Board Box
June 14, 2013
Item / Board Box Item / Staff / Pages /1. / Rolling Board Meeting Calendar / F. Jewell / 2
2. / Recap Proceeding of May 20, 2013 Board Meeting / D. Cisco / 3-4
3. / Key Performance Indicators April 2013 / M. Thompson / 5-9
4. / Financial Report for April 2013 / K. Kuo / 10-24
5. / Executive Summary Update for April 2013 / S. Chang/D. Foster/K. Hagen/ L. Pacheco/M. Avancena / 25-30
6. / Operations Report for April 2013 / M. Thompson / 31-46
BOARD BOX ITEM #1
JUNE 14, 2013
TO: BOARD OF DIRECTORS
FROM: F SCOTT JEWELL, DEPUTY EXECUTIVE DIRECTOR, ADMINISTRATION
RE: ROLLING BOARD MEETING CALENDAR
The following are items tentatively scheduled to be addressed by the Board through the next three regularly scheduled Board meetings.
July 1, 2013
Item / DescriptionApprove Contract / Interpreting Services
Approve Extension (AS-1250) / Software Maintenance Agreement TSS Wireless
Approve Extension (AS-1288) / Software Development and Consulting TSS Wireless
Approve Extension (AS-2985) / Factory Vehicle Inspection Services
Approve / MetroLink Free Fare
Approve / Health Insurance
Approve / Proposed Budget For Fiscal Year 2013/14
August 26, 2013
Item / DescriptionApprove Extension / Local Vehicle Inspection Services (AS-2983)
Approval / Board Officer Elections
Approval / Board of Director’s Committee Appointments
September 23, 2013
Item / DescriptionBOARD BOX ITEM #2
JUNE 14, 2013
TO: BOARD OF DIRECTORS
FROM: DONNA CISCO, ADMINISTRATIVE MANAGER/BOARD LIAISON
RE: RECAP PROCEEDING OF MAY 20, 2013 BOARD OF DIRECTORS MEETING
RECAP OF PROCEEDINGS
BOARD OF DIRECTORS MEETING
MONDAY, MAY 20, 2013
Los Angeles County MTA
One Gateway Plaza, 3rd Floor
729 Vignes Street, Los Angeles CA 90012
ITEMNO. / SUBJECT ITEM / ACTION TAKEN
3 / CLOSED SESSION / None
5 / Review & approval of Minutes From The Board Meeting of April 22, 2013 / Approved
8-a / Authorization of Funding For Back-Up Service Providers / Approved/On Consent Calendar
8-b / Approval of Extension of West Central Area Service Contract With California Transit, Inc. (AS-2364) / Approved/On Consent Calendar
8-c / Approval to Extend Appeal Evaluation Service Contract (AS-2239) / Approved/On Consent Calendar
8-d / Approval to Award Contract For Ridership Demand Forecasting (AS-3393) / Approved/On Consent Calendar
8-e / Renewal of Self-Insured Retention Automobile Liability Program / Approved/On Consent Calendar
8-f / Renewal of Commercial Business Package Insurance (AS-2749) / Approved/On Consent Calendar
8-g / Renewal of Employee Health and Benefit Insurance Contracts / Approved/On Consent Calendar
9 / Approval to Purchase Additional On-Board Video Cameras For Access Services –Owned Vehicles and Dedicated Provider-Owned Vehicles Revenue Service Vehicles (AS-2826) / Approved/Action
10 / Approval to Award Contract for Parents With Disabilities Pilot Project (AS-3403) / Approved/Action
With a revision to staff recommendation, see meeting minutes.
11 / Authorize Extension and Increase Funds – Digital Dispatch Wireless International, Inc. Contract (AS-2366) / Approved/Action
BOARD BOX ITEM #3
JUNE 14, 2013
TO: BOARD OF DIRECTORS
FROM: MELISSA THOMPSON, OPERATIONS ANALYST
RE: KEY PERFORMANCE INDICATORS
The following graphs represent key system indicators for the fiscal year as of APRIL 2013. The goal of this communication is to keep everyone informed of the current service performance level in the field.
