TRANSIT AUTHORITY OF NORTHERN KENTUCKY BOARD OF DIRECTORS MEETING AGENDA APRIL 8, 2020 CALL TO ORDER 5:30 P.M. PM – VIA VIDEO CONFERENCE ROLL CALL/ANNOUNCEMENTS APPROVE MINUTES OF PRIOR MEETINGS – March 11, 2020 AUDIENCE RECOGNITION – Staff will monitor the comments section of the Facebook live event REPORTS 1. February FY 2020 Financial Statement (Aiello) 2. TANK’s Response to the COVID-19 Pandemic (Aiello) 3. General Manager’s Report (Aiello) 4. Old Business 5. New Business 6. General Council’s Report (Duncan) ADJOURN 1
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TRANSIT AUTHORITY OF NORTHERN KENTUCKY …...3.neral Manager’s Report (Aiello)Ge 4. Old Business 5. New Business 6.neral Council’s Report (Duncan)Ge A DJOURN 1 TRANSIT AUTHORITY
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TRANSIT AUTHORITY OF NORTHERN KENTUCKY
BOARD OF DIRECTORS MEETING
AGENDA
APRIL 8, 2020
CALL TO ORDER 5:30 P.M. PM – VIA VIDEO CONFERENCE
ROLL CALL/ANNOUNCEMENTS
APPROVE MINUTES OF PRIOR MEETINGS – March 11, 2020
AUDIENCE RECOGNITION – Staff will monitor the comments section of the Facebook live event
REPORTS
1. February FY 2020 Financial Statement (Aiello)
2. TANK’s Response to the COVID-19 Pandemic (Aiello)
3. General Manager’s Report (Aiello)
4. Old Business
5. New Business
6. General Council’s Report (Duncan)
ADJOURN
1
TRANSIT AUTHORITY OF NORTHERN KENTUCKY
Board of Directors
March 11, 2020
The TANK Board of Directors meeting was called to order at 5:30 p.m. on Wednesday, March
11, 2020, at the TANK Offices at 3375 Madison Pike, Ft. Wright, KY 41017 by Mr. Brian
Ellerman, Board Chair. Mr. Ellerman requested all to stand for the Pledge of Allegiance.
In attendance were: Mr. Brian Ellerman, Board Chair; Mr. Ed Kuehne, Vice-Chair; Mr. Tim
Donoghue; Mr. Scott Guenther; Mr. Jim Parsons; Mrs. Gina Rittinger; Ms. Laura Thompson;
Mr. Bill Voelker; Mr. Andrew Aiello, General Manager; Mr. Mike Duncan, Legal Counsel and
Brian Ellerman, Board Chair Nancye McClanahan, Board Secretary
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Through February 29, 2020
Update Header Month
Check MonthFeb FY20 Feb FY19 % ∆
Total 228,694 238,086 -3.9%
Local 157,759 163,437 -3.5%
Express 45,019 45,247 -0.5%
SBS 18,820 22,047 -14.6%
RAMP 6,725 6,921 -2.8%
Sr./Med 371 434 -14.5%
10.5 7.4 3.0 6.3 3.1 4.1 4.7 9.1
Target
Jul Oct Jan Apr
Preventable Accidents per 400k mi.
