Agenda High Valley Transit District Thursday, October 28 ...

Page | 1

Agenda High Valley Transit District

Thursday, October 28, 2021, 1 PM

NOTICE is hereby given that the Board of Trustees will meet electronically, via Zoom, on Thursday, October 28, 2021

(All times listed are general in nature, and are subject to change by the Board)

Consistent with provisions of the Utah Open and Public Meetings Act, Utah Code Ann. §52-4-207(4), the High Valley Transit District Board of Trustees Chair has issued written determinations supporting the Board of Trustees' decision to convene electronic meetings of the Board without a physical anchor location. Due to the health and safety risks related to the ongoing COVID-19 pandemic and considering public health orders limiting in-person gatherings, members of the public should not attend Board meetings in person. However, members of the public are invited and encouraged to view and participate in the Board’s electronic meetings as described below.

Public comment may also be submitted until 12 PM on Thursday, October 28, 2021 via email at [email protected].

To participate in the webinar: https://summitcountyut.zoom.us/j/91041274529

Or, to listen by phone, dial 1-301-715-8592; Zoom Webinar ID: 910 4127 4529

This meeting may be recorded.

1) Pledge of Allegiance

2) Public Comment – all comments will be limited to three minutes per person

Work Session

3) Operational update/winter operations planning. Temporary winter facility and permanent facility planning.

4) Ridership and performance update

mailto:[email protected]

https://summitcountyut.zoom.us/j/91041274529

Page | 2

5) PC-SLC Connect productivity and cost analysis

6) Budget: 2021 update and 2022 preliminary budget revisions

Board Action

7) Board Minutes October 7, 2021

8) Discussion and possible appointment of Board members to Board sub-committees

9) Board comments

10) Staff comments

Members of the Board, presenters, and members of the public may attend and fully participate by electronic means, using Zoom (phone or video).

Non-Discrimination Notice The High Valley Transit District’s policy is that no person, regardless of race, color, or national origin shall be excluded from participation in, be denied the benefits of, or be subject to any discrimination under any program, activity, or services under Section 601 of Title VI of the Civil Rights Act, as amended. To view a copy of our Title VI Policy and Complaint Procedure, please contact us at (435) 336-3113.

If you require this or any information in an alternative format, please contact us at (435) 336-3113.

1

Today’s agenda 1. Fixed Route.2. Micro Update.

Staff Report Page 1

2

Fixed Route Updates

Product/Data

● Fixed Route Prioritization○ Added some

messaging● Testing improvements to

on-time performance○ Gathering driver

feedback● Calibrating APCs to

collect data● Real-time bus location

testing – go live thisweekend!

Current Ops:

● ~94% serviced MTD● 100% winter tires on

busses● Winterization ongoing● New busses!

○ Needs tech○ Needs wrap○ Coordinating with

UTA● Deer Whistles work

Future Ops:

● CONNEX● Enclosing Structure

○ Electrician thisweek

● Parkas for drivers andtechs

● Recruiting momentum

Staff Report Page 2

3

Today’s agenda 1. Fixed Route.2. Micro Update.

Staff Report Page 3

4

Micro + Other Updates

● Seat Unavailable Rate: 1.9%

● Utilization: 3.3 (avg)○ 4.5 during AM peak ○ 5.5 during PM peak

● Avg ETA: 10 min○ 14-16 min during AM/PM

peaks

● Driver Hrs: ~ 770 hrs

Operations/Product

● Auto-Waze ○ Working through rollout

and testing

Staff Report Page 4

Thank you. Staff Report Page 5

High Valley Transit Weekly Data Reporting, Micro & Valley Ride: 10/1/21 to 10/7/21

YTD Overview

46,790Passengers

14,977.1Net Driver Hours

8,251App Accounts

2,902 Passengers (avg. 426/day)

98 New Riders

32.9% Aggregation*

Weekly OverviewRide Experience

Web: highvalleytransit.org/dataEmail: [email protected]