The operations team uses this and other performance information to monitor our service providers’ performance. Information is also used to determine the level of service that our customers are experiencing when using Access.
BOARD BOX ITEM #4
JUNE 14, 2013
TO: BOARD OF DIRECTORS
FROM: KANDY KUO, MANAGER OF FINANCE
RE: FINANCIAL REPORT FOR APRIL 2013
Attached for your review are the financial reports for April 2013.
Approved FY 2012/13 Budget to Actual Fiscal Year-to-Date Comparison:
¨ Passengers: 0.4% under budget
¨ Contract Revenue Miles: 0.2% under budget
¨ Trips: 0.07% under budget
¨ Completed Eligibility Interviews: 5.3% under budget
¨ Average Trip Distance: 0.1% under budget at 9.19 miles
¨ Total cost per Passenger (before depreciation): 0.7% under budget
¨ Administration Function is 7.7% under budget
¨ Eligibility Determination Function is 3.7% under budget
¨ Paratransit Operations Function is 0.7% under budget
Attached are the following reports for your review:
¨ Statistical Comparison: April 2012 to April 2013
¨ Expenses by Functional Area
¨ Budget to Actual Comparison of Statistics
¨ YTD Budget Results
¨ Graph: YTD PAX Cost Comparison
¨ Detailed Financial Reports
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Expenses by Functional Area
For the YTD Period Ending April 2013
% ofCost / YTD
Actual / YTD
Budget / Variance / % Over
<Under>
Budget / % Over
<Under>
Previous Yr
Paratransit Operations / 89.8% / $ 88,173,085 / $ 88,755,402 / $ (582,317) / -0.7% / 7.8%
Eligibility Determination / 5.7% / 5,605,210 / 5,819,685 / (214,475) / -3.7% / 4.5%
CTSA/Ride Information / 0.3% / 295,464 / 300,821 / (5,357) / -1.8% / -9.3%
Administrative / 4.2% / 4,102,383 / 4,445,642 / (343,259) / -7.7% / -1.7%
Total Exp before Depreciation / $ 98,176,142 / $ 99,321,550 / $ (1,145,408) / -1.2% / 7.1%
Statistics - - For the YTD Period Ended April 2013
YTDActual / YTD
Budget / Variance / % Over
<Under>
Budget / % Over
<Under>
Previous Yr
Number of Completed Cert Interviews / 41,076 / 43,378 / (2,302) / -5.3% / 4.3%
Number of PAX / 2,879,778 / 2,891,938 / (12,160) / -0.4% / 6.8%
Number of Contract Revenue Miles / 20,335,546 / 20,376,284 / (40,738) / -0.2% / 7.4%
Number of Trips / 2,213,748 / 2,215,365 / (1,617) / -0.07% / 6.9%
Average Trip Distance / 9.19 / 9.20 / (0.01) / -0.1% / 0.5%
Purchased Transportation Cost
Cost per Trip / $ 36.24 / $ 36.37 / $ (0.13) / -0.4% / 1.1%
Cost per PAX / $ 27.85 / $ 27.86 / $ (0.01) / -0.02% / 1.1%
Cost per Contract Rev Mile / $ 3.94 / $ 3.95 / $ (0.01) / -0.2% / 0.6%
Total Cost per Pax before
Depreciation / $ 34.09 / $ 34.34 / $ (0.25) / -0.7% / 0.2%
Budget Results for FY 2012/2013
For the YTD Period Ending April 2013
YTDActual / YTD
Budget / Variance Over <Under>
Budget / % Over <Under> Budget / % Over
<Under>
Previous Yr
Total Exp before Capital @ April 2013 / $ 98,176,142 / $ 99,321,550 / $ (1,145,408) / -1.2% / 7.1%
Revenue
Passenger Fares / 5,597,469 / 5,136,331 / (461,138)
Other Revenue / 295,592 / 317,716 / 22,124
Total Revenue / 5,893,061 / 5,454,047 / (439,014) / -8.0% / 8.3%
Capital Expenditures
Vehicles / 1,856,147 / 1,871,511 / (15,364)
Other Capital
Expenditures / 339,836 / 339,634 / 202
Total Capital
Expenditures / $ 2,195,983 / $ 2,211,145 / (15,162) / -0.7%
Under Budget @ April 2013 / $ (1,599,584)
Adjustments:
Reserve – Access to Work Program Budget / 9,934
Reserve – FTA Vehicle Disposal Proceeds over $5K / 113,925
Reserve – Audit with Children/Tethering Program Budget / 161,360
Reserve – CMAQ Metrolink grant & CalTrans Vehicle grant / 212,029
