garage equipment
Office equipment and furnishings
3 to 40 years
7 to12 years
3 to 5 years
2 to 10 years
(e)
Revenue Recognition
Passenger fares and advertising are recorded as revenue at the time of sale. Rental and parking
income are recorded on the accrual basis.
(f)
Accounts Receivable
Accounts receivable are recorded at the invoiced amount and do not bear interest. The Company
does not record an allowance for existing accounts receivable based on historical experience.
Account balances are charged off after all means of collection have been exhausted and the potential
for recovery is considered remote.
(g)
Compensated Absences
Company employees are granted vacation leave in varying amounts. In the event of termination, an
employee is reimbursed for accumulated vacation in full. Accumulated vacation is recorded as an
expense and liability as the benefits accrue to employees. Employees are not granted sick leave, but
certain employees receive compensation for sick days. Sick leave is recorded as an expense as the
employee utilizes it.
In accordance with GAAP, the liability calculations include an accrual at the current rate of pay and
ancillary salary-related payments (i.e., the employer's share of social security and Medicare taxes)
associated with its ultimate liquidation.
(h)
Operating Revenues and Expenses
Operating revenues consist of charges for passenger fares. Operating expenses include costs of
services provided, including personnel costs, purchased services, utilities, materials and supplies,
insurance and depreciation. All other revenues and expenses, with the exception of capital
contributions, are classified as nonoperating revenues and expenses. '
(i)
Deferred Compensation Plan
Company employees participate in the Southwestern Virginia Transit Management Company, Inc.
Retirement Plan (the Plan), which is a deferred compensation plan and trust covering all eligible
employees of the Company. Under the terms of the Plan agreement, all full-time employees are
required to participate in the Plan upon completion of their probationary employment period, which
is 90 days from date of hire for all employees. Southwest Virginia Transit Management Company,
13
(Continued)
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Notes to Financial Statements
June 30, 2010 and 2009
Inc. is the trustee of the Plan and the Plan is administered by the Reliance Trust Company.
Participants contribute to the Plan through voluntary payroll deductions. Participants may elect to
defer up to 100% of their pretax compensation not to exceed the IRS limitations on net contributions.
Participants are required to contribute a minimum .of 3% of annual compensation. The Company can
make contributions at its discretion. The Plan qualifies as a government plan under Section 457 of
the Internal Revenue Code. This qualification exempts the Plan from ERISA and DOL regulations.
Charges to operations under the Plan are based on 3% of union and salary participants' eligible
payroll. The Company increased its contribution percentage from 2.5% to 3.0% of eligible payroll
for union participants, effective July 1,2004.
(j) Use of Estimates
The preparation of financial statements in conformity with GAAP requires management to make
estimates and assumptions that affect the reported amounts of assets and liabilities at the date of the
financial statements and the reported amounts of revenues and expenses during the reporting period.
Actual results could differ from these estimates.
(k) New Accounting Pronouncements
During the fiscal year ended June 30, 2010, the Company adopted GASB Statement No. 51,
Accounting and Financial Reporting for Intangible Assets. GASB Statement No. 51 provides
guidance on how to identify, account for, and report intangible assets. The adoption .of GASB
Statement No. 51 by the Company in fiscal year 2010 had no material impact on the Company's
financial statements or disclosures for the year ended June 30, 2010.
During the fiscal year ended June 30, 2009, the Company adopted GASB Statement No. 49,
Accounting and Financial Reporting for Pollution Remediation Obligations. GASB Statement
No. 49 establishes accounting and [mancial reporting standards for pollution (including
contamination) remediation .obligations, which are obligations to address the current or potential
detrimental effects of existing pollution by participating in pollution remediation activities such as
site assessments and cleanups. The Standard excludes pollution prevention or control obligations
with respect to current operations, and future pollution remediation activities that are required upon
retirement of an asset, such as landfill closure and post-closure care and nuclear power plant
decommissioning. The adoption of GASB Statement No. 49 by the Company as of June 30, 2009
had no material impact on the Company's [mancial statements or disclosures for the year ended
June 30, 2010.
(2)
Deposits and Investments
The Company may invest in the following approved investment vehicles:
. Direct obligations of the federal government backed by the full faith and credit of the United States;
. Obligations of the Commonwealth of Virginia, including stocks, bonds and other evidences .of
indebtedness of the Commonwealth of Virginia, and those unconditionally guaranteed as to the
payment of principal and interest by the Commonwealth of Virginia;
14
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit ofthe City of Roanoke, Virginia)
Notes to Financial Statements
June 30, 2010 and 2009
. Obligations of Virginia counties, cities, etc. (subject to certain restrictions);
. Obligations of the International Bank, Asian Development Bank and African Development Bank;
. Domestic bankers' acceptances from institutions with a rating ofB/C or better in the Keefe, Bruyette
& Woods, Inc. ratings;
. Commercial paper with a maturity of two-hundred seventy (270) days or less with a Moody's rating
of prime 1 and Standard & Poor's rating of A-I, with the issuing corporation having a net worth .of at
least fifty million dollars; the net income of the issuing corporation, or its guarantor, has averaged
three million dollars per year of the previous five years; and all existing senior bonded indebtedness
of the issuer, or its guarantor, is rated "A" or better by Moody's Investor Services, Inc., and Standard
& Poor's, Inc.
. Corporate notes with a rating of at least Aa by Moody's Investors Service, Inc. and a rating of at least
AA by Standard and Poor's, Inc. and a maturity of no more than five (5) years;
. Money market funds;
. Demand and savings deposits; and
. Time deposits, certificates of deposit and repurchase agreements.
All cash and cash equivalents are held by [mancial institutions in the name of the Company. At June 30,
2010, all cash and cash equivalents were fully collateralized pursuant to agreements with all participating
financial institutions to pledge assets on a pooled basis to secure public deposits according ta the Virginia
Security for Public Deposits Act Regulations of the Code of Virginia.
Capital Grant Funds
(a) Capital Expenditures
Capital aSset purchases have been funded primarily under FTA capital grants to the Company.
Additional matching requirements were met by the Commonwealth of Virginia, City of Roanoke and
the New River Valley Metropolitan Planning Organization. Capital grant funds received (cash basis)
and capital grant funds outstanding at June 30, 2010 are as follows:
Capital Cumulative
grant funds capital
received grant funds
2010 received
1,067,082 16,323,242
1,043,550 3,233,051
166,982
56,750
19,780,025
(3)
FTA
Commonwealth of Virginia
City of Roanoke
New River Valley MPO
$
$
56,750
2,167,382
15
Outstanding
capital
grant.
amount
3,986,520
430,183
4,416,703
(Continued)
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit ofthe City of Roanoke, Virginia)
Notes to Financial Statements
June 30, 2010 and 2009
(b) Operations
The Company receives operating assistance from the FTA, Commonwealth of Virginia, City of
Roanoke, City of Salem, Town of Vinton, New River Valley Metropolitan Planning Organization,
and Unified Human Transportation Services. During fiscal years 2010 and 2009, the Company also
received operating assistance from the Carilion Foundation and Downtown Roanoke, Inc. for its Star
Line trolley bus service.
(4)
Supplies and Materials
As ofJune 30, 2010 and 2009, supplies and materials consisted of:
2010 2009
Parts $ 373,546 354;723
Diesel fuel 19,077 14,974
Lubricating oil 11,455 5,330
$ 404,078 375,027
Supplies and materials are valued on the weighted average cost basis.
(5)
Capital Assets
The following is a summary of the changes in capital assets, net for the years ended June 30, 2010 and
2009:
Balances
June 30,
2009
Balances
June 30,
2010
Increases
Decreases
Capital assets not being depreciated:
Land
$
603,302
603,302
Other capital assets being
depreciated:
Building, structures and
improvements
Buses
Shop and garage equipment
Office equipment and
furnishings
Accumulated depreciation
10,057,981 495,917 10,553,898
13,268,973 2,012,647 15,281,620
2,006,833 137,074 2,143,907
667,775 19,013 686,788
(12,134,370) (1,902,667) (14,037,037)
13,867,192 761,984 14,629,176
$ 14,470,494 761,984 15,232,478
Subtotal
Capital assets, net
16
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit ofthe City of Roanoke, Virginia)
Notes to Financial Statements
June 30, 20 I 0 and 2009
Balances
June 30,
2008
Balances
June 30,
2009
Decreases
Increases
Capital assets not being depreciated:
Land
Other capital assets being
depreciated:
Building, structures and
improvements
Buses
Shop and garage equipment
Office equipment and
furnishings
Accumulated depreciation
$
603,302
603,302
9,964,815 93,166 10,057,981
12,314,827 954,146 13,268,973
1,916,513 112,259 (21,939) 2,006,833
626,392 41,383 667,775
(10,365,978) (1,790,331) 21,939 (12,134,370)
14,456,569 (589,377) 13,867,192
$ 15,059,871 (589,377) 14,470,494
Subtotal
Capital assets, net
(6)
Deferred Compensation Plan
Th~ Company has a deferred compensation plan (see note I(i)) covering all hourly and salaried employees.
The Company made contributions to the deferred compensation plan in the amount of $97,13 8 in fiscal
year 2010 and $95,322 in fiscal year 2009.
Other Liabilities
Included in. other liabilities at June 30, 2010 and 2009 is deferred revenue of $68,034 and $60,537,
respectively.
Commitments and Contingent Liabilities
Under the provisions of a management contract with First Group America Company (dba First Transit,
Inc.), which expired February 28, 2007, the Company paid a monthly fee of $21,445 for management
services. Upon expiration of the contract, the Company exercised an option to renew the contract for three
additional years. In the third option year of the contract, monthly fees increased to $23,950 per month
effective March 1, 2009 from $23,084 per month effective March 1, 2008. On January 20, 2010, the
Company entered into an agreement with First Group of America Company effective March 1, 2010 and
expiring June 30, 2015. Under this contract, monthly fees decreased to $21,867 per month effective
March 1, 2010 from $23,950 per month effective March 1, 2009. Total fees paid for the years ended
June 30, 2010 and 2009 were $279,067 and $280,472, respectively.
(7)
(8)
Certain assets acquired with FT A grants must be kept in service for a specified time period as a
requirement of the grants. If these assets are removed from service, the Company must reimburse FT A for
up to 80% of their fair market value on the date of disposition. Capital assets, net, approximating
$14.6 million at June 30, 2010 are subject to these grant requirements.
17
(Continued)
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit ofthe City of Roanoke, Virginia)
Notes to Financial Statements
June 30, 2010 and 2009
The Company has agreements with the City of Salem and Town of Vinton to provide bus service to each of
these areas which may be terminated upon written notice by either party of twelve months and six months,
respectively. The localities reimburse the Company for 75% of the net operating costs based upon
passenger counts and service miles.
The Company is the lessor of space in the Intermodal Transportation Center in downtown Roanoke. Rental
income for the years ended June 30,2010 and 2009 totaled $142,250 and $147,188, respectively. Future
minimum rental receipts under leases with original terms in excess of one year are as follows:
Years ending June 30:
2011
2012
2013
$
109,166
65,761
15,987
190,914
$
The Company is the lessee in an agreement with a tire manufacturer for the rental .of bus tires. The
agreement became effective November 1, 2007, expires on November 1, 2010 and specifies a base rate per
tire mile, which is adjusted following the first two years. Rental expense for the years ended June 30, 2010
and 2009 approximated $49,000 and $42,000, respectively.
The Company is exposed to various risks of loss such as theft of, damage to, and destruction of assets,
injuries to employees, and natural disasters. The Company carries commercial insurance for their risks.
There have been no significant reductions in insurance coverage from coverage in the prior year, and
settled claims have not exceeded the amount of insurance coverage in any of the past three fiscal years.
Grants are subject to audit to determine compliance with the grant requirements. As a result of the audit
performed over federal expenditures for the fiscal year ended June 30, 2008 and completed in March 2009,
it was determined that the Company failed to comply with certain federal procurement requirements in
connection with the purchase of certain office equipment and furnishings resulting in known questioned
costs of $178,641 reimbursed by the FTA under two federal grant agreements and $27,616 reimbursed by
the Virginia Department of Rail and Public Transportation (DRPT) under the state matching portion of the
grant agreements. Total expenditures under the grant agreements were approximately $223,137.
First Transit, Inc. has agreed to reimburse the Company for any amounts that may be required to be
reimbursed to the cognizant agencies. The FTA requested reimbursement .of $178,641 which was paid by
First Transit, Inc. in June 2010, and DRPT has not requested any reimbursement from the Company as of
the report date of the fmancial statements.
The Company is unaware of any pending litigation or other contingencies that would have a material
adverse effect on the financial condition or liquidity of the Company.
18
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KPMG LLP
Suite 1710
10 S. Jefferson Street
Roanoke, VA 24011-1331
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Report on Internal Control Over Financial Reporting
and on Compliance and Other Matters Based on an
Audit of Financial Statements Performed in Accordance
with Government Auditing Standards
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The Board of Directors
Greater Roanoke Transit Company:
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We have audited the [mancial statements of Greater Roanoke Transit Company - Transit Operations
(the Company), a blended component unit of the City of Roanoke, as of and for the year ended June 30,
2010, and have issued our report thereon dated October27, 2010. We conducted our audit in accordance
with auditing standards generally accepted in the United States of America and the standards applicable to
financial audits contained in Government Auditing Standards, issued by the Comptroller General of the
United States.
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Internal Control Over Financial Reporting
In planning and performing our audit, we considered the Company's internal control over financial
reporting as a basis for designing our auditing procedures for the purpose of expressing an opinion on the
financial statements, but not for the purpose of expressing an opinion on the effectiveness of the
Company's internal control over financial reporting. Accordingly, we do not express an opinion on the
effectiveness of the Company's internal control over financial reporting.
A deficiency' in internal control over financial reporting exists when the design or operation of a control
does not allow management or employees, in the normal course of performing their assigned functions, to
prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or
combination of deficiencies, in internal control over financial reporting, such that there is a reasonable
possibility that a material misstatement of the entity's financial statements will not be prevented, or
detected and corrected on a timely basis.
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Our consideration .of internal control over financial reporting was for the limited purpose described in the
first paragraph of this section and would not necessarily identify all deficiencies in internal control over
financial reporting that might be deficiencies, significant deficiencies, or material weaknesses. We did not
identify any deficiencies in internal control over [mancial reporting that we consider to be material
weaknesses, as defined above.
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Compliance and Other Matters
As part of obtaining reasonable assurance about whether the Company's financial statements are free of
material misstatement, we performed tests of its compliance with certain provisions of laws, regulations,
contracts, and grant agreements, noncompliance with which could have a direct and material effect on the
determination of financial statement amounts. However, providing an opinion on compliance with those
provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The
results of our tests disclosed no instances of noncompliance or other matters that are required to be
reported under Government Auditing Standards.
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KPMG LLP is a Delaware limited liability partnership, the U.S.
member firm of KPMG International Cooperative, a Swiss entity.
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We noted certain matters that we reported to management of the Company in a separate letter dated
October 27, 2010.
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This report is intended solely for the information and use of the Board of Directors, management, and
federal awarding agencies and pass-through entities and is not intended to be and should not be used by
anyone other than these specified parties.
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KPMG- LCP
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October 27, 2010
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
,
Management Letter
Year ended June 30, 2010
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KPMG LLP
Suite 1710
10 S. Jefferson Street
Roanoke, VA 24011-1331
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October 27,2010
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The Board of Directors
Greater Roanoke Transit Company -
Transit Operations
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Dear Members:
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We have audited the financial statements of Greater Roanoke Transit Company - Transit Operations (the
Company), a blended component unit of the City of Roanoke, Virginia (the City), as of and for the year
ended June 30, 2010, and have issued our report thereon dated October 27, 2010. In planning and
performing our audit of the financial statements of the Company, in accordance with auditing standards
g~nerally accepted in the United States of America and the standards applicable to financial audits
contained in Government Auditing Standards; issued by the Comptroller General of the United States, we
considered the Company's internal control over [mancial reporting (internal control) as a basis for
designing our auditing procedures for the purpose of expressing our opinion on the financial statements,
but not far the purpose of expressing an opinion on the effectiveness of the Company's internal control.
Accordingly, we do not express an opinion on the effectiveness of the Company's internal control.
During our audit, we noted certain matters involving internal control and other operational matters that are
presented for your consideration. These comments and recommendations, all of which have been discussed
with the appropriate members of management, are intended to improve internal control or result in other
operating efficiencies and are summarized as follows:
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Procurement for Employee Health Insurance
During our Single Audit procedures in accordance with OMB Circular A-I33 Compliance Supplement for
the City of Roanoke, Virginia, we noted certain findings related to expenditures by the Company for health
insurance premiums. The Company uses an insurance broker to act as an agent on behalf of management to
actively seek out quotes from different insurance providers and negotiate the best price for the Company.
For the health insurance policy period from July 1, 2009 through June 30, 2010, the broker sent out a
request for proposal (RFP) soliciting bids from insurance companies in accordance with procurement
requirements on behalf of the Company. However, upon review of the procurement file, we noted that the
broker did not follow all of the requirements ofFTA Circular C 4220.IE, which specify that an RFP must
be publicly advertised and include a clause requiring verification from prospective vendors regarding
suspension and debarment assurance requirements. Specifically, the RFP did not contain the necessary
clause regarding suspension and debarment, and there was no public announcement of the Company's RFP
for the annual health insurance contracts. In addition, FTA Circular C 4220.1E specifies that when a
contract is awarded to a vendor that has an aggregate value of $500,000 or more, an entity should specify
the amount of federal funds that will be used to finance the purchase in an announcement of the contract
award for goods and services. Such amount should be expressed as a percentage of the total costs of the
planned acquisition. No such announcement was made by the broker or management of the Company to
the selected health insurance provider.
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KPMG LLP is a Delaware limited liability partnership, the U.S.
member firm of KPMG International Cooperative, a Swiss entity.
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The Board of Directors
Greater Roanoke Transit Company - Transit Operations
October 27,2010
Page 2
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The Company currently has procurement policies in place that are in accordance with federal, state and
local procurement requirements for purchases of goods and services, including health insurance premiums,
and the Company followed the appropriate procurement requirements for procurements made during the
year ended June 30, 2010 with the exception of the findings noted above. We recommend the Company
implement a policy whereby a public announcement is made either via publication on the Company's
web site or in a newspaper advertisement for potential awards of health insurance contracts with total
expenditures expecting to exceed $50,000. We also recommend that the RFP include a clause regarding the
verification of suspension and debarment which should be obtained and included in the procurement files
prior to awarding the annual health insurance contract. In addition, since the annual health insurance
premiums are expected to be greater than $500,000, the Company should implement a policy to ensure the
vendor awarded the health insurance contract is notified of the total amount of the award and the
percentage expected to be reimbursed with federal funds.
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Management's Response
The Company utilizes the services of a broker far health insurance coverage for the employees .of
Southwestern Virginia Transit Management Company. The contract between Greater Roanoke Transit
Company and the Broker provides for the Broker to include a clause regarding the verification .of
suspension and debarment, which will be obtained and included in the procurement files prior to awarding
the annual health insurance contract.
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The Company ensures that it will place public notice on its website for potential awards of health insurance
contracts and that the vendor awarded the health insurance contract will be notified of the total amount .of
the award and the percentage expected to be reimbursed with federal funds.
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Our audit procedures are designed primarily to enable us to form an opinion on the financial statements,
and therefore may not bring to light all weaknesses in policies or procedures that may exist. We aim,
however, to use our knowledge of the Company's organization gained during our work to make comments
and suggestions that we hope will be useful to you.
We would be pleased to discuss these comments and recommendations with you at any time.
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The Company's written response to our comments and recommendations has not been subjected to the
auditing procedures applied in the audit of the financial statements and, accordingly, we express no opinion
on it.
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This communication is intended solely for the information and use of management, the Board of Directors
of the Company, the City, and others within the organization, and is not intended to be and should not be
used by anyone other than these specified parties.
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Very truly yours,
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KPMG- LL"P
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GREATER ROANOKE TRANSIT COMPANY -
TRANSIT OPERATIONS
(A Component Unit of the City of Roanoke, Virginia)
Communication to the Board of Directors
Year ended June 30, 2010
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KPMG LLP
Suite 1710
10 S, Jefferson Street
Roanoke, VA 24011-1331
October 27,2010
The Board of Directors
Greater Roanoke Transit Company -
Transit Operations
Dear Members:
We have audited the fmancial statements of Greater Roanoke Transit Company - Transit Operations
(the Company), a blended component unit of the City of Roanoke, Virginia (the City), as of and for the
year ended June 30, 2010, and have issued our report thereon dated October 27, 2010. Under our
professional standards, we are providing you with the accompanying information related to the conduct of
our audit.
Our Responsibility Under Professional Standards
We are responsible for forming an opinion about whether the financial statements, that have been prepared
by management with the oversight of the Board of Directors, are presented fairly, in all material respects,
in conformity with U.S. generally accepted accounting principles. We have a responsibility to perforIn our
audit of the financial statements in accordance with auditing standards generally accepted in the United
States of America and the standards applicable to financial audits contained in, Government Auditing
Standards, issued by the Comptroller General of the United States. In carrying out this responsibility, we
planned and performed the audit to obtain reasonable assurance about whether the financial statements are
free of material misstatement, whether ca~sed by error or fraud. Because of the nature of audit evidence
and the characteristics of fraud, we are to obtain reasonable, not absolute, assurance that material
misstatements are detected. We have no responsibility to plan and perform the audit to obtain reasonable
assurance that misstatements, whether caused by error or fraud, that are not material to the financial
statements are detected. Our audit does not relieve management or the Board of Directors of their
responsibilities.
In addition, in planning and performing our audit of the fmancial statements, we considered internal
control over financial reporting (internal control) as a basis for designing our auditing procedures for the
purpose of expressing our opinion on the financial statements but not for the purpose of expressing an
opinion on the effectiveness of the Company's internal control. Accordingly, we do not express an opinion
on the effectiveness of the Company's internal control.
We also have a responsibility to communicate significant matters related to the financial statement audit
that, are, in our professional judgment, relevant to the responsibilities of the Board of Directors in
overseeing the financial reporting process. Weare not required to design procedures for the purpose of
identifying other matters to communicate to you.
Other Information in Documents Containing Audited Financial Statements
Our responsibility for other information in documents containing the Company's financial statements and
our auditors' report thereon does not extend beyond the fmancial information identified in our auditors'
KPMG LLP is a Delaware limited liability partnership, the U.S.
member firm of KPMG International Cooperative, a Swiss entity.
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The Board of Directors
Greater Roanoke Transit Company -
Transit Operations
October 27,2010
Page 2
report, and we have no obligation to perform any procedures to corroborate other information contained in
any such document, for example, Management's Discussion and Analysis. We have, however, applied
certain limited procedures, which consisted principally of inquiries of management regarding the methods
of measurement and presentation of the required supplementary information as of June 30, 2010 and for
the year then ended. However, we did not audit the information and express no opinion on it.
Significant Accounting Policies, Unusual Transactions, and Accounting Practices
Significant Accounting Policies
The significant accounting policies used by the Company are described in note 1 to the fmancial
statements. As described in note 1, in order to comply with the requirements of U.S. generally accepted
accounting principles, the Company adopted GASB Statement No. 51, Accounting and Financial
Reporting for Intangible Assets, in fiscal year 2010. There were no other changes in accounting policies:
used by the Company or their application during fiscal year 2010.
Unusual Transactions
We noted no transactions entered into by the Company during fiscal year 2010 that were both significant
and unusual, and of which, under professional standards, we are required to inform you, or transactions for
which there is a lack of authoritative guidance or consensus.
Qualitative Aspects of Accounting Practices
We have discussed with the Board of Directors and management our judgments about the quality, not just
the acceptability, of the Company's accounting principles as applied in its financial reporting. The
discussions generally included such matters as the consistency of the Company's accounting policies and
their application, and the understandability and completeness of the Company's financial statements, which
include related disclosures.
Management Judgments and Accounting Estimates
The preparation of the fmancial statements requires management of the Company to make a number of
estimates and assumptions relating to the reported amounts of assets and liabilities and the disclosure of
contingent assets and liabilities at the date of the fmancial statements and the reported amounts of revenues
and expenses during the reporting period.
Uncorrected and Corrected Misstatements
In connection with our audit of the Company's financial statements, we have not identified any significant
'financial statement misstatements that have not been corrected in the Company's books and records as of
and for the year ended June 30,2010 and have communicated that finding to management. In addition, we
proposed no audit adjustments to the financial statements that could, in our judgment, either individually or
in the aggregate, have a significant effect on the Company's financial reporting process.
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The Board of Directors
Greater Roanoke Transit Company -
Transit Operations
October 27,2010
Page 3
Disagreements with Management
There were no disagreements with management on financial accounting and reporting matters that, if not
satisfactorily resolved, would have caused a modification of our auditors' report on the Company's
financial statements.
Management's Consultation with Other Accountants
To the best of our knowledge, management has not consulted with or obtained opinions, either written or
oral, from other independent accountants during the year ended June 30, 2010.
Significant Issues Discussed, or Subject to Correspondence, with Management
Major Issues Discussed with Management Prior to Retention
We generally'discuss a variety of matters, including the application of accounting principles and auditing
standards, with the Board of Directors and management each year prior to our retention by the Board of
Directors as the Company's auditors. However, these discussions occurred in the normal course of our
professional relationship and our responses were not a condition to our retention.
Material Written Communications
Attached to this report, please fmd copies of the following material written communications between
management and us:
1) Engagement letter; and
2) Management representation letter
We have also issued our management letter, which has been separately addressed to the Board of Directors,
regarding internal control related matters noted during our June 30, 2010 audit.
Significant Difficulties Encountered During the Audit
We encountered no difficulties in dealing with management in performing and completing our audit.
Independence
We hereby confirm that as of October 27, 2010, we are independent accountants with respect to the
Company under all relevant professional and regulatory standards.
* * * * * * *
This. letter to the Board of Directors is intended solely for the use of the Board of Directors and
management of the Company and the City and is not intended to be and should not be used by anyone
other than these specified parties.