*Aggregation = % of shared rides

Ride Rating (out of 5)Average 4.8 | Median 5

Ride DistanceAverage 3.5 miles | Median 2.8 miles

Pickup Walk Distance Average 80.9 feet | Median 64.0 feet

Dropoff Walk Distance Average 68.6 feet | Median 54.0 feet

Time from request to scheduled pickupAverage 11.8 minutes | Median 9.8 minutes

Kimball Junction Transit Center188 Pickups (6.5%)120 Drop-offs (4.1%)Total Connecting: 308 (10.6%)

Canyons Village Transit Hub182 Pickups (6.3%)180 Drop-offs (6.2%)Total Passengers: 262 (12.5%)

Transit Connections

Avg. ETA vs. Avg. Passengers/Hour, 10/1 to 10/7

Staff Report Page 6


YTD Overview

49,709Passengers


8,450App Accounts


110 New Riders

32.4% Aggregation*





Ride Distance

Average 3.44 miles | Median 2.8 miles

Pickup Walk Distance

Average 80.68 feet | Median 63.0 feet

Dropoff Walk Distance


Time from request to scheduled pickup

Average 10.44 minutes | Median 8.0 minutes



Transit Connections

Avg. ETA vs. Avg. Passengers/Hour, 10/8 to 10/14

Staff Report Page 7


YTD Overview

52,290Passengers


8,657App Accounts


89 New Riders

28.6% Aggregation*





Ride Distance

Average 3.59 miles | Median 3.0 miles

Pickup Walk Distance


Dropoff Walk Distance


Time from request to scheduled pickup

Average 10.12 minutes | Median 8.5 minutes



Transit Connections

Total Passengers by Day, 10/15 to 10/21

Staff Report Page 8

1

Ridership Overview

Staff Report Page 9

2

Ridership increased in 2021, but not to pre-COVID levels. In September 2021, there were 37% fewer passengers than September 2019.

Staff Report Page 10

3

Cost Overview


4

Monthly invoices from 2019 to 2021. Invoices include operational costs such as wages and fuel.


5

Cost per Passenger (CPR)


6

Prior to COVID, average CPR was $6.46, with lowest CPR around $3 to $4 in winter and highest CPR $8 to $9 in the beginning and end of shoulder season.


7

While CPR peaked at the pandemic’s start, it has been decreasing since, even in the shoulder season. September 2021 has been the lowest CPR ($13.40) since COVID.


8

Trend lines for 2020 and 2021 are negative-sloping, with a steeper decrease in 2020 and gradual decrease in 2021.


9

CPR: Winter Season vs. Shoulder Season

Shoulder Avg. CPR

Shoulder Avg. Monthly Riders

Winter Avg. CPR

Winter Avg. Monthly Riders

% Difference,

CPR

% Difference, Passengers

2018 –2019

$7.65 3,368 $4.63 6,907 -39.5% 105.1%

2019 –2020

$7.65 3,413 $5.58 6,130 -27.1% 79.6%

2020 –2021

$35.84 762 $22.63 1,922 -36.9% 152.2%

Shoulder season is April to Nov., winter season is Dec. to March. March is excluded from 2019-2020 winter since it was a combination pre/post-COVID month, April is excluded from 2020-2021 shoulder since it was a significant CPR outlier ($109.86).

Winter season (December to March) is more popular and has lower average CPRs than the shoulder season. The table below has the average CPR for a given shoulder and winter season, and the percent difference between the shoulder and winter season. The average CPR difference is -34.5%. The average monthly rider count per season and percent difference between seasons is also provided. Winter averages 112.3% more riders than the shoulder season.


10

What does this mean for future CPRs?The table below provides potential ranges for future CPRs, divided by season. The low end of the range is the 2019/2020, pre-COVID CPR average, and the high end of the range is the 2020/2021 averages. Instead of April 2020 – November 2020 for the shoulder season, April 2021 – September 2021 is used, as it is the most recent data.

There are also two cost scenarios: one which will assume a 50% HVT cost, 50% UTA cost (like the previous agreement between Summit County, Park City, and UTA), and one that will assume 100% HVT cost. Prior CPRs are kept as-is for the 50/50 scenario and doubled for the 100% HVT scenario.