Total Adjusted Under Budget YTD April 30, 2013 / $ (1,102,336
YTD COST PER PASSENGER BEFORE DEPRECIATION AND CAPITAL COST
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Access Services
Balance Sheet
April 30, 2013
ASSET S
Current Assets:
Cash / 25,767,812Grant Receivable / 1,153,123
Due from FTA / 2,464,145
Due from MTA / 69,252
CMAQ Grant Receivable / 235,159
Accounts Receivable-Miscellaneous / 76,325
Prepaid Expenses / 3,012,874
Deposits / 34,984
Total Current Assets / 32,813,675
Long Term Assets:
Property and Equipment:
Vehicles & Vehicle Equipment / 27,182,741
Office Furniture and Equipment / 224,338
Computer & Telephone Equipment / 2,913,655
Central Reservation Software/IVR / 2,319,684
Leasehold Improvements / 156,965
Total Property and Equipment / 32,797,383
Accumulated Amortization & Depreciation / (22,781,372)
Property and Equipment, Net / 10,016,011
Deposits – Long Term / 0
Total Long Term Assets / 10,016,011
TOTAL ASSETS / 42,829,686
Access Services
Balance Sheet
April 30, 2013
LIABILITIES AND NET ASSETS
Current Liabilities:
Accounts Payable-Trade / 817,058Accounts Payable-Providers / 9,186,658
Insurance Reserve / 2,292,963
Accrued Expenses / 972,540
Total Current Liabilities / 13,269,220
Other Liabilities:
Deferred Revenue / 27,299,477
TOTAL LIABILITIES / 40,568,697
Net Assets:
Temporarily Restricted / 2,260,989
TOTAL LIABILITIES AND NET ASSETS / 42,829,686
Access Services Incorporated
Statement of Cash Flow
For Period Ending April 30, 2013
Cash – Beginning Balance 03/31/13 / 28,477,552Cash Receipts:
Proposition C revenue from LACMTA / 4,746,875
FTA funding received / 3,509,824
Passenger fare/coupons/ID revenue / 662,446
Interest income / 2,368
Miscellaneous revenues / 30,311
Total Cash Received / 8,951,824
Cash Payments:
Vehicles/Vehicle equipment / 1,725,362
Capital Equipment / 3,870
Prepaid expenses/deposits / 436,269
Payments to contract providers / 8,306,098
Eligibility Determination expenses / 235,049
Salaries and related benefits / 527,531
Other expenses / 427,384
Total Cash Payments / 11,661,563
Increase (Decrease) in Cash Reserves / (2,709,739)
Cash – Ending Balance 04/30/13 / 25,767,812
Note: The above statement of cash flow presents the more significant financial categories and their changes for internal use only. This statement is not prepared in accordance with generally accepted accounting reporting standards.
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BOARD BOX ITEM #5
JUNE 14, 2013
TO: BOARD OF DIRECTORS
FROM: ACCESS SERVICES MANAGEMENT STAFF
RE: EXECUTIVE SUMMARY UPDATE FOR APRIL 2013
STEVE CHANG – DEPUTY EXECUTIVE DIRECTOR, OPERATIONS
During the month of April, Antelope Valley Region experienced operation disruptions due to MDT computer software upgrade issues and Eastern Region experienced phone server issues where customers were unable to reach the call center via the 800 reservation line. The disruptions were short in duration and may have impacted on-time and phone hold time performance during the affected period. Access system completed 230,629 trips in April with an on-time performance of 90.36 percent and 0.06 percent Late4. On Wednesday April 10th, Access completed 9,917 completed trips, which is the highest number of completed trips for a single day in April. Access Operations team started planning for the second round of community meetings in 2013 scheduled for late May through early July. In addition to posting the meeting information via normal communication methods, post cards will also be sent to all active riders in the system.