0K
100K
200K
300K
400K
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Total Ridership FRT+DRT
FY 2018 FY 2019 FY 2020
0K
50K
100K
150K
200K
250K
Jul Oct Jan Apr
Local Ridership
0K
20K
40K
60K
Jul Oct Jan Apr
Express Ridership
0K
20K
40K
60K
Jul Oct Jan Apr
Southbank Ridership
$262,613
$0 $291,745
Current Month Pass Rev vs. Budget
$2,340,566
$0 $2,531,951
Passenger Revenue YTD vs. Budget
$74.77 Cost per Hour
FRT $86.72
$62.65 Cost per Hour
DRT $66.56
$0.74 Maintenance Cost/Mile $0.78
12.0
Passengers per Hr, FRT 12.4
15.4%
Farebox Recovery 13.1%
1.40 Passengers per Hr, DRT 1.43
5.0% Abandonded Calls, FRT 3.9%
6.0% Abandoned Calls, DRT 5.2%
16,500 Miles per Road Call 19,439
$2,500
Bus Damage, Preventable $4,076
82%
On-Time Performance 74%
95 66 58 51 46
Complaints 64.4
4
4 1 0
5
Commendations 3.1
1.50% Employee Turnover 1.34%
58 Lost Time Days 78
● = goal is below line ∆ = goal is above line Notes:
$2,039,009
$0 $2,025,737
Current Month Expenses vs. Budget
$16,730,889
$0 $16,834,414
Expenses YTD vs. Budget
YTD FY20 YTD FY19 % ∆
Total 2,042,423 2,088,299 -2.2%
Local 1,340,937 1,366,694 -1.9%
Express 392,796 398,555 -1.4%
SBS 247,108 261,487 -5.5%
RAMP 58,274 58,641 -0.6%
Sr./Med 3,308 2,922 13.2%
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TANK’s COVID-19 Response as of 4/3/2020 TANK has made a number of significant changes as a result of the Coronavirus pandemic. This includes changes to our service to the community and changes to our internal operation. Highlights of these changes are as follows:
TANK created an Internal COVID-19 Task Force that has been meeting/coordinating daily on our response to the pandemic. This includes at least weekly meetings with the bargaining unit, ATU.
TANK has been deemed an essential public service by both state and federal officials. Our service is critical for members of our community to access essential needs (medical, grocery, etc.) and essential jobs (hospital workers, public safety workers, etc.).
Service Changes, effective Monday, March 23rd o TANK scaled back our operation and moved to a “Sunday Plus” service, 7 days a
week. o TANK eliminated passenger fares and asked passengers to board through the
center door unless they use a mobility device or a wheelchair. This is being done to protect the operator from additional exposure.
o TANK has been asking all customers to limit non-essential travel. o TANK will continue our cleaning and disinfecting effort of both the vehicles and
the facility. o The TANK call center has been scaled back and our front-desk service area has
been closed.
Staffing Approach, effective Monday, March 23rd o Maintenance and most Administrative workforce levels will remain as-is with
some employees working from home, if/when feasible. o Fixed-Route and RAMP Operators age 60 and above are serving as our reserve
crew, on temporary paid report from home. o Fixed-Route and RAMP Operators under age 60 continue to report to work.
Adjustments Since Initial Implementation o Heavy passenger loads. Dispatch has strategically placed wildcat buses
throughout our service network to assist with high passenger levels (20+ passengers on one bus). Their goal is to help with passenger loads as quickly as possible. We want to promote social distancing between our passengers.
o Unnecessary trips. Passengers that board a bus are now required to alight the bus at the EOL (End of the Line.) Customers required to alight the bus at the EOL will not be permitted to board the bus for the return trip. The customer will have
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to wait on the next bus. This was put into place to limit casual riding of the system.
o Additional cleaning and disinfection. Starting 4/5/20, staff will be using a
disinfecting fogging system in break rooms, offices and common areas within the facility.
o Employee Temperature Screening. Effective 4/6/20, all TANK employees will
have their temperature taken prior to being able to report to their work assignment. Any employee with a temperature of 100.4F or above will be sent home and not permitted to return to work until their temp has remained under 100.4F for 72 hours without the aid of medication.
o Suspension of Southbank Shuttle Service. Effective 4/6/20, service on the
Southbank Shuttle was suspended. We have been closely monitoring ridership on the system as well as our workforce capacity on a day-to-day basis. Due to staffing considerations, low ridership, and the lack of a rear boarding door on the Trolleys, TANK will be temporarily suspending service on the Southbank Shuttle.
External Communication o Passenger and media communication regarding changes to service levels. o Text and email alerts to entire full database with route-specific updates to
service. o Ongoing passenger communication via website, social media and on-board
messaging to limit trips, provide physical distance, CDC and Health Dept. reminders, etc.
o Bus destination signs programmed with the message “If you are sick, STAY HOME”
Internal Communication o TANK has posted a number of detailed internal memos explaining the changes to
our service, our staffing, our cleaning efforts, etc. o TANK has posted FAQs for our employees to assist in understanding the changes. o TANK created a mass email list of our employees’ personal emails so that we can
more effectively (and remotely) provide copies of all posted memos and video announcements to front line staff.
o Multiple update videos have been sent to all employees to keep them informed of the rapidly changing environment and expectations.
o Weekly meetings with bargaining unit, ATU.