CPR Range (50/50) CPR Range (100% HVT)

Winter $5.58 – $22.63 $11.16 – $45.26

Shoulder $7.65 – $16.23 $15.30 – $32.46


11

Winter SeasonDecember 2018 – March 2019December 2020 – March 2021


14

Similar patterns in 2018/19 and 2020/21 with the 901: 6:10am Up and 5:43/53pm Down are the most popular runs.


15

902 Up: 6:10am popular in 2018/19 and 2020/21, but afternoon runs are less popular in 2020/21.


16

902 Down: 5:08pm most popular in both 2018/19 and 2020/21, but morning runs less popular in 2020/21.


17

Shoulder SeasonApril – August 2019April – August 2021


18

In 2021, the 7:20am Up had ~6x fewer passengers than 2019, whereas the 6:10am Up and 5:08pm Down had ~2x fewer passengers.

The most popular runs are the 6:10am Up, which arrives at KJTC at 7:04am, and the 5:08pm Down. This would allow for an 8am – 4:30pm workday with time to transfer.

While the least popular run is the 5:07am Up, the number is very similar to 2019 (2.5). The 6:08pm down also has similar numbers – 4.5 in 2021, 6.4 in 2019.

* Note the 5:07 Up was the 5:11 Up in 2019


1885 W Ute Boulevard, Park City, UT, US, 84098

STAFF REPORT

Date: October 26, 2021 To: High Valley Transit Board of Trustees From: Caroline Rodriguez, Executive Director Subject: HVT 2021 Budget Update and 2022 Proposed Budget Requested Board Action

- None, this is an informational item regarding budget years 2021 and 2022 Background During the Board’s public meeting on October 7, 2021, staff presented a revised version (2) of the 2022 HVT budget. Major comments from the Board were as follows:

- Discussion regarding the potential need for a Board Contingency line item within the budget, to allow for Board flexibility during the calendar year

o Action taken: Suggested amount of $150,00 was added to the budget under Board Contingency

o Note: Further input from Board members and comment from the Finance Committee indicated the need to make a distinction between Board Contingency and Pilot Programs. A $150,000 line item for Pilot Programs was also added to this draft and should be discussed during work session.

- The mis-categorization of certain line items, especially relating to subscriptions/dues and other

similar items o Action taken: Line items recategorized for clarity (and described below in Table 1)

- Desire to reflect an accurate facility construction cost for 2022 as well as offsetting revenue

o Action taken: None. Concrete information is still not available from funding source.

- Amount budgeted for vehicle maintenance of support vehicles ($55,000) is excessive for three vehicles, one of which is fairly new

o Action taken: Vehicle maintenance reduced from $55,000 to $2,500 In addition to those updates that came as a direct result of Board and Finance Committee feedback, the following changes were made to the proposed budget and are reflected in Table 1, below:



- Estimated fuel cost of $522,714 was moved from the Bus Service item to the distinct Fuel category, since staff anticipates purchasing fuel directly through the State of Utah rather than via a pass-through in the service order contract. To be conservative, the actual estimated budgeted amountdid not change because we assume tax savings will be offset by increase in fuel prices overall.

- Cost of annual membership for the American Public Transportation Association (APTA) wasdetermined and $26,000 added to Dues/Subscriptions

- Staff is preparing to enter into a contract for winter maintenance at the Kimball Junction TransitCenter at a cost of $5,500 per month, plus $0.16 per pound of bulk salt (estimated at 1,000 poundsper plow; up to $640/day during major storms). Because the contract is not yet executed andbecause the amount of necessary salt is unknown, the line item remains unchanged at $85,000.

- $6,583 was added to the depreciation line. The FTA defines the Useful Life Benchmark (ULB) of apassenger automobile (AO, in the “service vehicle” class) as eight years. The depreciation amountfor the 2019 Chevy Tahoe was calculated assuming a salvage value of $2,500 and six years ofstraight-line depreciation.

Because of the addition of $350,00 in Board discretionary funding, $26,000 in APTA dues, and additional depreciation cost, expected contribution to the fund balance in this draft budget version (3) decreases from $2.1 million to approximately $1.8 million; still 11.5 percent of the total budget.

