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The SORTA Board of Trustees may go into Executive “Closed” Session under the Ohio Open Meetings Act: Section 121.22(G)(1) To consider appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee…; Section 121.22(G)(2) To consider the purchase of property for public purposes….; Section 121.22(G)(3) Conferences with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action; Section 121.22(G)(4) Preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees…, Section 121.22(G)(5) Matters required to be kept confidential by federal law or regulations or stat statues; Section 121.22(G)(6) Details relative to the security arrangements and emergency response protocols for a public body or a public office; Section 121.22(G)(8) To consider confidential information related to the marketing plans, specific business strategy, production techniques, trade secrets…
SORTA PLANNING AND OPERATIONS COMMITTEE MEETING
TUESDAY, MAY 12TH, 2020 - 9:00 A.M.
General Items:
Call to order Pledge of Allegiance Recite Mission and Vision Statement
1. Approval of Planning and Operations Committee Minutes: April 14th, 2020
Briefing Items
2. Good News! (John Ravasio) 3. Ridership Reports for March 2020 (Matt Moorman)
Action Items
4. Proposed Resolution: Approval of Hilltop Plaza Park-N-Ride Lease Agreement with KSDD Properties LLC (Khaled Shammout)
5. Proposed Resolution: Approval of Modication to Sam’s Club Park-N-Ride Lease Agreement (Khaled Shammout)
Other Items: Adjournment
The next regular meeting of the Planning & Operations Committee has been scheduled for
June 9th, 2020 at 9:00 a.m.,
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PLANNING AND OPERATIONS COMMITTEETUESDAY, APRIL 14TH, 2020 – 9:15 A.M.
COMMITTEE/BOARD MEMBERS PRESENT: Heidi Black, Roderick Hinton, Thaddeus Hoffmeister, Pete McLinden, Mary Miller, Gwen Robinson and Kathy Wyenandt
COMMITTEE MEMBERS ABSENT: Blake Ethridge and Allen Freeman
STAFF MEMBERS PRESENT: Darryl Haley, Donna Adkins, Pat Giblin, Adriene Hairston, Brandy Jones, Caprice Jones, Maria Jones, Michelle Jeng, and Shannel Satterfield
OTHERS PRESENT:
1. Call to Order
Mr. Cull called the meeting to order.
2. Pledge of Allegiance
The Pledge of Allegiance was recited.
3. SORTA’s Vision and Mission Statements
SORTA’s vision and mission statements were recited.
4. Approval of Minutes of February 11th, 2020
Mr. Hoffmeister moved and Ms. Miller second that the minutes of the February 11th meeting be approved as previously emailed.
5. Good News!
Mr. Ravasio presented his Good News! Report. He presented COVID-19 updates: emergency responses processes, staff effort highlights, and new pandemic related policies.
The Committee accepted the report as presented.
6. Ridership Report as of March 31st, 2020
Mr. Moorman presented the March 2020 ridership reports. Total ridership for the month of March was 779,515 or 258,778 above budget. On-time performance was 88.0% for local routes, against a goal of 86.5%. Local routes are carrying 13.7 passengers per hour, against a goal of 20.7 and express routes are carrying 8.6 passengers per trip, against a goal of 16.2. Missed Trips for the month was 91 against 61,732 total trips.
Mr. Moorman presented the March 2020 ridership for Access. Total ridership for the month of January was 11,902 or 8,143 below budget. On-time performance was 94.0% against a goal of 93.0%.
The Committee accepted the report as presented.
7. Proposed Resolution: Approval Of Contract With Masabi To Procure And Install Onboard Electronic Fare Validators
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Mr. Shammout requested approval of a three (3) year contract with Masabi, to procure and install onboard electronic fare validators, at a total cost not to exceed $1,319,030 which includes warranty and EMV maintenance fees for year 2 and 3.
The Committee agreed to recommend the resolution to the full Board and on the consent agenda.
New Business
The next regular meeting of the Planning and Operations Committee has been scheduled for Tuesday, May 12th, 2020 at 9:00 A.M.
8. Adjournment
The meeting adjourned at 9:45 A.M.
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Planning and Ops:
Good News May 12, 2020
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Necessity is the mother of invention.
- Plato, The Republic
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Safe-Distance Barrierversion 2.0
• Allows for safer fare collection, front door boarding, and access to the full seating area
• Fully created and installed in-house
• Improved durability
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We are now at work on further improvements to version 3.0
Fixed position
Improved materials
Better!More
protection
visibility
Great
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Question: Do you know what we celebrated on April 28?
- besides election day
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Answer: National Superhero Day!
#HeroesMovingHeroes
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Customer service is not a department, it’s everyone’s job.
