Board Box
APRIL 12, 2013
Item / Board Box Item / Staff / Pages /1. / Recap of Recent Legislative Activities for April 2013 / A. Colaiace / 2
2. / Out of State Travel For March 2013 / K. Helin / 4
3. / New Employee Update / L. Ross / 5
4. / Rolling Board Meeting Calendar / F. Jewell / 6
5. / Key Performance Indicators February 2013 / M. Thompson / 7-11
6. / Financial Report for February 2013 / K. Kuo / 12-26
7. / Executive Summary Update for February 2013 / S. Chang/D. Foster/K. Hagen/ L. Pacheco/M. Avancena / 27-33
8. / Operations Report for February 2013 / M. Thompson / 34-49
BOARD BOX ITEM #1
APRIL 12, 2013
TO: BOARD OF DIRECTORS
FROM: ANDRE COLAIACE, DEPUTY EXECUTIVE DIRECTOR, PLANNING AND GOVERNMENTAL AFFAIRS
RE: RECAP OF RECENT LEGISLATIVE/MEDIA ACTIVITIES
Federal Legislative Activities: Politico reports on Obama’s Transportation budget proposal: “The budget fills in the details on how exactly the $50 billion in immediate spending Obama wants would be divvied up. The breakdown: $27 billion for highway repair and construction, including $2 billion for border crossing infrastructure; $2 billion for airport capital grants; $1billion for FAA's NextGen program; $3 billion for rail capital projects; $2 billion for Amtrak; $2.5 billion for transit formula capital grants, including several set-asides for rural areas; $6 billion for modernize existing fixed-guideway systems and replace and rehab buses and bus facilities; $4 billion for competitive credit assistance and grants for intermodal projects that span regions; $2 billion for a competitive grant program to incentivize state DOTs and MPOs to institutionalize "best practices in transportation policy." As always, the debate between the Democrats and Republicans turns to how we pay for these much-needed improvements.
In other activities, we were pleased to host some analysts from the Government Accountability Office (GAO), which is an independent, nonpartisan agency that works for Congress. The GAO investigates how the federal government spends taxpayer dollars. They were in town to discuss how the Federal Transit Administration handles civil rights complaints from the public. We spent several hours discussing what works and what doesn’t work in the current FTA process.
State Legislative Activities: Access is sponsoring legislation (AB 971) authored by Assemblymember Cristina Garcia. This proposal would make small changes to state law when it comes to our ability to oversee the criminal background check process conducted by our providers. Currently, while Access can require and verify that our providers are conducting the necessary background checks on their drivers, we are technically not allowed to see the results of that background check. Our proposed legislation would exempt us from this prohibition and allow us to have more oversight over this process. A few weeks ago, I met with interested parties in Sacramento to discuss potential amendments to the bill.
Local Legislative Activities: Shelly Verrinder, local advocate David Gershwin and I met with Jeff Carr, the Chief Operations Officer for the Special Olympics World Games which will be hosted by Los Angeles in 2015. Jeff outlined the scope of the event for us and we said that Access is ready and willing to help provide transportation for the event, if necessary.
If you have any concerns or questions, please feel free to contact me at 213/270-6007.
BOARD BOX ITEM #2
APRIL 12, 2013
TO: BOARD OF DIRECTORS
FROM: KRISTINE HELIN, SENIOR ADMINISTRATIVE ASSISTANT, FINANCE
RE: OUT OF STATE TRAVEL FOR MARCH 2013
The following is a list of out-of state paratransit meetings for March 2013.
Washington D.C., Legislative Conference
March 9 – 12, 2013
Washington, D.C.
The below mentioned Access Services staff traveled to Washington, DC to attend the American Public Transportation Association (APTA) Legislative Conference.
Andre Colaiace, Director of Government Services
Phoenix, AZ., APTA Fare Collection Trans Tech Conference
March 17 – 20, 2013
Washington, D.C.
The below mentioned Access Services staff traveled to Phoenix, AZ to meet to attend the APTA Trans Tech conference, at which participants learn the latest in information technology, traveler information, electronic payment systems, and other intelligent transportation system issues affecting public transportation.
F Scott Jewell, Deputy Executive Director, Administration
BOARD BOX ITEM #3
APRIL 12, 2013
TO: BOARD OF DIRECTORS
FROM: LINDA ROSS, MANAGER OF HUMAN RESOURCES
RE: NEW EMPLOYEE UPDATE
New Employee
Access is pleased to announce that we have hired William Kim as our new Fleet Maintenance Supervisor. William most recently worked for San Gabriel Transit, where he managed their daily fleet maintenance operations, fleet services and mechanics scheduling. Prior to joining San Gabriel Transit, he worked for the Claus Ettensberger Corporation as their Customer Service and Warehouse Logistic Manager, where he managed aftermarket automotive accessories. William is no stranger to paratransit services, as he started his career working at San Gabriel Transit installing communication equipment.