The changes to the draft budget are indicated in bold in Table 1, below. As previously discussed, in Table 1 single account numbers may have multiple entries/amounts, so that the Board can review the detail of the proposed expenditures. Table 2 aggregates the proposed budgeted amounts into single account/line items and provides a comparison of each proposed expense to its 2021 budgeted amount.



Table 1. Draft 2022 Budget v.3 with Detail

Account 55-5100- xxx-xxx Description Total Cost

100- Bus service (via/downtowner) $9,652,871 100-100 Bus service (UTA) $750,000 310- Board Contingency $150,000 100- Pilot Programs $150,000 110- Salaries $509,226 110- Driver incentive programs/recruiting $250,000 120- Overtime $5,000 130- Benefits $250,000 190- Local match/bus replacement $25,000 200- Materials/supplies $35,000 230- Travel/training $12,550

230- Semi- Annual retreat incl. Diversity, Equity, Inclusion Board training $8,000

250- Board stipends $15,000 270- Dues/subscriptions/licenses $44,850 270- Tableau license $840 270- Web improvements $816 270- Insurance $27,500 275- Utilities $12,624 290- Cell phones $1,836 310- Contract with county (Admin.) $171,060 310- Professional/technical $250,000 310- Transit center cleaning (contract) $42,840 310- Winter transit maintenance $85,000 310- Lobbyist contract share $25,000 275- Data service/wifi (KJTC/Ecker) $7,898 270- Software licensing (other) $19,000 310- Publications/printing $35,520 310- IT support (contract) $30,000 360- Fuel support and transit vehicles $527,394 365- Equipment/vehicle maintenance $2,500 55-5900- Depreciation (KJTC, shelters, buses) $712,163 740- Transit Facility $1,600,000 740- Snow pusher/blower for Ecker ped $28,000 740- Shop equipment (lifts, tools, etc.) $200,000 760- Equipment $3,000 Total Expenses: $15,640,487 Total Revenues: $17,463,500 55-2951- Fund balance $1,823,013

2022 Proposed Budget $17,463,500



Table 2. Draft 2022 Budget versus Adopted 2021 Budget

Account # Description 2022 Proposed 2021 Budget 100- Bus service $9,802,871 $6,925,420 100-100 Bus service (UTA) $750,000 $320,000 110- Salaries $759,226 $420,400 120- Overtime $5,000 $3,000 130- Benefits $250,000 $201,800 190- Local match/bus replacement $25,000 $582,900 200- Materials/supplies $35,000 $15,000 230- Travel/training $20,550 $12,550 250- Board stipends $15,000 $0 270- Dues/subscriptions/licenses $93,006 $91,000 275- Utilities $20,522 $0 290- Cell phones $1,836 $2,400 310- Professional/technical $789,420 $350,000 360- Fuel $527,394 $0 365- Equipment/vehicle maintenance $2,500 $1,200 55-5900- Depreciation $712,163 $0 740- Capital Assets $1,828,000 $0 760- Equipment $3,000 $5,000 Total: $15,640,487 $8,930,670

Plus est. contribution to fund balance: $1,823,013


1885 W. Ute Blvd. Park City, UT 84098 WWW.HIGHVALLEYTRANSIT.ORG

High Valley Transit District

BOARD OF TRUSTEES THURSDAY, OCTOBER 7, 2021

Location: https: https:

Consistent with provisions of the Utah Open and Public Meetings Act, Utah Code Ann. §52-4-207(4), the Summit County Council Chair has issued written determinations supporting Summit County Council's decision to convene electronic meetings of the Council without a physical anchor location. Due to the health and safety risks related to the ongoing COVID-19 pandemic and considering public health orders limiting in-person gatherings, members of the public should not attend Council meetings in person. However, members of the public are invited and encouraged to view and participate in the Council's electronic meetings as described below.

PRESENT:

Kim Carson, Chair Dave Thomas, County Attorney David Geffen, Vice Chair/Secretary Roger Armstrong, Board Member Doug Clyde, Board Member Chris Robinson, Board Member Tom Fisher, County Manager Caroline Rodriguez, Interim GM Jamie Dansie, Sr. Transportation Planner Isabel Hanewicz, Business Analyst Chris Putt, Transportation Planner Abigail Villegas, Admin Tech

Meeting called to order at 1:01 PM.