Very truly yours,
KPM<:s- LLf>
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KPMG LLP
. Suite 1710
10 S. Jefferson Street
Roanoke, VA'24011~i331
Telephone 540 982 0505
Fax 540 983 8877
Internet www.us.kpmg.com
June 10,2010
Board of Directors
Greater Roanoke Transit Company
P.O. Box 13247
Roanoke, VA 24032
Attention: Mr. Christopher P. Morrill, Vice President of Operations
"
This letter (the Engagement Letter) confrrms our understanding of our engagement to provide
professional services to the Greater Roanoke Transit Company - Transit Operations (the Company), a
blended component unit of the City of Roanoke, Virginia (the City).. .
Objectives and Limitations of Services
Audit Services
We will issue a written report upon our audit of Company's financial statements as set forth m,
Appendix 1.
We have the responsibility to conduct and will conduct the audit of the fmancial statements in
accordance with auditing standards generally accepted in the 'United States of America and the
standards for fmandal audits contained in Government Auditing Standards, issued by the Comptroller
General of the United States, with the objective of expressing an opinion as to whether the presentation
of the financial statements, that have been prepared by management with the oversight of those charged
with governance, conforms with U.S. generally accepted accounting principles.
In conducting the audit, we will perform tests of the accounting records and such other procedures, as .
we consider necessary in the circumstances, to provide a reasonable basis for our opinion on the
financial statements. We also will assess the accounting principles used and significant estimates made
by management, and evaluate the overall financial statement presentation.
Our audit of the financial statements is planned and performed to obtain reasonable, but not absolute,
assurance about whether the fmancial statements are free of material misstatement, whether caused by
error or fraud. Absolute assurance is not attainable because of the nature of audit evidence and the
characteristics of fraud. Therefore, there is a risk that material errors, fraud (including fraud that may be
an illegal act), and other illegal acts may exist and not be detected by an audit of financial statements
performed in accordance with the auditing standards generally accepted in the United States of
America. Also, an audit is not designed to. detect matters that are immaterial to the financial statements,
and because the determination of abuse is subjective, Gover,nment Auditing Standards does not expect
auditors to provide reasonable assurance of detecting abuse.
Our report will be addressed to the Board of Directors of the Company. We cannot provide assurance
that an unqualified opinion will be rendered. Circumstances may arise in which it is necessary for us to
modify our report or withdraw from the engagement.
While our report may be sent to the Company electronically for your convenience, only the hard copy
report is to be relied upon as our work product.
KPMG LLP, a U,S, limited liability partnership, is the U.S.
member firm of KPMG International, a Swiss cooperative.
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Board of Directors
Greater Roanoke Transit Company
June 10,2010
Page 2 -
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Internal Control over Financial Reporting and Compliance and Other Matters
In planning and performing our audit of the financial statements, we will consider t\1e Company's
internal control over fmancial reporting as a basis for designing our audit procedures for the purpose of
expressing an opinion on the fmancial ~tatements and not to provide an opinion on the effectiveness of
the Company's internal control over financial reporting. In accordance with Government Auditing
Standards, we are required to communicate that the limited purpose of our consideration of internal
control may not meet the needs of some users who require additional information about internal
control. We can provide other services to provide you with additional information on internal control
which we would be happy to-discuss with you at your convenience.
As part of obtaining reasonable assurance about whether the fmancial statements are free of material
misstatement, we will perform tests of the Company's compliance with certain provisions of laws,
regulations, contracts and grant agreements, violations of which could have a direct and material effect
on the fmancial statements. However, our objective is not to provide an, opinion on compliance with
such provisions.
In accordance with Government Auditing Standards, we will prepare a written report, Report on
Internal Control Over Financial Reporting and Compliance and Other Matters Based on an Audit of
Financial Statements Performed in Accordance With Government Auditing Standards (GAGAS
report), on our consideration of internal control over financial reporting and tests of compliance made
as part of our audit of the financial statements. While the objective of our audit of the financial
statements is not to report on the Company's internal control over fmancial reporting and we are riot
obligated to 'search for significant deficiencies or material weaknesses as part of our audit of the
fmancial statements, this report will include any significant deficiencies and material weaknesses to the
extent they come to our attention. A significant deficiency is a deficiency, or a combination of
deficiencies, in internal control that is less severe than a material weakness, yet important enough. to
merit attention by those charged with governance. A material weakness is a deficiency, or combination
of deficiencies, in internal control, such that there is a reasonable possibility that a material
misstatement of the financial statements will not be prevented or detected on a timely basis.s This
report will also include illegal acts and fraud, unless clearly inconsequential, and material violations of
abuse and provisions of contracts and grant agreements. It will indicate that it is intended solely for the
information and use of the Board of Directors and management of th~ Company and federal awarding
agencies and pass-through entities and that it is not intended to be and should not be used by anyone
other than these specified parties.
In accordance with Government Auditing Standards, we will also issue a management letter to
communicate violations of provisions of contracts or grant agreements or abuse that have an effect on
the fmancial statements that is less than material but more than inconsequential that come to our
attention. J
. In accordance with Government Auditing Standards, we are also required in certain circumstances to
report fraud or illegal acts directly to parties outside the auditee.
Offering Documents
Should the Company wish to include or incorporate by reference these financial statements and our
audit report thereon into an offering of exempt securities, prior to our consenting to include or
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Board of Directors
Greater Roanoke Transit Company
June 10,2010
Page 3
incorporate by reference our report on such financial statements, we would consider our consent to the
inClusion of our report and the terms thereof at that time. We will be required to perform procedures as
required by the standards of the American Institute of Certified Public Acco.untants, including, but not
limited to, reading other information incorporated by reference in the offering document and
performing subsequent event procedures. Our reading of the other information jncluded or incorporated
by reference in the offering document will consider whether such information, or the manner of its
presentation, is materially inconsistent with information, or the manner ofits presentation, appearing in
the financial statements. However, we will not perform procedures to corroborate such other
information (including forward-looking statements). The specific terms of our future services with
respect to future offering documents will be determined at the time the services are to be performed.
Should the Company wish to include or iricorporate by reference these financial statements and our
audit report(s) thereon into an offering of exempt securities without obtaining our consent to include or r
incorporate by reference our report(s) on such financial statements, and we are not otherwise associated
with the offering document, then the Company agrees to include the following language in the offering
document:
"KPMG LLP, our independent auditor, has not been engaged to perform and has not performed,
since the date of its report included herein, any procedures on the financial statements addressed
in that report. KPMG LLP also has not performed any procedures relating to this official
statement."
Our Responsibility to Communicate with the Board of Directors
We will reportto the Board of Directors, in writing, the following matters:
Corrected misstatements arising from the, audit that could, in our judgment, either individually or
, in aggregate, have a significant effect on the Company's 'financial reporting process. In this
context, corrected misstatements are proposed corrections of the fmancial statements that were
recorded by management and, in our judgment, may not have been detected except through the
auditing procedures performed.
Uncorrected misstatements aggregated during the current engagement and pertaining to the latest
period presented that were determined by management to be immaterial, .both individually and in
aggregate.
Any disagreements with management or other significant difficulties encountered in performance
. \
of our audIt.
Other matters required to be communicated by auditing standards generally accepted in the
United States of America.
We will also read minutes, if any, of Board of Directors meetings for consistency with our
understanding of the communications made to the Board of Directors and determine that the Board of
Directors have received copies of all material written communications between ourselves and
management. We will also determjDe that the Board of Directors has been informed of i) the initial
selection of, or the reasons for any change in, significant accounting policies or their application during
the period under audit, ii) the methods used by management to account for significant unusual
transactions, and iii) the effect of significant accounting policies in controversial or emerging areas for
which there is a lack of authoritative guidance or consensus.
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Board of Directors ,
Greater Roanoke Transit Company
June 10,2010
Page 4
If, in performance of our audit procedure~,_ circumstances arise which make it necessary to modify our
report or withdraw from the engagement, we will communicate to the audit committee our ~easons for
modification or withdrawal.
Management Responsibilities
The management of the Company is responsible for the fair presentation, in accordance with U.S.
generally accepted accounting principles, of the financial statements and all representations contained
therein. Management also is responsible for identifying and ensuring that the Company complies with
laws, regUlations, contracts, and grant agreements applicable to its activities, and for informing us of
any known material violations or such laws and regulations and provisions of contracts and grant
agreements. Management also is responsible for preventing and detecting fraud, including the design
and implementation of programs and controls to prevent and detect fraud, for adopting sound
accounting policies, and for establishing and maintaining effective internal controls and procedures for
financial reporting to maintain the reliability of the financial statements and to provide reasonable.
assurance against the possibility of misstatements that are material to the financial statements.
Management is also responsible for informing us, of which it has, knowledge, of. all significant
deficiencies and material weaknesses, in the design or operation of such controls. The audit of the,
financial statements does not. relieve management or those charged with governance of their
responsibilities.
Management of the Company also agrees that all records, documentation, and information we request
in connection with our audit will be made available to us, that all material information will be disclosed
to us, and that we will have the full cooperation of the Company's personnel. As required by the
auditing standards generally accepted in the United States of America, we will make specific inquiries
of management ,about the representations embodied in the fmancial statements and the effectiveness of
internal control, and obtain a representation letter from management about these matters. The responses
to our inquiries, the written representations, and the results of auditotests, among other things, comprise
the evidential matter we will rely upon in forming an opinion on the financial statements.
In accordance with Government Auditing Standards, as part of our planning of the audit we will
evaluate whether the Company has taken appropriate corrective action to address findings and
recommendations from previous engagements that could have a material effect on the financial
statements. To assist us, management agrees to identify previous audits, attestation engagements, or
other studies that relate to the objectives of the audit, including whether related recommendations have
been implemented, prior to June 30.
Management is responsible for adjusting the financial statements to correct material misstatements and
for affmning to us in the representation letter that the effects of"any uncorrected misstatements
aggregated by us during the current engagement and pertaining to the latest period presented are
immaterial, both individually and in the aggregate, to the financial statements being reported upon.
,Because of the importance of management's representations to the effective performance of our
services, the Company will release KPMG LLP (KPMG) and its personnel from any claims, liabilities,
costs and expenses relating to our services under this letter attributable to any misrepresentations in the
representation letter referred to above.
Management is also responsible for providing us with written responses in accordan~e with
Government Auditing Standards to the findings included in the GAGAS report within seven days of
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Board of Directors
Greater Roanoke Transit Company
June 10,2010
Page 5
being provided with draft findings. If such information is not provided on a timely basis prior to release
of the report, the GAGAS report will indicate the status of management's responses.
Management is responsible for the distribution of the reports issued by KPMG.
Dispute Resolution
KPMG and the Company (1) acknowledge that it is in their best interests to resolve any dispute, claim
or controversy arising out of or relating to this Engagement Letter ("a Dispute"), including any Dispute
involving any person or entity for whose benefit the services in question are or were provided, in
accordance with the dispute resolution procedures set forth below, and (2) agree to use their best efforts
so to resolve any such Dispute. Such efforts shall include mandatory submission of it Dispute to non-
binding mediation as provided below. Should such Dispute not be resolved within 90 day!! after the
issuance by one of the parties of a written request for mediation, either party may seek other legal
recourse.
Notwithstanding the agreement to use such procedures, either party may seek injunctive relief to
enforce its rights with respect to the use or protection of (i) its confidential or proprietary information
or material or (ii) its names, trademarks, service marks or logos, but solely in the courts of the City of
Roanoke, Virginia or in the United States District Court for the Western District of Virginia, Roanoke
Division. Tp.e parties consent to the personal jurisdiction thereof and to sole venue therein for such
purposes.
Either party may initiate mediation of a Dispute by providing a written request for mediation to the
other party. Mediation shall take place at a location in the City of Roanoke, Virginia to be designated
by the parties using the Mediation Procedures of the International Institute for Conflict Prevention and
Resolution (llCPR). However, the "panel of neutrals" will be selected from those located in the
Commonwealth of Virginia. If insufficient neutrals are available from the If CPR, s~ch neutrals may be
selected from a Virginia based mediation service. Either party may seek to enforce any written
agreement reached by the parties during mediation in either the courts of the City of Roanoke, Virginia
, or the United States District Court for the Western District of Virginia, Roanoke Division. Damages
that are inconsistent with any applicable agreement between the parties, that are punitive in nature, or
that are not measured by the prevailing party's actUal damages.shall be unavailable.
Other Matters
This letter shall serve as the Company's authorization for the use of e-mail and other electronic
methods to transmit and receive. information, including confidential information, between KPMG and
the Company and between KPMG and outside specialists or other entities engaged by either KPMG or
the Company. The Company acknowledges that e-mail travels over the public Internet, which is not a
secure means of communication and, thus, confidentiality of the transmitted information could be
compromised through no fault ofKPMG. KPMG will employ commercially reasonable efforts and take
appropriate precautions to protect the privacy and confidentiality of transmitted information.
Further, for purposes of the services described in this letter only, the Company hereby grants to KPMG
a limited,. revocable, non-exclusive, non-transferable, paid up and royalty-free license, without right of
sublicense, to use all names, logos, trademarks and service marks of the Company solely for
presentations or reports to the Company or for internal KPMG presentations and intranet sites.
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Board of Directors
Greater Roanoke Transit Company
June 10,2010
Page 6
KPMG is a limited liability partnership comprising both certified public accountants and certain
principals who are not licensed as certified public accountants. Such principals may participate in the
engagements to provide the services described in this letter.
KPMG member firms located outside the United States and other third-party service providers
operating under our supervision may also participate in providing the services described in this letter.!!
The work papers for this engagement are the property of KPMG. Pursuant to Government Auditing
StCmdard~, we are required to make certain work papers available in a full and timely manner to
regulatory agencies upon request for their reviews of audit quality and for use by their auditors. In
addition, we may be requested to make certain work papers available to regulators pursuant to authority
given to it by law or regulation. Access to the requested work papers will be provided under
supervision of KPMG personnel. Furthermore, upon request, we may provide photocopies of selected
work papers to regulatory agencies. These. regulatory agencies may intend, or decide, to distribute the
photocopies or information contained thereip to others, including other government agencies.
In the event KPMG is requested pursuant to subpoena or other legal process to produce its documents
relating to this engagement for the Company in judicial or adlIlinistrativeproceedings to whichJ(PMG
is not a party, the Company shall reimburse KPMG at standard billing rates for its professional time
and expenses, including reasonable attorney's fees, incurred in responding to such requests.
Other Government Auditing Standards Matters
As required by Government Auditing Standards, we have attached a copy ofKPMG's most recent peer
review report.
We will also assist management in drafting the fmancial statements and notes. In accordance with
Government Auditing Standards, we are required to confmn that management reviewed, approved, and
accepts full responsibility for the fmancial statements and notes.
. Fees for Services
Appendix I to this letter lists our fees for professional services to be performed per this letter and the
contract terms established on June 10, 2010.
In addition, fees for any special audit-related projects, such as research and/or consultation on special
business or financial issues, will be billed separately from the audit fees for professional services set
forth in Appendix I and may be subjectto written arrangements supplemental to those in this letter.
*******
Our engagement herein is for the provision of annual audit services for the fmancial statements and for
the periods described in Appendix I, and it is understood that such service~ are provided as a single
engagement. Pursuant to our arrangement as reflected in this letter and the contract established on
June 10,2010, we will provide the services set forth in Appendix I as a single engagement for each of
the Company's subsequent fiscal years during the duration of the contract established on June 10, 2010
until either Management or we terminate this agreement, or mutually agree to the modification of its
terms. The fees for each subsequent year during the duration of the contract will be based on the
contract terms established on June 10,2010.
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Board of Directors
Greater Roanoke Transit Company
June 10,2010
Page 7
\
It is our understanding that the Municipal Auditor will forward a copy of this letter to the members of
the Board of Directors.
We shall be pleased to discuss this letter with you at any time. For your convenience in confirming
these arrangements, we enclose a copy of this letter. Please sign and return it to us.
Very truly yours,
KPMG LLP
~.
f<..~~
R. Timothy Conner
Partner
cc: Mr. Carl Palmer
General Manager
Greater Roanoke Transit Company .
Mr. Leon Alder
Assistant General Manager
GreaterRoanoke Transit Company
Ms. Stephanie Giles
Director of Finance
Greater Roanoke Transit Company
Ms. Ann H. Shawver
Treasurer
Greater Roanoke Transit Company
jtr. Drew Harm~n
Municipal Auditor
City of Roanoke
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Board of Directors
Greater Roanoke Transit Company
June 10,2010
Page 8
ACCEPTED:
KE TRANSIT COMPANY
{!.;+y" Ma.fl~er
Title
fp/11/IO
I I
Date
""
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Appendix I
Fees for Services
Based upon the contract terms established on June 10, 2010, our fees for services we will perform are
as follows:
Audit of the financial statements of the Greater Roanoke Transit
Company - (Transit Operations) as of.and for the years ended June 30,
2010 and 2009
$ 18.800
The above fees for services will be billed in accordance with the contract terms established on June 10,
2010 and are based on the level of experience of the individuals who will perform the services.
Circumstances encountered during the performance of these services that warrant additional time or
expense could cause us to be unable to deliver them within the terms previously established. We will
en~eavorto notify you of any such circumstances as they ar~ assessed.
Where KPMG is reimbursed for expenses, it is KPMG's policy to bill clients the amount incurred at the
time the good or service is purchased. If KPMG subsequently receives a volume rebate or other
incentive payment from a vendor relating to such expenses, KPMG does not credit such payment to the
client. Instead, KPMG applies such payments to reduce its overhead costs, which costs are taken into
account in determining KPMG's standard billing rates and certain transaction charges which may be
charged to clients.
1
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ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, SW, Room 364
Roanoke, Virginia 24011
540.853.2333
www.roanokegov.com
January 3, 2011 '
Honorable Mayor and Members of City Council
Subject: Feasibility Study Amtrak Connector Bus Service - Roanoke Valley-Lynchburg
Corridor
As referenced in a previous e-mail, the Commonwealth of Virginia Department of Rail and
Public Transportation (DRPT) recently' released the feasibility study of providing bus
service that would link Roanoke to the Amtrak passenger rail station in Lynchburg. During
the 2010 Session of the Virginia General Assembly, DRPT was directed to provide the
Commonwealth Transportation Board with an assessment of the ridership and funding
required to support the bus service.
Greater Roanoke Transit Company (GRTC) staff reviewed the study and developed the
summary information outlined below.
. Summary of DRPT StudY FindinQs
· The bus service between Roanoke and Lynchburg is projected to generate an
additional 3,600 passengers per year for the current rail service.
· If the service is provided by a "public transit agency," the annual cost to provide
the service from Roanoke is projected to be approximately $152,000. This
estimate is based on the miles, hours, and associated operating costs to provide
the service.
· If the service is ,extended to Blacksburg, the annual cost to provide the service is
projected to be approximately $275,000, with additional ridership of approximately
800 passengers per year.
· The projected annualized capital cost for the acquisition of buses to provide the
service is approximately $130,000. .
· The majority of the operating and capital costs to provide the service could be
funded via federal and state transit grant programs administered by DRPT. Grant
funds require a local match of 35% of operating expenses, net of fare revenue.
Grant funding could also be used to fund a portion of the capital cost.
Page 2.
· DRPT has the ability to amend its current agreement with Amtrak to allow Amtrak
to contract with a third-party bus operator to provide the service. The cost of this
option is projected to be approximately $329,000, inclusive of operating and
capital costs for service originating from Roanoke and $569,000 for service from
Blacksburg.
· The passenger revenue for the bus service originating from Roanoke is estimated
to be $11,000 annually, based on $3.00 per trip. . Total revenue is estimated to be
$14,600 for service originating in Blacksburg,based on $4.50 per trip.
· GRTC Staff Comments
Over the past few months, GRTC staff have been developing cost estimates for
providing the service in a~ticipation of applying for a DRPT grant.
· GRTC staff currently project an annual cost of approximately $168,000 to
provide the service from Roanoke and approximately $313,000 to provide the
service from Blacksburg.
· GRTC staff currently project a capital cost $1,050,000 for two motor coach
buses.
· Based on earlier discussions with DRPT, GRTC staff had based the required
grant local match requirement at 15%, not the 35% as indicated by DRPT in the
study.
· The projected capital cost in the report is presented as an annualized capital cost
with depreciation. It is not clear what assumptions were made on the cost of the
initial capital investment. .
· Planned Next Steps
GRTC staff will schedule a meeting with DRPT as soon as possible to address the
following:
· Determine whether DRPT favors a public transportation agency, "GRTC," or a
private third party carrier to provide the service.
· If the public transportation agency is the preferred provider, determine which
option, service form Roanoke or Blacksburg, is most plausible and most likely to
be funded by DRPT.
· Given the preferred option, determine which is the most cost effective method for
acquisition of the additional motor coaches, leasing or purchasing.
-..-.-....--.-.--..,.... '~--~-._----..,._---_._--_._--_._..,.,_..' " ", '-'" ---._"'
Page 3
· Reconcile the differences between GRTC and DRPT operating and capital cost
estimates.
· -Refine the passenger revenue estimate.
· Confirm the local match requirement for operating and capital cost assistance.
· Finalize the service design plan for implementation during the summer of 2011
and submit an application for DRPT grant funding.
I trust the information above is sufficient in providing you with summary information
from the study and our planned next steps.
Sincerely,
Cl-tP ~
Christopher P. Morrill
City Manager
c: William M. Hackworth, City Attorney
Stephanie M. Moon, City Clerk
Ann H. Shawver, Director of Finance
Carl L. Palmer, General Manager, Greater Roanoke Transit Company
The Honorable John S. Edwards, Member, Virginia State Senate
The Honorable Onzlee Ware, Member, Virginia House of Delegates
The Honorable William H. Cleveland, Member, Virginia House of Delegates
"-, .' .~
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Greater Roanoke Transit Company
Board of Directors Meeting
December 10, 2010
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: "Bus to Rail Smart Way Connector" Information Item
As a follow up to the November 15, 2010 Management Update, enclosed for your
information are the following items:
Hard copy of power point presentation: Amtrak Passenaer Rail Bus Connector
Service. Greater Roanoke Transit Company's Proposed Service Design and Cost
Plan. "Bus to Rail Smart Way Connector"
Detail description of the Amtrak Passenaer Rail Bus Connector Service, Greater
Roanoke Transit Company's Proposed Service Desian and Cost Plan, "Bus to Rail
Smart Way Connector" ,-,
::j
-.:;
As a part of the ongoing effort to solicit local funding support for the Connector, th~power
point and detail description were presented and distributed, respectively, at a meeWng with
the Vinton Town Council on Tuesday evening, December 7,2010. Plans are afooEto present
and distribute the same in meetings with the following prospective funding partne~ither as
an introduction to the proposed plan or as an update: ~
::0
::;;::
1.) The City of Salem (Update)
2.) The City of Bedford (Update)
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3.) Roanoke County (Update)
4.) New River Valley Smart Way Partners (Update and Student Survey Results)
5.) Bedford County
6.) The City of Lynchburg
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
,
" - - -.
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David A. Bowers, President, and Members of the Board of Directors
December 9, 2010
Page 2
7.) Hollins University
8.) Roanoke College
9.) Historic Norfolk & Southern Passenger Rail Station, the O. Winston Link
Museum (Possible terminus for the Connector)
10.) The Hotel Roanoke (Possible terminus parking)
If there are any questions or more information is needed, please let me know.
Have a great fun filled holiday.
~lted'
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
Enclosures (2)
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Amtrak Passenger Rail Bus Connector Service
Greater Roanoke Transit Company's
Proposed Service Design and Cost Plan
"Bus to Rail Smart Way Connector'
Passenger rail service coming to the Roanoke area has been the topic of discussion among the
citizenry and community leaders for several years. The Virginia Department of Rail and Public
Transportation (DRPT) has indicated that such service coming to the Roanoke area is a virtual
certainty; when is most uncertain. As a means to enhance passenger rail service coming to
Roanoke, these discussions have given rise to the prospect of developing and operating a bus
connector service as an interim step.
With words of encouragement from DRPT, including the possibility of funding up to 85% of the
operating and capital costs for the connector service, as well as growing community support,
and guidance from the Greater Roanoke Transit Company (GRTC) Board of Directors, the
GRTC staff is forging ahead with two primary tasks:
1) Complete a draft service design and cost plan for connecting the Roanoke Valley and
the New River Valley to the Amtrak passenger rail station in Lynchburg;
2) Introduce the draft plan to prospective local funding partners.
The draft plan features four (4) options that will facilitate the desired connection. Each option is
a standalone service, the "Bus to Rail Smart Way Connector', an extension of GRTC's Smart
Way commuter service. The options are:
1) Option I is service from Roanoke to the Amtrak station in Lynchburg with an annual
gross operating cost of $168,290; the service hours are from 6:00 a.m. to 10:00 p.m.
weekdays; 8:20 a.m. to 9:00 p.m. on Saturday; to 10:00 p.m. on Sunday;
2) Option II is service from Virginia Tech University in Blacksburg to the Amtrak station in
Lynchburg with intermediate stops at two Smart Way park and ride sites, and in
Roanoke. The gross annual operating cost is $313,218; the service hours are from 5:00
a.m. to 11:00 p.m. weekdays; 7:15 a.m. to 10:00 p.m. on Saturday; to 11:00 p.m. on
Sunday;
3) Option III is a commuter service from Roanoke to the Amtrak station in Lynchburg with
an intermediate stop in Bedford. The gross annual operating cost is $209,171; the
service hours are from 6:00 a.m. to 10:15 p.m. weekdays; 8:20 a.m. to 9:15 p.m. on
Saturday; to 10:15 p.m. on Sunday;
4) Option IV is a commuter service from Virginia Tech University in Blacksburg to the
Amtrak station in Lynchburg with intermediate stops at the two Smart Way park and ride
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 . www.valleymetro.com
e
.
.
sites, and in Roanoke and Bedford. The gross annual operating cost is $324,840; the
service hours are from 5:00 a.m. to 11:15 p.m. weekdays; 7:15 a.m. to 10:15 p.m. on
Saturday; to 11: 15 p.m. on Sunday.
Each option assumes the current Smart Way fare of $4.00 per one way trip; pending GRTC
Board input and that of local funding partners, the fare may be adjusted to reflect travel
distance.