Rogelio Gomez – Project Administrator, Eastern and Northern Regions
Eastern Region
In early April, Access and San Gabriel Transit (SGT) staff participated in the Walk Now for Autism Speaks 2013, which is a fundraiser event that creates awareness relating to the increasing prevalence of Autism. Later in the month, Access also participated in the National Multiple Sclerosis (MS) Society's Walk that creates awareness about MS. Access and SGT have been committed for many years in coordinating and transporting our customers to participate in these two important events. From a performance perspective, SGT completed 63,122 trips with an on-time performance of 91.44 percent and 0.10 percent Late4.
Northern Region
MV Transportation (MV) conducted several driver safety meetings in April with a focus on defensive driving, especially in situations where the drivers have to back up during their routes. MV also concentrated on conducting their quarterly service quality checks to ensure driver proficiency in mobility device securement. MV’s communication system experienced intermittent problems that caused MV to switch over to their back up communication system; the issue was quickly resolved and it did not cause any major service interruptions. From a performance perspective, MV completed the month with 46,178 trips with an on-time performance of 87.73 percent and 0.03 percent Late4.
Alfredo Torales– Project Administrator, Southern and Santa Clarita Regions
Southern Region
The Southern Region provided 76,041 trips. The on-time performance for the region was 90.4 percent and 0.03 percent Late4. Reservation hold times were back to standard compared to the previous month. The average hold time was 68 seconds and only 2.9 percent of calls were on hold over five (5) minutes. In April, Operations Supervisors Mr. Phillip Rice and Mr. Hamilton Franco trained staff and drivers at Global Paratransit, the service provider for the Southern Region, on the use of the new fleet vehicles, the VPG MV-1. The region received seven (7) of these accessible, compressed natural gas (CNG) vehicles. Mr. Lafayette Lott, long-time trainer at Global Paratransit, received the Jerry Walker Commitment to Quality Service Runner-Up Award at the Access Board of Directors Meeting.
Santa Clarita Region
The Santa Clarita Region completed 3,205 trips. Mr. Chris Garcia, a driver from the region, was presented with the Superior Service Award at the Access Board of Directors Meeting. His dedication to quality customer service makes Mr. Garcia a model driver for Access customers. Ms. Denise Ware, the Paratransit Manager at Santa Clarita Transit/MV Transportation, retired this month after a long and successful career in public transit. Her direct style and relationship with dispatchers and drivers made her a valuable leader in the region over the years. The recruitment process for a new Paratransit Manager has started. On April 9th, Operations Supervisors performed a Call Taker/Dispatcher File Audit. The region is meeting all training requirements for both call takers and dispatchers.
Geoffrey Okamoto – Project Administrator, West Central and Antelope Valley Regions
West Central Region
California Transit Inc. (CTI), service provider for the West Central Region, transported 34,050 trips. CTI performed at 90.75 percent with 0.04 percent Late4. On April 18th, there was a bomb scare that occurred at Cal State LA, it created service delays and caused major traffic jams in the surrounding areas for 2-3 hours. In an effort to improve overall service efficiency during peak times, CTI rolled out a new drivers schedule. The changes made to the driver schedule provided better than expected results and improved performance. CTI plans to adjust driver schedules on a bi-annual basis to ensure that they meet the needs of the operation.
Antelope Valley
Trip demand continues to reach all-time highs in the Antelope Valley Region and Diversified Transit (DT), service provider for the Antelope Valley Region, has been maintaining performance standards despite this trip count surge. DT completed 7,663 trips in April 2013 with an on-time performance of 91.77 percent with 0.09% Late4. Access has partnered with DT to ensure SmartDrive coachings for category 3&4s are completed in a timely manner and reflect a higher coaching percentage.