Pledge of Allegiance

Work Session

Introduction of David Geffen, High Valley Transit Board Member

David Geffen introduced himself to the High Valley Transit Board and team.

The Board and team welcome D. Geffen

Ridership and Performance

Isabel Hanewicz presented and explained HVT’s ridership and performance.

The Board asked questions of I. Hanewicz.


1885 W. Ute Blvd. Park City, UT 84098 WWW.HIGHVALLEYTRANSIT.ORG

2022 Preliminary budget proposal

Caroline Rodriguez presented the 2022 Preliminary budget proposal.

The Board asked questions of C. Rodriguez.

Board Action

Board Minutes August 26, 2021 Kim Carson made a motion to adopt the meeting minutes for 8/26/2021, moved by Clyde and seconded by Armstrong to adopt the written minutes for 8/26/2021. All voted in favor, 5-0

The following information is incomplete to due technology failure:

Appoint Board Vice Chair/Secretary

Discussion and possible execution of Executive Director contract

Discussion and possible adoption of the Valley Ride ADA Complementary Paratransit Plan

Board Comments

Staff Comments

• Rodriguez thanked the team for their time and hard work.

MOTION

Chair Carson requested a motion to adjourn meeting at 3:00 p.m. The motion passed with a vote of 5-0.

________________________

Kim Carson, Chair



STAFF REPORT

Date: October 26, 2021 To: High Valley Transit Board of Trustees From: Caroline Rodriguez, Executive Director Subject: Board Committees

Requested Board Action

- Appoint two members of the Board to each standing committee

Background

The High Valley Transit Board should establish the following committees (previously referred to as sub-committees) to guide the work of the full Board and make the most efficient use of the Board’s time during public meetings. The intent of these standing committees is to allow two Board members to meet and work closely with staff on a regular basis on distinct subject matter. The appointed members should represent the interests of the full Board and will be responsible for reporting back progress to the Board during public meetings.

Committee terms to be discussed.

Name: Budget, Finance, and Audit Committee (established) Purpose: Serves as the policy work group for the District’s financial plan; bonding plan; grants

planning and oversight; and general budget oversight. Reviews current year budget burn rate and assists in preparation of future budgets. In addition, this committee serves as the designated audit committee as outlined within High Valley Transit’s Policies and Procedures, Section 3.7. Note: Independent audit not required for 2022. Instead, audit will be conducted by Summit County under service agreement.

Appointed: Kim Carson, Roger Armstrong Staff Lead: Caroline Rodriguez Others: Matt Leavitt, Finance Director Effort Level: High Meetings: Every other Tuesday at 11 AM



Name: Driver Recruitment and Retention Committee Purpose: Identifies and advises the full Board on policies and benefits to recruit and retain safety-

sensitive positions within the District. Reviews the dollar cost of proposed policies and makes recommendations. Regularly reviews recruitment and retention levels to determine effectiveness of policies. Please see Attachment A for first review assignment.

Staff Lead: Jamie Dansie Effort Level: Moderate

Name: Personnel Advisory Committee Purpose: Review policies and procedures, job descriptions, grievances and other items of personnel

nature as delegated by the Executive Director Staff Lead: Jamie Dansie Effort Level: Low

Name: Regional Planning Committee Purpose: Reviews and advises on policies, plans, and costs related to regional transit relationships,

expansion, and service planning. Specific responsibility includes on-going planning efforts between HVT, Wasatch County, and MIDA. Note: Discussion with County Attorney required regarding how HVT provides comments/participates with land use authorities on planning, design, and service issues.

Staff Lead: Caroline Rodriguez Effort Level: High



Attachment A: Proposed Winter Tire Reimbursement Program

Winter Tires Cost Estimate Cost of winter tires varies based vehicle type and tire size. To estimate costs, one truck, one SUV, and one sedan were chosen: the 2018 Ford F-150 XL 4x4 265/70417 115T, the 2018 Subaru Forester 2.5i, and the 2018 Toyota Camry L. For each vehicle, winter tires were priced at two different tire shops: Burt Brothers Tire & Service, whose closest location is in Jeremy Ranch, and Goodyear, whose closest location is in Salt Lake City. For each vehicle, two different winter tires were priced at each location. Exact tire names and prices are provided in the appendix.