Families First Act o Effective April 1, 2020, the federal government’s Families First Coronavirus
Response Act (FFCRA or Act) requires certain employers (TANK) to provide employees with expanded family medical leave and paid sick leave.
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o TANK’s HR Manager and TANK’s labor attorney have worked through the details of the Act, posted notices for our employees, and have begun tracking the use of the expanded FMLA and Sick Leave.
CARES Act, Federal Stimulus o The President signed a federal stimulus bill called the CARES Act. This Act
provides financial relief directly to transit systems to help offset expenses and lost revenue that transit systems are experiencing as a result of the pandemic. This infusion of revenue from the federal government will surely help in the short-term, if not indeed much longer. We will learn more about this in the coming weeks.
What happens when a TANK employee has a positive test result for COVID-19? o We want you to know that TANK is prepared in the event that one of our
employees tests positive for COVID-19. Based on the numbers we are seeing around the country, it is most likely not a question of if one of us will have a positive test result, but when will that news come. We have been in close coordination over the last few weeks with the Northern Kentucky Health Department. As soon as a case is confirmed, the health department will work directly with us to respond.
TANK’s Front-Line Staff and Leadership Team An Overwhelmingly Outstanding Response
o Bus Operators o Vehicle Maintenance Staff o Facility Maintenance Staff o Road Supervisors o Dispatchers o Wayne Bey, Manager of Purchasing – worked to procure necessary equipment
(PPE, disinfectants, etc.). o Frank Busofsky, Manager of Planning – helped to develop the “Sunday Plus”
service level and is tracking daily ridership on the system. o Kail Clifton, Manager of Special Services – reworked the entire RAMP operation
with now fewer passengers, fewer runs, and a number of employees now on the reserve crew.
o Rich Conley, Assistant Director of Maintenance – worked with vehicle manufacturers/suppliers to address any outstanding issues related to our fleet.
o Gina Douthat, Deputy General Manager – issued all external communications, interaction with the media, and helps to lead the overall operation through this event.
o Tricia Duvall, HR Manager – developed, implemented, communicated and is tracking two entirely new leave categories (expanded FMLA and Emergency Sick Leave) for all TANK employees.
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o Alex Fuchs, Manager of Finance – created a payroll and tracking methodology for the new leave types and managed the transition with our vendors to a temporarily cashless system (no fares being collected).
o Ray Helms, Information Systems Manager – helped to create the new all-employee email posting tool and established new VPN connections for work-from-home.
o Bill Hock, Director of Maintenance – quickly established a new SOP for disinfecting buses, and has supported the overall operation through this event.
o Gary McCulley, Manager of Scheduling – reworked the entire fixed-route operation, created an operator pick, and helped to evaluate/implement the new staffing model and reserve crew process.
o Sean O’Leary, Director of Operations – in less than 72 hours, worked with the operations team and the ATU leadership to implement an entirely new service plan and an entirely new way of staffing for the organization. Helps to lead the organizational response.
o Pete Papucci, Manager of Buildings & Grounds – overhauled the facility cleaning SOP to more frequently clean and disinfect work areas and breakrooms. Implemented a fogging/disinfecting process.
o Becky Weatherford, Marketing Manager – worked to establish the video conferencing format and live connection to TBNK for TANK Board meetings.
o Lyndi Whiteker, Performance Analyst – created a process to track the new reserve crew (our operators over the age of 60) and remotely insure their active status, and coordinate that information with our payroll team.
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Report of the General Manager Highlights for the Month of March 2020
GENERAL
TANK staff met with the County Administrators to deliver the draft FY 2021 budget as
approved by the TANK Board of Directors. The Administrators requested some
additional information that is currently being compiled.
TANK staff is tracking the draft state budget through the Kentucky General Assembly.