The primary service corridors for all four (4) options will be North/South Interstate 81 and
Interstate (Spur) 581; EastlWest US Route 460
The annual revenue, based on ridership estimates, which are yet to be established, and the
current Smart Way fare, will be applied to the annual gross operating cost for the net annual
operating cost on which the DRPT grant application and the corresponding 15% local match will
be based.
In order to not create an undue burden on the current Smart Way service and its five (5) bus
fleet requirements, including one spare, each of the four (4) Options will require two (2) new
additional buses dedicated to the Bus to Rail service. This would require a 20% DRPT capital
grant local match in the amount of $210,000.
Based on annual gross operating cost estimates and the capital cost of two (2) buses, the
conservative gross estimate range for each option's local match requirement for the operating
assistance grant (15%) and the capital assistance grant (20%) combined is:
Option I: $235,244 ($25,244)
Option II: $256,983 ($46,983)
Option III: $241,376 ($31,376)
Option IV: $258,726 ($48,726)
These amounts will be reduced by the sum total of annual passenger fare revenue estimates,
once they have been established.
Attached is a more detailed description of each option's service design and cost.
. /l
Q%l
Carl L. Palmer, General Manager
Greater Roanoke Transit Company
12/01/10
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OPTION I: ROANOKE TO l YNCHBURG
COST PROPOSAL
ANNUAL REVENUE: Based on 359 operating days
PERSONNEL COSTS:
BUS OPERATORf2,513 HRS X $10.90 PER HR) $ 27,392
BUS OPERATOR EXTRA BOARD (492 HRS X $15.57 PER HRl $ 3,830
MECHANIC (416 HRS X $27 PER HR FOR 52 SUNDAYS): $ 11,232
SUPERVISOR (416 HRS X $25.50 PER HR FOR 52 SUNDAYS) $ 10,608
TRAINING OF PT BUS OPERATOR ($37.50 X 160 HRS) $ 6,000
SUBTOTAL ;,.' .'~;,' ... :. $ 59,062
FRINGE BENEFITS (33% X TOTAL WAGES/SALAR.IES) $ 17,510
OVERTIME (165.5 HRS X $23.38 PER HR-BUS d~.ERATOR) $ 3,870
OVERTIME (165.5 HRS X $23.87 PER HR-MECHANICT ... $ 3.951
."J .'.
TOTAL PERSONNEL COSTS : .... .: $ 84,393
:':"
:.'
.: 'i.
MATERIALS & SUPPLIES: .<::>. ".
.EL (14,360 GALLONS X$3 PER GALLON) " $ 43,080
L ($ .0045 PER MILE X 7~;980MILES) . . , :$ 356
OTHER LUBRICANTS ($ i:Q0:39 PER.::~U".E X 78,980 MILES) $ 308
TIRES ($ .0845 PER MILEX?&,980 MILES) $ 6,674
PARTS FOR REVENUE VEHICLE ($ ,OQ91 PER MILE X 78,980) $ 719
TICKETS & TRANSFERS ' ;';<:.'! .. '; .... $ 1,500
:,.;,.;:. '.
INSURANCE FOR VEHICLE$ (TWO'NEW MCFCPACHES) $ 15,960
PRINTING EXPENSE-SCHEOUL.ES &'MAPS $ 2,500
UTILITIES (ELECTRIC & WATER) $ 12,300
DRUG & ALCOHOL TESTING $ 500
TOTAL MATERIALS & SUPPLIES ;. $ 83,897
T .'
TOTAL GROSS OPERATING COST II :Ii 168,290
REVENUE (AMOUNT TO BE DETERMINED BASED ON RIDERSHIP)
TOTAL NET OPERATING COST
II
IlOCAL MATCH (15% OF TOTAL NET OPERATING COST) I II
CAPITAL COST:
MCI COACH BUS (TWO AT $525,000 ESTIMATED COST EACH) $1,050,000
CAL MATCH (20% OF; PURCHASE PRICE) $
2:1;0,000
.
.
.
OPTION I: ROANOKE TO LYNCHBURG
COMMENTARY ON COSTS
Personnel Costs
Bus Operator: One (1) part-time bus operator will be needed at cost of $27,392
($10.90 per hour) for 2,513 hours annually.
Bus Operator Extra Board: Four (4) hours allocated daily for coverage at $15.57 per
hour for 492 hours annually or total amount of $3,830. Purpose of extra board is to
have substitute bus operators available in case the assigne,d bus operator is not able to
perform (e.g., illness or sick) his or her duties. .
Mechanic: Overtime work hours of 416 hours bas~d;;()r{;52weeks times 8 hours for
Sundays. Current mechanics will be assigned on \a"rotating;$chedule for Sundays to
service and clean buses. Total amount of $11,232.
^<. "
,,'
Transportation Road Supervisor: Overtime work hours of 416 hbl;l.rsJor the five (5)
current supervisors and scheduling them on a rotating basis every five:~updays.
Projected overtime hourly rate of. $25.50 per hour for 416 hours annually(p2 Sundays
time 8 hours). Total amount of $10;eO~~,
Training of Part-Time Bus OperatO,r: .160hburs of training for one part-time bus
operator at $37.50 per hour totaling anadditional$q,QOO one-time cost.
Fringe Benefits: Total amount is $17,51Q'.
Overtime Costs: Overtime for one bus operator and one mechanic needed based on
record ofAIVI"tRA\tSNortheastRegionaISouthb()und train from DC being late arriving at
Lynchb,l;Irg.for ()ne;y;~~r of 16~:5 hours. Total amount being $3,870 for bus operator and
$3,95:1fpr mechanic.
Materials and Supplies
<'. ,
Fuel: The annuad:lJ.t3lcost isi"~~sed on 14,360 gallons at $3 per gallon.
\:'<W{~
Oil: The cost for calculatiQg>oil based on $ .0045 per mile times 78,980 miles.
Other Lubricants: The cost for calculating other lubricants based on $ .0039 per mile
times 78,980 miles.
Tires: The cost for calculating tires based on $ .0845 per mile times 78,980 miles.
Parts for Revenue Vehicles: The cost for calculating parts based on $ .0091 per mile
times 78,980 miles.
Drug & Alcohol Testing: Per federal regulations cost is based on performing five (5)
drug and alcohol tests (pre-employment, random, reasonable suspicion or post-
accident) annually at the cost of $100 per test.
.
.
.
Capital Costs
Two (2) new MCI Coach DL4500 buses will be needed in order to have sufficient
number of buses to provide the service. Projected purchase price for each bus will be
$525,000 or a total of $1,050,000. The local match needed will be 20% of the purchase
price or $210,000.
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OPTION II: VIRGINIA TECH TO LYNCHBURG VIA ROANOKE
COST PROPOSAL
ANNUAL REVENUE: Based on 359 operating days
PERSONNEL COSTS:
BUS OPERATOR (TWO NEW FULL-TIME @$12,15 HR) $ 50,544
BUS OPERATOR EXTRA BOARD (1436 HRS X $15.57 PER HR) $ 22,359
MECHANIC ONE NEW FULL TIME (Q2 15.87 HR) $ 33,010
SUPERVISOR (ONE NEW FULL TIME @ 15.60 HR) $ 32,448
SUBTOTAL $ 138,361
FRINGE BENEFITS (33% X TOTAL WAGES/SALARIES) $ 45,659
OVERTIME (165.5 .HRS X $23.38 PER HR-BUSQPERATOR) $ 3,870
OVERTIME 1165.5 HRS X $23.87 PER HR-MECHANIC) $ 3,951
TOTAL PERSONNEL COSTS " , $ 191,841
MATERIALS & SUPPLIES: '.'"
FUEL (25,587 GALLONS X $3 PER GALLON) $ 76,761
.. ($ .0045 PER MILE X 140,728 MILES) $ 634
HER LUBRICANTS ($ .Op39 pER MILE X 140,728 MILES) $ 549
TIRES ($ .0845 PER MILf:;X140,728 MILES) $ 11,892
PARTS FOR REVENUE VEHICLE ($ :0091 PER MILE X 140,728) $ 1,281
TICKETS & TRANSFERS ... " " $ 1,500
INSURANCE FOR VEHICLES (TWO N.EW MCI COACHES) $ 15,960
UTILITIES (ELECTRIC & WATER)' . ~ '. ' , $ 12,300
DRUG & ALCOHOL TESTING $ 500
TOTAL MATERIALS & SUPPLIES $ 121,377 '
TOTAL GROSS OPERATING COST lL!: 313,218
REVENUE (AMOUNT TO BE DETE.RMINED BASED ON RIDERSHIP)
TOTAL NET OPERATING COST
LOCAL MATCH (15% OF TOTAL NET OPERATING COST)
CAPITAL COST:
MCI COACH BUS (TWO AT $525,000 ESTIMATED COST EACH) $1,050,000
LOCAL MATCH (20% OF PURCHASE PRICE) 1$ 210,000 I
.
.
OPTION II: VIRGINIA TECH TO LYNCHBURG VIA ROANOKE
COMMENTARY ON COSTS
Personnel Costs
Bus Operator: Two (2) new full-time bus operators will be needed at cost of $25,272
($12.15 per hour) each annually in order to provide the additional morning and evening
routes seven (7) days per week. Total amount of $50,544.
Bus Operator Extra Board: Four (4) hours allocated daily for coverage at $15.57 per
hour for 1,436 hours annually or total amount of $22,359. Purpose of extra board is to
have substitute bus operators available in case the assigf:)ed bus operator is not able to
perform (e.g., illness or sick) his or her duties.
Mechanic: One (1) full-time new mechanic will be n~eded at cost of $33,010 ($15.87
per hour) annually. Hours of service extended Mondays thrOl"gh Saturdays and
additional hours for Sundays.
Transportation Road Supervisor: One (1) new full-time supervisor will be needed at
cost of $32,448 ($15.60) due to work hours having to begin at 3: 15 a;mAor Mondays
through Fridays and 5:00 a.m. fqrSaturdays and Sundays.'
Fringe Benefits: Total salaries and wages, for four (4) additional new employees is
$138,361 times 33% for fringe benefits or$4p,659.
.
Overtime Costs: Overtime for one bus operator amt one mechanic needed based on
record of AMTRAK Northeast Regional SQuthbound train from DC being late arriving at
Lynchburg for one year of 165.5 hours. Total amount being $3,870 for bus operator and
$3,951 for mechanic. .
Materials ,and Supplies
Fuel: The annual cost is based on 25,587 gallons at $3 per gallon.
. , .
Oil: The cost for calculating6il. based on $ .0045 per mile times 140,728 miles.
Other Lubricants:, ,The cosHor calculating other lubricants based on $ .0039 per mile
times 140,728 miles.
Tires: The cost for calculating tires based on $ .0845 per mile times 140,728 miles.
Parts for Revenue Vehicles: The cost for calculating parts based on $ .0091 per mile
times 140,728 miles.
Capital Costs
.
Two (2) new Mel Coach DL4500 buses will be needed in order to have sufficient
number of buses to provide the service. Projected purchase price for each bus will be
$525,000 each or total of $1,050,000. The local match needed will be 20% of the
purchase price or $210,000.
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OPTION III: ROANOKE TO LYNCHBURG VIA BEDFORD
COST PROPOSAL
ANNUAL REVENUE: Based on 359 operating days
PERSONNEL COSTS:
BUS OPERATOR (ONE NEW FULL-TIME X $12.15 PER HR) $ 25,272
BUS OPERATOR EXTRA BOARD (1,795 HRS X $15.57 PERHR) $ 27,948
MECHANIC (416 HRS X $27 PER HR FOR 52 SUNDAYS) $ 11,232
SUPERVISOR (416 HRS X $25.50 PER HR FOR 52 SUNDAYS) $ 10,608
TRAINING OF PT BUS OPERATOR ($37.50 X 160 HRS) $ 6,000
SUBTOTAL $ 75,060
FRINGE BENEFITS (33% X TOTAL WAGES/SALARIES) $ 24,770
OVERTIME (165.5 HRS X $23.38 PER HR-BUSOPERATOR) '$ 3,870
OVERTIME (165.5 HRS X $23.87 PER HR-MECHANIC) $ 3,951
TOTAL PERSONNEL COSTS . '. $ 113,651
.
MATERIALS & SUPPLIES: ,. "
6UEL (17,624 GALLONS X $3 PER GALLON) $ 52,872
IL ($ .0045 PER MILE X 96,930 MILES) $ 437
OTHER LUBRICANTS ($;0039 PER-MILE X 96,930 MILES) $ 378
TIRES ($ .0845 PER MILE X 96,930 MILES) $ 8,191
PARTS FOR REVENUE VEHICLE ($,.0091 PER MILE X 96,930) $ 882
TICKETS & TRANSFERS , $ 1,500
'., ,.
INSURANCE FOR VEHICLES (TWO NEW MCI COACHES) $ 15,960
PRINTING EXPENSE-SCHEDULES "& MAPS $ 2,500
UTILITIES (ELECTRIC & WATER) $ 12,300
DRUG & ALCOHOL TESTING $ 500
TOTAL MATERIALS & SUPPLIES $ 95,520
TOTAL GROSS OPERATING COST $ 209,171
REVENUE (AMOUNT TO BE DETERMINED BASED ON RIDERSHIP)
TOTAL NET OPERATING COST I I
LOCAL MATCH (15% OF TOTAL NET OPERATING COST)
CAPITAL COST:
MCI COACH BUS (TWO AT $525,000 ESTIMATED COST EACH)
OCAL MATCH (20% OF PURCHASE PRICE)
.
OPTION III: ROANOKE TO L VNCHBURG VIA BEDFORD
COMMENTARY ON COSTS
Personnel Costs
Bus Operator: One (1) new full-time bus operator will be needed at cost of $25,272
($12.15 per hour) annually.
The evening commuter bus will layover in Lynchburg after returning all passengers
from Roanoke and Lynchburg to Bedford. In miles, a layover of one hour and six
minutes will be less in cost than having the bus return to Roanoke and then return to
Lynchburg..
Bus Operator Extra Board: Five (5) hours allocated d~ily for coverage at $15.57 per
hour for 1,795 hours annually or total amount of $27,948:. Purpose of extra board is to
have substitute bus operators available in case the assigned bus operator is not able to
perform (e.g., illness or sick) his or her duties. '
Overtime Costs: Overtime for one bus operator and one mechaniq needed based on
record of AMTRAK Northeast'Regional Southbound train from DC being'h3te arriving at
Lynchburg for one year of 165.5 hours. Total amount being $3,870 for bus operator and
$3,,951 for mechanic.
. Materials and Supplies
Fuel: The annual fuel cost is based on '.17,624 gallons at $3 per gallon.
Oil: The cost for calculating oil.based on $ .0045 per mile times 96,930 miles.
Other Lu.briC:ants:, The cost for calculating other lubricants based on $ .0039 per mile
times 96,930 miles'.
Tires: The cost for calculating tires based on $ .0845 per mile times 96,930 miles.
Parts for Revenue Vehicles: . The cost for calculating parts based on $ .0091 per mile
times 96,930 mile,~;
Capital Costs
Two (2) new MCI Coach DL4500 buses will be needed in order to have sufficient
number of buses to provide the service. Projected purchase price for each bus will be
$525,000 each or total of $1,050,000. The local match needed will be 20% of the
purchase price or $210,000.
.
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OPTION IV: VIRGINIA TECH TO LYNCHBURG VIA ROANOKE AND BEDFORD
COST PROPOSAL
ANNUAL REVENUE: Based on 359 operating days
PERSONNEL COSTS:
BUS OPERATOR (TWO NEW FULL-TIME @$12,15 HR), $ 50,544
BUS OPERATOR EXTRA BOARD (1436 HRS X $15.57 PER HR) $ 22,359
MECHANIC (ONE NEW FULL TIME @ 15.87 HR) $ 33,010
SUPERVISOR (ONE NEW FULL TIME @ 15.60 HR) $ 32,448
SUBTOTAL $ 138,361
FRINGE BENEFITS (33% X TOTAL WAGES/SALARIES) $ 45,659
OVERTIME (165.5 HRS X $23.38 PER HR-BUS OPERATOR) $ 3,870
OVERTIME (165.5 HRS X $23.87 PER HR-MECHANIC) $ 3,951
TOTAL PERSONNEL COSTS ., $ 191,841
,
",
MATERIALS & SUPPLIES: "
FUEL (28,851 GALLONS X $3 PER GALLON) " $ 86,553
OIL ($ .0045 PER MILE X 158,678 MILES) $ 714
.ER LUBRICANTS ($ .0039 PER MILE X 158,678 MILES) $ 619
ES ($ .0845 PER MILE X '158,618 MILES) " $ 13,409
PARTS FOR REVENUE VEHICLE ($ .0091 PER MILE X 158,678) $ 1,444
TICKETS & TRANSFERS '~'., . $ 1,500
INSURANCE FOR VEHICLES (TWO NEW MCI COACHES) $ 15,960
UTILITIES (ELECTRIC & WATER) .,' $ 12,300
DRUG & ALCOHOL TESTING , $ 500
TOTAL MATERIALS & SUPPLIES $ 132,999
TOTAL GROSS OPERATING COST $ 324,840
REVENUE (AMOUNT TO BE DETERMINED BASED ON RIDERSHIP)
TOTAL NET OPERATING COST
~LOCAL MATCH (15% OF TOTAL NET OPERATING COST)
II
II
CAP IT AL COST:
MCI COACH BUS (TWO AT $525,000 ESTIMATED COST EACH) $ 1,050,000
LOCAL MATCH (20% OF PURCHASE PRICE) 1$ 210,000 I
.
.
OPTION IV: VIRGINIA TECH TO LYNCHBURG VIA ROANOKE AND BEDFORD
COMMENTARY ON COSTS
Personnel Costs
Bus Operator: Two (2) new full-time bus operators will be needed at cost of $25,272
($12.15 per hour) each annually in order to provide the additional morning and evening
routes seven (7) days per week. Total amount of $50,544.
Bus Operator Extra Board: Four (4) hours allocated daily for coverage at $15.57 per
hour for 1,436 hours annually or total amount of $22,359. Purpose of extra board is to
have substitute bus operators available in case the assigned bus operator is not able to
perform (e.g., illness or sick) his or her duties. ..
Mechanic: One (1) full-time new mechanic will b~ needed at cost of $33,010 ($15.87
per hour) annually. Hours of service extended Mondays through Saturdays and
additional hours for Sundays.
Transportation Road Supervisor: One (1) new full-time supervisofwill be needed at
cost of $32,448 ($15.60) due to work hours having to begin at 3:15 a:m..for Mondays
through Fridays and 5:00 a.m. for Saturdays and Sundays.
Fringe Benefits: Total salaries and.wagesamount of additional new employees is
. $138,361 times 33% for fringe benefits or $45,659.
Overtime Costs: Overtime for. one bus. operator and one mechanic needed based on
record of AMTRAK Northeast Regional Southbound train .from DC being late arriving at
Lynchburg for one year of 165.5 hours. Total amount being $3,870 for bus operator and
$3,951 for mechanic.
Materials and Sopplies
Fuel: The.:annual fuel cost is based on 28,851 gallons at $3 per gallon.
Oil: The cosU()r,calculating,oil, based on $ .0045 per mile times 158,678 miles.
Other LubricantS::>The costfqr calculating other lubricants based on $ .0039 per mile
times 158,678 miles~
Tires: The cost for calculating tires based on $ .0845 per mile times 158,678 miles.
Parts for Revenue Vehicles: The cost for calculating parts based on $ .0091 per mile
times 158,678 miles.
Capital Costs
.
Two (2) new MCI Coach DL4500 buses will be needed in order to have sufficient
number of buses to provide the service. Projected purchase price for each bus will be
$525,000 each or total of $1,050,000. The local match needed will be 20% of the
purchase price or $210,000.
...., ,-
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 18, 2011
9:00 a.m.
GRTC Administrative Office
1108 Campbell Avenue, S. E.
Agenda
1. Call to Order.,
2. Roll Call.
3. Approval of Minutes: Regular meeting held on Monday, November 15, 2010.
4. Reports of Officers:
a. General Manager:
1. Management Update:
. Roanoke to Lynchburg Amtrak Connection
. Bus Stop Shelters
. Bus Stop Route Identification and Schedule
. "Pass Through" Grantee Projects
. Free Fare Day
. Healthy Communities and Transportation
2. Financial Reports for the month of November 2010.
3. Approval of Revised Fare for Private School Students.
4. Approval of Authorization to File Federal and State Operating and Capital
Assistance Grants.
5. Approval of Donation to Commonwealth Coach and Trolley Museum.
6. Appointment of two members of the Board and two officers of the Company to
serve as the Fiscal Year 2011-2012 Budget Review Committee to review the
proposed budget. '
5. Secretary:
a. Recommendation to establish the Annual Meeting of the GRTC Stockholders to be
held on Monday, June 20,2011, at 1 :45 p.m., in the City Council Chamber.
L:\CLERK\DATA\CKSM1\GRTC.11\January 1B, 2011 Agenda.doc
, '
6. Other Business.
a. Briefing from the General Manager on GRTe operations.
7. Adjournment.
L:\CLERK\DATA\CKSM1\GRTC.11\January 18, 2011 Agenda.doc
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 13, 2011
David A. Bowers, President, and Members
of the Greater Roanoke Transit Company
Board of Directors
Dear President Bowers and Members of the Board:
This is to advise that the regular meeting of the Greater Roanoke Transit Company Board
of Directors will be held on Tuesdav, January 18, 2011, at 9:00 a.m.. in the GRTC
Administrative Office. 1108 Campbell Avenue. S. E., Roanoke, Virginia.
At the GRTC Board meeting held on Monday, October 18,2010, the Board concurred in
the staffs recommendation to schedule a formal meeting and orientation workshop ofthe
Board on Tuesday, January 18 from 9:00 a.m. - 12:00 noon.
Sincerely,
~~o~.~
Secretary
pc: Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
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.11\January 18 Meeting Notice.doc
4CLI
~
Greater Roanoke Transit Company
Management Update
January 18, 2011
Roanoke to Lvnchbura Amtrak Bus Connection
Please see the attached January 3, 2011 letter to the Roanoke City Council from the City
Manager updating Council on the results of the bus connector service feasibility study, titled
Assessment of the Anticipated Ridership and Fundina for Amtrak Connector Bus Service in the
Roanoke Vallev-Lvnchbura Corridor, published December 28,2010 (Attached).
During its 2010 session, the Virginia General Assembly directed the Commonwealth's
Department of Rail and Public Transportation (DRPT) to provide the Commonwealth
Transportation Board (CTB) with an assessment of the ridership and funding required to support
a bus service pilot project called (by DRPT) "Amtrak Connector" that would link Roanoke to the
Amtrak passenger rail station in Lynchburg. This assessment included the prospect of extending
the pilot to Blacksburg.
The total estimated cost to implement the Bus to Rail service (GRTC's title), inclusive of capital
leasing for two buses, is $342,130; the estimated revenue is $17,600, leaving a net cost of
$324,530 on which a grant application would be based. This service will provide intercity
connections to Blacksburg Transit, GRTC's Campbell Court Valley Metro/Greyhound bus
terminus and Lynchburg's Amtrak passenger rail and Greyhound bus terminus, which is also
served by the Greater Lynchburg Transit Company that has a bus stop within a block of the
terminus. Service will operate from Roanoke to Lynchburg seven days a week; service from
Blacksburg to Lynchburg via Roanoke will operate only on weekends, Friday through Sunday.
GRTC staff recommends submitting a grant application to DRPT by February 9, 2011 in the
amount of $210,945 to support 65% of the net annual cost of the service. A 35% local match
in the amount of $113,585 will be a prerequisite for the grant application process. .
GRTC's General Manager will continue efforts to garner the support of local funding partners to
participate in covering the required local match.
Finally, pending the outcome of the connector's first year of service, GRTC recommends filing a
grant application with DRPT for additional funds to support connecting Blacksburg with the
Amtrak station in Lynchburg via Roanoke seven (7) days a week.
Bus Stop Shelter Installation Developments
A Change Order was completed in January 2011 for Woodard-West-Parks, Ltd. for the
Contractor to perform additional tasks:
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 . Fax:540.982.2703 . www.valleymetro.com
1) Contractor to provide to GRTC on an as requested basis site plans and/or drawings
sealed by a Virginia Licensed Engineer and/or Architect;
2) Submit required documents to the appropriate officials of the locality where the bus
shelter is to be located;
3) Obtain building permits allowing Contractor to proceed with the proper installation and
construction of bus shelters.
The additional cost for these added tasks will be $845 for each bus stop location. GRTC staff
has the additional funds available in previously approved grants. This Change Order for the
Contractor will expedite the installation and construction of bus shelters.
Bus Stop Route Identification and Schedule
In order to minimize initial cost and to test the utility of containers and stanchions for
identification and schedule information, GRTC staff will only install them at bus stops where
shelters are currently located.
The projected cost is approximately $200 to $225 per location for eighteen (18) bus stop
shelters, which includes the student designed shelters at Patrick Henry and William Fleming
High Schools-a total project cost between $3,600 and $4,050. GRTC has funds available in its
local capital reserve fund to support this project.
Through on site observations and rider surveys, the effectiveness of these enhancements will
be evaluated.
"Pass Throuah" Grantee Proiects
GRTC Board of Directors expressed interest in receiving on a regular basis an update on the
fiscal and operational status of projects funded by federal and state grants under the "pass
through" auspices of GRTC.
In fiscal year 2007 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:
1) The Commonwealth Coach and Trolley Museum (CCTM;
2) Roanoke Chapter, National Railway Historical Society (NRHS); and
3) Western Virginia Foundation for the Arts and Sciences 0NVFAS) which owns the O.
Winston Link Museum for which the grant funds will be used.
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 through to the
three transportation related nonprofit entities. This process is a common way for the Federal
Transit Administration (FT A) and the DRPT to provide funding to small transportation related
nonprofit entities who are not designated recipients, but whose projects merit grant awards.
With the support of Congressman Bob Goodlatte the following "pass through" grant funds were
approved for the above three entities:
Grantee: Commonwealth Coach and Trollev Museum
1) Project Description: to rehabilitate and restore up to twelve (12) historic buses and
transportation related vehicles, model years 1934 through 1990.