– Anonymous
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Restored Fixed Route Service• In our modified schedule, some branches of routes were
eliminated
• Friday May 8, we restored some service (Mon-Fri)• Brand new schedules • 43-Evendale; 32-Price Hill (Covedale)• 16 (added a.m. service); 51 (added p.m. service)
• Thank you to Matt Moorman, the Communications Team, and Transit Operations
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CPS Locker Clean Out- CPS has scheduled two days (May 12, 14) for students to get end-of-year materials and clean out lockers
- To help, CPS students may use their passes to ride our service, without additional extra service
- CPS is pleased with this measure
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Taking care of each other
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THANK YOU
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May 2020
BRIEFING ITEM – MONTHLY RIDERSHIP REPORT- APRIL 30TH, 2020
STRATEGIC PLAN GOAL / OBJECTIVE
Operational Excellence
RECOMMENDATION
This is a briefing item. No action is required at this time.
BUSINESS PURPOSE
This report provides a summary of monthly ridership information, both on fixed route (Local/Express) and Access services.
Key Performance Indicators (KPIs) such as: Average Fixed Ridership, Passenger per Hour, Passenger per Trip, and Cost per Passenger are provided to show ridership trends and variances.
SUBMITTED BY:
Matt MoormanScheduling Manager
Attachments:Presentation
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April 2020 Ridership
Report
1
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Local/Express Ridership
ACTUAL BUDGET VARIANCE(%/#) 2019 VARIANCE
(%/#)
TOTAL 376,100 1,175,706 -68.0% -799,606 1,213,480 -69.0% -837,380
LOCAL 374,006 1,100,048 -66.0% -726,042 1,135,656 -67.1% -761,650
EXPRESS 2,094 75,658 -97.2% -73,564 77,824 -97.3% -75,730
YTD TOTAL 3,308,023 4,198,783 -21.2% -890,760 4,385,634 -24.6% -1,077,611
2*COVID-19 Impact
*
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Local/Express KPIs
ACTUAL KPI/BUDGET VARIANCE
PASSENGERS PER HOUR (LOCAL) 10.1 20.7 -10.6
PASSENGERS PER TRIP (EXPRESS) 1.5 16.2 -14.7
AVERAGE RIDERSHIP (WD) 14,064 48,087 -34,023
AVERAGE RIDERSHIP (SA) 10,698 18,438 -7,740
AVERAGE RIDERSHIP (SU) 5,970 11,010 -5,040
Current year Prior year KPI/Budget3
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Local/Express Missed Trips
Current year Prior year
ACTUAL TOTAL TRIPS % OF TRIPS OPERATED
MISSED TRIPS (ALL SERVICE) 68 57,847 99.9%
REASON FOR MISSED TRIP ACTUAL % of MISSED TRIPS
NO OPERATOR AVAILABLE 14 21%
MECHANICAL ISSUE 14 21%
TRAFFIC INCIDENT 6 9%
LATE OPERATIONS 10 15%
OTHER 21 31%
4
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Access Ridership
ACCESSPARATRANSIT ACTUAL BUDGET VARIANCE (%/#) 2019 VARIANCE (%/#)
TOTAL 2,334 20,373 -88.5% -18,039 20,373 -88.5% -18,039
WD 2,181 19,074 -88.6% -16,893
SA 97 790 -87.7% -693
SU 56 509 -89.0% -453
YTD 50,861 77,183 -34.1% -26,322 76,325 -33.4% -25,464
Current Year Prior Year Budget
5
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BOARD OF TRUSTEESSOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
RESOLUTION NO. 2020-xx
APPROVAL OF HILLTOP PLAZA PARK-N-RIDE LEASE AGREEMENT WITH KSDD PROPERTIES, LLC
WHEREAS:
1. SORTA currently has an agreement with KSDD Properties, LLC to lease thirty (30) spaces upon its premises, located on 8200 Hamilton Ave, Mt Healthy, OH 45231 for SORTA’s park-and-ride passengers.
2. The current amended agreement between SORTA and KSDD Properties, LLC will expire on May 31st, 2020.
3. SORTA staff has negotiated a new five (5) year parking space lease for the period of June 1, 2020 through May 31, 2024. The new terms involve leasing thirty (30) parking spaces.
4. SORTA staff recommends approval of the lease extension, a copy of which is attached hereto and incorporated by reference herein.
THEREFORE, BE IT RESOLVED:
5. The Board hereby approves the lease extension with KSDD Properties, LLC in substantially the form attached and authorizes and directs the CEO/General Manager/Secretary-Treasurer or the CFO to execute five (5) year lease agreement, at a total cost not to exceed $34,500.
Attachments:Action Item
Lease Agreement
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April 28, 2020
ACTION ITEM – APPROVAL OF LEASE AGREEMENT WITH KSDD PROPERTIES, LLC (HILLTOP PLAZA)
STRATEGIC PLAN GOAL / OBJECTIVE
Operational Excellence
RECOMMENDATION
Approval of a resolution authorizing the CEO/General Manager or the CFO to execute a five (5) year lease agreement with KSDD Properties, LLC (Hilltop Plaza) on behalf of SORTA for 30 park-and-ride spaces.