Andrew Aiello represented TANK at the following Boards/Committees/Programs:
o Ohio Kentucky Indiana Regional Council of Governments, Board of Directors
o NEORide, Board of Directors
o Northern Kentucky Workforce Investment Board
o APTA, Bus and Paratransit CEO Committee
o Kentucky Public Transportation Association
o Kentuckians for Better Transportation, Board of Directors
OPERATIONS
Preventable Accidents March 2020 – 6
Preventable Accidents March 2019 – 6
YTD 2020: 20
YTD 2019: 21
PLANNING & MARKETING
Staff continues to work with Tindale Oliver on back-end implementation of redesign. The
final public involvement report is complete and the last technical memo from the
consultant is under staff review.
Becky Weatherford started as TANK’s new Marketing Manager. Becky comes to TANK
after serving in various marketing roles at NKU over the last 12 years.
MAINTENANCE
Installation of 2 new shelters at 5th & Bakewell and Dixie & Commonwealth
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1
TANK Finance Committee March 27, 2020
February TFY20 Financial Statements
TO: FROM:
DATE:
Subject:
T. Alex Fuchs, Manager of Finance
3375 Madison Pike Ft. Wright, KY 41017 Ph.: (859) 578-6943 Fax: (859)578-6952 www.tankbus.org
Ridership: For TFY20 Year-to-Date (YTD), total TANK ridership (unadjusted for operating days) is down 2.2% from last year (TFY19).
When compared to February of last year, Fixed Route Transit (FRT) services lost 4.0% in ridership, while Demand Response Transit (DRT) lost 3.5%.
During February, TANK’s Express Routes lost 0.5% in ridership, while local routes lost 3.5%. Southbank Shuttle ridership was down by 14.6%.
Revenues: Passenger revenue (line 304) was $29,132 less than the monthly budgeted amount.
Operating Expenses: TANK operated $13,271 over operating budget for February (line
418). However, for TFY20 YTD, TANK continues to run under budget by $103,525.
Total Assistance: In order to balance operating expenses and revenues, TANK is drawing $4,830 more in operating assistance than budgeted for TFY20 YTD (line 319).
General Manager’s Notes for the Month: Fringe expenses were ahead of budget due to timing of medical claims for the month. It should also be noted that TANK received a $100,000 payment for damages to one of our buses that occurred during an accident in 2019.
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2
Operating Statistics and Key Performance Indicators (KPIs):
February TFY20
February TFY19 Change
Express Service Riders
45,019
45,247 -0.5%
Local Service Riders*
157,759
163,437 -3.5%
Southbank Shuttle Riders
18,820
22,047 -14.6%
Sub-Total FRT Ridership
221,598
230,731 -4.0%
Demand Response Riders
7,096
7,355 -3.5%
Total Ridership 228,694 238,086 -3.9%
Hours of Fixed Route Service
18,852
18,590 1.4%
Hours of Demand Response Service
5,057
4,974 1.7%
Fixed Route Transit - Cost per Hour $89.17 $73.33 21.6% Fixed Route Transit - Cost per Rider $7.45 $5.89 26.6%
Southbank Shuttle - Cost per Rider $9.02 $6.13 47.2%
Demand Response - Cost per Hour $70.79 $61.05 15.9% Demand Response - Cost per Rider $50.44 $41.29 22.2%
* Includes Local, NKU and Additional Service
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Monthly Financial ReportsPart I: Balance Sheet
February TFY20
TFY 2020 TFY 2019Assets
Current Assets
100 Cash 1,357,030$ 1,917,159$ 101 Working Funds 500 500 102 Temporary Cash Investments 5,097,473 4,979,459 103 Accounts Receivable 135,611 193,242 104 Grants Receivable 185,212 514,025 105 Receivable for Accidents 31,325 24,984 106 Materials and Fuel 598,020 466,422 107 Work in Process 119,413 184,885
108 Sub-Total Current Assets 7,524,583$ 8,280,675$
214 Local Investment net of Depreciation 2,038,539 2,077,718 215 Kentucky Investment net of Depreciation 1,406,214 1,075,145 216 Federal Investment net of Depreciation 33,502,802 28,584,414
217 Sub-Total Capital 36,947,556$ 31,737,277$
218 TOTAL Liabilities & Capital 44,287,293$ 39,765,026$ Page 2
Current vs. Previous Year
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Monthly Financial ReportsPart II : Statement of Revenue and Expenses
February TFY20
Current Month Year to DateActual Budget Variance Actual Budget Variance