2) Number of grants: two (2)
3) Year(s) of grant certification: 2007; 2009
4) Total grant amount federal with state match: $59,487 (2007); $201,163 (2009)
5) Combined available balance: $113,278
Grantee: Roanoke Chapter, National Railwav Historical Societv
1) Project Description: to restore the Virginian Railway Passenger Station to public use,
including a museum in which the public can learn about the role the Virginian
Railwayplayed in the development of Roanoke and the state's railroad industry.
2) Number of grants: two (2)
3) Year(s) of grant certification: 2007; 2010
4) Total grant amount federal with state match: $59,487 (2007); $138,463 (2010)
5) Combined available balance: $104,566
Grantee: Western VirQinia Foundation for the Arts and Sciences, the O. Winston Link Museum
1) Project Description: To improve the N&W passenger station, a Virginia Historic
Landmark, as means to improve showcasing the O. Winston Link's railway photo
collections and equipment.
2) Number of grants: three (3); a fourth one pending
3) Year(s) of grant certification: 2008; 2009; 2010
4) Total grant amount federal with state match: $118,974 (2008); $125,400 (2009);
$135,850 (2010)
5) Combined available balance: $225,485
In the updates to follow, project status and activity reports will be provided
Free Fare Dav Results
The "Free Fare Day" implemented on November 26, 2010, the Friday following Thanksgiving,
proved to be successful. On the Friday following Thanksgiving in 2008 and 2009, the ridership
was approximately 7,000 for each the Fridays. For 2010, the ridership was 8,500, a 21%
increase.
Healthv Communities and Transportation
For your general information, the American Public Health Association (APHA) is offering free of
charge a four (4) webinar series on how transportation systems impact health in diverse
communities across the nation. This was brought to my attention by Board Member, Karen
Michalski-Karney.
The first segment of the series, Community Health and Transportation Planning, will be offered
on, January 18, the day of the GRTC Board meeting, between 2 p.m. and 3 p.m.; the remaining
three will be offered on February 15th, March 15th, and April 5th. All webinar sessions will be held
at the Roanoke Valley-Alleghany Regional Commission. Please see the attached notice for
further details.
Res~~,~U~Y~~bfu1'd,
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,/ ,'- P7
Carl L. Palmer
General Manager
C: Vice President of Operations
Treasurer
Secretary
Legal Counsel
Municipal Auditor
Attachments (3)
~.
ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue. SW, Room 364
Roanoke. Virginia 24011
540.853.2333
www.roanokegov.com
January 3, 2011
Honorable Mayor and Members of City Council
Subject: Feasibility Study Amtrak Connector Bus Service - Roanoke Valley-Lynchburg
Corridor
As referenced in a previous e-mail, the Commonwealth of Virginia Department of Rail and
Public Transportation (DRPT) recently released the feasibility study of providing bus
service that would link Roanoke to the Amtrak passenger rail station in Lynchburg. During
the 2010 Session of the Virginia General Assembly, DRPT was directed to provide the
Commonwealth Transportation Board with an assessment of the ridership and funding
required to support the bus service.
Greater Roanoke Transit Company (GRTC) staff reviewed the study and developed the
summary information outlined below.
· Summary of DRPT Study Findinas
· The bus service between Roanoke and Lynchburg is projected to generate an
additional 3,600 passengers per year for the current rail service.
· If the service is provided by a "public transit agency, n the annual cost to provide
the service from Roanoke is projected to be approximately $152,000. This
estimate is based on the miles, hours, and associated operating costs to provide
the service.
· If the service is extended to Blacksburg, the annual cost to provide the service is
projected to be approximately $275,000, with additional ridership of approximately
800 passengers per year.
· The projected annualized capital cost for the acquisition of buses to provide the
service is approximately $130,000.
· The majority of the operating and capital costs to provide the service could be
funded via federal and state transit grant programs administered by DRPT. Grant
funds require a local match of 35% of operating expenses, net of fare revenue.
Grant funding could also be used to fund a portion of the capital cost.
Page 2
· DRPT has the ability to amend its current agreement with Amtrak to allow Amtrak
to contract with a third-party bus operator to provide the service. The cost of this
option is projected to be approximately $329,000, inclusive of operating and
capital costs for service originating from Roanoke and $569,000 for service from
Blacksburg.
· The passenger revenue for the bus service originating from Roanoke is estimated
to be $11,000 annually, based on $3.00 per trip. Total revenue is estimated to be
$14,600 for service originating in Blacksburg, based on $4.50 per trip.
· GRTC Staff Comments
Over the past few months, GRTC staff have been developing cost estimates for
providing the service in anticipation of applying for a DRPT grant.
· GRTC staff currently project an annual cost of approximately $168,000 to
provide the service from Roanoke and approximately $313,000 to provide the
service from Blacksburg.
· GRTC staff currently project a capital cost $1,050,000 for two motor coach
buses.
· Based on earlier discussions with DRPT, GRTC staff had based the required
grant local match requirement at 15%, not the 35% as indicated by DRPT in the
study.
· The projected capital cost in the report is presented as an annualized capital cost
with depreciation. It is not clear what assumptions were made on the cost of the
initial capital investment.
· Planned Next Steps
GRTC staff will schedule a meeting with DRPT as soon as possible to address the
following:
· Determine whether DRPT favors a public transportation agency, "GRTC," or a
private third party carrier to provide the service.
· If the public transportation agency is the preferred provider, determine which
option, service form Roanoke or Blacksburg, is most plausible and most likely to
be funded by DRPT.
· Given the preferred option, determine which is the most cost effective method for
acquisition of the additional motor coaches, leasing or purchasing.
.-.-----. - .-----.-,-.._-~. . --'-~-_._---~ -. -_.. .
Page 3
· Reconcile the differences between GRTC and DRPT operating and capital cost
estimates.
· Refine the passenger revenue estimate.
· Confirm the local match requirement for operating and capital cost assistance.
· Finalize the service design plan for implementation during the summer of 2011
and submit an application for DRPT grant funding.
I trust the information above is sufficient in providing you with summary information
from the study and our planned next steps.
Sincerely,
~p~
Christopher P. Morrill
City Manager
c: William M. Hackworth, City Attorney
Stephanie M. Moon, City Clerk
Ann H. Shawver, Director of Finance
Carl L. Palmer, General Manager, Greater Roanoke Transit Company
The Honorable John s. Edwards, Member, Virginia State Senate
The Honorable Onzlee Ware, Member, Virginia House of Delegates
The Honorable William H. Cleveland, Member. Virginia House of Delegates
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COMMONWEALTH of VIRGINIA
Thelma D. Drake
Dir.:Clor
DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION
(,(Ill EAST M/\IN STREET. SllIlE c IO:!
RICHMONIJ, VA 2321'1.2411>
(lIo.n 7X641.JO
FAX (/(04) 125-3752
VI/WINIA RELA Y CENTER
1-l\i\{j.R2K-1120 (I'DD)
December 28, 2010
The Honorable Sean T. Connaughton
Chairman, Commonwealth Transportation Board
Office of the Secretary of Transportation
Patrick Henry Building, 3rd Floor
1111 East Broad Street
Richmond, Virginia 23219
Dear Secretary Connaughton:
The Virginia General Assembly directed the Department of Rail and Public Transportation
(DRPT) during its 2010 Session to provide the Commonwealth Transportation Board (CTB)
with an assessment of the anticipated ridership and funding required to support daily bus
connector service from the Roanoke Valley to Lynchburg as part of the on-going three year
passenger rail demonstration project.
The enclosed report provides the information requested by the General Assembly and
further examines an extension of the pilot project to Blacksburg in response to feedback
received from stakeholders during the study process.
I will be happy to discuss the report and answer any questions at the Commonwealth
Transportation Board's next meeting.
Sincerely, /J,,I
-://tu~ jt~
Thelma Drake
Director
Cc: Members of the Commonwealth Transportation Board
The SJI/(Jrte.rt Di.rttlJlre l3etu:een Tu'o Poillt.r
U'l{![('. d,.P!.l!iJ:~iJlit7..~O'l/
Assessment of the Anticipated Ridership and
Funding for Amtrak Connector Bus Service in
the Roanoke Valley-Lynchburg Corridor
December 28, 2010
--DR"-
Assessment of the Anticipated Ridership and Funding for Amtrak Connector Bus
Service in the Roanoke Valley-Lynchburg Corridor
Table of Contents
I. EXECUTIVE SUMMARy.............................................. ......... .................... ........... 3
II. INTRODUCTION............................................. ..................................................... 4
III. BACKGROUND AND PREVIOUS STUDIES....................................................... 4
IV. APPROACH......................................................................................................... 5
V. ANALYSIS OF POTENTIAL AMTRAK CONNECTOR SERVICE ....................... 6
Amtrak Connector Bus Service in the Roanoke Valley-Lynchburg Corridor 2
.-DRIZJ.
I. EXECUTIVE SUMMARY
During its 2010 Session, the Virginia General Assembly directed the Commonwealth's
Department of Rail and Public Transportation (DRPT) to provide the Commonwealth
Transportation Board (CTB) with an assessment of the ridership and funding required to
support a bus service pilot project (called "Amtrak Connector") that would link Roanoke
with the existing Amtrak Virginia rail service in Lynchburg. This report includes the
results of the assessment, as well as an assessment of extending the pilot project
further southwest to Blacksburg. Consideration of extending the service to Blacksburg
was largely based upon stakeholder input.
Amtrak Connector bus service between Roanoke and Lynchburg is projected to
generate an additional 3,600 passengers per year on the Amtrak Virginia rail service.
The estimated direct operating cost of the Connector service, if provided by a public
transit agency, is approximately $150,000 per year. The majority of the operating costs
could be funded through federal and state transit grant programs administered by DRPT
and passenger revenues, however, a public transit agency receiving grant funds would
be required to provide a local match (approximately 35 percent of operating expenses
net of fare revenues). A further extension of the Connector service to Blacksburg would
raise operating costs substantially (over 40 percent) due largely to the increase in
distance, while generating only modest additional ridership of approximately 800
passengers per year due to the trip length and schedule. Overall ridership on the
Connector service could potentially be improved if train arrival/departure times in
Lynchburg could be modified, but this could have other ridership impacts and
operational impacts for service in Virginia and the Northeast Corridor.
The Amtrak COnnector service wOuld alsO require caPital funding support fOr a puolic
transit agency to purchase or lease buses for the service. The estimated annualized
capital costs are approximately $130,000, including depreciation. Similar to the
operating costs, DRPT administers federal and state transit grant programs to assist
with capital costs. These capital programs also require a local match from publiC transit
agencies.
In addition to having a local public transit agency provide the Amtrak Connector service,
DRPT also has the ability to amend its current Cigreement with Amtrak to allow Amtrak
to contract with a private third-party bus operator. Amtrak estimates that the total cost
(capital and operating expenses) of using a private third-party bus operator would be
approximately $330,000, which is 18 percent higher than the public transit agency
option. With bus passenger revenues estimated at $11,000, the state would have to
fund the remaining $319,000 of expenses because federal funds can not be used for a
private third-party bus operator. This is compared to approximately $36,000 of state
funds under the public transit agency option.
Regardless of the delivery method, the Commonwealth Transportation Board is
responsible for funding allocation decisions related to this type of service.
Amtrak Connector Bus Service in the Roanoke Valley-Lynchburg Corridor 3
. .IM,..
II. INTRODUCTION
As part of its 2010 Budget Bill, the Virginia General Assembly issued the following
requirement to the Department of Rail and Public Transportation (DRPT):
Item 448.E. Not later than December 31, 2010, the Director shall
provide the Commonwealth Transportation Board an assessment of
the anticipated ridership and funding required to support a pilot
project of daily bus connector service from the Roanoke Valley to the
Kemper Street Station in Lynchburg as part of the on-going three
year passenger rail demonstration project. Any support of this
transit connector service shall be terminated if the Route 29 rail
corridor project is not continued at the conclusion of the three year
demonstration period.
This report provides the information requested by the General Assembly and further
examines an extension of the pilot project to Blacksburg in response to feedback
received from stakeholders ~uring the study process.
III. BACKGROUND AND PREVIOUS STUDIES
Three separate studies of transit service between Roanoke and Lynchburg have been
conducted since 2007;
· TransDominion Express (TDX) Status Update Study: The Virginia Transportation
Research Council completed this study for DRPT in January 2007. It estimated
both business and non-business rail passenger ridership along the proposed
TDX routes between Bristol, Richmond, and Washington, DC.
· Amtrak Ridership Analysis: Amtrak conducted a study of estimated rail ridership
along the Lynchburg-Washington, DC corridor (with continuing service through
the Northeast Corridor). As part of this analysis, Amtrak looked at bus connector
service from Bristol to Lynchburg, with intermediate stops in Marion, Wytheville,
and Roanoke.
· RV ARC Staff Report: The Roanoke Valley-Alleghany Regional Commission
(RVARC) provided preliminary information in January 2010 concerning the
viability of a bus connector service from the Roanoke Valley to Kemper Street
Station in Lynchburg. The study was a "synthesis" of previous information
(including the 2007 TDX status update) rather than a completely new analysis.
This report builds and expands on these previous study efforts.
Amtrak Connector Bus Service in the Roanoke Valley-Lynchburg COfTidor 4
.IJRIZI.
IV. APPROACH
Throughout this report, the proposed transit service is referred to as "Amtrak Connector"
bus service: The Amtrak Connector would provide dedicated bus service to passengers
arriving at and departing from the Kemper Street Amtrak Station in Lynchburg. These
passengers will be long-distance travelers (e.g., to/from Washington, DC. and other
locations as far north as Boston) who typically do not make this type of trip daily. The
travel market b~ing served by the potential Amtrak Connector is separate and distinct
from the potential commuter market that exists in the same corridor.
The essential analytical methodology for determining the feasibility of this service is
presented in Figure 1 below:
Figure 1: Analytical Process
The analysis is driven by the forecast of potential demand or ridership. This estimate is
then used to determine an appropriate service plan (Le., the amount of service,
including scheduling, miles and hours of service, and number of vehicles), as well as to
estimate the amount of passenger revenue that will be generated. An estimated annual
operating cost is then derived from the service plan. When combined with the
passenger revenues, this provides an estimate of the "net" cost of providing the service.
The final step is then to determine potential sources of funding to support this net cost.
Amtrak Connector Bus Service in the Roanoke Valley-Lynchburg Corridor 5
.EJRIZF.
v. ANALYSIS OF POTENTIAL AMTRAK CONNECTOR SERVICE
The DRPT-initiated Amtrak Virginia service extending to Lynchburg, which began in
October 2009, has proven to be very successful. Annual ridership in the twelve months
from October 1,2009, to Septer:nber 30,2010, was over 126,000, which was more than
double the target ridership of 51,000. As a result, the service also greatly exceeded its
passenger revenue forecasts - over $6.3 million in revenue was generated, compared
to a target of $2.6 million. DRPT's longer-term goals for this service include multiple
daily rail departures from Lynchburg, as well as expanding rail service beyond
Lynchburg to Roanoke and potentially as far south as Bristol.
A possible first step in initiating any of these rail expansions is to build the transit market
with dedicated bus connector (sometimes called "bus bridge") service to Lynchburg
from Roanoke and areas further south and west. This section analyzes the potential for
that service to be successful.
Amtrak Connector - Ridershio and Revenue
Using models developed for the Northeast Corridor (NEC), long distance trains,
California corridors, and other markets, Amtrak has prepared forecasts for a variety of
service initiatives nationwide, including Acela Express and NEC Regional trains, service
improvements in state-supported corridors, and proposals for new local/state-supported
corridor services (including for Virginia). Amtrak management uses the forecast results
are used by Amtrak management to evaluate nearly all new initiatives/options that have
ridership and ticket revenue implications.
Figure 2 below presents the ridership and revenue estimates for Amtrak Connector
service at Lynchburg. The 2011 baseline is presented first, which is consistent with
Amtrak's internal estimates for the projected annual ridership and fare revenue
associated with the Amtrak Virginia service to Lynchburg. Note that this baseline
projects a modest growth in ridership over the FY10 figures of approximately 3 percent
to almost 130,000, but a more substantial increase in revenue of 27 percent (to $8.0
million) due to pricing changes. Then Figure 2 presents two options for Amtrak
Connector service that are further described below.
· In Option 1, the bus service connects Roanoke and Lynchburg. This bus bridge
service draws an additional 3,600 annual passengers to the rail service and
generates $199,000 in rail and bus passenger revenue. However, only $11,000
of that revenue is attributable to the bus service, which is priced in this analysis
at $3.00 per trip. The vast majority of the revenue generated comes from the
train tickets. The bus trip portion was priced relatively low to encourage ridership
on the new bus service, similar to a promotional offer from a private business.
The overall increase in ridership for Amtrak Virginia service to Lynchburg when
the Amtrak Connector bus is introduced is approximately 2.8 percent, with a
revenue increase of approximately 2.5 percent.
Amtrak Connector Bus Service in the Roanoke VaJ/ey~Lynchburg Corridor 6
.BRfZ1.
· In Option 2, the Connector service is extended beyond Roanoke to Blacksburg.
The additional ridership generated by this extension is relatively low - only 800
passengers annually and $38,000 in additional revenue. In this case, the bus fare
was increased to $4.50 per trip for Blacksburg to Lynchburg passengers.
Although these ridership figures are similar to bus connector forecasts performed for
Amtrak services in other states (e.g., connecting to Carolinian and Piedmont trains in
North Carolina), the attractiveness of this connector service is diminished by two
factors. First, these are relatively long bus trips - approximately an hour from Lynchburg
to Roanoke and another 45 minutes or more from Roanoke to Blacksburg. This may
deter some potential users from seeing the bus connector as a viable travel option. The
second factor is the timing of the service. No assumption has been made regarding an
alteration of the existing train schedule, which means weekday buses would depart from
Roanoke to Lynchburg in the morning at approximately 6:00am and arrive in Roanoke
in the evening from Lynchburg at 10:00pm (see service plan section below for more
information). The timing for Blacksburg is even later in the evening and earlier in the
morning. Based on forecasting experience, the bus service will attract riders but overall
the service is at the "outside edge" of acceptability for most travelers.
Amtrak Connector Bus Service in the Roanoke Valley-Lynchburg Corridor 7
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Amtrak Connector - Service Plan
For Option 1 (Roanoke only), the bus would leave Roanoke on weekday mornings at
6:00am and arrive in Lynchburg at approximately 7:10am. This provides sufficient time
to unload the bus and load passengers onto the train; as well as a few minutes of
"padding" in the schedule to accommodate potential traffic delays. In the evenings, the
bus would depart Kemper Street Station at 8:46pm (10 minutes after the scheduled train
arrival) and arrive in Roanoke at 9:56pm. The bus timing on the weekends is similar, but
shifted, because the trains depart Lynchburg at 9:59am and arrive back in the evening
at 9:30pm on Saturdays and 1 0:20pm on Sundays.
For the Option 2 extension to Blacksburg, essentially the same arrival and departure
times in Roanoke and Lynchburg are maintained. The weekday morning service would
depart Blacksburg at 4:55am, and the evening service would return to Blacksburg at
11 :05pm.
Amtrak Connector - Bus Service Costs
This report contains two separate approaches and cost estimates for providing the
Amtrak Connector service. Amtrak provided the first cost estimate, while DRPT
developed the second cost estimate.
Although Amtrak generally does not provide such connector bus services directly, they
have relationships with many private and charter bus services and often request
"quotes" for similar services. Thus, in addition to estimating the incremental costs,
Amtrak also provided an independent price quote from a third-party bus operator, who
was not specifically named. This motor bus service, which is all-inclusive of operating
and capital costs, was estimated to cost $329,200 for Option 1 (extending to Roanoke)
and $568,700 for Option 2 (extending to Blacksburg). This approach would require
DRPT and Amtrak to amend their existing agreement to allow Amtrak to contract with a
private third-party bus operator.
DRPT also developed cost estimates for the two bus service options under the
assumption that a public transit agency would supply the service. The operating costs
are driven primarily by estimates of the miles and hours of service required to provide
the service and the associated costs for labor, fuel and materials, while the capital costs
include necessary additional vehicles to provide the Connector service. Figure 3
provides a summary of the results:
Amtrak Connector Bus Service in the Roanoke Valley-Lynchburg Corridor 9
.IM".
Figure 3: Cost Estimates for Public Transit Agency to
Provide Amtrak Connector Service
/Option 1 : " " ~Option2':
, (Roanoke) , (BlaekSburg)
Key Cost Drivers
Annual Hours 1,858 3,140
Annual Miles 80,300 143,080
Bus Operator Labor $27,913 $45,811
Other Personnel Direct Labor 28,340 71,958
Fringe Benefits 18,563 38,864
Fuel 43,800 78,044
Other Materials and Supplies 24,491 30,894
Vehicle Insurance 9,000 9,000
Annual Operating Cost $152,106 $274,571
Bus Capital Cost (Annualized) $79,318 $79,318
Depreciation 50,833 50,833
Total Annualized Capital Cost $130,152 $130,152
Total Cost $282,258 $404,722
Based on DRPT's assessment of the operating situation, it appears that providing
COnnector service frOm ROanOke to LynchBurg CQula Be unaeriaken in a relatively "lean"
fashion that requires relatively little additional labor from supervisors and mechanics.
The extension to Blacksburg, however, would require significant additional operating
costs.
In both options, the primary bus operations could be handled with one additional new
bus. The bus capital cost in Figure 3 is shown on an annualized basis, rather than
showing the entire upfront cost of the bus. This is done so that a total annual cost for
both operations and capital can be estimated, similar to what Amtrak has provided. The
capital cost estimate has been increased by 20 percent to account for the costs of
providing a "spare" bus. In practice, this could involve the purchase of a second bus
which could then be primarily utilized by the transit agency for other services, or it could
involve the transit agency utilizing one of its existing fleet vehicles as the spare and
receiving compensation. Note also that this cost includes a line item for depreciation.
For a public transit agency, there is an assumption that this would be equivalent to
funding the future bus replacement, in order to ensure that the service is maintained in a
state of good repair, as desired by DRPT for all of the Commonwealth's transit and rail
services.
Amtrak Connector Bus SeNice in the Roanoke Valley-Lynchburg Corridor 10
--DR"-
Amtrak Connector - Net Costs
Figure 4 below summarizes the annual net cost requirements for each of the two
service provider options and for each routing option.
Figure 4: Net Costs for Amtrak Connector Service
Afutrclk Third-P~rtY: Provisio~ .... -.,"f -.. . ?:f',. c," ," ','
~ubUc:rr~lisi~':AgencyProvisiol1
Option 1 Option 2 Option 1 Option 2
(Roanoke) (Blacksburg) (Roanoke) (Blacksburg)
Amtrak Connector Revenue $11,000 $14,600 $11,000 $14,600
Amtrak Connector Expenses $329,200 $568,700 $282,258 $404,722
Net Revenue I (Subsidy) ($318,200) ($554,100) ($271,258) ($390,122)
Clearly, the extension to Blacksburg imposes significant additional costs, while
generating relatively little additional ridership or revenue. As noted above, this is due to
both the additional length of travel required on the bus, as well as the unattractive timing
(early morningllate evening) required for travelers.
Amtrak Connector Bus Service in the Roanoke Valley-Lynchburg Corridor 11
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APHA Invites You to a Webinar Series on:
What Healthy Communities Need from their
Transportation Networks
Public health and transportation professionals have the opportunity to participate in a new, free, four-part
webinar series in 2011 that covers how transportation systems impact health in diverse communities
across the nation.
Join us for this series that explores the intersections between health and transportation, highlights
inribvative state aM lotal programs tliat leverage opportunities in transportation that oenefit health, ana
explains what the future may hold for the federal surface transportation authorization.
The first session will explore unique State and local programs that thoroughly consider health and equity
in planning.
Webinar 1: Community Health and Transportation Planning
Tuesday, January 18, 2011 from 2-3 pm EST
The session will have introductory remarks by APHA Executive Director Georges C. Benjamin, MD, and
presentations by leading national experts:
· Andrew L. Dannenberg, National Center for Environmental Health at the Centers for
Disease Control and Prevention (CDC)
· Leslie A. Meehan, Nashville Area Metropolitan Planning Organization (MPO)
· Jean Armbruster, Los Angeles County Department of Public Health
Webinar 2: The Health Benefits from Active Transportation
February 15, 2011 from 2-3 pm EST
Learn how active transportation improves health across various populations and learn of programs that
promote and implement active transportation in their communities. Presentations by:
· Jeffrey Miller, Alliance for Biking & Walking
· Amanda Woodall, Active Transportation Alliance
· David Godfrey, City of Kirkland, Washington
Webinar 3: Health Impact Assessments (HIAs) in Transportation
March 15. 2011 from 2-3 pm EST
The health impact assessment (HIA) is gaining huge momentum as a tool to address the social and
environmental determinants of health, particularly on transportation-related projects and policies.
Presentations by:
· Jonathan Heller, Human Impact Partners
· Megan Wier, San Francisco Department of Public Health
· Heidi Guenin, Upstream Public Health
Webinar 4: Preventing Roadway Fatalities and Injuries
April 5, 2011 from 2-3 pm EDT
Understand the public health professional's role in the area of roadway safety and learn of innovative
programs to prevent roadway fatalities and injuries, in particular for vulnerable populations. Presentations
by:
· Sandra Viera, Prevention Institute
· Russell H. Henk, Texas Transportation Institute, Teens in the Driver Seat Program
· Buz Barbour, Hillsborough County Senior Zone Program
These free webinars will be held at the Roanoke Valley-Alleghany Regional Commission located at 313
Luck Avenue, Roanoke, VA. Please contact Cristina Finch at cfinch@rvarc,ora to reserve your seat.
!/ CL 1-
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Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
January 18, 2011
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Financials for the month of November 2010
The fOlloWing financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial results for November 2010.
Operating income for November of FY 11 is $27,524 or 3% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount of $51,508 or 6.5%. This increase was offset by decreases in advertising income and non-
transportation revenues of $23,983 or 16.4%.
The operating expense for GRTC of $3,210,702 in November 2010 includes expenses for its sub-
recipients, Commonwealth Coach & Trolley Museum, National Historical Railway Society, and O.