William is an ASE certified professional with over 15 years of experience, and is tri-lingual in English, Mandarin and Cantonese. He graduated from Cal State with a degree in Industrial Technology, as well as Citrus Community College where he holds a diploma in Automotive Tech. He is also a graduate of the Transit and Paratransit Management Certificate program.
Please join us in welcoming William to Access.
BOARD BOX ITEM #4
APRIL 12, 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.
May 20, 2013
Item / DescriptionApprove Extension / West/Central Service Area Contract (AS-2364)
Approve Extension / Eligibility Appeals (AS-2239)
Approve Contract / Ridership Demand Forecasting (AS-3393)
June 24, 2013
Item / DescriptionApprove Budget / FY2013/14 Budget
Approve Appointments / Audit Committee Appointments
Approve Contract / Interpreting Services
July 22, 2013 Board Meeting CANCELED
Item / DescriptionBOARD BOX ITEM #5
APRIL 12, 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 FEBRUARY 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 #6
APRIL 12, 2013
TO: BOARD OF DIRECTORS
FROM: KANDY KUO, MANAGER OF FINANCE
RE: FINANCIAL REPORT FOR FEBRUARY 2013
Attached for your review are the financial reports for February 2013.
Approved FY 2012/13 Budget to Actual Fiscal Year-to-Date Comparison:
¨ Passengers: 0.2% under budget
¨ Contract Revenue Miles: 0.3% under budget
¨ Trips: 0.02% under budget
¨ Completed Eligibility Interviews: 7.2% under budget
¨ Average Trip Distance: 0.3% under budget at 9.17 miles
¨ Total cost per Passenger (before depreciation): 0.8% under budget
¨ Administration Function is 6.9% under budget
¨ Eligibility Determination Function is 4.9% under budget
¨ Paratransit Operations Function is 0.5% under budget
Attached are the following reports for your review:
¨ Statistical Comparison: February 2012 to February 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 February 2013
% ofCost / YTD
Actual / YTD
Budget / Variance / % Over
<Under>
Budget / % Over
<Under>
Previous Yr
Paratransit Operations / 89.8% / $ 70,088,967 / $ 70,411,205 / $ (322,238) / -0.5% / 8.8%
Eligibility Determination / 5.7% / 4,426,157 / 4,653,550 / (227,394) / -4.9% / 6.4%
CTSA/Ride Information / 0.3% / 235,784 / 244,908 / (9,124) / -3.7% / -10.9%
Administrative / 4.2% / 3,308,678 / 3,553,459 / (244,781) / -6.9% / -3.7%
Total Exp before Depreciation / $ 78,059,586 / $ 78,863,122 / $ (803,537) / -1.0% / 8.0%
Statistics - - For the YTD Period Ended February 2013
YTDActual / YTD
Budget / Variance / % Over
<Under>
Budget / % Over
<Under>
Previous Yr
Number of Completed Cert Interviews / 32,263 / 34,756 / (2,493) / -7.2% / 2.1%
Number of PAX / 2,282,061 / 2,287,272 / (5,211) / -0.2% / 7.1%
Number of Contract Revenue Miles / 16,064,144 / 16,115,983 / (51,839) / -0.3% / 7.4%
Number of Trips / 1,751,782 / 1,752,169 / (387) / -0.02% / 7.2%
Average Trip Distance / 9.17 / 9.20 / (0.03) / -0.3% / 0.2%
Purchased Transportation Cost
Cost per Trip / $ 36.37 / $ 36.43 / $ (0.06) / -0.2% / 1.4%
Cost per PAX / $ 27.92 / $ 27.91 / $ 0.01 / 0.04% / 1.5%
Cost per Contract Rev Mile / $ 3.97 / $ 3.96 / $ 0.01 / 0.1% / 1.3%
Total Cost per Pax before
Depreciation / $ 34.21 / $ 34.48 / $ (0.27) / -0.8% / 0.8%
Budget Results for FY 2012/2013
For the YTD Period Ending February 2013
YTDActual / YTD
Budget / Variance Over <Under>
Budget / % Over <Under> Budget / % Over
<Under>
Previous Yr
Total Exp before Capital @ February 2013 / $ 78,059,586 / $ 78,863,122 / $ (803,537) / -1.0% / 8.0%
Revenue
Passenger Fares / 4,344,493 / 4,062,330 / (282,163)
Other Revenue / 240,506 / 273,416 / 32,910
Total Revenue / 4,584,999 / 4,335,746 / (249,253) / -5.7% / 6.4%
Capital Expenditures
Vehicles / 840,400 / 840,410 / (10)
Other Capital
Expenditures / 335,965 / 335,764 / 201
Total Capital
Expenditures / $ 1,176,365 / $ 1,176,174 / 191 / 0.02%
Under Budget @ February 2013 / $ (1,052,599)
Adjustments:
Reserve – Access to Work Program Budget 37,132
Reserve – FTA Vehicle Disposal Proceeds over $5K / 71,975
Reserve – Audit with Children/Tethering Program Budget / 129,027
Total Adjusted Under Budget YTD February 28, 2013 / $ (814,465)
YTD COST PER PASSENGER BEFORE DEPRECIATION AND CAPITAL COST
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Access Services
Balance Sheet
February 28, 2013
ASSET S
Current Assets:
Cash / 25,947,498Due from FTA / 10,471,728
Due from MTA / 37,089
CMAQ Grant Receivable / 235,159
Accounts Receivable-Miscellaneous / 49,845
Prepaid Expenses / 3,501,202
Deposits / 1,738
Total Current Assets / 40,244,259
Long Term Assets:
Property and Equipment:
Vehicles & Vehicle Equipment / 26,422,911
Office Furniture and Equipment / 224,338
Computer & Telephone Equipment / 2,909,785
Central Reservation Software/IVR / 2,319,684
Leasehold Improvements / 156,965
Total Property and Equipment / 32,053,683
Accumulated Amortization & Depreciation / (22,222,881)
Property and Equipment, Net / 9,830,802
Total Long Term Assets / 9,830,802
TOTAL ASSETS / 50,075,061
Access Services
Balance Sheet
February 28, 2013
LIABILITIES AND NET ASSETS
Current Liabilities:
Accounts Payable-Trade / 1,547,847Accounts Payable-Providers / 9,186,871
Insurance Reserve / 2,100,311
Accrued Expenses / 1,511,498
Total Current Liabilities / 14,346,527
Other Liabilities:
Deferred Revenue / 33,467,545
TOTAL LIABILITIES / 47,814,072
Net Assets:
Temporarily Restricted / 2,260,989
TOTAL LIABILITIES AND NET ASSETS / 50,075,061
Access Services Incorporated
Statement of Cash Flow
For Period Ending February 28, 2013
Cash – Beginning Balance 01/31/13 / 22,911,971Cash Receipts:
Proposition C revenue from LACMTA / 4,746,875
FTA funding received / 7,232,639
Passenger fare/coupons/ID revenue / 559,854
Interest income / 1,738
Miscellaneous revenues / 7,821
Total Cash Received / 12,548,926
Cash Payments:
Vehicles/Vehicle equipment / 0
Capital Equipment / 7,369
Prepaid expenses/deposits / 399,200
Payments to contract providers / 7,898,517
Eligibility Determination expenses / 249,721
Salaries and related benefits / 490,362
Other expenses / 468,231
Total Cash Payments / 9,513,399
Increase (Decrease) in Cash Reserves / 3,035,527
Cash – Ending Balance 02/28/13 / 25,947,498
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 #7
APRIL 12, 2013
TO: BOARD OF DIRECTORS
FROM: ACCESS SERVICES MANAGEMENT STAFF
RE: EXECUTIVE SUMMARY UPDATE FOR FEBRUARY 2013
STEVE CHANG – DEPUTY EXECUTIVE DIRECTOR, OPERATIONS
With over 208,000 trips completed in February, Access finished the month with a system on-time performance of 89.8 percent with 0.1 percent Late4. Periodic system outage continues to be the main source of operation disruption this year. The Operations team will soon conduct an analysis of past system outages to determine if we have an opportunity to further develop procedures to minimize service disruptions during future system outages. In addition to preparing for the March ridership demand spike, all service providers and Access regional teams continue to focus on safety and recognizing Access drivers for safe driving behaviors.
Rogelio Gomez – Project Administrator, Eastern and Northern Regions
Eastern Region
In early February, San Gabriel Transit (SGT) Road Supervisors and Access Operations Supervisor Gina Breceda conducted an early morning pull out inspection at the SGT yard, where all Access vehicles were inspected prior to leaving the yard for service. In addition, SGT Road Supervisors and Access’ Operation Supervisor conducted service area “blitzes” (field observations) throughout the Eastern Region. No major deficiencies were found during the inspections. The blitzes concentrated on mobility device securement practices. From a performance perspective, SGT completed 57,225 trips with an on-time performance of 90.8 percent and 0.08 percent Late4.
Northern Region
For the Month of February, MV transportation (MV) purchased four compressed natural gas (CNG) MV1 vans for Access operation in the Northern Region. In their efforts to create safety awareness, MV communicated with their drivers the importance of intersection awareness as part of their Safety Topic of the month. The training department for MV continued their safety focus by providing Emergency Preparedness training to drivers. From a performance perspective, MV completed the month with 41,211 trips with an on-time performance of 84.3 percent and 0.3 percent Late4. Furthermore, Access Operation Supervisor Christina Blanco conducted pull out inspections at the MV yard to ensure vehicles were up to Access standards before leaving for service. No major deficiencies were found during the inspection.
Alfredo Torales– Project Administrator, Southern and Santa Clarita Regions