Winter tire costs ranged roughly from $100 to $200 per tire, or $400 to $800 for a full set of four (4) tires. Tire costs increased by vehicle size, with the Toyota Camry having the cheapest tires and the Ford-F150 the most expensive. Each shop charged an installation fee around $100, and Utah imposes a $4 tire recycling fee per tire if the old tires are disposed of at the shop. The installation and recycling costs did not vary by vehicle size. The total estimated winter tire cost by vehicle size is as follows:

• Sedan: $500 to $650 total ($400 to $550 tires, $100 installation)• SUV: $650 to $800 total ($550 to $700 tires, $100 installation)• Truck: $880 to $1,015+ total ($780 to $915+ tires, $100 installation)

Reimbursement Process To fairly reimburse for winter tires, divide reimbursement maximums into two categories: the cost of the tires themselves and the cost of installation/fees.

For the tires, set a per-tire cap. Reimbursing at $150/tire would fully subsidize the cost for most sedans and some SUVs, and cover about 75 percent of the cost for trucks. This would likely mean most drivers and employees have the full cost of tires covered and leave employees with large trucks paying $100 to $225 out-of-pocket for tires.

Additionally, offering a $100 installation reimbursement would cover most if not all the installation fee for the tires. Employees who chose to recycle their all-terrain tires at the shop may have to pay part or all the $16 recycling fee, but this is a small percentage of the overall tire cost.



Estimated Cost to HVT Assume an even distribution of sedans, SUVs, and trucks amongst the 36 HVT employees (30 drivers and 6 full-time administrative staff) eligible for reimbursement. Using a slightly higher-end average, assume employees with sedans chose tires costing $120/tire, and that employees with SUVs and trucks max out their reimbursement choosing tires costing $150/tire or more. Again, use a high-end assumption that all employees max out their $100 installation fee. Total cost to HVT would be:

• Tires: $20,160 ([12 sedans x $120/tire x 4 tires] + [24 SUVs/trucks x $150/tire x 4 tires]) • Installation: $3,600 (36 cars x $100 installation) TOTAL COST: $23,760

Alternate Lower-Cost Scenario If, instead, HVT covers only $100/tire and $50/installation, knowing that this will cover at least 50 percent of employees’ costs, cost to HVT will be as follows:

• Tires: $14,400 (36 cars x $100/tire x 4) • Installation: $1,800 (36 cars x $50 installation) TOTAL COST: $16,200



Appendix – Selected Winter Tire Costs by Vehicle Installation cost, regardless of vehicle, were $88 at Burt Brothers Tire & Service and $99 at Goodyear, not included in the tire costs below.

2018 Ford-F150 XL 4x4 265/70R17 115T Burt Brothers Tire & Service

• Bridgestone Blizzak DM-V2: $201.99/tire ($807.96 total) • WinterCommand: $195.98/tire ($783.92 total)

Goodyear • Dunlop Winter Maxx SJ7: $229/tire ($916 total) • Goodyear WinterCommand: $204/tire ($816 total)

2018 Subaru Forester 2.5i Burt Brothers Tire & Service

• Winterforce 2 UV: $138.99/tire ($555.96 total) • Blizzak DM-V2: $153.99/tire ($615.96 total)

Goodyear • Goodyear Ultra Grip Ice WRT: $149/tire ($596 total) • Goodyear WinterCommand: $176/tire ($704 total)

2018 Toyota Camry L Burt Brothers Tire & Service

• Blizzak WS90: $110.99/tire ($443.96 total) • Winterforce 2: $98.99/tire ($395.96 total)

Goodyear • Dunlop Winter Maxx 2: $135/tire ($540 total) • Goodyear WinterCommand: $125/tire ($500 total)


Agenda High Valley Transit District Thursday, October 28 ...

Documents

Transcript of Agenda High Valley Transit District Thursday, October 28 ...