Winston Link Museum, in the amount of $59,318. GRTC's expenses in the amount of $3,151,384
represent an increase of $141,550 or 4.7% compared to November 2009. Both positive and negative
variances are discussed in the expenditure section of this narrative.
The subsidies for GRTC of $2,207,848 through November 2010 include subsidies for its sub-recipients in
the amount of $59,318. GRTC's subsidies of $2,148,530 have decreased $3,880 or .1% compared to
November 2009.
Operatin@ Income
Operating income for November of FY 11 is $27,524 or 3% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount of $51,508 or 6.5%. This increase was offset by decreases in advertising income and non-
transportation revenues of $23,983 or 16.4%.
Commentaries on significant variances are shown below.
Operatil}g Revenues including bus fares and sales of passes increased $51,508 or 6.5% compared to
November 2009. This increase is largely driven by two factors:
--.~-~'-_.---_.,._"-_.__._-.~-----_.,---_.-.--,--,----~------------'---~.
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
January 18, 2011
Page 2
· The increase in the Smartway fare of $1 per trip effective January 1, 2010.; and
· Student fares in the amount of $10,393.
AdvertislD~ Revenue for advertising on GRTC buses have decreased $7,616 or 16.3% compared to
November 2009. Purchases for advertising on the buses have declined due to current economic
conditions.
Non-Tral)~portation Revenues including rental income, investment income, and parking revenue
decreased $16,367 or 16.5%. The decreases are primarily due decreases in parking revenue for $3,746
and investment revenue of $2,065.
OperatillG Expenses
GRTC's expenses in the amount of $$3,151,384 represent an increase of $141,550 or 4.7% compared to
November 2009.
Expense variances are discussed in the following sections.
Frim~e Benefits have increased $73,634 or 13.5% compared to November 2009. This increase is primarily
due to an increase in health insurance coverage for $75,617.
Material~ and Supplies have increased $89,097 or 18% compared to the prior year primarily due to an
increase in fuel costs of $85,182.
Subsiditl~
GRTC's subsidies of $2,148,530 have decreased $3,880 or .7% compared to November 2009.
No action by the Board is needed on this matter.
Cc: Vice President of Operations
Treasurer
Secretary
Legal Counsel
GRTC Vice President of Operations
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 19, 2011
Carl L. Palmer
General Manager
Valley Metro
Roanoke, Virginia
Dear Mr. Palmer:
I am attaching a copy of a resolution approving and adopting a revised daily one way
student fare for Roanoke City Public School students, private school students, and all other
students attending properly licensed schools within the Greater Roanoke Transit Company,
d.b.a. Valley Metro (GRTC or Valley Metro) service area, grades 6 through 12, with a valid
school issued student bus ride card, to take effect on February 8,2011; 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 student fare.
The above referenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Tuesday,
January 18, 2011.
Sincerely,
Jonathan E. raft
Assistant Secretary
JEC
Enclosure
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
K:IGRTCIGRTC 11\January 1 B, 2011 Correspondence.doc
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BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY.
A RESOLUTION APPROVING AND ADOPTING A REVISED DAILY ONE WAY
STUDENT FARE FOR ROANOKE CITY PUBLIC SCHOOL STUDENTS,
PRIVATE SCHOOL STUDENTS, AND ALL OTHER STUDENTS ATTENDING
PROPERLY LICENSED SCHOOLS WITHIN THE GREATER ROANOKE
TRANSIT COMPANY, DBA VALLEY METRO (GRTC OR VALLEY METRO)
SERVICE AREA, GRADES 6 THROUGH 12, WITH A VALID SCHOOL ISSUED
STUDENT ID BUS RIDE CARD, TO TAKE EFFECT O'"N1=EBRUARY 8, 2011;
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
STUDENT FARE. .
WHEREAS, on June 21, 2010, the GRTC Board of Directors approved and
adopted a revised daily one way fare of $0.75 for Roanoke City Public School students,
grades 6 through 12, with a valid Valley Metro issued Student 10, effective July 1, 2010,
which replaced the prior free daily one way student fare;
,
WHEREAS, the Council of the City of Roanoke. approved and established the
revised daily one way student fare mentioned above by Resolution No. 38853-062110;
WHEREAS, subsequent to the approval of the revised daily one way fare for
Roanoke City Public School students, the Board was advised of private schools' interest
in the opportunity to provide its students with the same daily one way student fare;
WHEREAS, at the GRTC Board's October 18, 2010, meeting, the GRTC General
,Manager recommended that the above mentioned revised daily one way student fare
apply to other students, all as more fully set forth in his October 18, 2010, report to the
Board, and the Board concurred in such recommendation;
WHEREAS, GRTC properly advertised the above revised daily one way student
fare as recommended by the GRTC General Manager, held one public hearing, on
1
" '
December 1, 2010, in the City of Roanoke, on such revised daily one way student fare,. '
and received public comments on such fare; and
WHEREAS, the GRTC Board has considered the recommendation of GRTC staff
and the public comments on the above revised daily one way student fare and finds that
it is appropriate to approve and adopt such revised daily one way student fare, to take
effect February 8,2011.
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 a revised daily one
way student fare of $0.75 for Roanoke City Public School students, private school
students, and all other students attending properly licensed schools within GRTC's
service area, grades 6 through 12, with a valid school issued Student 10 bus ride card.
2. That such revised daily one way student fare shall be effective February 8,
2011, and shall replace the prior daily one way student fare as of such date.
3. The GRTC General Manager and/or Vice President of Operations is
hereby authorized to take appropriate action to implement, administer, and enforce the
above revised daily one way student fare, subject to any needed approval by the
Council of the City of Roanoke. Such action includes, but is not limited to,
impl~mentation of such rules and/or procedures as set forth in the General Manager's
Report dated January 18, 2011, to this Board.
.\
ATTEST:
Date:
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Greater Roanoke Transit Company
Board of Directors Meeting
January 18, 2011
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:
Approval of Revision of GRTC Daily One Way Student Fare
Backoround
At its June 21, 2010 meeting, the Greater Roanoke Transit Company (GRTC) Board of Directors
approved a $0.75 student fare per one way trip for Roanoke City Public School (RCPS) students,
grades 6 through 12, replacing the free fare policy instituted in June 2007. The $0.75 student fare
requiring an accompanying student identification card went into effect July 1, 2010. The fare is half the
established GRTC base fare of $1.50 per one way trip. There is no monthly or weekly pass for the
$0.75 student fare.
At its September 20, 2010 and October 18, 2010 meetings, the Board was advised of Roanoke
Catholic School's (RCS) and other private schools' interest in the opportunity to avail themselves of
the same fare and that their participation would have a neutral impact on GRTC's fare box revenues.
In addition to Roanoke City Public School (RCPS) students grades 6 through 12, the GRTC Board
authorized staff to charge private school students and all other students in grades 6 through 12
attending properly licensed schools within Valley Metro's service area, $0.75, half of Valley Metro's
$1.50 full fare, for a single one way trip, provided that participating schools, like RCPS, issue such
school's own student identification bus ride cards, at the school's expense. The bus ride cards will
entitle the student to board a Valley Metro bus for the $0.75 fare. The bus ride card will be subject to
GRTC's approval. Like the RCPS, there will not be a monthly or weekly pass for the $0.75 student
fare.
On November 5, 2010, GRTC properly advertised a public hearing for the proposed revision to the
daily one way student fare described above and conducted said hearing at 6:30 p.m. on Wednesday
December 1, 2010 in the second floor conference room of the Roanoke Valley-Allegheny Regional
Commission. Between the time the hearing notice was published and the date of the hearing, there
were no comments submitted to GRTC. Pat Patterson and Mike McEvoy, Roanoke Catholic School
Principal and Board Member, respectively, were the only public attendees. They both expressed their
support for the proposed revised student fare for Catholic and other private school students.
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
January 18, 2011
Page 2
Recommendation
Recommend that in addition to Roanoke City Public School (RCPS) students grades 6 through 12,
charge private school students and all other students in grades 6 through 12 attending properly
licensed schools within Valley Metro's service area, $0.75, half of Valley Metro's $1.50 full fare, for a
single one way trip, provided that ,participating schools, like RCPS, issue such school's own student
identification bus ride cards, at the school's expense. The bus ride cards will entitle the student to
board a Valley Metro bus for the $0.75 fare. The bus ride card will be subject to GRTC's approval.
Like the RCPS, there will not be a monthly or weekly pass for the $0.75 student fare.
Further, authorize the General Manager and/or Vice President of Operations to take appropriate
action to implement, administer, and enforce the revised student fare noted above, subject to any
needed approval by the Council of the City of Roanoke.
Given Roanoke City Council approval at its regularly scheduled meeting on Monday February 7,
2011, recommend implementing the revised fare effective Tuesday, February 8, 2011.
Resp~.~ ully S t1nitted,
a~
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 19, 2011
Carl L. Palmer
General Manager
Valley Metro
Roano.ke, Virginia
Dear Mr. Palmer:
I am attaching a copy of a resolution authorizing' the filing of applications and the
acceptance and execution of appropriate agreements for operating and capital financial
assistance for fiscal year 2011-2012 with the Federal Transit Administration and the
Commonwealth of Virginia Department of Rail and Public Transportation upon certain
terms and conditions.
The above referenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Tuesday,
January 18, 2011.
Sincerely, (~
Jonathan E. Craft "
Assistant Secretary
JEC
Enclosure
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
. .
K:\GRTC\GRTC 11\January 18, 2011 Correspondence,doc
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BOARD OF DIRECTORS OF GREATER ROANOKE TRANSIT COMPANY
A RESOLUTION AUTHORIZING THE FILI~G OF APPLICATIONS AND THE
ACCEPTANCE AND EXECUTION OF APPROPRIATE AGREEMENTS FOR
OPERATING AND CAPITAL FINANCIAL ASSISTANCE FOR FISCAL YEAR
2011-2012 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 2011-2012 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 18, 2011. The Company's Secretary is
also authorized to attest any such documents.
Date Adopted: I/J f /"
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Greater Roanoke Transit Company
Board of Directors Meeting
January 18, 2011
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 to File for Federal Transit Administration Operating and Capital
Financial Assistance, and Commonwealth of Virginia Operating and Capital
Financial Assistance for fiscal year 2011-2012.
Background
Financial assistance has been provided to Greater Roanoke Transit Company (GRTC) by the Federal
Transit Administration (FT A) and the Commonwealth of Virginia's Department of Rail and Public
Transportation (DRPT) 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. For fiscal year 2011-2012, GRTC will apply for the maximum amount allowed
in federal operating and capital financial assistance. Currently, the total amount of operating assistance
GRTC will receive from FTA for fiscal 2010-2011 is approximately $2,748,850.00 and approximately
$1,127,550.00 in operating assistance from DRPT. GRTC intends to file fiscal 2011-2012 grant
applications for similar amounts. The deadline for filing is February 9, 2011.
Recommendation
Authorize the General Manager to file applications requesting the maximum operating and capital
financial assistance from the Federal Transit Administration and Virginia's Department of Rail and Public
Transportation for fiscal year 2011-2012, and to accept and execute the necessary grant agreements in a
form approved by GRTC's General Counsel.
c, Vice President of Operations.
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
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 19, 2011
Carl L. Palmer
General Manager
Valley Metro
Roanoke, Virginia
Dear Mr. Palmer:
I am attaching _a copy of a resolution approving and authorizing a donation to the
Commonwealth Coach and Trolley Museum of one set of used surplus four point mobile
vehicle maintenance lifts from the Greater Roanoke Transit Company, d.b.a. Valley Metro
(GRTC), subject to certain terms and conditions; and authorizing the GRTC General
Manager and/or Vice-President of Operations to take appropriate action to accomplish
such donation.
The above referenced measure was adopted by the Board of Directors of the Greater
Roanoke Transit Company at a regular meeting which was held on Tuesday,
January 18, 2011.
Jonathan E. Craf
Assistant Secretary
JEC
Enclosure
pc: Christopher P. Morrill, Vice-President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC .
Ann H. Shawver, Treasurer, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
K:IGRTCIGRTC 11\January 18, 2011 Correspondence,doc
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BOARD OF DIRECTORS OF THE GREATER ROANOKE TRANSIT COMPANY.
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A RESOLUTION APPROVING AND AUTHORIZING A DONATION TO THE
COMMONWEALTH COACH AND TROLLEY MUSEUM OF ONE SET OF USED
SURPLUS FOUR POINT MOBILE VEHICLE MAINTENANCE LIFTS FROM THE
GREATER ROANOKE TRANSIT COMPANY, DBA VALLEY METRO (GRTC),.
SUBJECT TO CERTAIN TERMS AND CONDITIONS; AND AUTHORIZING THE
GRTC GENERAL MANAGER AND/OR VICE PRESIDENT OF OPERATIONS
TO TAKE APPROPRIATE ACTION TO ACCOMPLISH SUCH DONATION.
WHEREAS, Commonwealth Coach and Trolley Museum (CCTM) has requested
GRTC to donate to CCTM one set of used surplus four point mobile vehicle
maintenance lifts, subject to certain terms and conditions;
WHEREAS, the GRTC General Manager in his report dated January 18, 2011, to
this Boa rd has advised the Board of CCTM's above mentioned donation request and
that for the reasons set forth in such report, the GRTC General Manager recommends
that the Board make such 'a donation to CCTM;
WHEREAS, the GRTC General Manager has further advised the Board that such
a donation is permitted by the GRTC Surplus Tangible Personal Property Disposal
Policy that became effective September 1, 2010, under Section 5 (C), which provides
for disposal of surplus tangible personal property in some other way than is outlined in
, '
the Policy jf it is done by separate action of the GRTG Board, as the GRTC Board may
deem appropriate; and
WHEREAS, the GRTC Board of Directors has considered the recommendation
of GRTG staff and finds that it is appropriate to approve such requested donation to
GCTM.
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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 authorizes a donation to the
CCTM of one set of used surplus four point mobile vehicle maintenance lifts, with such
items being donated "AS IS" without any warranty of any type or -nature and upon such
other terms and conditions as the GRTC General Manager and/or Vice President of
Operations may deem appropriate.
2. The GRTC General Manager and/or Vice President of Operations is
hereby authorized to take appropriate action to accomplish such donation.
Date:
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ATTEST:
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Greater Roanoke Transit Company
Board of Directors Meeting
January 18, 2011
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:
Donation of one set of used surplus four point mobile vehicle
maintenance lifts to the Commonwealth Coach and Trolley Museum
Backqround
At its August 16, 2010 meeting, the Greater Roanoke Transit Company Board of Directors
approved GREATER ROANOKE TRANSIT COMPANY (GRTC) SURPLUS TANGIBLE
PERSONAL PROPERTY DISPOSA L POLICY-EFFECTIVE DATE: September 1.2010.
The policy requires that all Greater Roanoke Transit Company (GRTC) surplus tangible
personal property determined to have reached its useful life be disposed of either by Sealed
Bid Auction or Open Public Auction, in accordance with Federal Transit Administration (FTA)
and Virginia Department of Rail and Public Transportation (VDRPT) regulations, and industry
standards. All such personal property must be disposed of either by a sealed bid auction or
open public auction, "except that the GRTC Board by a separate action may dispose of such
property in another manner as the Board deems appropriate."
On behalf of the Commonwealth Coach and Trolley Museum (CCTM) Beverly 1. Fitzpatrick,
its President, has petitioned GRTC to donate one of GRTC's five (5) sets of four point mobile
vehicle maintenance lifts that have reached the end of their useful service life. Each set is
approximately 11 years of age. In accordance with industry standards the lifts have reached
the end of their useful service life. Each set has an appraised value less than $5,000 (using
the comparability method). Consequently, they are not subject to FT ANDRPT disposal
reimbursement regulations.
CCTM has been an approved Internal Revenue Service 501 (c) (3) charitable organization
since 2000. 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.
CCTM personnel who maintain the fleet are not paid; CCTM only asks for donations for fuel
and maintenance assistance.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 . Fax:540.982.2703 . www.valleymetro.com
.. .. - .
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David A. Bowers, President, and Members of the Board of Directors
January 18, 2011
Page 2
GRTC General Counsel advised that if the GRTC Board of Directors approves the donation,
it should be done on the condition that the one (1) set of four lifts are received with full notice
of being an "AS IS " no warranty donation and that CCTM be required to agree to this along
with such other terms as the General Manager and/or Vice President of Operations deems
appropriate, including removing the donated lifts from GRTC's property.
Recommendation
In accordance with the exception provided for in GRTC's Surplus Tangible Personal Property
Disposal Policy, GRTC staff recommends the GRTC Board of Directors approve the donation
of one (1) set of used surplus four point mobile vehicle maintenance lifts that are
approximately 11 years of age and have an appraised value of less than $5,000 and that
such donation be made "AS IS " with no warranty and subject to such other terms and
conditions as the GRTC General Manager and/or Vice President of Operations may deem
appropriate .
Further, authorize the General Manager and/or Vice President of Operations to take
appropriate action to accomplish such donation.
Respestfully S mitted,
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Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 19, 2011
John Bingham, Board Member
Consuella Caudill, Board Member
Sherman Stovall, Assistant Vice-President of Operations
Ann H. Shawver, Treasurer
Ladies and Gentlemen:
At a regular meeting of the Board of Directors of the Greater Roanoke Transit Company
which was held on Tuesday, January 18, 2011, you were appointed as members of the
fiscal year 2011-12 Budget Review Committee.
Sincerely,
Jonathan E. Craf
Assistant Secretary
JEC
pc: Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247, Roanoke,
Virginia 24032
Gary E. Tegenkamp, Assistant General Counsel, GRTC
K:IGRTCIGRTC 11\January 18, 2011 Correspondence.doc
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GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
January 13, 2011
David A. Bowers, President
David B. Trinkle, Vice-President
John Bingham
Consuella Caudill
Nicole Hall
Mark Jamison
Dear President Bowers and 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, it is respectfully recommend that the Annual Stockholders' Meeting be
held on Monday, June 20, 2011, at 1 :45 p.m., in the City Council Chamber.
Sincerely,
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Stephanie M. Moon .
Secretary
DAB:sm
pc: Christopher P. Morrill, Vice President of Operations, GRTC
Sherman M. Stovall, Assistant Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Stephanie M. Moon, Secretary, GRTC
Drew Harmon, Municipal Auditor
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
L:\CLERK\DA T A \CKSM 1 \GRTC.II\Scheduling Stockholders' Meeting.doc
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GREATER ROANOKE TRANSIT COMPANY
Board of Directors Meeting
9 a.m., January 18, 2011
Board Orientation Update: Departmental Status Reports
Presentation Outline
Offices of the General and Assistant General Managers
. Pending bargaining unit negotiations
· Mission statement and operating policy--issues to consider:
o Focus of planning initiatives
o Future target markets
o Maintain status quo
o GRTC's role in planned developments (commercial and residential)
o GRTC's role in traffic mitigation and carbon reduction
o Larger service population and less operating assistance
. City's Budget for Outcomes process
. Other Issues:
o Capacity and safe operations;
o Staff morale and prior incentives;
o Focus of mission
Finance: Grants and Capital Projects
· Grant application process: timeline and required information
· Funding for operating assistance
. Funding for current capital projects
. Current capital projects
Purchasing Agent
Maintaining company contracts
. Micro-purchases
· Facilitating and preparing specifications
· Facilitating bidding procedures
. Reconciling monthly inventory
· Assisting in disposal of surplus property
Administration
· Develop & monitor company policies
· Conduct new employee pre-employment background checks and orientation
· Manage and coordinate company's benefits program
· Manage workers compensation program
. Manage drug & alcohol testing
· Coordinate DOT physicals for all CDL holders
..~ _. .
. Coordinate STAR applications and customer service
. Maintain web sites
Maintenance
. Number of vehicles maintained
. Vehicle maintenance plan
· Maintenance employee number, average years employed, and qualifications
. Shop safety program
Transportation
. Hiring and training drivers
. In-service driver safety/customer service training
. Driver evaluations
. Radio communications with drivers
. Accident response and investigation
Tour of GRTC Facilities
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TRANSPORTATION DEPARTMENT
OPERATIONS OVERVIEW
JANUARY 2011
HIRING PROCEDURES
NEW EMPLOYEE TRAINING
IN-SERVICE
EVALUATION
REMEDIATION
RADIO COMMUNICATIONS
EMERGENCY RESPONSE
INVESTIGATION PROCEDURES
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HIRING PROCEDURES
The Director and Assistant Director of the Transportation
Department are responsible for screening, interviewing and
hiring operators for the Company. The process is
accomplished through the following steps:
1..0pen positions are advertized; however, applications
may be submitted at any time.
2.Applications are screened for a valid driver's license
and good DMV record. Individuals are not required to
have a CDL or previous experience but these additional
qualifications are helpful.
3.lnterviews are scheduled and conducted.
4.Applicants are notified of decisions to hire.
S. Those accepting the position must pass a drug
screening test, pass a DOT/CDL physical, obtain a CDL
learner's permit if needed and clear a criminal
background check.
NEW EMPLOYEE TRAINING
Greater Roanoke Transit Company does in-house driver
training using the Transportation Safety Institute's
nationally accredited certification program recognized and
approved by the National Safety Council. TSI is a division of
the United States Department of Transportation. In order for
a supervisor to become an instructor they must attend a TSI
training-the-trainer certification seminar.
All new-hire drivers undergo a four-phase training program:
1. Classroom instruction:
2. Bus orientation and obstacle course maneuvering.
3. Out of Service driving with an instructor.
4. In-service driving with a driver-trainer.
This usually takes 3 to 3.5 weeks.
Drivers needing to earn a CDL and/or a "P" endorsement are
trained and tested in-house. GRTC is a certified third party
tester for the DMV. This can extend the training time one
additional week.
IN-SERVICE
In-service training includes Company policy and procedures
for best-practices in bus operations, customer service,
sensitivity training for customers with disabilities and
current concerns. Attendance is mandatory.
EVALUATION
Knowledge and performance assessments are accomplished
through:
1. TSI testing
2. Skill demonstration
3. Observation
4. Further training
All evaluations are documented and become part of the
driver's file.
REMEDIATION
An operator may need one-on-one remedial training which
may include any or all of the following:
. Mentoring
· Classroom instruction
. Behind the wheel instruction
RADIO COMMUNICATIONS
The purpose of the radio network is to facilitate timely
coordination and control of the many activities that take
place throughout the work day. Drivers receive instruction
for operating the radio, on-air etiquette, and company
policies governing its use.,
EMERGENCY RESPONSE
Drivers are trained in procedures to handle mechanical
breakdowns, medical emergencies, auto collisions and
incidents. When an emergency occurs the driver is to notify
Dispatch.
The dispatcher will call for all needed emergency services
and maintain radio communication to monitor progress
and/or changing circumstances.
A supervisor may go to the scene as needed. A Supervisor
is required in the case of a collision investigation.
Drivers are trained in the use of all safety and emergency
equipment and to follow emergency management steps as
designed by the Transportation Safety Institute.
. . I
INVESTIGATION PROCEDURES
INCIDENT INVESTIGATION:
Drivers are required to radio incidents to dispatch and to get
names and contact information from those directly involved
and witnesses. An Incident Report will be filed by the driver
and the on-duty supervisor.
CRASH INVESTIGATION:
The Greater Roanoke Transit Company follows the
guidelines set forth by the National Safety Council for crash
investigation and determinations of responsibility. GRTC is
resolved to investigate all crashes accurately, fairly and as
efficiently as possible.
Drivers are required to report any contact made with
another object or person. A preliminary 'crash' or 'incident'
determination is the responsibility of the responding
supervisor upon completion of an on-site investigation.
Whereas no damage has occurred the event will be judged
an inc,ident and an Incident Report will be filed.
Whereas damage has occurred the event will be judged a
collision and a Crash Report will be filed. A collision is ruled
either 'Preventable' or 'Non-preventable'.
An in depth follow-up investigation is then conducted. The
Director of Transportation will review the completed file and
uphold or overturn the preliminary determination.
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REVISED
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
March 21, 2011
1 :00 p.m.
EMERGENCY OPERATIONS CENTER
CONFERENCE ROOM
AGENDA
1. Call to Order.
2. Roll Call.
3. Approval of Minutes: Regular meeting held on Tuesday, January 18, 2011.
4. Reports of Officers:
a. General Manager:
1. Management Update:
a. Roanoke to Lynchburg Amtrak Bus Connection
b. Bus Stop Installation Developments
c. "Pass Through" Grantee Projects
d. Fuel Purchasing
e. Facility Expansion Project.
2 Financial Report for the month of December 2010.
5. Discussion with regard to the appointment of Board members.
6. Other Business.
7. Adjournment.
K:\GRTC\GRTC 2011\March 21, 2011 Agenda.doc
, ,<I
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
March 16, 2011
David A. Bowers, President, and Members
of the Greater Roanoke Transit Company
Board of Directors
Dear President Bowers and Members of the Board:
This is to advise that the regular meeting of the Greater Roanoke Transit Company Board
of Directors will be held on Monday, March 21,2011, at 1 :00 p.m., in the EOC Conference
Room, Room 156, first floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W.,
Roanoke, Virginia.
Sincerely,
~"rn.~
Stephanie M. Moon
Secretary
pc: Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl L. Palmer, General Manager, Valley Metro, P. O. Box 13247,
Roanoke, Virginia 24032
K:\GRTC.11\March 21 Meeting Notice.doc
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Greater Roanoke Transit Company
Management Update
March 21, 2011
Roanoke to Lvnchbura Amtrak Bus Connection
On Wednesday, February 9, 2010, the Greater Roanoke Transit Company (GRTC) filed an
operating assistance grant application with Virginia's Department of Rail and Public
Transportation (DRPT) to cover 65% of the total net cost of the proposed bus connector service.
The remaining 35% of the net cost is to be borne locally. The table below illustrates the total
annual cost of the Connector service, the cost of each Component, and the resulting local
match for each.