SORTA currently has an agreement with KSDD Properties, LLC (Hilltop Plaza) to lease thirty (30) spaces. The annual cost for 2020/2021is $6,840 ($19 per space per month) with annual increase of $60.The current agreement expires on May 31, 2020.
FINANCIAL CONSIDERATIONS
This agreement is based on 30 parking spaces totaling $34,800 for 5 years.
This expenditure will be funded with local operating money.
This is a five (5) year agreement with a total expenditure not to exceed $34,800
BUSINESS PURPOSE
Commuter parking spaces used by SORTA/Metro passengers
LEGAL CONSIDERATIONS
Section 306.35 of the Ohio Revised Code authorizes SORTA to enter into leases of real property in connection with the provision of transit services.
SUBMITTED BY:
Khaled Shammout Darryl HaleyDirector of Transit Development CEO/General Manager
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SORTA Procurement Summary ReportHilltop Plaza Park and Ride Lease Agreement
Contract No. 20-2020
Contract lnformation
A. Description: Lease Agreement for 3O spaces for the Hitttop Plaza Park and Ride
B. Lessor: KSDD Properties, LLC
G. Contract Amount: Not to Exceed $34,800
D. Determination of Price Reasonableness: Price is considered fair and reasonable due tothe price being in line with the previous contract for the same property. Monthly price willincrease $5 June 1't of each subsequent year. This same increase schedule has been in
place for the same property since SORTA began leasing the property in 1996,
E. Contract Type: Not to Exceed
F. Lease Period: Five (5) Years
G. Options Available: None
H. Funding Source: 100% Local
l. Participation by D/M/SMBE Firms: 0%
Sol icitation lnformation
J. Solicitation Type: Sole Source
K. Number of Solicitation Packages Sent: 0
L. Pricing Sheet:
Monthlv Amount Yearlv Amount
$s7o $6,840
$575 $6.900
$580 $6,960
$585 $7,020
$590 $7,080
Total $34,800
Recommendation for Award
KSDD Properties, LLC is determined to provide the most advantageous price for SORTA, costand all other factors considered; it has the capacity to perform this contract in all respects and isrecommended for award.
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Alttit\ Date 5l7l2O2O
-..-,"_-as-L _ _----iConcur:
tilalw
Manager
--!Un/w
Buyer/Purchasing Agent
Reviewed and Approved:
Date 51712020
Date 51712020
Prepared by:
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BOARD OF TRUSTEESSOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
RESOLUTION NO. 2020-xx
APPROVAL OF LEASE AGREEMENT WITH SAM’S CLUB PARK &RIDE
WHEREAS:
1. SORTA currently has an agreement with Wal-mart/Sam’s Club to lease one-hundred and thirty (130) spaces upon its premises, located at 5375 North Bend Road, Cincinnati, Ohio 45247 for SORTA’s park-and-ride passengers.
2. The current amended agreement between SORTA and Wal-mart/Sam’s Club will expire on September 30, 2018.
3. SORTA staff has negotiated a new two (2) year extension of this contract for the period of October 1, 2020 through September 30, 2022, at a total annual cost not to exceed $30,030. The total cost of the two (2) year extension is $60,060.
4. SORTA staff recommends approval of the lease extension, a copy of which is attached hereto and incorporated by reference herein.
THEREFORE, BE IT RESOLVED:
5. The Board hereby approves the with Wal-mart/Sam’s Club in substantially the form attached and authorizes and directs the CEO/General Manager/Secretary-Treasurer to execute a two (2) year extension, at a total annual cost not to exceed $30,030, for a total contract amount up to $60,060 on behalf of SORTA.
Attachments:Action Item
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May 2020
ACTION ITEM – APPROVAL OF LEASE AGREEMENT WITH WAL-MART/SAM’S CLUB
STRATEGIC PLAN GOAL / OBJECTIVE
Operational Excellence
RECOMMENDATION
Approval of a resolution authorizing the CEO/General Manager or the CFO to execute a two (2) year lease agreement with Wal-Mart/Sam’s Club on behalf of SORTA for 130 park and ride spaces. This is the eighteenth amendment to the license agreement.
FINANCIAL CONSIDERATIONS
This is a two (2) year agreement with a total expenditure of $60,060.
This agreement is expected to cost $30,030 per year (130 parking spaces x $19.25 per space per month)
This expenditure will be funded with local operating money.
BUSINESS PURPOSE
Commuter parking spaces used by SORTA/Metro passengers.
LEGAL CONSIDERATIONS
Section 306.35 of the Ohio Revised Code authorizes SORTA to enter into leases of real property in connection with the provision of transit services.
SUBMITTED BY:
Khaled Shammout Darryl HaleyDirector of Development CEO/General Manager
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