Full Service Component I Componentll
Annual Cost $342,130 $228,290 $113,840
Revenue ($ 17.600) ($ 14,400) ($ 3.200)
Net Cost $324,530 $213,890 $110,640
Fed/State ($210.944) ($139.028) ($ 71.916)
Local Match $113,586 $ 74,862 $ 38,724
The service design and schedule model calls for the Connector to operate from Roanoke to
Lynchburg seven days a week (Component I); from Virginia Tech in Blacksburg Friday through
Sunday only (Component II). The service will not operate on the following holidays:
New Years Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro;com
-/'
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For Component I, the following prospective local match partners have been asked to share in
the local match burden:
The City of Salem
The Town of Vinton
Roanoke County
The City of Bedford/Bedford County
For Component II, Virginia Tech and Radford University have been asked to share in the local
match burden.
On February 14, 2011, proposals to participate as local funding partners for Component I were
sent to each prospective partner. To date, the City of Salem has agreed in principal to commit
$5.000 to the project's local match requirement; the City of Bedford and Bedford County have
expressed a strong interest in participating to the extent of committing their Welcome Center
(215 East Main Street) as a stop for the service, but no specific dollar amount has been
committed.
On February 14 and 24, 2011, proposals to participate as local funding partners for Component
II were extended to Virginia Tech and Radford University, respectively. Virginia Tech is in the
process of soliciting support from within the New River Valley area to share in the burden for
Component II. No firm commitment has been made by either Virginia Tech or Radford.
Also, on February 24, 2011 ,Fred Abbott of Abbott Charter Service was sent an update on the
proposed service's progress. Subsequent to receiving the update, Mr. Abbott called to reinforce
his interest in operating the service.
On March 1, 2011, GRTC received from State Senator John Edwards' office confirmation that
the General Assembly approved $150,000 in operating assistance for the bus connector project.
According to Senator Edwards' office, Jason Powell of the Senate Finance Committee,
indicated that "the money is to be sent to the City of Roanoke", presumably to reduce, if not
eliminate the project's total local match requirement
However, since receiving the notice, GRTC has learned from DRPT that it's uncertain just how
the funds will be applied to the project, raising the serious question as to whether or not the
local match requirement would be reduced, let alone eliminated.
GRTC expects to receive a response from DRPT pertaining to GRTC's grant application and
local match requirement in late April, 2011. In the mean time, GRTC will initiate follow up calls to
the prospective local funding partners in an effort to ascertain commitments.
Bus Stop Shelter Installation Developments
On February 17 and 25, 2011, GRTC staff met with the City of Roanoke Director of
Transportation, the Valley View Mall General Manager, and Woodard-West, Ltd., to
finalize the location of the bus stop shelter at Valley View Mall and to resolve the issue
pertaining to relocating one displaced parking space dedicated to people with
disabilities. The shelter location was finalized; the one space dedicated to people with
disabilities will be relocated to an existing row of dedicated spaces. GRTC's Assistant
General Counsel is preparing a written agreement reflecting the location of the shelter
and the relocation of the dedicated parking space for Valley View Mall's General
Manager to sign.
....' ~.
On March 2 and 10, 2011, the GRTC staff met with GRTC's Assistant General Counsel
and Woodard-West, Ltd., GRTC's shelter construction contractor, and City of Roanoke
Building Commissioner and Zoning Administrator, to review and approve a model for
designing renderings that would be used as an attachment to other documentation for
obtaining revocable permits and building permits from the City of Roanoke. Both permits
are required to install bus stop shelters at the following locations:
· City of Roanoke Housing Authority (6 locations)
· Lewis Gale Hospital in Salem
· Goodwill in Salem
· City Line Shopping Center on Cove Road
"Pass Throuah" Grantee Proiects
Per requirements of the Federal Transit Administration (FTA), GRTC will schedule visits to
project sites of the grantees during the spring of 2011. Subsequent to each visit, progress
reports will be filed with the FT A. The grantees are:
1) The Commonwealth Coach and Trolley Museum (CCTM--Project Description: to
rehabilitate and restore up to twelve (12) historic buses and transportation related
vehicles, model years 1934 through 1990.
2) Roanoke Chapter, National Railway Historical Society (NRHS) -- Project Description: to
restore the Virginian Railway Passenger Station to public use, including a museum in
which the public can learn about the role the Virginian Railway played in the
development of Roanoke and the state's railroad industry.
3) Western Virginia Foundation for the Arts and Sciences (WVFAS) which owns the O.
Winston Link Museum for which the grant funds will be used-- Project Description: To
improve the N&W passenger station, a Virginia Historic Landmark, as means to improve
showcasing the O. Winston Link's railway photo collections and equipment.
Fuel Purchasina
In the March 10, 2011 "five day letter" to the Board pertaining to the purchase of biodiesel fuel,
the Board was advised that the bids submitted in response to the Invitation for Bid would be
opened on March 11, 2011; that the bid quotes would be the bidder's "differential" cost per
gallon for transporting and delivering GRTC's biodiesel fuel. The lowest differential bid quote
received on March 11 th was $0.1150 from James River Solutions.
If GRTC were to contract with James River Solutions, their differential price per gallon would be
added to GRTC's selected "locked in" price per gallon for biodiesel fuel, which is based on the
price per gallon for Heating Oil Futures that published in the New York Mercantile Exchange
index. As of March 15, 2011, the 12 month projected average price per gallon for Heating Oil
Futures is $3.02.
If on March 15th GRTC had locked in this price under a contract with James River, their
differential price per gallon of $0.1150 would have been added to GRTC's locked in price per
{..,./ ~ .....;.
gallon for Heating Oil Futures. Thus, the tota'l price per gallon GRTC would have been paying
for its biodiesel fuel would be $3.135; annualized GRTC's total cost for 400,000 gallons of fuel in
fiscal 2012 would have been approximately 1.25 million dollars, $275,000 over GRTC's
projected actual of $975,000 for fiscal 2011.
As pointed out in the five day letter, GRTC will continue to monitor the price per gallon for
Heating Oil Futures in hopes of being able to lock in a price per gallon that would be within
reasonable proximity of GRTC's fiscal 2011 projected actual cost for fuel. The Board will be
advised of staff's final determination i.e. either a locked in price per gallon under contract with
James River Solutions or opting to maintain GRTC's current practice of soliciting weekly bid
quotes and purchasing fuel on the open market.
Facilitv Expansion Proiect
On October 29, 2010, GRTC entered into a purchase and sale agreement with the Downtown
Car Company, LLC to acquire .68 of an acre for $116,500. The property is located directly
across the street from GRTC's current administrative and maintenance facility, bound by
Campbell, 11th, Kirk, and 12th Streets. No local funds were required for the purchase; 80% of the
funds were provided through a grant from the Federal Transit Administration (FT A); 20% were
provided by a grant from the Department of Rail and Public Transportation (DRPT).
On March 8, 2011, GRTCclosed on the property and assumed ownership. The property will be .
used to house and maintain up to 10 GRTC revenue and service vehicles. With the, remaining
grant funds from FT A and DRPT, GRTC will design and build an auxiliary storage ~nd
maintenance facility. By the end of the current fiscal year, GRTC plans to engage ~n architect
and engineering firm to design the facility and develop the specifications for its cOrlytruction.
Carl L. Palmer
General Manager
C: Vice President of Operations
Assistant Vice President of Operations'
Treasurer
Secretary
Legal Counsel
Municipal Auditor
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Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
March 21, 2011
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
;
GRTC Financials for the month of December 2010
The following financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial resuilts for December 2010.
Operating ihcome for December of FY 11 is $36,763 or 3% above last year as presented in the
accompanyihg financial statement. This increase is primarily due to an increase in operating revenue in
the amount of $64,763 ~r 6.8%. This increase was offset by decreases in advertising income and non-
transportation revenues of $27,977 or 16.1%.
The operating expense for GRTC of $4,037,826 in December 2010 includes expenses for its sub-
recipients, Commonwealth Coach & Trolley Museum, National Historical Railway Society, and O.
Winston Link Museum, in the amount of $112,978. GRTC's expenses in the amount of $3,924,848
represent an Increase of $198,521 or 5.3% compared to December 2009. Both positive and negative
variances are discussed in the expenditure section of this narrative.
The subsidies for GRTC of $2,702,570 through December 2010 include subsidies for its sub-recipients in
the amount of $112,978. GRTC's subsidies of $2,589,592 have decreased $44,416 or 1.6% compared to
December 2009.
OperatinR: InCome
Operating ihtome for December of FY 11 is $36,763 or 3% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount of $64,763 or 6.8%. This increase was offset by decreases in advertising income and non-
transportation revenues of $27,977 or 16.1%.
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 m Phone: 540.982.0305 m Fax:540.982.2703 · www.valleymetro.com
David A. Bowers, President and Members of the Board of Directors
GRTC Financlals
March 21, 2011
Page 2
Commentar'ies on significant variances are shown below.
OperatinR Revenues including bus fares and sales of passes increased $64,763 or 6.8% compared to
December 2009. This increase is largely driven by two factors:
. The increase in the Smartway fare of $1 per trip effective January 1, 2010.; and
. Studeiht fares in the amount of $12,289.
AdvertisinR_Revenue for advertising on GRTC buses has decreased $9,934 or 17.7% compared to
December 2009. Purchases for advertising on the buses have declined due to current economic
conditions.
Non-Transportation Revenues including rental income, investment income, and parking revenue
decreased $15,801 or 13.6%. This decrease is primarily due to a reduction in Campbell Court rental
income in the amount of $8,182 and a reduction in Campbell Court parking revenue in the amount of
$5,033. GRIt has two (2) fewer tenants in FY 2011 than it had in the previous fiscal year.
OperatinR EKDenses
GRTC's expenses in the amount of $3,924,848 represent an increase of $198,521 or 5.3% compared to
December 2()t)9.
Expense variances are discussed in the following sections.
FrinRe Benefits have increased $93,598 or 13.7% compared to December 2009. This increase is primarily
due to an increase in health insurance coverage for $89,869.
Materials and Supplies have increased $121,989 or 20% compared to the prior year primarily due to an
increase in fuel costs of $102,220 and an increase in the cost of commercial insurance (including vehicles
and building) in the amount of $22,477.
Purchased Transportation has decreased $63,390 compared to FY 10 due to use of Job Access &
Reverse Commute (JARC) grant funds by the Company's contractor, Unified Human Transportation
Services (RAOAR). The JARC grants allow RADAR to apply SO%of JARC rides to the grant while invoicing
GRTC the remaining 50% of the rides.
Subsidies
GRTC's subsidJ;es of $2,589,592 have decreased $44,416 or 1.6 % compared to December 2009. This
decrease in p1rimarily due to a decrease in funding by the Department of Rail and Public Transportation
for Commohwealth of Virginia funding in the amount of $94,030. This decrease was partially offset by an
increase in the City of Roanoke's funding for $31,968 and Federal Transit Administration funding in the
amount of $13,079.
David A. BO\l'\l'lJ1rs, President and Members of the Board of Directors
GRTC Finandals
March 21, 2010
Page 3
No action by the Board is needed on this matter.
Cc: Vice President of Operations
Assistant Vice President Of Operations
Treasurer
Secteta ry
General Counsel
Mun1itipal Auditor
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GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
12/31/2010 12/31/2009
Year-to-Date Year-to-Date % of Change
ASSETS
CASH $ 509,711.07 $ 921,325.84 -45%
ACCOUNTS RECtWABLE $ 1,074,700.15 $ 2,780,956.21 -61%
INVENTORY $ 463,631.38 $ 402,438.59 15%
FIXED ASSETS
FIXED ASSETS $ 29,349,345.92 $ 29,095,723.46 1%
ACCUMULATED DIt:PRECIATION $ (14,987,477.38) $ (13,077,546.21) 15%
NET FIXED ASSEfS $ 14,361,868.54 $ 16,018,177.25 -10%
PREPAYMENTS $ 78,055.83 $ 64,577.73 21%
TOTAL ASSETS $ 16,487,966.97 $ 20,187,475.62 -18%
CURRENT LIABILItiES
ACCOUNTS PAYABLE $ 290,830.62 $ 2,275,748.66 -87%
PAYROLL L1ABILlfllt:S $ 247,263.26 $ 239,828.39 3%
OTHER L1ABILlTI~$ $ 305,745.81 $ 154,584.73 98%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,355,149.10 $ 5,571,840.80 -4%
DEPRECIATION t:XPENSE $ (950,440.19) $ (943,176.31) 1%
RETAINED EARNilNGS $ 11,303,176.79 $ 10,728,620.65 5%
CAPITAL CONTRIBUTIONS $ 122,015.00 $ 2,139,652.00 -94%
NET INCOME (LOSS) $ (185,778.42) $ 20,371.70 -1012%
TOTAL CAPITAL $ 15,644,127.28 $ 17,517,313.84 -11%
TOTAL LIABILITIES & CAPITAL $ 16,487,966.97 $ 20,187,475.62 -18%
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Gr~~l~r R$ariciJ<etra.h}3it eompany
. 'S:QardG{ Qire.Gto'rs M~~tif)~'
March 21;2"011
DavidA... Bowers, President'i,and Members of the.BoarQ'Qf-DjreGtQ~s
Greater:R.9~n9k~' Tr~ri$it CoJTip~:i1y
R6~ii9k~, .vi.rgihi~'
bear President Bowers and Members ofthe SO.em:!:
S:dbj~ct:: ,0is~LJ~sion: ..Conflrmatlon of ContinuedServJce ,(1); a9<:iJd fqr Fi,$.cal?Q12
Baekdround
IOijhe. J~ri~iary. 1~, 20:11 n:te~.tjhg oft!le GRTG l~~ard of 0'iteeJor.s,. theB9ard President asked
e~ch metnt5ertoconfirm theirwillingness.,to continue to serve on,'fhe Boardfg:lr'a64tl]ep pne,
year lean. . .', .
Recommendation
his. te,C;Qh1m.~n'd~d that .discussion on the question be conducted at the~ M~rch 21.. 40'11
Bbardrneeting, in preparc;itionfor'the June 20, 2011Stqck,hQIQ$fS: Annua.l Meetl.lJg, at which
ni,ei"nber.s Qf<th~ I?oard aret6 ~e,elected incompTii:mce'withGRTC~s By..Laws.
~d'
Cat'1 L. PC3lmer
General Mar:lager
c. Vice' President of Operations
Assista0t Vic~ Preskient of Ope,rations
Ti'easu.rer
$,ecre,tary.
G,elJeral Counsel
Municipal Auditor
Greater Roanoke TransitCQmp,any
.PQ.B(>x';1.~24T.;.RoanQk~,'\lirgjnia~4()~7 · Phone:540,982.,030$ · Fax:~40.98~,.1703' · www.:valleyri1~troicdm
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
MAY 16, 2011
1 :00 P.M.
EOC CONFERENCE ROOM
ROOM 159
AGENDA
1. Call to Order.
2. Roll Call.
3. Approval of Minutes: Regular meeting held on Monday, March 21, 2011.
4. Reports of Officers:
a. General Manager:
1. Management Update:
\
. Roanoke to Lynchburg Amtrak Bus Connection
. Bus Stop Shelter Installation Developments
. Triennial Review
2. Financial Reports for the months of January, February and March 2011.
3. Recommendation for approval of GRTC's Fiscal Year 2011-2012 Operating
Budget.
5. Unfinished Business:
a. Discussion with regard to the appointment of Board members.
6. Other Business:
a. Discussion with regard to Fiscal 2012 GRTC Board of Directors Meeting Schedule.
7. Adjournment.
L:\CLERK\DATA\CKSM1\GRTC.11\May 16, 2011 Agenda.doc
GREATER ROANOKE TRANSIT COMPANY
May 12, 2011
David A. Bowers, Mayor
David B. Trinkle, Vice-Mayor
William D. Bestpitch
Rafael E. Ferris
Sherman P. Lea
An ita J. Price
Court G. Rosen
Dear Mayor Bowers and Members of City Council:
As the representatives of the City of Roanoke, the sole stockholder of the Greater
Roanoke Transit Company and 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 20, 2011, at 1 :45 p.m., in the City
Council Chamber, Room 450, Noel C. Taylor Municipal Building, 21 5 Church
Avenue, S. W., Roanoke, Virginia.
Sincerely,
s~o~. ~
Secretary, GRTC
pc: Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Sherman M. Stovall, Assistant Vice President of Operations, GRTC
Gary E. Tegenkamp, Assistant General Counsel, GRTC
Carl Palmer, General Manager, Valley Metro, P. O. Box 1 3247, Roanoke,
Virginia 24032
Members of the GRTC Board of Directors
L:\CLERK\DA T A\CKSM1 \GRTC.11 \Call Letter for Stockholders' Meeting(revised).doc
-~
~
LJ.ti.,.
Greater lRoalrnolke lrrcmsmt CompalrnY
lM.magemelrnt Update
May 16, 2011
Roalrnoke to lVll1lchlblUr(Q Amtrak tSIUS CmmlectmOIrn
On April 28, 2011 GRTC received written notice from the Virginia Department of Rail and Public
Transportation (DRPT) advising GRTC of its fiscal 2012 operating and capital assistance from
federal and state grants that will be recommended to the Commonwealth Transportation Board
for approval in June 2011.
As of this report, staff is investigating whether m nQt the $150,000 earmark apprDved by
the State General Assembly fQr the bus tQ mil CDnnector is included in the funds
designated fOIl" the local match under the "Rural Operating Assistance" grant, and j.r so,
hQW and when will the $150,000 CDme tQ the city of RoanDke?
BIUS Stop Slhe~telr ~lfiIsta~~atiollil Deve~olPmellilts
On Aprii 12,2011, GRTC staff met with V\!oQdard-West, ltd, GRTC's shelter installatoDn
cQntractDr tc disclUss repDsitiDning O[ eight (8) shelters be-fDre finalizing plans for
installing them. Each site fDr these shelters Was reviewed tlO make certain the specific
iDcatiQn wDuld ensure passenger safety while waiting fm Valley Metro's buses tD serve
them. Site repDsitiDning was recDmmended for each Df the sites; a site pian fm installing
each has been resubmitted tQ GRTC's Assistant Geneml Counsel for permit
processing. The sites are:
1) MDrning Side (1020-1095 13th Street SlE)
2) Indian Rock Village (2000-2098 Indian Village Lane, SlE)
3) Lewis Gale Hospital (1900 Electric Road, Salem)
4) City line Square Shopping Center (Cove Road at Peters Creek)
5) JamestDwn Apartments (1501-1599 Pike lane Street, SE)
6) Mc Cray Court (993-995 Centre Avenue, NW)
7) Goodwilllnolustries (1499 East Main Street, Salem)
8) Lansdowne Park (2400-2402 Salem Turnpike, NW)
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
&
TlI"ielnililia! Review
Between June 23 and 24, 2011, GRTC will undergo a Triennial Review conducted by the
Federal Transit Administration (FT A). The Review is not an audit. It is a review to assess
GRTC's grant management practices and grant implementation processes in accordance with
FT A requirements and program objectives.
Re7'~
~~er
General Manager
C: Vice President of Operations
Assistant Vice President o'f Operations
Treasurer
Secretary
Legal Counsel
Municipal Auditor
..,
J..j. ~. .2 .
~
Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
May 16, 2011
David A. Bowers, President and Members of the Board of Directors
Dear Presideiht Bowers and Members of the Board:
Subject:
GRTC Financials for the month of January 2011
The following financial' report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial resl!l!lts for January 2011..
Operating income for January of FY 11 is $61,081 or 4.7% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount of $84,137 or 7.6% compared to January 2010. This increase was offset by decreases in
advertising income and non-transportation revenues of $23,056 or 11.6%.
GRTC's revenue of $1,357,766 is $13,946 or .6% above the budgeted income of $1,343,820 for seven (7)
months of FY2011.
The operating expense for GRTC of $4,725,714 in January 2011 includes expenses for its sub-recipients,
Commonwea,lth Coach & Trolley Museum, National Historical Railway Society, and O. Winston Link
Museum, in the amount of $129,596. GRTC's expenses in the amount of $4,596,118 represent an
increase of $240,614 or 5.5% compared to January 2010.
GRTC's expenses of $4,596,118 are $32,992 or .5% above the budgeted expense of $4,563,126 for seven
(7) months of FY 2011. Both positive and negative variances are discussed in the expenditure section of
this narrative.
The subsidies for GRTC of $3,217,921 through January 2011 include subsidies for its sub-recipients in the
amount of sn9,596. GRTC's subsidies of $3,088,325 have increased $4,230 or .2% compared to January
2010. GRTC's subsidies of $3,088,325 are $130,981 less than the budgeted subsidies of $3,219,306 for
seven (7) months of FY 2011.
Greater Roanoke Transit Company
PO Box 13247 a Roanoke, Virginia 24032 · Phone: 540.982.0305 B Fax:540.982.2703 · www.valleymetro.com
David A. Bow~rs, President and Members of the Board of Directors
GRTC Financials
May 16, 2011
Page 2
QperatinR Intome
Operating income for January of FY 11 is $61,081 or 4.7% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount 'of $84,137 or 7.6% compared to January 2010. This increase was offset by decreases in
advertising income and non-transportation revenues of $23,056 or 11.7%.
Commentarii'es on significant variances are shown below.
QperatinR Revenues including bus fares and sales of passes increased $84,137 or 7.6% compared to
January 2010. This increase is largely driven by four factors:
. The increase in the Smartway fare of $1 per trip effective January 1, 2010. Smartway fares and
pass sales have increased $30,807 compared to January 2010;
. Studeiht fares in the amount of $13,913;
. An increase in cash fares on GRTC's fixed routes of $19,808; and
. The addition of income from Virginia Western Community College for its faculty and students of
$38,074.
The increases are partially offset by a decrease in GRTC's basic monthly pass sales of $31,277.
AdvertisinR_Jtevenue for advertising on GRTC buses has decreased $9,823 or 15.6% compared to
January 2010. Purchases for advertising on the buses have declined due to current economic conditions.
Non-Transportation Revenues including rental income, investment income, and parking revenue
decreased $23,056 or 11.6%. This decrease is primarily due to a reduction in Campbell Court rental
income in the amount of $10,117 and a reduction in Campbell Court parking revenue in the amount of
$5,513. GRTC has two (2) fewer tenants in FY 2011 than it had in the previous fiscal year. '
QperatinR EXDenses
GRTC's expenses in the amount of $4,596,118 represent an increase of $240,614 or 5.5% compared to
January 2010.
Expense varial1ces are discussed in the following sections.
FrinRe Benefits have increased $112,332 or 13.6% compared to January 2010. This increase is primarily
due to an increase in health insurance coverage in the amount of $103,539.
Materials and Supplies have increased $134,789 or 19.5% compared to the prior year primarily due to
an increase lin fuel costs of $116,948 and an increase in parts consumed of $8,254.
David A. Bowers, President and Members of the Board of Directors
GRTC Financlals
May 16, 201'0
Page 3
Purchased Transportation has decreased $55,368 compared to January FY 10 due to use of Job Access &
Reverse Com1r'nute (JARC) grant funds by the Company's contractor, Unified Human Transportation
Services (RADAR). The JARC grants allow RADAR to apply 50%of JARC rides to the grant while invoicing
GRTC the remaining 50% of the rides.
Subsidies
GRTC's subsidies of $3,088,325 have increased $4,230 or .2% compared to January 2011. This increase is
primarily du~ to the following factors:
. The subsidy from the Federal Transit Administration (FTA) is $79,001 more than the subsidy in
January 2010. This increase is due to an increase in the deficit in the amount of $309,129
compared to January 2010;
. The sUbsidy from the City of Roanoke is $38,496 more than the subsidy in January 2010; and
. The increases in FTA and City of Roanoke subsidy are partially offset by a decrease in funding by
the Department of Rail and Public Transportation (DRPT) for Commonwealth of Virginia funding
in th~ amount of $111,010. The State subsidy for FY 2011 is $1,142,453. This is $127,097 or 10%
below the anticipated subsidy.
No action by the Board is needed on this matter.
R:zi~
Carl L. Palmer
General Manager
Cc: Vice President of Operations
Assistant Vice President of Operations
Treasurer
Secretary
Gen~ral Counsel
Municipal Auditor
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Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
May 16, 2011
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subjett:
GRTC Financials for the month of February 2011
The following financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial resullts for February 2011.
Operating iincome for February of FY 11 is $66,940 or 4.5% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount of $89,339 or 7.1% compared to February 2010. This increase was offset by decreases in
advertising income and non-transportation revenues of $22,398 or 10%.
GRTC's revenue of $1,540,895 is $5,101 or .3% above the budgeted income of $1,535,794 for eight (8)
months of FY2011.
The operatihg expense for GRTC of $5,387,208 in February 2011 includes expenses for its sub-recipients,
Commonwealth Coach & Trolley Museum, National Historical Railway Society, and O. Winston Link
Museum, in the amount of $129,596. GRTC's expenses in the amount of $5,257,612 represent an
increase of $247,615 or 5 % compared to February 2010.
GRTC's expeif1lses of $5,257,612 are $42,612 or .8% above the budgeted expense of $5,215,001 for eight
(8) months of FY 2011. Both positive and negative variances are discussed in the expenditure section of
this narrative.
The subsidies for GRTC of $3,653,369 through February 2011 include subsidies for its sub-recipients in
the amount of $129,596. GRTC's subsidies of $3,523,773 have decreased $20,378 or .6% compared to
February 2010.
GRTC's subsidies of $3,523,773 are $155,434 less than the budgeted subsidies of $3,679,207 for eight (8)
months of FY 2011.
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 Finandals
May 16, 2011
Page 2
Operatin~ Income
Operating income for February of FY 11 is $66,940 or 4.5% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount of $89,339 or 7.1% compared to February 2010. This increase was offset by decreases in
advertising income and non-transportation revenues of $22,398 or 10%.
Commentaries on significant variances are shown below.
Operatin~ R.evenues including bus fares and sales of passes increased $84,137 or 7.6% compared to
February 2010. This increase is largely driven by four factors:
· The increase in the Smartway fare of $1 'per trip effective January 1, 2010. Smartway fares and
pass sales have increased $30,807 compared to February 2010;
. Student fares in the amount of $13,913;
· An increase in cash fares on GRTC's fixed routes of $19,808; and
· The addition of income from Virginia Western Community College for its faculty and students of
$38,0'74.
The increases are partially offset by a decrease in GRTC's basic monthly pass sales of $31,277.
Advertisin~Revenue for advertising on GRTC buses has decreased $9,823 or 15.6% compared to
February 2010. Purchases for advertising on the buses have declined due to current economic
conditions.
Non-Transportation Revenues including rental income, investment income, and parking revenue
decreased $23,056 or 11.6%. This decrease is primarily due to a reduction in Campbell Court rental
income in the amount of $10,117 and a reduction in Campbell Court parking revenue in the amount of
$5,513. GRTt has two (2) fewer tenants in FY 2011 than it had in the previous fiscal year.
Operatin~ EXDenses
GRTC's expenses in the amount of $5,257,612 represent an increase of $247,615 or 5% compared to
February 2010.
Expense variances are discussed in the following sections.
Frin~e Benefits have increased $133,001 or 13.8% compared to February 2010. This increase is primarily
due to an increase in health insurance coverage in the amount of $121,574. Health insurance expenses
~
1./4,kr
Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
May 16, 2011
David A. Bow-ers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Financials for the month of,March 2011
The following financial report provides commentary on Greater Roanoke Transit Company's' (GRTC)
financial resullts for March 2011.
Operating income for March of FY 11 is $48,714 or 2.8% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount bf $67,987 or 4.7% compared to March 2010. This increase was offset by decreases in
advertising income and non-transportation revenues of $19,273 or 7.8%.
GRTC's revenue of $1,739,390 is $11,622 or .7% above the budgeted income of $1,727,768 for nine (9)
months of FY 2011.
The operatif1l,g expense for GRTC of $6,078,781 in March 2011 includes expenses for its sub-recipients,
Commonwealth Coach & Trolley Museum, National Historical Railway Society, and O. Winston Link
Museum, in the amount of $134,572. GRTC's expenses in the amount of $5,944,209 represent an
increase of $323,280 or 5.8 % compared to March 2010.
GRTC's expeh'ses of $5,944,209 are $77,333 or 1.3% above the budgeted expense of $5,866,876 for nine
(9) months of FY 2011. Both positive and negative variances are discussed in the expenditure section of
this narratiVe.
The subsidies for GRTC of $4,118,305 through March 2011 include subsidies for its sub-recipients in the
amount of $134,572. GRTC's subsidies of $3,983,733 have decreased $44;111 or 1.1% compared to
March 2010.
GRTC's subsidies of $3,983,733 are $155,374 less than the budgeted subsidies of $4,139,108 for nine (9)
months of FY 2011.
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 Finandals
May 16, 2011
Page 2
QDeratinf! hltome
Operating income for March of FY 11 is $48,714 or 2.8% above last year as presented in the
accompanying financial statement. This increase is primarily due to an increase in operating revenue in
the amount of $67,987 or 4.7% compared to March 2010. This increase was offset by decreases in
advertising income and non-transportation revenues of $19,273 or 7.8%.
Commentari'es on significant variances are shown below.
QDeratinf! Revenues including bus fares and sales of passes increased $67,987 or 4.7% compared to
March 2010. This increase is largely driven by four factors:
. The increase in the Smartway fare of $1 per trip effective January 1, 2010. Smartway fares and
pas5sales have increased $32,673 compared to March 2010;
. Studerht fares in the amount of $17,201;
. An increase in cash fares on GRTC's fixed routes of $25,655; and
. The addition of income from Virginia Western Community College for its faculty and students of
$52,659.
The increases are partially offset by a decrease in GRTC's basic mont~ly pass sales of $36,301.
Advertisinf!_Revenue for advertising on GRTC buses has decreased $5,324 or 6.8% compared to March
2010. Purchases for advertising on the buses have declined due to current economic conditions.
Non-TransDortation Revenues including rental income, investment income, and parking revenue
decreased $13,948 or 8.3%. This decrease is primarily due to a reduction in Campbell Court rental
income in the amount of $9,788 and a reduction in Campbell Court parking revenue in the amount of
$6,114. GRTt has two (2) fewer tenants in FY 2011 than it had in the previous fiscal year.
QDeratinf! EXDenses
GRTC's expenses in the amount of $5,944,209 represent an increase of $323,280 or 5.8% compared to
March 2010.
Expense variances are discussed in the following sections.
Frinf!e Benefits have increased $153,752 or 14.2% compared to March 2010. This increase is primarily
due to an increase in health insurance coverage in the amount of $131,086. Health insurance expenses
David A. BOIN'ers, President and Members of the Board of Directors
GRTC Financials
May 16, 2010
Page 3
of $625,408 for the nine (9) months of FY 11 is $74,308 higher than the anticipated budget for health
insurance to date.
Materials and Supplies have increased $170,041 or 18.4% compared to the prior year primarily due to
an increase Iln fuel costs of $170,992. This increase was partially offset by a decrease in parts consumed
of $14,977.
Purchased tJr.ansportation has decreased $33,819 compared to March FY 10 due to use of Job Access &
Reverse Commute (JARC) grant funds by the Company's contractor, Unified Human Transportation
Services (RADAR). The JARC grants allow RADAR to apply 50%of JARC rides to the grant while invoicing
GRTC the remaining 50% of the rides.
Subsidies
GRTC's subsidies of $3,983,733 have decreased $44,111 or 1.1% compared to March 2011. This
decrease is primarily due to The Department of' Rail and Public Transportation (DRPT) for
Commonwealth of Virginia funding has decreased $81,887 or 8.8% compared to March 2010. The State
subsidy for ~'( 2011 is $1,142,453. This is $127,097 or 10% below the anticipated subsidy for FY 11.
The decrease in the state subsidy was partially offset by an increase in the City of Roanoke subsidy for
$53,961.
No action by the Board is needed on this matter.
~=\i~
Laura Varden
Assistant General Manager
For Carl L. Palmer
General Manager
Cc: Vice President of Operations
Assistant Vice President of Operations
Treasurer
Secretary
General Counsel
Municipal Auditor
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GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
3/31/2011 3/31/2010
Year-to-Date Year-to-Date % of Change
ASSETS
CASH $ 614,071.22 $ 686,676.06 -11%
ACCOUNTS RECEIVABLE $ 1,335,142.80 $ 1,418,625.65 -6%
INVENTORY $ 466,782.95 $ 405,539.38 15%
FIXED ASSETS
FIXED ASSETS $ 29,469,240.81 $ 29,199,231.79 1%
ACCUMULATED DEPRECIATION $ (14,958,095.69) $ (13 ,554,981.39) 10%
NET FIXED ASSEfS $ 14,511,145.12 $ 15,644,250.40 -7%
PREPAYMENTS $ 71,135.72 $ 69,381.59 3%
TOTAL ASSETS $ 16,998,277.81 $ 18,224,473.08 -7%
CURRENT LIABILITIES
ACCOUNTS PAYA8LE $ 282,456.19 $ 332,248.82 -15%
PAYROLL LIABILITIES $ 217,629.85 $ 211,332.15 3%
OTHER LIABILITIES $ 658,877.18 $ 469,873.37 40%
CAPITAL
CAPITAL STOCK $ 5.00, $ 5.00 0%
GRANTS $ 5,355,149.10 $ 5,571,840.80 -4%
DEPRECIATION EXPENSE $ (1,473,682.50) $ (1,420,611.49) 4%
RETAINED EARMNGS $ 11,303,176.79 $ 10,728,620.65 5%
CAPITAL CONTRI8UTIONS $ 875,752.00 $ 2,233,573.00 -61%
NET INCOME (LOSS) $ (221,085.80) $ 97,590.78 -327%
TOTAL CAPITAL $ 15,839,314.59 $ 17,211,018.74 -8%
TOTAL LIABILITIES & CAPITAL $ 16,998,277.81 $ 18,224,473.08 -7%
i.
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Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
May 16, 2011
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Fiscal Year 2011- 2012 Operating Budget
Background
The Board of Directors annually appoints a Budget Review Committee to review the General Manager's
proposed operating budget for the Greater Roanoke Transit Company (GRTC) and provide a
recommendation to the Board. The Board appointed Treasurer, Ann Shawver, and Assistant Vice-
President of Operations, Sherman Stovall, Board Members, John Bingham, and Consuella Caudill to the
Budget Review Committee.
The Budget Review Committee met on March 25 and May 11, 2011, to review and discuss GRTC's
proposed operating budget. The GRTC Budget Review Committee endorsed the Fiscal Year 2011 - 2012
Recommended Budget in the current form which is attached. Below is an overview of the proposed
budget.
The Fiscal Year 2011-2012 recommended budget totals $8.4 million, an increase of $595,058 or 8% over
the current year's budget. The recommended budget maintains existing core service levels and
includes:
Revenue:
1) Increase in the Federal and State subsidy of approximately $90,215;
2) Increase in the City of Roanoke subsidy of approximately $471,000;
3) Increase in funding from Smartway Bus partners (New River Valley) of approximately $21,000;
4) Increase in funding from other local funding partners of approximately $13,500.
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
Fiscal Year 2011 - 2012 Operating Budget
May 16, 2011
Expenses:
1) Increase in the cost of health insurance of approximately $132,000;
2) . Increase in the cost of fuel of approximately $282,000;
3) Increase in the cost of liability insurance of approximately $62,000;
4) Increase in the cost of utility expenses of $32,000;
5) Elimination of funding for the College Express Service.
Recommendation
Recommend that the GRTC Board of Directors approve GRTC's fiscal year 2011- 2012 operating budget.
Res~7~
C~~
General Manager
Cc: Vice President of Operations
Assistant Vice President of Operations
Treasurer
Secretary
Legal Counsel
Municipal Auditor
2
GREATER ROANOKE TRANSIT COMPANY
COMBINED BUDGET (Valley Metro. Smartway, Trolley)
FY 12
REVENUES
FY 10 ACTUAL FY 11 BUDGET FY 12 BUDGET % INCR/DECR
PASSENGER REVENUES $ 1,904,502 $ 1,961,682 $ 1,985,373 1%
ADVERTISING $ 104,459 $ 111,997 $ 111,997 0%
INTEREST $ 7,336 $ , 8,500 $ 8,500 0%
OTHER REVENUES $ 215,071 $ 221,512 $ 196,711 -11%
TOTAL REVENUES $ 2,231,368 $ 2,303,691 $ 2,302,581 0%
EXPENSES
LABOR $ 2,945,245 $ 2,991,343 $ 3,016,775 1%
FRINGE BENEFITS $ 1,437,393 $ 1,565,116 $ 1,668,320 7%
SERVICES $ 440,570 $ 456,368 $ 468,288 3%
MATERIALS & SUPPLIES $ 1,291,815 $ 1,409,747 $ 1,726,297 22%
UTI L1TI ES $ 273,815 $ 248,518 $ 280,790 13%
.
INSURANCE $ 374,527 $ 381,957 $ 443,939 16%
MISCELLANEOUS $ 808,149 $ 769,452 $ 813,150 6%
TOTAL EXPENSES $ 7,571,514 $ 7,822,501 $ 8,417,559 8%
DEFICIT $ (5,340,146) $ (5,518,810) $ (6,114,978) 11%
SUBSIDIES
FEDERAL $ 2,766,527 $ 2,748,850 $ 2,836,115 3%
STATE $ 1,072,412 $ 1,269,550 $ 1,272,500 0%
OTHER LOCAL $ 263,726 $ 269,720 $ 283,200 5%
NEW RIVER VALLEY $ 36,961 $ 47,779 $ 69,058 45%
CITY OF ROANOKE $ 1,112,953 $ 1,182,911 $ 1,654,105 40%
TOTAL SUBSIDIES $ 5,252,579 $ 5,518,810 $ 6,114,978 11%
INET INCOME (LOSS)
[ $
(87,567)1 $
1$
01
Reductions Draft # 5
Combined Budget 5/2/2011
GREATER ROANOKE TRANSIT AGENCY
COMBINED REVENUE SUMMARY (Valley Metro, Smartway, and Trolley)
FY12 "
FY 10 ACTUAL FY 11 BUDGET FY 12 BUDGET % DIFF
PASSENGER REVENUE
ADULT FA'RES $ 1,106,892 $ 1,160,263 $ 1,195,104 3.00%
BASIC MONTHLY PASS $ 269,245 $ 243,008 $ 259,896 6,95%
BASIC WEEKLY PASS $ 233,893 $ 234,946 $ 234,946 0.00%
SENIOR CITIZEN FARES $ 55,622 $ 56,743 $ 60,057 5,84%
DISCOUNT MONTHLY PASS $ 111,487 $ 121,186 $ 120,669 -0,43%
DISCOUNT WEEKLY PASS $ 11,468 $ 11,144 $ 11,468 2.91%
STUDENT FARES $ 262 $ 22,500 $ 22,500 0,00%
OTHER PRIMARY FARES $ 8,548 $ 7,500 $ 7,500 0,00%
STAR FARES $ 27,393 $ 24,774 $ 27,393 10.57%
STAR MONTHLY PASS $ 45,840 $ 48,768 $ 45,840 -6.00%
SPECIAL TRANSIT FARES $ 33,852 $ 30,850 $ -100,00%
TOTAL PASSENGER REVENUE $ 1,904,S02 $ 1,961,682 $ 1,985,373 1.21%
OTHER REVENUE
ADVERTISING INCOME $ 104,459 $ 111,997 $ 111,997 0,00%
RENTAL OF BUILDINGS $ 142,250 $ 118,985 $ 123,890 4,12%
INVESTMENT INCOME $ 7,336 $ 8,500 $ 8,500 0.00%
PARKING INCOME $ 58,245 $ 76,380 $ 58,245 -23,74%
OTHER MI5C INCOME $ 14,576 $ 26,147 $ 14,576 -44.25%
TOTAL OTHER REVENUE $ 326,866 $ 342,009 $ 317,208 -7.25%
TOTAL OPERATING INCOME $ 2,231,368 $ 2,303,691 $ 2,302,581 -0.05%
TOTAL EXPENSES $ 7,571,514 $ 7,822,501 $ 8,417,559 7.61%
NET INCOME BEFORE SUBSIDIES $ (5,340,146) $ (5,518,810) $ (6,114,978) 10.80"A>
SUBSIDIES
FEDERAL $ 2,616,734 $ 2,603,943 $ 2,645,000 1,58%
FEDERAL 5311 $ 149,793 $ 144,907 $ 191,115 31,89%
STATE $ 1,040,720 $ 1,219,500 $ 1,219,500 0.00%
STATE 5311 $ 31,692 $ 50,050 $ 53,000 5.89%
CITY OF ROANOKE $ 1,075,992 $ 1,135,133 $ 1,585,048 39.64%
CITY OF ROANOKE -SMARTWAY $ 36,961 $ 47,778 $ 69,057 44.54%
NEW RIVER VALLEY $ 36,961 $ 47,779 $ 69,058 44,54%
OTHER $ 263,726 $ 269,720 $ 283,200 5.00%
TOTAL SUBSIDIES $ 5,252,579 $ 5,518,810 $ 6,114,978 10.80%
Reductions Draft # 5
Com bined Budget 5/2/20'1
GREATER ROANOKE TRANSIT COMPANY
COMBINED BUDGET (Valley Metro, Smartway, Trolley)
FY 12
FY 10 ACTUAL FY 11 BUDGET FY 12 BUDGET % DIFF
EXPENSES
LABOR $ 2,945,245 $ 2,991,343 $ 3,016,775 0.85%
TRANSPORTATION $ 2,067,208 $ 2,125,810 $ 2,150,569 1.16%
MAINTENANCE $ 388,996 $ 428,181 $ 429,842 0.39%
NON-VEHICLE MAINTENANCE $ 168,772 $ 110,098 $ 110,005 -0.08%
ADMNISTRATION $ 320,269 $ 327,254 $ 326,359 -0.27%
FRINGES $ 1,437,393 $ 1,565,116 $ 1,668,320 6.59%
FICA $ 240,195 $ 248,130 $ 251,390 1.31%
PENSION $ 99,329 $ 107,737 $ 108,594 0.80%
GROUP HEALTH INSURANCE $ 658,375 $ 734,800 $ 867,064 18.00%
DENTAL INSURANCE $ 8,470 $ 9,569 $ 11,370 18.82%
LIFE INSURANCE $ 13,662 $ 10,321 $ 11,043 7.00%
DISABILITY INSURANCE $ 17,994 $ 19,772 $ 21,156 7.00%
FUTA $ 7,014 $ 6,922 $ 6,949 0.39%
SUTA $ 6,932 $ 7,700 $ 10,942 42.10%
WORKER'S COMPENSATION $ 108,531 $ 119,790 $ 73,398 -38.73%
HOLIDAY $ 68,210 $ 83,930 $ 82,253 -2.00%
PAID DAYS OFF $ 162,718 $ 162,158 $ 165,906 2.31%
OTHER PAID ABSENCES $ 3,883 $ 5,401 $ 5,467 1.22%
UNIFORMS $ 40,372 $ 45,336 $ 47,378 4.50%
OTHER FRINGE BENEFITS $ 1,708 $ 3,550 $ 5,410 52.39%
SERVICES $ 440,570 $ 456,368 $ 468,288 2.61%
SECU RITY -PROFESSIONAL $ 39,959 $ 57,375 $ 59,670 4.00%
CONTRACT SERVICES - MAINTENANCE $ 42,863 $ 45,576 $ 41,395 -9.17%
CONTRACT SERVICES - ADMINfSTRA TION $ 357,748 $ 353,417 $ 367,223 3.91%
MATERIALS & SUPPLIES $ 1,291,815 $ 1,409,747 $ 1,726,297 22.45%
FUEL-STAR $ 82,449 $ 77,380 $ 67,450 -12.83%
FUEL - REVENUE VEHICLES $ 846,236 $ 914,246 $ 1,195,962 30.81%
FUEL - SERVICE VEHICLES $ 10,122 $ 13,316 $ 16,714 25.52%
Reductions Draft # 5
3
GRTC Combined Budget 51 21 2011
GREATER ROANOKE TRANSIT COMPANY
COMBINED BUDGET (Valley Metro, Smartway, Trolley)
FY 12
FY 10 ACTUAL FY 11 BUDGET FY 12 BUDGET % DIFF
EXPENSES
OIL $ 17,552 $ 21,471 $ 21,346 -0.58%
OTHER LUBRICANTS $ 7,000 $ 13,043 $ 14,576 11.75%
TIRES $ 74,007 $ 78,467 $ 85,310 8.72%
PARTS $ 142,528 $ 134,822 $ 162,956 20.87%
OTHER M & S $ 111,921 $ 157,002 $ 161,983 3.17%
UTILITIES $ 273,815 $ 248,518 $ 280,790 12.99%
INSURANCE $ 374,527 $ 381,957 $ 443,939.00 16.23%
GENERAL LIABILITY - VEHICLE $ 330,830 $ 336,432 $ 398,111 18.33%
GENERAL LIABILITY - TANK, BLDG, ETC. $ 43,697 $ 45,525 $ 45,828 0.67%
MISCelLANEOUS EXPENSES $ 808,149 $ 769,452 $ 813,150 5.68%
PURCHASED TRANSPORTATION $ 744,180 $ 690,898 $ 780,735 13.00%
COLLEGE EXPRESS RUNS $ 39,603 $ 46,500 $ - -100.00%
OTHER MISCELLANEOUS $ 24,366 $ 32,054 $ 32,415 1.13%
TOTAL EXPENSES $ 7,571,514 $ 7,822,501 $ 8,417,559 7.61%
Reductions Draft # 5
4
GRTC Combined Budget 5/ 2/ 2011
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
June 20, 2011
1 :00 P.M.
EMERGENCY OPERATIONS CENTER
CONFERENCE ROOM
ROOM 159
AGENDA
1. Call to Order -- Roll Call. Ms. Hall will be absent.
2. Approval of Minutes: Regular meeting of GRTC held on Monday, May 16, 2011.
Received and filed
3. Reports of Officers:
a. General Manager:
1. Management Update dated June 20,2011.
. The Smart Way Connector Service
. Bus Stop Shelters
. Star Line Trolley Service
. Federal Transit Administration (FT A) Triennial Review
Received and filed
2. Financial Report for the month of April 2011.
Received and filed
3. Adoption of the Board of Directors' Meeting Schedule for the 2012
Fiscal Year.
Adopted Resolution (6-0).
4. Other Business.
General Manager instructed to extend an invitation to the Board members and
officers to attend the annual Valley Metro summer picnic.
5. Adjourn - 1 :25 p.m.
L:\CLERK\DATA\CKSM1\GRTC.11\June 20, 2011 Action Agenda.doc
, GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
June 15, 2011
--.,
David A. Bowers, President, and Members
of the Greater Roanoke Transit Company
Board of Directors
Dear President Bowers and Members of the Board:
This is to advise that the regular meeting of the Greater Roanoke Transit Company Board
of Directors will be held on Monday, June 20,2011, at 1 :00 p.m., in the EOC Conference
Room, Room 159, first floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W.,
Roanoke, Virginia.
Sincerely,
~fI-).~o~I
Stephanie M. Moon
Secretary
pc: Christopher P. Morrill, Vice President of Operations, GRTC
William M. Hackworth, General Counsel, GRTC
Ann H. Shawver, Treasurer, GRTC
Drew Harmon, Municipal Auditor
Sherman M. Stovall, Assistant Vice President of Operations, 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.11\June 20 Meeting Notice.doc
3" c.. I.
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Greater Roanoke Transit Company
Management Update
June 20, 2011
Amtrak Bus Connector
Planning continues for the Amtrak Bus Connector. All potential funding partners have been
contacted for their respective funding shares; to date, no firm commitments have been made.
Staff continues to work with the Department of Rail and Public Transportation on the grant
agreement for the $150,000 in direct funding included in the State budget. All purchasing,
scheduling, marketing and operational components are currently underway to enable service
start-up.
Service is scheduled to begin the week of July 18, 2011. A press conference to announce the
service is being planned for that same week. The service will be named "The Smart Way
Connector, with "Get Smart" as the marketing tag line. The fare will be $4 to keep it in line with
the existing Smart Way service. An advertising and marketing plan is being developed.
Bus Stop Shelters
Of the (9) bus stop shelters planned for installation, one shelter installation permit is under
current review by the City Planning, Building & Development Division - Permit Center. Valley
View Mall has agreed to allow GRTC installation of a small shelter at the SelklSears bus stop
site serving transit routes 11/15. Shelter installation is scheduled for July 2011, pending permit
review. The remaining shelter agreements are under review by their respective property owners
and, as agreements are executed, GRTC will implement the construction and installation of
these shelters.
Plans are underway to develop a Request for Proposals (RFP) document for the 2nd planned
shelter site at Wal- Mart within Valley View Mall.
Star Line Trollev
Currently, the Star Line Trolley provides out bound and in bound service to the Carilion-Virginia
Tech Medical School and the Carilion Clinic on Riverside Circle. Effective June 9, 2011, in
response to a request by the Jefferson College of Health Sciences for increased service
frequency, the Trolley began providing service to Riverside Circle on inbound trips (north bound
trips to downtown) only; the southbound or out bound trips will service the Clinic and Medical
School with a stop on Jefferson Street. This service modification has facilitated increasing the
frequency by 5 minutes, from 15-minutes to 10-minutes. Bus stop signage has also been
repositioned for easier access and visibility.
1
Greater Roanoke Transit Company
PO Box 13247 · Roanoke, Virginia 24032 · Phone: 540.982.0305 · Fax:540.982.2703 · www.valleymetro.com
~~
To further enhance service frequency, the Trolley no longer stops on the property of the
Roanoke Memorial Hospital. Instead it will stop on Old Jefferson Street (adjacent to Jefferson
Street) in front of the hospital.
FTA Triennial Review
As reported in the May 16th Update, GRTC is now ready for the Federal Transit Administration
(FTA) Triennial Review, scheduled for June 23-24,2011. In preparation for the onsite review,
all requested documents were sent to FT A in advance with no resulting issues or concerns.
The review is a requirement of all FT A grant recipients; it's not an audit; it's an assessment of
the grantee's ability to manage grants in accordance with FT A regulations. A total of 23
categories associated with GRTC's grant management practices will be reviewed. Some of the
items contained in these categories are:
1) proper authorizing resolutions;
2) financial statements;
3) project management and quality control;
4) compliance with stated procurement policies and practices;
5) certifications required for contracted services;
6) compliance with prescribed preventive maintenance practices.
R~
Carl L. Palmer
General Manager
Copy: Vice President of Operations
Assistant Vice President of Operations
Treasurer
Secretary
Legal Counsel
Municipal Auditor
2
Bus Connector to Amtrak Train In Lvnchburg
· Service Name - SmartWay Connector
./
. Provides link to existing SmartWay Brand,
· Commonwealth Transportation Board approved the Six-Year Improvement Program on,
June 15 '
. Transit funding is a part of the Department of Rail and Public Transportation
Program of Projects
. Bus Connector included as a part of operating assistance that GRTC will receive
· Service start date of July 19th
. Press Conference on July 18th - Formal Launch
· Service Schedule
. Roanoke - Bedford - Lynchburg (Monday - Thursday)
. New River Valley - Roanoke - Bedford - Lynchburg (Friday-Sunday)
· Roanoke Departure Point - Civic Center Parking Lot C
. Facilitates Free Parking
· Fare of $4
. Consistent with current SmartWay Fare
· Marketing Plan
· Initial press release to announce date service is to begin
. Print Advertising (Brochure, Newspaper, etc.)
. Website
. Possible Radio Advertising
./
A' ~ ....
Smart Way Connector Mondav-Thursdav Morning Schedule
Amtrak Northeast Regional train # 176 departure time is 7:38 AM
Depart
Roanoke
5:50 AM
Arrive
Bedford
6:35 AM
Depart
Bedford
6:40 AM
Arrive
Depart
Lvnchbur~
Arrive
, Roanoke
Arrive
Lvnchbur~
7:15 AM
Property
7:20 AM
8:40 AM
8:45 AM
Smart Way Connector Mondav-Thursdav Evening Schedule
Amtrak Northeast Regional train # 171 arrival time is 8:36 PM
Depart
Roanoke'
7:30 PM
Arrive
Lvnchbur~
8:45 PM
Depart
Lvnchbur~
8:50 PM
Arrive
Depart
Bedford
9:30 PM
Arrive
Arrive
Bedford
9:25 PM
Roanoke
Property
10:15 PM
10:20 PM
Smart Way Connector Fridav Mornin~ Schedule
v
Amtrak Northeast Regional train # 176 departure time is 7:38 AM
Arrive Depart Arrive Depart Arrive Depart Arrive
VA Tech VA Tech Exit 118A Exit 118A Exit 140 Exit 140 Roanoke
4:30 AM 4:35 AM 4:50 AM 4:55 AM 5:25 AM 5:30 AM 5:45 AM
Depart
Roanoke
5:50 AM
Arrive
Bedford
6:35 AM
Depart
Bedford
Arrive
Depart
Lvnchbur~
Arrive
Arrive
Lvnchbur~
Roanoke
Property
6:40 AM
7:15 AM
7:20 AM
8:40 AM
8:45 AM
1
Smart Way Connector Fridav Evenin2 Schedule
Amtrak Northeast Regional train # 171 arrival time is 8:36 PM
Depart
Roanoke
Arrive
Lvnchbur~
8:45 PM
7:30 PM
Depart
Roanoke
Arrive
Exit 140
10:20 PM
10:40 PM
Depart
Exit 140
10:45 PM
Depart
Lvnchbur~
8:50 PM
Bedford
9:25 PM
Arrive
Exit l1SA
11:15 PM
Arrive
Depart
Bedford
9:30 PM
Depart
Exit 11SA
Arrive
VA Tech
11:35 PM
Arrive
Roanoke
10:15 PM
Arrive
Property
12:15 AM
Smart Way Connector Saturdav& Sunday Mornin~ Schedule
11:20 PM
Amtrak Northeast Regional train # 156 departure i5 9:59 AM
Arrive Depart
VA Tech VA Tech
6:55 AM 7:00 AM
Depart Arrive
Roanoke Bedford
8:10 AM 8:45 AM
Arrive
Exit llSA
7:15 AM
Depart
Bedford
8:50 AM
Depart
Exit llSA
7:20 AM
Arrive
Lvnchbur~
9:25 AM
Arrive Depart
Exit 140 Exit 140
7:50 AM 7:50 AM
Depart Arrive
Lvnchbur~ Roanoke
9:30 AM 10:50 AM
Arrive
Roanoke
8:05 AM
Arrive
Property
10:55 AM
,..
2
..
Smart Way Connector Saturday Evenin~ Schedule
Amtrak,Northeast Regional train # 147 arrival time is 7:39 PM
Depart
Roanoke
6:20 PM
Depart
Roanoke
9:20 PM
Arrive
Lvnchburl1:
7:40 PM
Arrive
Exit 140
9:45 PM
Depart
Lvnchburl1:
7:50 PM
Depart
Exit 140
9:50 PM
Arrive
Bedford
8:25 PM
Arrive
Exit 118A
10:15 PM
Depart
Bedford
8:30 PM
Depart
Exit 118A
10:20 PM
Arrive
Arrive
Roanoke
9:15 PM
Arrive
Property
11:25 PM
Smart Way Connector Sunday Evenin~ Schedule
VA Tech
10:40 PM
Amtrak Northeast Regional train # 145 arrival time is 8:29 PM
Depart
Roanoke
7:10 PM
Depart
Roanoke
10:20 PM
Arrive
Lvnchburl1:
8:30 PM
Arrive
Exit 140
10:40 PM
Depart
Lvnchburl1:
8:50 PM
Depart
Exit 140
10:45 PM
Arrive
Bedford
9:25 PM
Arrive
Exit U8A
11:10 PM
Depart
Bedford
9:30 PM
Depart
Exit U8A
Arrive
VA Tech
11:15 PM
11:35 PM
Arrive
Roanoke
10:15 PM
Arrive
Propertv
12:15 AM
3
~
. ,
'!II...
3~~.d...
~
Greater Roanoke Transit Company
Board of Directors Meeting
Roanoke, Virginia
June 20, 2011
David A. Bowers, President and Members of the Board of Directors
Dear President Bowers and Members of the Board:
Subject:
GRTC Financials for the month of April 2011
The following financial report provides commentary on Greater Roanoke Transit Company's (GRTC)
financial resu'lts for April 2011.
Operating income for April of FY 11 is $53,010 or 2.8% above last year as presented in the accompanying
financial statement. This increase is primarily due to an increase in operating revenue in the amount of
$75,088 or 4.7% compared to April 2010. This increase was offset by decreases in advertising income
and non-transportation revenues of 22,078 or 8.1%.
GRTC's revenue of $1,925,262 is $5,519 or .3% above the budgeted income of $1,919,743 for ten (10)
months of FY 2011.
The operating expense for GRTC of $6,744,028 in April 2011 includes expenses for its sub-recipients,
Commonwealth Coach & Trolley Museum, National Historical Railway Society, and O. Winston Link
Museum, in the amount of $134,820. GRTC's expenses in the amount of $6,609,208 represent an
increase of $362,126 or 5.8% compared to April 2010.
GRTC's expenses of $6,609,208 are $90,457 or 1.4% above the budgeted expense of $6,518,751 for ten
(10) months ()f FY 2011. Both positive and negative variances are discussed in the expenditure section of
this narrative.
The subsidies for GRTC of $4,571,172 through April 2011 include subsidies for its sub-recipients in the
amount of $134,820. GRTC's subsidies of $4,436,352 have increased $13,370 or .3% compared to April
2010.
GRTC's subsidies of $4,436,352 are $162,656 less than the budgeted subsidies of $4,599,008 for ten (10)
months of FY 2011.
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
June 20, 2011
Page 2
OperatinR InCome
Operating income for April of FY 11 is $53,010 or 2.8% above last year as presented in the accompanying
financial statement. This increase is primarily due to an increase in operating revenue in the amount of
$75,088 or 4.1% compared to April 2010. This increase was offset by decreases in advertising income
and non-trahSportation revenues of 22,078 or 8.1%.
Commentaries on significant variances are shown below.
OperatinR Revenues including bus fares and sales of passes increased $93,082 or 6.2% compared to
April 2010. fhis increase is largely driven by four factors:
· The increase in the Smartway fare of $1 per trip effective January 1, 2010. Smartway fares and
pass sales have increased 34,932 or 21.1% compared to April 2010;
· Stude1nt fares in the amount of $18,796;
· An increase in cash fares on GRTC's fixed routes of $23,968; and
· The addition of income from Virginia Western Community College for its faculty and students of
$59,2.78.
The increaseS are partially offset by a decrease in GRTC's basic monthly pass sales of $43,949.
AdvertisinRIRevenue for advertising on GRTC buses has decreased $7,177 or 8.2% compared to April
2010. PurchaSes for advertising on the buses have declined due to current economic conditions.
Non-Transportation Revenues including rental income, investment income, and parking revenue
decreased $14,900 or 8%. This decrease is primarily due to a reduction in Campbell Court rental income
in the amount of $10,945 and a reduction in Campbell Court parking revenue in the amount of $6,319.
GRTC has two (2) fewer tenants in FY 2011 than it had in the previous fiscal year.
OperatinR Emenses
GRTC's expenses in the amount of $6,609,208 represent an increase of $362,126 or 5.8% compared to
April 2010.
Expense variances are discussed in the following sections.
FrinRe Benefits have increased $163,729 or 13.7% compared to April 2010. This increase is primarily due
to an increase in health insurance coverage in the amount of $143,335. Health insurance expenses
David A. Bowers, President and Members of the Board of Directors
GRTC Financlals
June 20, 2011
Page 3
of $692,341 for the ten (10) months of FY 11 is $80,008 higher than the anticipated budget for health
insurance to date.
Materials andSuDDlies have increased $220,285 or 21% compared to the prior year primarily due to an
increase in fuel costs of $237,847. This increase was partially offset by a decrease in parts consumed of
$15,116.
Purchased TransDortation has decreased $28,696 compared to April FY 10 due to use of Job Access &
Reverse Commute (JARC) grant funds by,the Company's contractor, Unified Human Transportation
Services (RADAR). The JARC grants allow RADAR to apply 50%of JARC rides to the grant while invoicing
GRTC the remaining 50% of the rides.
Subsidies
GRTC's subsidies of $4,436,352 have increased $13,370 or .3% compared to April 2010. This increase is
partially due to'an increase in the City of Roanoke subsidy for $52,080 or 5.8%.
This increase was partially offset by a decrease in the subSidy from The Department of Rail and Public
Transportatio1n (DRPT) for CommonWealth of Virginia. Funding decreased $38,393 or 3.9% compared to
April 2010. The State subsidy for FY 2011 is $1,142,453. This is $127,097 or 10% below the anticipated
subsidy of $:!l.~269,550 for FY 11.
No action by the Board is needed on this matter.
Cc: Vice President of Operations
Assistant Vice President of Operations
Treasurer
Secretary
General Counsel
MuniCipal Auditor
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GREATER ROANOKE TRANSIT COMPANY
SUMMARY OF STATEMENT OF NET ASSETS
4/30/2011 4/30/2010
Year-to-Date Year-to-Date % of Change
ASSETS
CASH $ 635,161.14 $ 505,652.30 26%
ACCOUNTS RECEIVABLE $ 991,496.12 $ 1,433,108.67 -31%
INVENTORY $ 464,133.77 $ 420,853.55 10%
FIXED ASSETS
FIXED ASSETS $ 29,485,519.99 $ 29,267,686.00 1%
ACCUMULATED DEPRECIATION $ (15,122,322.69) $ (13,714,499.18) 10%
NET FIXED ASSEfS $ 14,363,197.30 $ 15,553,186.82 -8%
PREPAYMENTS $ 118,456.78 $ 25,626.92 362%
TOTAL ASSETS $ 16,572,445.11 $ 17,938,428.26 -8%
CURRENT LIABILITIES
ACCOUNTS PAYABLE $ 329,998.73 $ 298,267.92 11%
PAYROLL L1ABIUfliES $ 204,618.66 $ 191,444.95 7%
OTHER LIABILITIES $ 467,810.73 $ 352,127.90 33%
CAPITAL
CAPITAL STOCK $ 5.00 $ 5.00 0%
GRANTS $ 5,355,149.10 $ 5,571,840.80 -4%
DEPRECIATION EXPENSE $ (1,637,909.50) $ (1,580,129.28) 4%
RETAINED EARNINGS $ 11,303,176.79 $ 10,728,620.65 5%
CAPITAL CONTRI BUTIONS $ 797,189.00 $ 2,328,098.00 -66%
NET INCOME (LOSS) $ (247,593.40) $ 48,152.32 -614%
TOTAL CAPITAL $ 15,570,016.99 $ 17,096,587.49 -9%
TOTAL LIABILITIES & CAPITAL $ 16,572,445.11 $ 17,938,428.26 -8%
~.~.'1#
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Greater Roanoke Transit Company
Board of Directors Meeting
June 20, 2011
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 of Directors Meeting Schedule for Fiscal 2012
Backqround
As recorded in the minutes for the July 19, 2010 meeting of the Greater Roanoke Transit
Company (GRTC) Board of Directors, the Board President proposed and the full Board
approved meeting monthly on the third Monday of August, September, and October, 2010
Subsequently, the Board's Secretary published the following agreed upon dates in an August
3, 2010 notice to the full Board:
August 16, 2010
September, 20, 2010
October, 18, 2010
In its October 18, 2010 meeting the Board approved the following schedule for meeting dates
for the remainder of the 2011 fiscal year: '
November 15, 2010
January 18, 2011
March 21, 2011
May 16,2011
June 20, 2011
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 20, 2011
Page 2
Recommendation
Excluding the January and June meetings with the noted exceptions, the practice of meeting
at 1 p.m. on the third Monday of the month in the Roanoke City Hall Emergency Operations
Center (EOC) conference room will be maintained for the 2011-2012 fiscal year. Staff
recommends the following GRTC Board of Directors meeting schedule:
2011
July 18th
September 19th
November 21st
2012
January 1 yth (Tuesday)
March 19th
May 21st
June 18th (1:45 p.m.)
Respectfully Su mitted,
//A
Carl L. Palmer
General Manager
c. Vice President of Operations
GRTC Liaison
Treasurer
Secretary
General Counsel
Municipal Auditor
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
June 21, 2011
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 abovementioned resolution was adopted by the Board of Directors at its regular
meeting held on Monday, June 20, 2011.
Sincerely,
~ht.m~.w
Stephanie M. Moon . L
Secretary
pc:
Christopher P. Morrill, Vice-President of Operations
Sherman M. Stovall, Assistant Vice-President of Operations
Ann H. Shawver, Treasurer
William M. Hackworth, General Counsel
Gary Tegenkamp, Assistant General Counsel
Troy A. Harmon, Municipal Auditor
,"
L:\CLERK\DA T A \CKSM I \GRTC.ll\June 20 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, at the Board's, June 20, 2011, meeting, the GRTC General Manager
recommended that the Board adopt a specific meeting schedule for the 2012 Fiscal Year, which
ends on June 30, 2012, as more fully set forth in the General Manager's report dated June 20,
2011, to this Board.
THEREFORE, BE IT RESOLVED by the Board of Directors of GRTC as follows:
1. That the Board of Directors hereby approves and adopts the specific meeting
schedule that is set forth below. Except for the meeting on June 18,2012, the meetings are set to
start at 1 :00 p.m. and will be held in the Emergency Operations Center (EOC) Conference Room
which is located on the first floor of the Noel C. Taylor Municipal Building, 215 Church
Avenue, S.W., Roanoke, Virginia 24011, unless a different location is designated by the
President or Secretary 0 f the Board. The meeting for Monday, June 18, 2012, will be held at
1 :45 p.rn. at the same location as the other scheduled meetings. In accordance with Article III,
Section 4 of the GRTC By-Laws, the following meeting dates for the GRTC Board are approved
for the 2012 Fiscal Year:
July 18, 2011
September 19, 2011
November 21,2011
January 17,2012
March 19, 2012
May 21,2012
June 18,2012
Board Resolution-GRTC meetingsFY20 12.doc
(Monday, 1 :00 p.rn. - EOC)
(Monday, 1 :00 p.m. - EOC)
(Monday, 1 :00 p.m. - EOC)
(Tuesday, 1 :00 p.m. - EOC)
(Monday, 1 :00 p.rn. - EOC)
(Monday, 1 :00 p.m. - EOC)
(Monday, 1 :45 p.m. - EOC)
1
,
2. The GRTC Board can hold additional meetings on an as-needed basis in accordance
with the GRTC By-Laws.
3. The schedule of meetings for the GRTC Board for subsequent fiscal years may be
set annually by the Board at the June Board meeting, or at any other Board meeting as the Board
may determine to be appropriate.
ATTEST:
Date: ~_1.P) -aO II
Board Resolution-GRTC meetingsFY20 12,doc
2
STOCKHOLDER'S ANNUAL MEETING
GREATER ROANOKE TRANSIT COMPANY
MONDAY, JUNE 20,2011
1 :45 P.M.
CITY COUNCIL CHAMBER
AGENDA
1 . Call to Order - Roll Call. All Present.
2. Approval of minutes: Annual Stockholder's meeting held on Monday, June 21,
2010. Received and filed.
3. Statement of Purpose. Mayor David A. Bowers.
. Election of Seven Directors
Mayor David A. Bowers, Vice-Mayor David B. Trinkle, John Bingham, Mark
Jamison, Consuella Caudill and Karen Michalski-Karney for one year terms of
office ending June 30, 2012.
4. Adjourn - 1 :48 p.m.
L:\CLERK\DA T A \CKSM 1 \GRTC,ll \Annual Stockholders' Call Letter and Agenda,doc
GREATER ROANOKE TRANSIT COMPANY
June 15, 2011
David A. Bowers, Mayor
David 8. Trinkle, Vice-Mayor
William D. Bestpitch
Rafael E. Ferris
Sherman P. Lea
Anita 'J. Price
Court G. Rosen
Dear Mayor Bowers and Members of the Council:
The Annual Meeting of the Stockholder's of the Greater Roanoke Transit Company will be
held on Monday, June 20,2011, 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 held on Monday, June 21,2010.
Sincerely,
~hJ'1'YjD~
Stephanie M. Moon
Secretary
Attachment
pc: Christopher P. Morrill, City Manager
William M. Hackworth, City Attorney
Ann H. Shawver, Director of Finance
Sherman M. Stovall, Assistant City Manager for Operations
Drew Harmon, Municipal Auditor
Gary E. Tegenkamp, Assistant Attorney
Carl Palmer, General Manager, Valley Metro
L:\CLERK\DA T A \CKSM I \GRTC.ll\Annual Stockholders' Call Letter and Agenda,doc
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 21,2011
The Honorable David A. Bowers, Mayor
215 Church Avenue S.W., Suite 456
Roanoke, Virginia 24011
Dear Mayor Bowers:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 20, 2011, you were reappointed as a member of the Board of Directors for
a one year term, beginning July 1,2011 and ending June 30, 2012. Enclosed please find
copy of a Certificate of your reappointment.
Sincerely,
~ hl. hr!()tMl
Stephanie M. Moon f
Secretary
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247, Roanoke,
Virginia 24032
Sherman M. Stovall, Assistant Vice-President of Operations
Gary Tegenkamp, Assistant General Counsel
CksmllGRTC.l1/Board appointments.doc
COMMONWEALTH OF VIRGINIA
)
)
)
To-wit:
CITY OF ROANOKE
I, Stephanie M. Moon, Secretary, and as such Secretary of the Greater Roanoke
Transit Company, Board of Directors, and keeper of the records thereof, do hereby
certify that at an annual, Stockholder's meeting of the, Greater Roanoke Transit
Company on the twentieth day of June 2011, David A. Bowers was reappointed as a
member of the Greater Roanoke Transit Company, Board of Directors, for a one year
term of office ending June 30, 2012.
Given under my hand and the Seal of the City of Roanoke this twentieth-first day
of June 2011.
.\ i,
,
, ,
/ l ")""I\m~
I I ). i.J .
I ; '" '.,', , O~
\. .$te:phk'r{j~ iM. Moon
\?eqr~tary
I "
\ '
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 21, 2011
The Honorable David B. Trinkle
Vice-Mayor
Roanoke, Virginia 24011
Dear Vice-Mayor Trinkle:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 20, 2011, you were reappointed as a member of the Board of Directors for
a one year term, beginning July 1,2011 and ending June 30, 2012. Enclosed please find
copy of a Certificate of your reappointment.
. m, r-; IlDYJ
tephanie M. Moon
Secretary
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247, Roanoke,
Virginia 24032
Sherman M. Stovall, Assistant Vice-President of Operations
Gary Tegenkamp, Assistant General Counsel
CksmllGRTC.I l/Board appointments,doc
COMMONWEALTH OF VIRGINIA
)
)
)
To-wit:
CITY OF ROANOKE
I, Stephanie M. Moon, Secretary, and as such Secretary of the Greater Roanoke
Transit Company, Board of Directors, and keeper of the records thereof, do hereby
certify that at an ,annual Stockholder's meeting of the Greater Roanoke Transit
Company on the twentieth ~ay of June 2011, David B. Trinkle was reappointed as a
member of the Greater Roanoke Transit Company, Board of Directors, for a one year
term of office ending June 30, 2012.
Given under my hand and the Seal of the City of Roanoke this twentieth-first day
of June 2011.
'; :\
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~~ ~
ipte~haf)i~/M. Moon
Sec,retary , ,
'I \,
Cksrn1/GRTC.l1/GRTC Board Certificates of Appointments.doc
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 21, 2011
D
John Bingham
Assistant Director of Finance
Roanoke, Virginia
Dear Mr. Bingham:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 20, 2011, you were reappointed as a member of the Board of Directors for
a one year term, beginning July 1,2011 and ending June 30, 2012. Enclosed please find
copy of a Certificate of your reappointment.
~re~, .
~ fYJ-lro-JljnvJ
Stephanie M. Moon
Secretary
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247, Roanoke,
Virginia 24032
Sherman M. Stovall, Assistant Vice-President of Operations
Gary Tegenkamp, Assistant General Counsel
CksmI/GRTC.ll/Board appointments,doc
COMMONWEALTH OF VIRGINIA
)
)
)
To-wit:
CITY OF ROANOKE
I, Stephanie M. Moon, Secretary, and as such Secretary of the Greater Roanoke
Transit Company, Board of Directors, and keeper of the records thereof, do hereby
certify that at an annual Stockholder's meeting of the Greater Roanoke Transit
Company on the twentieth day of June 2011, John Singham was reappointed as a
member of the Greater Roanoke Transit Company, Board of Directors, for a one year
term of office ending June 30, 2012.
Given under my hand and the Seal of the City of Roanoke this twentieth-first day
of June 2011.
... .~. hi. ~/)j}.nj
Stephanie M. Moon
, Secretary
Cksm1/GRTC.l1/GRTC Board Certificates of Appointments.doc
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 21,2011
Mark Jamison, Manager
Department of Transportation
Streets and Traffic
Roanoke, Virginia 24011
Dear Mr. Jamison:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 20, 2011, you were reappointed as a member of the Board of Directors for
a one year term, beginning July 1,2011 and ending June 30, 2012. Enclosed please find
copy of a Certificate of your reappointment.
Sincerely,
~'fr). YrjO~
Stephanie M. Moon
Secretary
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247, Roanoke,
Virginia 24032
Sherman M. Stovall, Assistant Vice-President of Operations
Gary Tegenkamp, Assistant General Counsel
Cksml/GRTC.ll/Board appointments. doc
COMMONWEALTH OF VIRGINIA
CITY OF ROANOKE
)
)
)
To-wit:
I, Stephanie M. Moon, Secretary, and as such Secretary of the Greater Roanoke
Transit Company, Board of Directors, and keeper of the records thereof, do hereby
certify that at an annual Stockholder's meeting of the Greater Roanoke Transit
Company on the twentieth day of June 2011, Mark Jamison was reappointed as a
member of the Greater Roanoke Transit Company, Board of Directors, for a one year
term of office ending June 30, 2012.
Given under my hand and the Seal of the City of Roanoke this twentieth-first day
of June2011.
~m.S1~
",stephanie M. Moon
S,ecretary
Cksml/GRTC.lllGRTC Board Certificates of Appointments.doc
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 21, 2011
Consuella Caudill
Assistant Town Manager
Town of Vinton
311 S. Pollard Street
Vinton, VA 24179
Dear Ms. Caudill:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 20, 2011, you were reappointed as a member of the Board of Directors for
a one year term, beginning July 1, 2011 and ending June 30, 2012. Enclosed please find
copy of a Certificate of your reappointment.
Sincerely,
~MJ rnnW
Stephanie M. Moon r
Secretary
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247, Roanoke,
Virginia 24032
Sherman M. Stovall, Assistant Vice-President of Operations
Gary Tegenkamp, Assistant General Counsel
CksmllGRTC.ll/Board appointments. doc
COMMONWEALTH OF VIRGINIA
CITY OF ROANOKE
)
)
)
To-wit:
I, Stephanie M. Moon, Secretary, and as such Secretary of the Greater Roanoke
Transit Company, Board of Directors, and keeper of the records thereof, do hereby
certify that at an annual Stockholder's meeting of the Greater Roanoke Transit
Company on the twentieth day of June 2011, Consuella Caudill was reappointed as a
member of the Greater Roanoke Transit Company, Board of Directors, for a one year
term of office ending June 30, 2012.
Given under my hand and the Seal of the City of Roanoke this twentieth-first day
of June 2011.
~ hi '0'r)6/j,J
StephamelM. Moon
Se.cretary
Cksml/GRTC.ll/GRTC Board Certificates of Appointments.doc
GREATER ROANOKE TRANSIT COMPANY
STOCKHOLDERS
June 21, 2011
Karen Michalski-Karney
Blue Ridge Independent Living Center
1502 Williamson Road, N. E.-Suite B
Roanoke, Virginia 24012-5100
Dear Ms. Karney:
At the Stockholder's Annual Meeting of the Greater Roanoke Transit Company held on
Monday, June 20, 2011, you were reappointed as a member of the Board of Directors for
a one year term, beginning July 1,2011 and ending June 30, 2012. Enclosed please find
copy of a Certificate of your reappointment.
Sincerely,
tr-dJ~ r'r\ . Y1tD&YJ
I~~i~ M. Moon 'l
Secretary
Enclosure
pc: Carl L. Palmer, General Manager, Valley Metro, P.O. Box 13247, Roanoke,
Virginia 24032
Sherman M. Stovall, Assistant Vice-President of Operations
Gary Tegenkamp, Assistant General Counsel
Cksml/GRTC.lI/Board appointments. doc
COMMONWEALTH OF VIRGINIA
)
)
)
To-wit:
CITY OF ROANOKE
I, Stephanie M. Moon, Secretary, and as such Secretary of the Greater Roanoke
Transit Company, Board of Directors, and keeper of the records thereof, do hereby
certify that at an annual Stockholder's meeting of the Greater Roanoke Transit
Company on the twentieth day of June 2011, Karen Michalski-Karney was
reappointed as a member of the Greater Roanoke Transit Company, Board of Directors,
for a one year term of office ending June 30, 2012.
Given under my hand and the Seal of the City of Roanoke this t~entieth-first day
of June 2011.
~ :/11. Tho-~
/ , , t
;, S"t'ephJrlie' rVi: Moon
ISecretary
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Cksml/GRTC.I I/GRTC Board Certificates of Appointments ,doc
GREATER ROANOKE TRANSIT COMPANY
BOARD OF DIRECTORS
June 21,2011
Nicole Hall
Director of Community Relations
Downtown Roanoke, Inc.
213 Market Street Southeast
Roanoke, VA 24011-1801
Dear Ms. Hall:
Your term of office as a member of the Greater Roanoke Transit Company Board of
Directors will expire on June 30, 2011.
On behalf of the President David A. Bowers and Members of the Board of Directors, I
would like to express appreciation for your service to the City of Roanoke as a member
of the Board from July 1, 2010 to June 30, 2011. Please find enclosed a Certificate of
Appreciation and an aerial view photograph of the Roanoke Valley in recognition of your
years of service.
Sincerely,
~. owJ
Stephanie M. Moon ~
Secretary
Enclosure
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